LaGov LaGov Version 2.3 Updated: 08/18/2008 Agenda Logistics, - PowerPoint PPT Presentation

SAP Material Master SAP Material Master SAP Material Master LOG- -MD MD- -001 001 LOG LOG-MD-001 Aug 19, 2008 Aug 19, 2008 Aug 19, 2008 LaGov LaGov Version 2.3 Updated: 08/18/2008

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

3 3 Before we get started ... Logistics Friday, November 07, 2008 Friday, November 07, 2008

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

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

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

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

Today’s Workshop Objectives  Review State of Louisiana Material Records  Glossary  Overview of Material Master Concepts: – Usage – Number Ranges – Other Attributes (UNSPSC codes) – Views  Material Master Record Screens  Sample Reports  Live SAP Material Master screen review  Special Topics: – Units of Measure – Texts  Reach agreement on basic usage and key attributes  Next Steps Friday, November 07, 2008 Friday, November 07, 2008 8 8

Today’s Workshop Key Decisions  General consensus on: – General Use of Material Master Record – Numbering of Material Records – Use of UNSPSC as Key Material Attribute – Use of Units of Measure – Format of Text Descriptions – Others Key Attributes TBD… Friday, November 07, 2008 Friday, November 07, 2008 9 9

Project Phases  Five Key Phases Preparation Realization Preparation Business Blueprint Go Live Support Project Final and • Strategy & Approach Defined • Development & Unit Testing • Go-Live Support • Project Team Training • Integration Testing • Performance Tuning • End-User Training Materials • Business Process Definition • User Acceptance • Development Requirements • Technical Testing • End-User Training • Conversion Friday, November 07, 2008 10

Tentative Project Timeline  Tentative implementation dates are planned as follows: Functionality Tentative Implementation Date Budget Prep October 2009 DOTD February 2010 Core Modules All Agencies July 2010 Additional Modules January 2011 May – June 2008 July 2008 August – Dec 2008 January 2009 Project Start-Up Phased deployment will be Blueprint confirmed/updated before completion of Blueprint activities! Friday, November 07, 2008 11

Blueprint Schedule - Tentative Near Term Workshops… Workshop ID Process Area Date LOG-MD-002 Material Master Records – 8/27 Wed 8/28 Owners/Creators/Maintainers Thur LOG-MM-002 Vendor Master Records 9/9 Tues 9/10 Wed LOG-SRM-002 Vendor Registration, Qualification, 9/11 Thur 9/15 AVL (Approved Vendor List) Mon 9/16 Tue 9/17 Wed Friday, November 07, 2008 12

Project Organization - Functional Teams Finance Leads Logistics Leads Linear Assets Leads Beverly Hodges – Finance Lead Belinda Rogers – Logistics Lead Mark Suarez – Agile Assets Lead Drew Thigpen – Finance Lead Jack Ladhur – Logistics Lead Charles Pilson – Consulting Lead Mary Ramsrud – Consulting Lead Brad Denham – Consulting Lead Procurement Contracting Facilities Maintenance Fleet Maintenance Materials / Inventory Warehousing Mobile Solutions Belinda Rogers Karen Pierce Sterrie Elliott Adam LaTour Sudhir Deshmukh Friday, November 07, 2008 13

As-Is Overview As-Is Overview Friday, November 07, 2008 Friday, November 07, 2008 14 14

As-Is Discussion of Material Data  Procurement / Commodity Contract overview: • Overview of contract items • Types of contract items • Contract item attributes  Stock overview: • Overview of current stock • Location and types of stored materials • Item master records • DPS and DOTD overview Friday, November 07, 2008 Friday, November 07, 2008 15 15

As-Is: Current System Alignment Legacy System Material Master Information Commodity Tables – Description, Unit of AGPS Measure, Last Unit Price, Commodity Type, Usage Venice Stock Nos., Description, Min / Max, Aisle / Bin, Re-order Points, Status, Unit of Measure, On- hand Quantities, Price Faster Fleet Work Order System - Part Nos., Description, Min / Max, Aisle / Bin, Re-order Points, Status, Unit of Measure, On-hand Quantities, Price Friday, November 07, 2008 16

As-Is: Current System Alignment (continued) Legacy System Material Master Information Stock Nos., Material Nos., Unit of Measure, PIMS Material Group, Unit Price, Min / Max, Descriptions, Specification No., Vendor Stock Nos., Material Nos., Unit of Measure, Paradox Min / Max QuickBooks Stock Nos., Material Nos. Friday, November 07, 2008 17

Current Master Data  Below is a screen caption from the Department of Public Safety’s Venice Inventory System. In SAP Stock Item A0-01-59-012 will be replaced by a material number, which will link the item to the UNSPSC code. A material number allows for quicker contract lookup, easier reporting, tracking of inventory items, storage of item specific data, etc. Friday, November 07, 2008 18 18

Current Master Data (continued)  Below is a screen caption from the Department of Transportation and Development’s PIMS Inventory System. PIMS Catalog Index Vol. # Stock Number Ranges Volume 01-09-0010 thru 03-50-5020 #1 Group 1 Books, Publications and Printed Forms Fire Righting, Medical and Safety Supplies Group 2 General Office Supplies Volume 04-18-0485 thru 10-94-2300 #2 Group 4 Group 10 Engineering Supplies Agricultural, Landscaping and Erosion Control Supplies Group 5 Reproduction and Photographic Supplies Group 6 Computer, Copying Machine and Microfilm Supplies Group 8 Janitorial and Sanitary Supplies Friday, November 07, 2008 19 19

Current Master Data (continued)  In PIMS, the Header and Stock # will be replaced by an SAP Material Number and Material Group. Header Stock # Description UOM 016 01-15-4920 CAP LINER, UNIVERSAL SIZE, DOTD SPEC. 091-002, REV. 4/1/2007 38 025 01-15-4950 CAP, BASEBALL STYLE, HIGH VISIBILITY, FLUORESCENT, DOTD 38 SPEC. 045-004, REV. 8/04/2008 01-15-4960 CAP, SAFETY, FULL BRIM, OUTBACK STYLE, HIGH VISIBILITY, SIZE 38 REGULAR 7 1/8 IN. – 7 5/8 IN., (DELETE WHEN BALANCE REACHES ZERO) 01-15-4965 CAP, SAFETY, FULL BRIM, OUTBACK STYLE, HIGH VISIBILITY, SIZE 38 REGULAR 7 3/8 IN. – 7 7/8 IN., (DELETE WHEN BALANCE REACHES ZERO) Friday, November 07, 2008 20 20

SAP Concepts SAP Concepts Friday, November 07, 2008 Friday, November 07, 2008 21 21