LaGOV LaGOV Version 0.1 Updated: 09.08.2008 Agenda Logistics, - PowerPoint PPT Presentation

Account Code Structure Account Code Structure Account Code Structure Customer Master Customer Master Customer Master FI- -AR AR- -001 001 FI FI-AR-001 09/24/2008 09/24/2008 09/24/2008 LaGOV LaGOV Version 0.1 Updated: 09.08.2008

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 Ashley Peak Accts Receivable Anees Pasha Mary Walker Cash Management Cost Accounting Funds Management 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 agency-wide training requirements 9

Work Session Objectives  Define customer numbering strategies and customer groups  Establish customer account groups  Discuss the integration with Grants Management for grants sponsors  Identify process for creating new customer records  Identify process for maintenance of customer records  Discuss strategy for current customer data clean up and gathering 10

Customer Master Maintenance High Level Process Overview 11

Current Customer Master Maintenance Process  What is your current maintenance process?  What type of controls do you have in place?  What improvements would you like to see in the new design? 12

Process Improvement Opportunities (Pain Points)  First step in developing a state wide standard accounts receivable system  Standardized reporting across agencies  Standardized business processes across agencies  No data redundancy  Data management is centralized  Data maintenance has better controls to ensure data integrity

SAP Glossary   Account Groups – Customer Dunning – Payment reminder of account groups control the outstanding debt number ranges for customer  accounts, which fields are One-time Customer – required, suppressed or optional miscellaneous customers with entries when creating and whom you do not regularly do changing customer master business records  Reconciliation Account - A G/L  Credit Control Area - account, to which transactions in organizational unit for specifying the subsidiary ledgers (such as and controlling customer credit in the customer, vendor or limits assets areas) are updated  automatically Customer Master – Contains all the information about the  Terms of Payment - Key for customer that is needed to be defining payment terms (Pay able to conduct business with immediately Due Net; Within 30 them. Each Customer Master days due net) Record is assigned to a specific GL Account 14

Customer Master Data General Data Name1 Client Name2 Address Telephone Bank Information US 456456890 123456789 LaGo Company Code Data Reconciliation acct XXXXXXX Company Code Terms of Payment 0001 Item Sorting 005 Dunning Procedure 0001 . . Data is grouped into two applicable categories: General Data : This includes the customer address, contact person and bank details, for example. Company Code Data: This comprises data such as the number of the reconciliation account, payment methods, terms of payment, and dunning procedure etc.. 15

Customer Master Data General Data Name1 Client Name2 Address Telephone Bank Information US 456456890 123456789 Company Code Data Sales Area Data Reconciliation acct XXXXXXX Currency USD Terms of Payment 0001 Sales Area Co. Code Pricing Procedure 0001 Item Sorting 005 Terms of Payment 001 Dunning Procedure 0001 Partner Functions SP/BP/PY/SH . . . . Data is grouped into three applicable categories: General Data : This includes the customer address, contact person and bank details, for example. Company Code Data: This comprises data such as the number of the reconciliation account, payment methods, terms of payment, and dunning procedure etc.. Sales Area Data: This includes the sales order currency, incoterms, and the customer's tax data. 16

Customer Master Record Integration Payment Terms Customer Master Data Sales Area Accounting Master Master Records Records  The Customer Master contains centralized data for both SD and FI  In Accounting, the customer is regarded as the company's debiting business partner  When you create a customer master record, you have to maintain a reconciliation account. – The reconciliation account is a G/L account in G/L accounting. – It is the aggregate of all the sub-ledger (customer) postings. – Different reconciliations accounts can be set up to distinguish the types of customers (trade customers, grant customers, employees, etc) 17

Customer Account Groups  Account Group controls: – The number range of accounts – The status of the fields in the master record – If the account is one time customer – Partner functions Number Field selection Allowed partner functions assignment interval One time customer/ Account group Account group regular determines... determines... 18

One time Customer  For all customers with whom we rarely do business, SAP provides functionality to cut down on master data maintenance while still providing a means to do business with the customer; “one-time accounts” .  In contrast to other master records, no customer data specific information is stored in the central one-time master record.  The customer specific data is stored within the invoicing transaction itself at the time data entry.  The one-time customer master record is a general ‘customer master shell’ that is used for all infrequent customers. 19

20 Invoice Entry One Time Customer Customer Master