LaGov LaGov Version 1.0 Updated: 08/26/2008 Agenda Logistics, - - PowerPoint PPT Presentation

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LaGov LaGov Version 1.0 Updated: 08/26/2008 Agenda Logistics, - - PowerPoint PPT Presentation

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SAP Material Master SAP Material Master SAP Material Master Maintenance Maintenance Maintenance LOG- -MD MD- -002 002 LOG LOG-MD-002 Aug 27, 2008 Aug 27, 2008 Aug 27, 2008 LaGov LaGov Version 1.0 Updated: 08/26/2008 Agenda

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SLIDE 1

Version 1.0 Updated: 08/26/2008

SAP Material Master Maintenance

LOG-MD-002 Aug 27, 2008

SAP Material Master SAP Material Master Maintenance Maintenance

LOG LOG-

  • MD

MD-

  • 002

002 Aug 27, 2008 Aug 27, 2008

LaGov LaGov

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SLIDE 2

Friday, November 07, 2008 2 Friday, November 07, 2008 2

Agenda

  • Logistics, Ground Rules & Introduction
  • Workshop Objectives
  • Project Overview/Timeline
  • Business Process Review

– SAP terms glossary – Process improvement opportunities – SAP concepts & functionality – Leading practices – Enterprise readiness challenges

  • Action Items
  • Questions
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SLIDE 3

Friday, November 07, 2008 3 Friday, November 07, 2008 3

Before we get started ... Logistics

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Friday, November 07, 2008 4 Friday, November 07, 2008 4

Ground Rules

  • Has everybody signed in?
  • Everybody participates – blueprint is not a

spectator sport

  • Focus is key – please turn off cell phones and

close laptops

  • Challenge existing processes and mindsets
  • Offer suggestions and ideas
  • Think Enterprise
  • Ask questions at any time
  • One person at a time please
  • Creativity, cooperation, and compromise
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SLIDE 5

Friday, November 07, 2008 5 Friday, November 07, 2008 5

Introductions

  • Roles:
  • Process Analyst and Functional Consultant (Team IBM):

Leads and facilitates the discussions; drives design decisions

  • Documenter (State Employee): Takes detailed notes to

support the formal meeting minutes (to be sent by the Process Analyst to all participants for review and feedback)

  • Team Members (LaGov): Provides additional support for

process discussions; addresses key integration touch points

  • Subject Matter Experts: Advises team members on the

detailed business processes and participates in the decisions required to design the future state business processes Around the Room Introductions:

  • 1. Name
  • 2. Position
  • 3. Agency
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SLIDE 6

Friday, November 07, 2008 6 Friday, November 07, 2008 6

Blueprint Objectives

  • 1. Review and discuss the current or As-Is

Business Processes:

  • Which helps to drive out the business requirements

business requirements

  • As well as the integration points

integration points with other processes

  • 2. Define Master Data:
  • Address key integration points
  • Support organizational requirements
  • Consistent and appropriate use of data fields
  • 3. Define Future or To-Be Business Processes

based on:

  • Best Practices inherent in SAP
  • Intellectual capital from other SAP implementations
  • State business requirements
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SLIDE 7

Friday, November 07, 2008 7 Friday, November 07, 2008 7

Blueprint Objectives (continued)

  • 4. Identify Development Requirements:
  • Forms
  • Reports
  • Interfaces
  • Conversions
  • Enhancements
  • Workflow
  • 5. Understand and communicate any Organizational

Impact / Enterprise Readiness Challenges

  • 6. Gather system Security Authorizations and State-

wide Training Requirements

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SLIDE 8

Friday, November 07, 2008 8 Friday, November 07, 2008 8

Today’s Workshop Objectives

  • Review State of Louisiana As-Is process for

Material Record (Stock item no.) maintenance

  • Glossary
  • Overview of SAP Material Master Maintenance

To-Be Processes:

– Creation – Change general (central), local – Block – Flag for deletion

  • Next Steps
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SLIDE 9

Friday, November 07, 2008 9

Project Phases

 Five Key Phases

  • Strategy & Approach Defined
  • Project Team Training
  • Business Process Definition
  • Development Requirements
  • Development & Unit Testing
  • Integration Testing
  • End-User Training Materials
  • User Acceptance
  • Technical Testing
  • End-User Training
  • Conversion
  • Go-Live Support
  • Performance Tuning

Project Preparation Business Blueprint Realization Go Live and Support Final Preparation

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SLIDE 10

Friday, November 07, 2008 10

Functionality Tentative Implementation Date Budget Prep October 2009 DOTD February 2010 Core Modules All Agencies July 2010 Additional Modules January 2011

Tentative Project Timeline

  • Tentative implementation dates are planned as follows:

Project Start-Up

May – June 2008 July 2008 August – Dec 2008 January 2009

Blueprint

Phased deployment will be confirmed/updated before completion

  • f Blueprint activities!
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SLIDE 11

Friday, November 07, 2008 11 Friday, November 07, 2008 11

Blueprint Schedule - Tentative

  • Please refer to the handout for upcoming

Blueprint sessions.

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SLIDE 12

Friday, November 07, 2008 12

Finance Leads Beverly Hodges – Finance Lead Drew Thigpen – Finance Lead Mary Ramsrud – Consulting Lead Logistics Leads Belinda Rogers – Logistics Lead Jack Ladhur – Logistics Lead Brad Denham – Consulting Lead Linear Assets Leads Mark Suarez – Agile Assets Lead Charles Pilson – Consulting Lead

Procurement Contracting Facilities Maintenance Fleet Maintenance Mobile Solutions Materials / Inventory Warehousing

Project Organization - Functional Teams

Belinda Rogers Karen Pierce Sterrie Elliott Adam LaTour Sudhir Deshmukh

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Friday, November 07, 2008 13 Friday, November 07, 2008 13

As-Is Overview As-Is Overview

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Friday, November 07, 2008 14 Friday, November 07, 2008 14

As-Is Discussion of Material record maintenance for DOTD and DPS

  • Create new material record
  • Change existing material record data
  • Delete/Inactivate existing material record
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SLIDE 15

Friday, November 07, 2008 15 15

DOTD “As-Is” Create or Change Material

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Friday, November 07, 2008 16

DOTD “As-Is” Deletion Process for Material

Material Deletion process for DOTD

Procurement Manager Procurement Specialist USER

Delete material Required Approve Deletion Request Material deletion notification Delete material / Stock number from PIMS Delete material in Web App STOP Request Valid Is the material in Inventory No Stop Communicate with requestor with denial of deletion Mark item for future deletion (i.e. when stock goes to zero) Notify user of deletion Yes No Print & File material deletion documentation Yes
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SLIDE 17

Friday, November 07, 2008 17

DOTD Initial Request Form

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Friday, November 07, 2008 18

DOTD Material Specification Example

  • Department of Transportation and Development’s specifications for

stock items in PIMS.

Stock Number MS Spec. No 195-001 24-16-9600 Dated 2/17/2003 LOUISIANA DEPARTMENT OF TRANSPORTATION AND DEVELOPMENT SPECIFICATIONS DRY BAGGED CONCRETE MIX DESCRIPTION: This specification covers dry bagged concrete to be used for minor concrete repairs, installing sign posts, installing fence posts, installing guard rail posts, etc. MATERIALS: Aggregate: Aggregate shall be dried, screened sand and pea gravel. Cement: Cement shall be Type 1 Portland Cement Blended Product: The above materials shall be blended according to the manufacturers’ directions. The blended product shall have a minimum proportion of 12:20:48 (12 pounds cement: 20 pounds pea gravel: 48 pounds sand). When tested, test specimens Shall be molded and cured in accordance with DOTD TR-226 and tested in accordance with DOTD TR-230, the minimum average compressive strength shall be 3,000 psi. PACKAGING: The mixture shall be packaged in 80 pound bags. The bags shall be a minimum of double-layer Kraft paper suitable of containing the concrete mix under normal handling conditions. The bags shall be shipped on polyethylene-covered pallets containing 40 bags per pallet. SAMPLING: Sampling shall be in accordance with the Department’s Materials Sampling Manual.

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Friday, November 07, 2008 19

DPS “As-Is” Create or Change Material

Create/Change Material Master Process for DPS

Warehouse Manager End User

Identified new item for inventory Review information in e- mail E-mail received from End User Inquiry/Analysis performed to determine an add
  • r change of
equipment Generate request via e-mail to add item to inventory Validate data for inventory to determine if feasible to add stock Add Stock? Notified via e-mail that item will not be added to inventory No End Add Inventory to Material Master Book Yes Information should contain: description of item; estimated quantity for 1 year; Brand/Model # No Write Specification Yes Change Material Master Information? No Receive request to change information regarding MM from bid or contract Reviews information received for changes Edit the description to match bid/state contract in Material Master book Yes Create / Change Material Required
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SLIDE 20

Friday, November 07, 2008 20

DPS “As-Is” Inactivation Process for Material

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Friday, November 07, 2008 21

DPS Initial Material Request Form

  • The DPS “Printing Request” form allows an

individual to submit a request for a specific form by Form No., Form Name, Quantity, Size, etc.

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Friday, November 07, 2008 22 Friday, November 07, 2008 22

SAP Concepts SAP Concepts

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Friday, November 07, 2008 23

SAP Glossary

  • Attribute – A property or value that describes and defines an object or an entity in detail

(blonde hair, blue eyes, 5’2” tall, 120 lbs…are all attributes of a human)

  • Client – A grouping or combination of legal, organizational, business and/or

administrative units with a common purpose; a self-contained unit in an SAP system with separate master records and its own set of tables (“The State of Louisiana”)

  • Company Code – This level represents an independent accounting unit within a client.

Each company code has its own balance sheet and its own profit and loss statement. Example : a subsidiary company, member of a corporate group (“The State”)

  • ECC – Enterprise Central Component (the core SAP system where financials and most

logistics transactions are processed

  • Blocking Material – Making material master record inactive
  • Flagging for deletion – A label that identifies a data record to be deleted from the

database

  • Purchasing Organization – An organizational unit in Logistics, subdividing an

enterprise according to the requirements of Purchasing

  • MMRM - Material Master Record Maintainers
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SLIDE 24

Friday, November 07, 2008 24

Storage Location A003 Storage Location A003 Storage Location A003 Storage Location A003

“Going In” Logistics Structure

Company Code 0001 (State of LA) Company Code 0001 (State of LA)

Plant

C003(DOTD Sec 45)

Plant

C003(DOTD Sec 45)

Plant A001 (DOA) Plant A001 (DOA)

Plant B002

(DPS Mgmt & FIN)

Plant B002

(DPS Mgmt & FIN)

Storage Location A001 Storage Location A001

Department Level

Storage Location A002 Storage Location A002 Storage Location A003 Storage Location A003

Agency Level

Storage Location B001 Storage Location B001 Storage Location B002 Storage Location B002 Storage Location C001 Storage Location C001 Storage Location C002 Storage Location C002 Storage Location A003 Storage Location A003 Storage Location A003 Storage Location A003 Storage Location B003 Storage Location B003 Storage Location A003 Storage Location A003 Storage Location A003 Storage Location A003 Storage Location C003 Storage Location C003

Guiding Principle: If a given

  • rganization maintains inventory AND it

wants to track the financial costs of that inventory at a given level, then that

  • rganizational level = SAP Plant

Note: Physical inventory taking (conducting an inventory and cycle counting) takes place at the Storage Location level! Note: Physical inventory taking (conducting an inventory and cycle counting) takes place at the Storage Location level!

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Friday, November 07, 2008 25 Friday, November 07, 2008 25

Going-In Position Going-In Position

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Friday, November 07, 2008 26

“To–Be” Create or Extend Material Request Process Flow

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Friday, November 07, 2008 27 Friday, November 07, 2008 27

Material Master Record Creation

  • This process is used to create Material Master

Records.

  • The creation of material master records is limited to a

small group of people who are referred to as the Material Master Record Maintainers (MMRM).

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Friday, November 07, 2008 28

Material Master Creation (Continued)

  • 1. The requester identifies the need for a material master

record to be created.

  • 2. The requester completes standard forms to provide the

required information to create new material master and forwards the request to Material Master Record

  • Maintainers. (MMRM)
  • 3. MMRM checks if the record for that material already

exists in the system or not. If it exists but is not extended to the organization (Plant/Purchasing Org) of the requester, MMRM will proceed to extend the master record to that organization.

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Friday, November 07, 2008 29

Material Master Creation (Continued)

  • 4. MMRM checks that the material master record does

not exist, then MMRM will create the record using the data provided by the requester.

  • 5. MMRM will put block on the newly created master

record and will notify the requester to verify the data.

  • 6. Requester will verify the data and make any necessary
  • corrections. After the data entry is verified, the

requester will notify MMRM.

  • 7. MMRM will remove the block on the master record and

will send a general SAP mail to the requestor.

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SLIDE 30

Friday, November 07, 2008 30

“To–Be” Change Material Request Process Flow

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Friday, November 07, 2008 31 Friday, November 07, 2008 31

Material Master Record Change

  • This process is used to Change Material Master

Records.

  • The changing of material master records is limited to

a small group of people who are referred to as the Material Master Record Maintainers (MMRM).

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Friday, November 07, 2008 32

Material Master Record Change (Continued)

1. The requester identifies the need to change the material master

  • record. If the change is not global and applicable only to the local
  • rganization of the requester, changes will be done by the

requesting agency. 2. If the requester identifies the need to change the basic material master data view, the requester will send the change request with the data to MMRM. 3. MMRM will send the requested changes by email to all the agencies using the material for their review. 4. If none of the agencies has any comment, MMRM will make the changes in SAP and will notify the requester and all the agencies

  • f the change. If any agencies defers, MMRM will reject the

requested change and will send an email to the requester in that effect.

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Friday, November 07, 2008 33

“To–Be” Delete Material Request Process Flow

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Friday, November 07, 2008 34

Material Master Deletion

  • 1. The requester identifies a material master record that

will not be used by the agency in the future and sends a request for deletion to MMRM.

  • 2. MMRM will send the request to all the agencies to

approve deletion request.

  • 3. If all the agencies agree, MMRM will flag the material

for deletion in SAP, providing none of the agencies are using that material.

  • 4. Otherwise it will be blocked only for those agencies

that have decided not to use this material in the future.

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SLIDE 35

Friday, November 07, 2008 35

Material Master Maintenance Processes Summary

  • Material Master creation/extension will be performed

centrally by MMRM using transaction code MM01.

  • Material changes will be performed de-centrally by the

requesting agencies using transaction MM02.

  • Basic data view changes and unblocking will be

performed by MMRM using transaction code MM02.

  • Material flagging for deletion will be performed centrally

by MMRM using transaction code MM06.

  • Material blocking/unblocking will be performed centrally

by MMRM on Basic data 1 view – field “x-plant matl status”.

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Friday, November 07, 2008 36

Sample Material Request Form

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Friday, November 07, 2008 37 Friday, November 07, 2008 37

Questions?

? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?