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Purpose .................................................................................................................................................................. 1
Purpose
This guide is intended for Rev-Trac administrators. It assumes the reader is familiar with standard
SAP migration techniques as well as creating and monitoring batch jobs.
It is set out to give an overview of Rev-Trac and describe how to configure a basic change
management process in Rev-Trac.
Overview of Rev-Trac
Rev-Trac is ABAP based application that enables you to continuously monitor all transportable
changes in your SAP landscape. Rev-Trac intercepts every transportable change and requires the
change maker to associate it with a Rev-Trac request. Rev-Trac then progresses each request and its
transports using a predefined approval and migration process.
This overview introduces a number of terms and concepts that are key to understand how Rev-Trac
works. They will be identified in bold italics.
A Rev-Trac request may be thought of as a group of transports, related documentation and approvals
to manage a testable unit of change.
Every request has to be assigned to a Rev-Trac project and Rev-Trac request type.
A request passes through a sequence of approved Rev-Trac statuses before it is migrated to the final
destination system. The Rev-Trac strategy determines the sequence of statuses to be approved,
approval requirements and the positions of nominated teams who can approve the statuses. The
project and request type determine which strategy is used. The Rev-Trac organisation structure
maps the Rev-Trac users to their teams and positions and, determines the actual person who may
give particular approvals at specific statuses for the request.
In summary, the approval process of a request is defined by associating the appropriate strategy and
organisation structure to a project and request type. In addition, you can define when, how and to
where migration of transports occurs upon approval of each status by associating the appropriate
Rev-Trac migration method and Rev-Trac target group to the status.
Rev-Trac also provides migration features that are not available when migrating transports using the
TP command or the standard SAP STMS transaction. These migration features include:
• Automatic overtake and overwrite checking of changes by Rev-Trac Overtake and Overwrite
Protection System before each import.
• Automatic approval of post-migration status of a Rev-Trac request following a successful
migration.
• Providing an audit of who approved each migration (as opposed to who actually migrated the
transport).
Rev-Trac is able to intercept and prevent development and migration errors by using two related
mechanisms to help protect workbench objects and SAP configuration from accidental damage. These
mechanisms are called:
• Overtake and Overwrite Protection System (OOPS)
• OOPS prevents the accidental overtaking or overwriting of changes during migration.
Overtaking occurs when you import a transport before another transport that contains a
previous version of the same object or data. Overwriting occurs when you import a transport
that obliterates all or part of the contents of a more recently released transport that is already
present in the system. The over-written object or data is at risk of being left in an unintended
state.
• Rev-Trac locking system
• The Rev-Trac locking system can minimise the incidence of overtaking and overwriting by
ensuring changes associated with a workbench object or table are tracked using the same
Rev-Trac request where possible. The Rev-Trac locking system can be configured to
maintain locks on objects and tables even after the relevant transport has been released.
Rev-Trac is typically configured to release Rev-Trac locks when the corresponding
transports have been imported into production.
Before you can start configuring a process, you need to configure the following pre-requisites.
• Rev-Trac landscapes and system relationships
• RFC destinations to enable inter-system communications
• Rev-Trac user authorisations
Please refer to the relevant advanced guides available from the Rev-Trac support portal at
www.xrsc.com.
Follow the steps below to help you to configure a basic change management process in Rev-Trac.
The instructions for each step are provided in this guide.
1. Create projects and request types to be used to determine the appropriate approval and
migration processes for different requests.
2. Define an organisation structure to map Rev-Trac users to their positions and teams.
4. Create target groups and assign destinations to where transports are migrated.
5. Assign appropriate strategies, organisation structures, migration methods and target groups
to project/ request type combinations.
Create
projects
Create
request types
Configure
Create target groups Define destinations
migration
End
Rev-Trac Projects
Every Rev-Trac request belongs to a Rev-Trac project.
In Rev-Trac, the project might represent:
• All work performed in a particular group of systems
• All work performed by a particular group of staff
• A particular system upgrade
• A functional implementation within a specific timeframe
• The migration path of transports or track in Release Management, i.e. BAU track or N+1
track
Note: A Rev-Trac project is not related to a project defined in the SAP Project System (PS) module
You can choose to create a new Project from two menu paths from the Rev-Trac Console:
• Configuration > Process > Projects, OR
• Configuration > Process > Assign process
• This transaction allows you to create a new project by copying from an existing project
(source) and inherit all the request types from the source project.
How to create a project via menu path Configuration > Process >
Projects
1. From the Rev-Trac Console, go to menu path Configuration > Process > Projects. The
‘Display View “Projects”: Overview’ screen is displayed.
3. At the ‘Change View “Projects”: Overview’ screen, select New Entries from the toolbar and
complete the following fields for each project.
Field Value
How to create a project via menu path Configuration > Process >
Assign process
You should use this method only if you want to create a new project that will inherit all of the request
types from the source project and make the necessary changes.
1. From the Rev-Trac Console, go to menu path Configuration > Process > Assign process.
The ‘Display View “Process assignment”: Overview’ screen is displayed.
2. Switch to Change mode and press Enter.
3. At the ‘Change View “Process assignment”: Overview’ screen, select the project to be
copied, then, select Copy As… from the toolbar.
4. Make the necessary changes. For example, change the Project and Text fields.
6. Click on the copy all button on the dialog. An Information dialog displays the number of
dependent entries copied.
8. Proceed to the next step if you want to remove some of the request types that came with the
source project or proceed to the Process assignment per project / request type section to
make the necessary changes to the associated processes.
9. Select the new project you have just created and double-click on Assignments per project /
request type from the Dialog Structure.
10. Select the request types to be removed and select Delete from the toolbar.
The ‘Specify objects to be deleted’ dialog is displayed.
11. Click on the all entries button. An Information dialog displays the number of dependent
entries deleted.
3. At the ‘Change View “Request types”: Overview’ screen, select New Entries from the toolbar
and complete the following fields.
Field Value
Req type Enter the name of the request type. For example, DEV.
Text Enter the description of the request type. For example, ABAP
development.
4. Create a record for each request type within each strategy. For example:
2. Create an organisation.
Rev-Trac Users
A Rev-Trac user is also an SAP user and if equipped with suitable authorisation profiles, the user is
able to create Rev-Trac requests and/or administer Rev-Trac. In addition, the user can also approve
requests if he is associated to a position and team in a Rev-Trac organisation structure.
3. At the ‘Change View “Users”: Overview’ screen, select New entries from the toolbar.
Field Value
User id Type the user’s SAP user ID. For example, AANDERSON.
Name of user Type the user's name. For example, Axel Anderson.
Ref user Complete this field only if this user will be accessing Rev-Trac
solely from the optional xPack add-on to Rev-Trac.
Type the SAP user against which this user’s Rev-Trac
authorisation will be verified, preferably, a reference type user.
AdminAuth Together with the user's security profile, this field determines
whether the user has special privileges to administer Rev-Trac.
Leave this field blank to prohibit the user from performing Rev-
Trac administration.
Recip. type This field determines how Rev-Trac will send workflow
messages to this user.
Select a value from the possible entries.
Rev-Trac Teams
A Rev-Trac user who is responsible for approving requests must be associated to a position and team
in a Rev-Trac organisation structure. For example, your teams might include a Basis team and an
ABAP team. The members of those teams might be assigned to positions such as ‘member’ and/or
‘team leader’.
4. At the ‘Change View ”Teams”: Overview’ screen, select New entries from the toolbar.
5. You will see the Rev-Trac standard team, <TM>. Do not delete.
Field Value
Team Enter the name of the team involved in performing the work
pertaining to a Rev-Trac request. It will be used when creating a
Rev-Trac request.
For example, ABAP.
7. Create a record for each team required in your organisation. For example:
• QA (Test team)
Rev-Trac provides a standard team called <TM> that is not to be deleted or used when configuring an
organisation structure. It is only useful in configuring the approvers and workflow message recipients
in Rev-Trac strategies.
Rev-Trac Positions
A Rev-Trac user who is responsible for approving requests must be associated to a position and team
in a Rev-Trac organisation structure. Rev-Trac provides the following standard positions.
<AM> Auto-Mig
This is used by Rev-Trac to automatically approve a post-migration status such as ‘In QAS’ or ‘In
PRD’. This feature is called auto-approval. This means Rev-Trac checks the result of the preceding
migration and approves the status if the return code is 4 or less.
<CS> Request customizer
Approval can only be given by the user whose user id matches the Customizer field of a Rev-Trac
request details.
<NO> No approval required
The status is approved automatically without manual intervention as soon as the previous status has
been approved.
<OW> Request Owner
Approval can only be given by the user whose user id matches the Owner field of a Rev-Trac request
details.
<PG> Request Programmer
Approval can only be given by the user whose user id matches the Programmer field of a Rev-Trac
request details.
These standard positions should never be deleted or modified. In addition, they should not be included
in any Rev-Trac organisation structures but may be assigned while configuring the approvers and
workflow message recipients in Rev-Trac strategies.
You can create your own positions in addition to these standard positions.
2. Double-click on Positions from the Dialog Structure. The ‘Display View “Positions”: Overview’
screen is displayed.
5. At the ‘Change View “Positions”: Overview’ screen, complete the following fields.
Field Value
Position Enter the name of the position a Rev-Trac User holds within a
Rev-Trac Team. For example, IM.
Field Value
6. Create a record for each position required for your organisation. For example:
• TL (Team leader)
2. Double-click on Organisation names from the Dialog Structure. The ‘Display View
“Organisation names”: Overview’ screen is displayed.
4. At the ‘Change View “Organisation names”: Overview’ screen, select New entries from the
toolbar and complete the following fields.
Field Value
2. Select New entries from the toolbar and complete the following fields for each user to be
assigned to the organisation structure.
Field Value
User id Enter the user’s User id or choose from the possible entries.
Standin This field determines if this user is the alternative approver for
the position owner. This stand-in user will approve a Rev-Trac
request when the position owner is not available.
Check the box to set this user as a stand-in user.
3. Press Enter to display the names and the deactivation flag of the users you have added.
Note: Do not add a user whose Deact box is checked. This means the user can no longer
approve a request.
4. Save your changes.
Rev-Trac Strategies
The Rev-Trac strategy determines the approval process, which includes:
• Stipulating what statuses and their sequences a request will pass through during its lifetime.
• Satisfying pre-requisites and dependencies.
• Ensuring statuses are approved by the appropriate approvers.
• Ensuring appropriate email notifications are sent out either to advise a status is ready for
approval and/or that status has been approved.
Rev-Trac also provides the ability to automatically approve a post-migration status. This feature is
called auto-approval. After all transports associated with a request have been successfully migrated
to their destinations, Rev-Trac can automatically approve the request's next status confirming
successful import so that the following status is available to continue the request’s lifecycle. Auto-
approval and auto-migration are frequently used together. Please read the Configuring an auto-
approval process and Auto-migration sections in this guide.
2. Create a strategy.
4. Configure the approvers and Work Flow message recipients for each status.
Rev-Trac Statuses
Every Rev-Trac request passes through a sequence of statuses before it is migrated to the final
destination system.
Statuses need to be defined to represent the different stages to which a request typically progresses
when one of the following activities happens:
• A user has approved the current status
• A user has added a transport to a request
• A transport associated to a request has been successfully migrated
For example, a request will pass through a simple sequence of statuses such as New request,
Development in progress, Development complete, Approved for QA, In QA, Approved for Production
and In Production.
3. At the ‘Change View “Statuses”: Overview’ screen, select New Entries from the toolbar and
complete the following fields.
Field Value
Lock Mode This field determines whether the request will hold Rev-Trac locks
for the objects in the transports attached to the request when it is
currently in this status.
Typically, leave this field blank to ensure the request will be locked
when it is in this status and will be unlocked when the request is no
longer in this status.
Choose 1 if you want to ensure the request is not locked in this
status. For example, it is common to release Rev-Trac locks when
a request is in a completed (COMP) or deleted (DELT) status.
• NEW (New)
• COMP (Complete)
4. At the ‘Change View “Approval types”: Overview’ screen, select New Entries from the toolbar
and complete the following fields.
Field Value
App type Enter the name of the approval type. For example, ABAP.
Description Enter the description of the approval type. For example, ABAP/4
development.
5. Create a record for each approval type required in your strategy. For example:
• FUNC (Functional)
• TECH (Technical)
• MGMT (Management)
4. At the ‘Change View “Request classes”: Overview’ screen, select New Entries from the
toolbar and complete the following fields.
Field Value
Class Enter the name of the class. For example, E. For more details,
press F1 (Help) for this field.
Colour Leave it blank (the default value) or select a value (0 to 9) from the
possible entries.
The value 0 to 9 represents the colour used to display the request
number for a request of this class on the Rev-Trac Workbench.
Field Description
2. The selected strategy will appear in an entry screen allowing you to make appropriate
changes to the Strat and Text fields.
4. Click on the copy all button on the dialog. An Information dialog displays the number of
dependent entries copied.
6. Proceed to the How to assign the status path of a strategy section to change the status
paths.
Field Value
Number Enter an arbitrary number, i.e. 100, 200, 300. This field will set
the sequential order of statuses a Rev-Trac request will pass
through. The sequence starts from the lowest number. Be sure
to increment by large values to allow for later insertions if
required.
Field Value
Chg This field determines the status a request will progress to when
Status a major change to the request is detected. For example,
(Optional) changes to project and request type of the request are
considered major changes. For more details, select Help or
press F1.
Choose one of the following options:
• Leave the field blank.
If the field is left blank, no change is allowed to a ‘major
change’ field when a request is in this status. For example,
if the Status field is NEW and an attempt was made to
change a ‘major change’ field on a request, the following
error will be displayed:
Request has status "New request" (NEW), no changes
allowed
• Enter the next status when a major change to the request
is detected. For example, NEW.
Note:
A major change to a request is detected when a change is
made to the request details screen field which Major change
flag is set to Yes. This setting can be found at Rev-Trac
Console > Configuration > Process > Request screen > Field
attributes. For more details, please refer to the Rev-Trac 7
Advanced Guide to Customising Rev-Trac Screens
document via Rev-Trac support portal at www.xrsc.com.
Return Together with Rej Status field, this field is used to configure an
sta alternative route through a sequence of additional statuses that
(Optional) would not normally be part of the request's life cycle, but are
relevant after approval is rejected.
Choose one of the following options:
• Leave this field blank if Rej Status field is blank.
• Enter the status a request will change to when the
approval is rejected. Please read Configuring a post-
rejection status path section at the end of this chapter
before completing this field.
Field Value
2.2. Create a record for each status required in the status path of the strategy, i.e.:
• NEW (New)
2.4. Proceed to How to configure Approvers and Work Flow message recipients
section.
3.2. Select all entries or without dep. records on the dialog. If all entries option is
selected, an Information dialog will display the number of dependent entries deleted.
Field Value
App type This field determines the type of approval required from the
approver i.e. functional, technical, Basis, etc.
Select from predefined approval types.
2.2. Press Enter to see the Team and Position descriptions in the Text columns.
2.3. Create a record for each different approval required for the status concerned. For
example, if the status needs approvals from two different approvers, you need to
create two records, one for each approval type. For more details, please refer to the
One approval type versus multiple approval types section.
3. To delete an approver, select one or more approvers to be deleted and select Delete from
the toolbar.
Figure 1-1: One approval type (FUNC) is configured for the D-QMIG status, hence, one approval is required
Some statuses may require multiple types of approval. The approval type indicates what approval is
required from the user and the number of approvals required is equal to the number of different
approval types configured for the status.
Figure 1-2 below shows a status that requires 2 types of approval (FUNC and SUPP). Therefore, two
approvals are required for this status.
Figure 1-2: Two approval types (FUNC and SUPP) are configured for this status, therefore, two approvals are
required, one for each approval type
Field Value
2.2. Press Enter to see the description of the team and position in the Text columns.
3. To delete a recipient, select one or more recipients to be deleted and select Delete from the
toolbar.
In Figure 2-2, only one type of approval (TECH) is configured for this status, therefore, only one
approval is required.
The approval can be give by any of the following:
• AUTOMIG (the Rev-Trac auto-approver in the auto-approval process)
• Any member of the Management team
• Any member of the Technical team
• Assuming Rev-Trac is configured to perform an automatic migration and the previous status
(migration status) is approved, Rev-Trac will check the result of the migration and
automatically approve the Q-IN status (post-migration status) if the migration succeeds.
• If the automatic migration does not succeed, Rev-Trac sends workflow notifications to the
Management and Technical staff. The Technical staff, for example, can investigate the
problem. If it becomes clear that the migration has actually succeeded despite a return code
more than 4, or if the transport is subsequently migrated successfully to this destination
using SAP's own migration tools, a member of the Management or Technical teams can
approve the Q-IN status manually.
To configure a status to be auto-approved i.e. Q-IN and PRD-IN, perform the steps below.
1. At the ‘Change View "Status path”: Overview’ screen, select a status and double-click on
Approvers & WF message recipient from the Dialog Structure
The ‘Change View “Approvers & WF message recipients”: Overview’ screen is displayed.
2. Change the existing record or add a new record with the following values:
Field Value
App type Select the approval type that could be given by the human
approver.
3. In addition to the auto-approver, be sure to configure at least one human approver who can
give the same type of approval and receive a workflow notification if an error occurs, causing
the auto-approval process to fail. Look at previous Figure 2-2.
Figure 3-1: Completing the Rej status field causes the Reject button to appear at the ‘Approved for QAS’ status
If a rejection is allowed, the Reject button is displayed alongside the Sign button during approval as in
Figure 3-2 below.
Rev-Trac may be configured so that providing a rejection reason is mandatory. To do this, please refer
to the How to assign a strategy and organisation structure section in the next chapter and check
the Reject checkbox to ensure that entering a rejection reason is mandatory.
If a user chooses to reject a request, Rev-Trac displays a dialog that indicates what status the request
will move to after the request is rejected and the user can provide a rejection reason as shown in
Figure 3-3 below.
Figure 3-3: This dialog shows the In progress post-rejection status, and allows a rejection reason to be completed
After a user has rejected a request, Rev-Trac adds a Request Rejected node to the request's
approvals history. If a rejection reason has been provided, users may view it by clicking this node as
shown in Figure 3-4 below.
Figure 3-4: User may view rejection reason by clicking on the Request Rejected node
Figure 4-2 below shows the same request after the 'Approved for PRD' status was rejected.
• The request is now in status 'Rejected for Production', a status this request would not
normally pass through.
• The next status to be approved is 'Release re-assigned', also a status this request would not
normally pass through.
• After the 'Release re-assigned' status has been approved, the request will return to one of
the statuses in its normal status path.
Figure 4-2: Two additional statuses were added after this request was rejected
Figure 4-3 below shows how a strategy is configured to specify the post-rejection status path as
shown in the previous Figure 4-2.
Figure 4-3: Rej status and Return sta settings to determine the post-rejection status path
In this example:
• A Reject button appears when users are asked to approve status 'Approved for PRD'
(Number 500) because the Rej status field is populated for this status.
• If status 'Approved for PRD' (Number 500) is rejected, the request will move to status
'Rejected for Production', because this is specified in the Rej status field for this status.
• Once the request is in status 'Rejected for Production' (Number 800), the next status to be
approved will be 'Release re-assigned', because this is the next status in the sequence.
• After status 'Release re-assigned' (Number 900) has been approved, the next status to be
approved will be 'Approved for PRD', because this is specified in the Return sta field.
Field Value
Target grp Type the name of the target group. For example, E70_MAIN.
Text Type the description of the target group. For example, Main
clients for E70.
2. Click on New Entries from the toolbar and complete the following fields.
Field Value
FTP Leave this field blank if the source and destination systems
share a common transport directory.
Select 1 if you want Rev-Trac to copy transport data files and
cofiles from the transport directory of the source system to the
transport directory of the target system before performing the
import, and not to copy the cofiles back to the transport directory
of the source system after the import.
Select 2 if you want Rev-Trac to behave the same as setting 1
above but you want Rev-Trac to copy the cofiles back to the
transport directory of the source system after the import.
Note: One effect of copying back the transport cofile after a
migration is to make an up-to-date summary of the transport
migration history available via standard SAP transactions in the
source system after the migration.
However, migrations to multiple destinations can only happen
sequentially instead of in parallel which can increase the total
migration time.
Field Value
Chk Level Leave this field blank if this destination is usually available.
Select 9 if this destination is often unavailable i.e. a temporary
training system.
For more details, press F1 (Help) to access the online
documentation for this field. Also, for more explanation on the
effect of this option, please read the Making provision for
migration destinations that are sometimes unavailable
section in the Rev-Trac 7 Day-to-Day Administration Guide
document via Rev-Trac support portal at www.xrsc.com.
Hold mode This field determines if an indefinite hold until date should be
set for all of transports sent to the Rev-Trac migration queue for
this destination.
Select 9 if you want Rev-Trac to send transports for this
destination to the Rev-Trac migration queue with a hold until
date 31 Dec 9999.
Rev-Trac will not migrate these items from the queue until their
hold until dates have been removed or changed using
transaction /RSC/MF09. For more details on how to change the
hold date, please refer to the How to set, change and remove
the ‘hold until’ date section in the Rev-Trac 7 Advanced
Guide to Migration document via Rev-Trac support portal at
www.xrsc.com.
This field takes no effect and does not delay migration when
transports are manually migrated to the target groups from the
Migration Workbench.
3. Select copy all and an Information dialog displays the number of dependent entries copied.
4. Press Enter and make the necessary changes to the destination clients and systems.
Fields Value
Req Type Select a predefined request type from the possible entries.
Req Use This field determines if transports may be added to this type of
request.
Select a value from the possible entries.
Reject This field determines if the user is required to populate the Reject
checkbox status reason field when rejecting a Status.
Check the box if Reject reason is mandatory.
Uncheck the box if Reject reason is not mandatory.
5: Queue all related transports Assuming all transports have been released, Rev-Trac
adds them to the Rev-Trac migration queue.
6: Release and queue all related Rev-Trac releases all unreleased transports and adds
transports them to the Rev-Trac migration queue.
1. At the "Change View “Assignments per project / request type”: Overview’ screen, select the
request type and double-click on Migration method and target from the Dialog Structure.
The ‘Change View “Migration method and target”: Overview’ screen is displayed.
2. Select New entries from the toolbar and complete the following fields.
Field Value
Mig This field is useful to specify separate migration targets for transports
Source attached to a request based on their source systems. This makes it
possible, for example, to send transports sourced from DEV to one
target, and transports sourced from DV2 to another target, following
approval of the same status.
Leave this field blank to trigger the same migration action for all
transports attached to a request, regardless of their source system.
Complete this field to trigger a migration action only for transports
from a specific source system. Select a source system from the
possible entries.
For more details on this field, press F1 (Help) to access the online
documentation.
Field Value
Mig This field determines what migration action to be performed when the
status has been approved.
Select a migration method from the possible entries.
For auto-migration process, select 5 or 6.
For information on migration methods available in Rev-Trac, see
Table 1-1 above.
Advanced configurations
The following change control functions using the project/request type combination are not covered in
this guide. For details of these functions, please refer to the Rev-Trac 7 Advanced Guide to
Transport Management document available via Rev-Trac support portal at www.xrsc.com.
• Migration source restrictions
• To prevent users from adding transports from certain source systems to a Rev-Trac request.
• Bundling instructions
• To configure Rev-Trac to add contents of selected transports to a Rev-Trac request into a
newly created transport of copies (bundle) automatically, following an approval.
Figure 4-1: By default, approvers are prompted to type their SAP password
This facility allows users to approve Rev-Trac requests in a secure manner even via a colleague's
SAP session.
It is possible for users to approve requests in their own name without typing their SAP password,
provided they are logged onto SAP under the corresponding ID and the one-click approval feature has
been implemented in Rev-Trac. When this feature is implemented, users approving requests in their
own name simply click on the Sign button as shown in Figure 4-2 below.
Figure 4-2: When one-click approval is activated, approvers simply click on the Sign button
3. Select New entries from the toolbar and complete the following fields.
Field Value
Value Type ON
Figure 5-1: When two-component approval is activated, approvers must enter their SAP user ID and password
3. Select New entries from the toolbar and complete the following fields.
Field Value
Value Type ON