RPIR Address Requirements and Options for GFEBS/SAP Implementation BTA Enterprise Integration

1. RPIR Address Requirements and Options for GFEBS/SAP ImplementationBTA Enterprise Integration

2. Objective • Identify the Address Construct solution and option in SAP that will satisfy the RPIR Address requirements.

3. RPIR Address Requirements • Each Real Property has an accurate physical (delivery) address. • Each Real Property Address is uniquely identified. • Comply with Addressing standards (ISO, USPS, International Standards, BEA, etc).

4. Best Practice for Addressing Standard • Adopt US Postal Service and mailing industry addressing standards to enhance the processing and delivery of mail, reduce undeliverable-as-addressed mail, and maximize the cost reduction opportunities. • USPS Address Standard References : • Publication 28, Postal Addressing Standards • Publication 221, Addressing for Success

5. Postal Addressing Standards • Postal Addressing Standards focus more on the standardized Delivery Address Line, Last Line, Format, and Content rather than on the data elements. • To understand the complexity of business-to-business addressing, a strong effort has been made by USPS to identify and define many individual data elements as shown in the next slide that can be included in a business-to-business address.

6. USPS Address Data Elements Listed in Publication 28 10. Street Number 11. Pre-directional 12. Street Name 13. Street Suffix 14. Post-directional 15. Secondary Unit Indicator 16. Secondary Number 17. Company Name 18. PO Box Number 19. City 20. State 21. ZIP Code 22. ZIP+4 Code 23. Carrier Route Code 24. Operational Endorsement/ACS Participant Code 25. Key Line Code 26. POSTNET Barcode 27. POSTNET Address Block Barcode

7. Postal Addressing Standards • A standardized address is one that is fully spelled out, abbreviated by using the Postal Service standard abbreviations (shown in USPS publication 28) or as shown in the current Postal Service ZIP+4 file. • Format all lines of the address with a uniform left margin. Uppercase letters are preferred on all lines of the address block. Lowercase letters in various type styles are acceptable provided they meet postal guidelines for OCR readability.

8. SAP Address Services • SAP Business Address Services (BAS) offer functions for managing addresses in applications. You can store and further process addresses, using different address types. An address is subordinate to an associated application object (such as a customer, a purchase order, or a plant). • BAS function modules enable the application to store addresses for the associated application object in BAS tables. These tables contain the addresses of all applications that use the BAS in a system. Functions and data storage in address management are central with regard to a client in a system.

9. SAP Address Services • The BAS are already used by a broad range of applications, including, for example: • Customer and vendor master • Bank addresses • Sales and Distribution documents: Document addresses and one-time customer addresses • User addresses • SAP office addresses (external communication) • Customizing addresses (sm30) • MM Purchasing: Permanent delivery addresses, manual delivery addresses in purchase orders, purchase requisitions, one-time vendors • PM/SM (functional locations, equipment, notification, order)

10. SAP Address Services • General Characteristics • Together with the address, you can enter data for all common communication methods (for example, telephone number, fax number, e-mail address, and so on). • International address requirements (print output according to international mail standards, multiple address formats, for example for Asian countries) are considered. • Checks against city and street directories are performed using interfaces (for example, for partner solutions) or as a function in the standard system (city and street files are delivered without content and can be filled by means of transfer programs). • A duplicate check and an error-tolerant search are performed using interfaces, which can be validated, for third-party vendors.

11. SAP Address Services • Integration into the Application • Three address types are available to map addresses from the application onto BAS data structures: Company addresses, personal addresses, and workplace addresses • Dialogs for maintaining addresses can be integrated flexibly into the application (as a dialog box, sub-screen, or full screen). You can parameterize the screens to hide fields or to define required fields, for example. • Address data is updated together with the application data. • Addresses are grouped by their assignment to an application, which can be used as a filter for searches and authorization checks.

12. SAP Address Tables An address number in table ADRC or a person number in table ADRP is unique. However, both a person number and an address number can occur more than once in table ADCP .

13. SAP Address Data Element and GAP/Issue Identified

14. Summary of Address GAP/Issue • The main gap to comply with RPIR requirement is the SAP Address Field which needs to be broken down into three fields (Pre-directional, Street Name, Street Suffix (Type)) with Pick List and Validation check. • SAP implemented by GFEBS has provided Pick List and Validation check on City, State Code, and Country Code.

15. Additional Issues • Currently, there is no issue to achieve the uniqueness of ARMY owned Building master data and address in GFEBS. User can’t create a different Address for the same building of the business entity. • However, we identified an issue of maintaining the uniqueness of Leased Building master data and address, since there is no building number used/assigned for the leased building today. This is a work process and data administration issue that needs to be addressed by GFEBS and RPIR Team. See meeting note for details.

16. Option 1 – Communicate RPIR Address Requirements to SAP for Development Request • Request SAP to consider and implement USPS Addressing data standards and address verification tool for the SAP US Country specific products. • Pros: This is a long term solution and will eliminate the individual work around solutions and cost. • Cons: There is no guarantee that SAP will implement our request and will take a while if SAP agree to do so.

17. Option 2 – Develop a Customized Solution to store and convert the RPIR Address data to SAP standard • Develop a customized solution using Customized transaction and table or User Exit to maintain the Address Master data using the RPIR recommended data structure, then convert the data to SAP standard Address data element and tables. No changes to SAP Standard Address Tables or Functions. • Pros: We can customize any solution we want. • Cons: High Cost to develop and maintain

18. Option 3 – Use SAP Standard • Adopt SAP standard as the new standard. Use additional strategy to ensure the accuracy and uniqueness of the Address data. No changes to SAP Address Tables or Functions. • Pros: Low/No cost. • Cons: Data quality may be improved, but not eliminated. This is also true for the other two options.

19. Additional Strategy to meet RPIR Requirements • GFEBS is implemented as the official source of Addresses for all Real Properties within the ARMY to ensure the uniqueness of the Addresses. • Provide appropriate training regarding USPS Addressing Standards to all users who have the responsibilities of maintaining the Real Property Master data and address. This will improve the quality of the Address data. • Using Yahoo or Google Map Function or 3rd party vendor Address Verification software to validate the Address data first, then copying the data to SAP. This will improve the accuracy of the Address data. • Note: Many new Building Address may not be found via Yahoo or Google Map Function