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 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 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 Friday, November 07, 2008 Friday, November 07, 2008 8 8
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 9
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 10
Blueprint Schedule - Tentative Please refer to the handout for upcoming Blueprint sessions. Friday, November 07, 2008 Friday, November 07, 2008 11 11
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 12
As-Is Overview As-Is Overview Friday, November 07, 2008 Friday, November 07, 2008 13 13
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 Friday, November 07, 2008 Friday, November 07, 2008 14 14
DOTD “As-Is” Create or Change Material Friday, November 07, 2008 15 15
DOTD “As-Is” Deletion Process for Material Material Deletion process for DOTD Material deletion Delete notification material USER Required Stop Communicate Procurement Specialist with requestor STOP with denial of Request Valid No deletion Yes Mark item for Notify user of Is the material future deletion (i.e. deletion Yes in Inventory when stock goes to zero) No Procurement Manager Delete Print & File material Delete material / deletion Approve Deletion material in Stock documentation Request Web App number from PIMS Friday, November 07, 2008 16
DOTD Initial Request Form Friday, November 07, 2008 17
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. Friday, November 07, 2008 18
DPS “As-Is” Create or Change Material Create/Change Material Master Process for DPS Create / Notified via e-mail Change Identified new item that item will not End Material for inventory be added to Required End User inventory Information should contain: Generate request description of item; via e-mail to add No estimated quantity for 1 year; item to inventory Brand/Model # No Validate data for Edit the Review inventory to description to E-mail received information in e- determine if Add Stock? match bid/state Yes from End User mail feasible to add contract in Material stock Master book Warehouse Manager No Yes Inquiry/Analysis Receive request to performed to Reviews Change change determine an add information Write Specification Material Master Yes information or change of received for Information? regarding MM from equipment changes bid or contract Add Inventory to Material Master Book Friday, November 07, 2008 19
DPS “As-Is” Inactivation Process for Material Friday, November 07, 2008 20
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. Friday, November 07, 2008 21
SAP Concepts SAP Concepts Friday, November 07, 2008 Friday, November 07, 2008 22 22
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