Internal Orders Internal Orders Internal Orders FI- -CO CO- -002 002 FI FI-CO-002 August 19, 2008 August 19, 2008 August 19, 2008 LaGOV LaGOV Version 1.0
Agenda Logistics, Ground Rules & Introduction Project Timeline Workshop Objectives Business Process Review – Process overview – AS-IS process flow – Current system alignment – Process improvement opportunities – SAP terms glossary – SAP concepts & functionality – Business process flow – Leading practices – Enterprise readiness challenges Next Steps – Action items Questions 2
3 Before we get started ... Logistics
Ground Rules Has everybody signed in? Everybody participates – blueprint is not a spectator sport Silence means agreement 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 Timeliness – returning from break Creativity, cooperation, and compromise 4
Introduction Roles Process Analyst and Functional Consultant – lead and facilitate the discussions and drive design decisions Documenter – take detailed notes to support the formal meeting minutes to be sent by the Process Analyst to all participants for review and feedback Team Members – provide additional support for process discussions, address key integration touch points Subject Matter Experts – advise team members on the detailed business process and participate in the decisions required to design the future state business process Round the Room Introductions Name Position Agency 5
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 6
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! 7
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 General Ledger Accounts Payable Accts Receivable Cash Management Cost Accounting Linn McNary Funds Management Patrick Johnson Abdulla Meer Grants Mgt Project Systems Asset Accounting Budget Prep Grantor Real Estate Management 8
Blueprint Objectives 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 Define Master Data • Address key integration points • Support organizational requirements • Consistent and appropriate use of data fields Define Future or To-Be business processes based on: • Best Practices inherent in SAP • Intellectual capital from other SAP implementations • State business requirements Identify development requirements • Which could result in the need for a form, report, interface, conversion, enhancement, or workflow (FRICE-W) Understand and communicate any organizational impacts / Enterprise Readiness challenges Gather system security authorizations and district-wide training requirements 9
Controlling Workshops Session ID Date Business Process Goals FI-CO-001 08/05/08 Cost Centers - Intro to SAP Finance & Controlling - Intro to Cost Centers - Cost Center Numbering Schema - As-Is Processes for Cost Centers - To-Be Processes for Cost Centers: Master Data Maintenance & Settlement FI-CO-002 08/19/08 Account Code Structure - Intro to Internal Orders: True Orders & Statistical Orders – Internal Orders - Internal Orders Numbering Schema - As-Is Processes for Internal Orders - To-Be Processes for Internal Orders: Master Data Maintenance - Integration with FI-GL & FM FI-CO-003 08/26/08 Time Entry Postings - Intro Time Entry Postings - Explore options for using Time Entry Postings - As-Is Processes for Time Entry Postings - To-Be Processes for Time Entry Postings FI-CO-004 09/17/08 – Inter-Agency Transfers - Intro Inter-Agency Transfers 09/18/08 - As-Is Processes for Inter-Agency Transfers - To-Be Processes for Inter-Agency Transfers - Funds Management & FI-GL Impacts FI-CO-005 09/30/08- Periodic Processing/ - Periodic Processing & Cost Allocations - Overview 10/02/08 Cost Allocations - Statistical Key Figures & Activities - As-Is Processes for Cost Allocations - To-Be Processes for Cost Allocations FI-CO-006 10/16/08 Management Reporting - Intro to Management Reporting - Reporting Requirements - Controlling Standard Reports FI-CO-Validation 11/17/08- CO Validation - Review CO Blueprint Design & Documentation 11/18/08 - Validate CO Blueprint Design & Documentation 10
Work Session Objectives Session Topics: Discuss Purpose of Finance (FI), Funds Management (FM) and Controlling (CO) Review Last Session on: Cost Centers Introduce CO Master Data: Cost Elements Introduce CO Master Data: Internal Orders & Internal Order Types? “As-Is”: What Legacy AFS and DOTD Finance account code objects map to SAP Internal Orders? “As is”: Current Processes Related to Internal Orders Numbering Scheme for Internal Orders “To Be”: Future Processes for Internal Orders Master Data Maintenance Action Items & Next Steps 11
SAP Glossary Internal Order - Master Data Cost Center - A Cost Center object used to collect and monitor is an organizational unit the actual costs of discrete, short- within a controlling area that term tasks. Costs collected in represents a revenue and cost Internal Orders can be allocated collector for more permanent to one or more Cost Centers. CO. activities or areas of responsibility. CO. Settlement – Process used to Cost Element - Cost allocate costs collected in an Element is a Master Data Internal Order to one or more Cost object used in CO to classify Centers. CO. and record costs. CO. 12
Financial Accounting General Ledger Fixed Assets FI FI Bank Accounting Accounts Receivable Accounts Payable 13
Funds Management Fund Accounting Budgetary Controls FM FM Budget Execution Budgetary Basis Reporting Commitment Accounting 14
Controlling Cost Center Accounting (CCA) CO CO Cost Element Accounting (G/L Accounts P&L) Internal Orders (IO) Allocations, assessments, and distributions 15
SAP Integration FI Financial Accounting Codes High-Level Reporting Mid-Level Accountability Budgetary Control Cost Accounting Codes Codes Detailed Visibility FM CO 11/12/2008 Page 16
Controlling (CO) Master Data Cost Center A Cost Center is an organizational unit within a controlling area that represents a revenue and cost collector for more permanent activities or areas of responsibility. A cost center can be linked to a company code, a business area, a functional area, a fund, and a fund center allowing all these codes to be automatically defaulted when a user enters a cost center in a document. A standard hierarchy of cost centers is required for the controlling area and is used by drill-down reports. Each level or node of the standard hierarchy is a cost center group. In addition Cost Centers may optionally belong to additional alternative hierarchies that can also be used by drill-down reports. Field Length: 10 17
Cost Centers: State of Louisiana Proposed Numbering Convention W-I-P (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (1) – (3) (6) – (7) (8) – (10) (4) – (5) Business Area = Program AFS Division AFS Section Agency or or DOTD District (8) – (10) or Section DOTD (see note) Note: Last 3 digits of the cost center number is still being finalized for DOTD. 18
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