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The PIN FORM processes was not a fit with SAP, the results -- Workflow.
Precise comparison between the new and old process is difficult, as along
with the new workflow process many new groups and attributes were
added, which significantly increasing the workload and number of groups
involved.
What can be noted though is;
Efficiency overall increased by decentralizing Master data
Workload is assigned to the appropriate users – single data entry
Decreased headcount (central vs. decentralized) 12 to 4
Single point contact 'master data lead' within each division
z 4 leads for 6 division.
This may not seem an improvement, but remember there are more
attributes and groups now -- However using the old Excel process
with the current complexity of SAP the material master would
have resulted in significantly increased the cycle time.
It is important to note -- lack of understanding and knowledge of the
attributes will increase the cycle time
The process is still very dependent on the availability and
accessibility of users processing the workflow.
Overall the workflow process is about 30% faster and more accurate
MARKETING Rejected
MCR
Notification of
Code
Master Data Assignment
Division Lead
DIVISIONAL FINANCE reviews MCR
Approved MCR
View Creation
PACKAGING Workflow
Once data is validated the MCR is allowed to route to the next step
(Finance role)
All steps are validated before the MCR workflow can be routed.
Routing continues through all the assignments on the the workflow
diagram.The packaging role submits the MCR, which then routes to
the Master Data lead to review and approval.
After the MCR approval, Basic data and Classification views will be
automatically populated with MCR data and from the default tables.
Master Data lead completes these two views in the dialog mode by
completing the workflow item.
After the material is created the status is Pre-active and ready for view
routing. At this time, most of the material views like Sales, MRP,
Purchasing, Work scheduling, Forecasting, Quality management and
Storage views will be completed in the background with the values from the
MCR and from the default tables.
The main workflow is triggered
Storage view
Accounting view
Classification
DIVISIONAL MD Lead
View
Lead FINANCE prompts system
to activate the
Accounting Views material at all
Divisional Finance
ZMAT/COPA Form Accounting Views - Background levels (material,
•Standard price breakdown plant, distribution
• Standard price • Valuation Class
channel)
When the views are routed to the data owner the populated values
entered came from the the MCR, the data owner validate this
information or corrects it.
e.g. Storage view shelf life – Data Owner Quality - values will be
validated or corrected.
After updating the COPA/ZMAT form, the total standard cost will be
updated in the accounting view for all the plants on the MCR .
Master Data lead receives the 2nd Dash board step after all the
views were maintained during Material view routing workflow. After
completion of the dash board step, distribution channel and storage
location extensions will be done automatically for all the locations
on the MCR.
After activating the material by the Master data lead, all the statuses(X-Plant status,
X-Dist. Chain status, Dchain-spec status and Plant spec material status) on the
material will be automatically updated along with the valid from date being changed
to the date on which the material got activated.
After the material activation, MCR initiator receives the SAP Office message with
the MCR and Material number information.
Requestor creates a
change request by
entering transaction
code CC01 into SAP
Check date =
current date + Is the Is the
System waits for
1 year “Valid on” date no “Valid on” date no the actual date to
equal to the equal to the
match current date
check date? current date?
yes
yes
System activates
changes
End
View selection
Change requester
Workflow inbox
The change request flows to the Master Data leads to review the
material change and approve the request
Address Data
Reject INITIATOR approves • Title Credit
CMR Billing • Name 1 • Search ter m • Telebox • City • Countr y
(1st level approval) Credit • Name 2 • Language • Fax number • Postal c ode • PO Box
• Name 3 • Telephone 1 • Internet address • District • PO Box City
• Payment ter ms • Pay m guar pr oc • Name 4 • Telephone 2 • Street • Region (US Only) • PO Box Pcode
Approv e
Account Management
Reject Credit
• Sort key • Last i nt. c alc. • Previous a/c no.
• Recon. Account • Last k ey date • Int. c alc. Freq
Reject • Interes t indicator
Completely
Credit enters data on
CMR and approves if not Contact Person
a duplicate customer Credit
(2nd level approval) • Function • Telephone # • Fax • Region • District • Title
• Recon account • First Name • Department • Street • Postal C ode • City • Comm. ty pe
• Credit Entit y (in • Last N ame • PO Box • Language k eys • PO Box Pcode • Country k ey • Name (1,2,3)
Alt Payer field) • For m of address • Time Zone • Sort fiel d • PO Box City
• Acctg clerk
CorpSales
Corp SalesMDMDextends
extendsrecord
record Credit Maintenance SubRecord
totoother
Corp otherSales
Sales Sales Areas(as
MD Areas
extends (as many
record
many Credit (NOTE: This is a separ ate wor k item, not a view)
Corp Sales
to other MDnecessary)
as
Sales creates
Areas (asand
many
as necessary)
extends record to other Sales • Customer acc ount number
as necessary)
Areas (as many as necessary)
Extending a Sold-
Sold-To to Sales Areas (S.2)
Customer Master
Extension
AOC approves CMR Notif ication per
(1st level approval) Sales Area
sent to AOC
• Customer group • Customer Group 2
Corp Sales MD
approves/rejects based
on Bill-to status or if it is
a duplicate
(4th lev el approv al)
• District Sales System reviews all
Sales Support System reviews
Sales Operations Sales Support dependencies andallall
System reviews
Sales Operations dependencies
activates and
the General
Sales
• Price groupOperations Support dependencies
activates the and
General
Approv e • Price group Sold-To record
• Price group activates
Sold-Toeach Sold-To
record
Sales Area record
Corp Sales MD creates
general record and extends
record to other Sales Areas
(as many as necessary)
C h a n g in g a B i ll - t o
C R E D IT o r A O C in it ia t e s t h e B ill- to c h a n g e r e q u e s t. N o t if ic a t io n
b y c o m p le tin g C u s t o m e r M a s te r R e q u e s t ( C M R ) s e n t t o AO C
R e je c t
I N IT I A T O R a p p r o v es
Ch a n g e Re q u e s t
( 1 s t lev e l a p p r ov a l)
A p p ro v e
R e je c t
C re d
C it
R EaDpI prT oa vp esp r ocvheasn g e
C h a nr eg qe uRe es qt u e s t
(2 n d lev
leveel laapppprroovvaal)l)
R e je c t
A p p ro v e
A O C a p p r ov e s
Ch a n g e Re q u e s t
R e je c t ( 3 rd le v e l a p p r ov a l)
C o m p le t e ly
A p p ro v e
C o r p S a le s M D a p p r ov e s C M R
( 4 t h le v e l a p pr o v a l)
A p p ro v e
S y s te m u p d ate s th e
s t a tu s o f c u s t o m e r r e co r d
7 8
1
Corp Sales MD selects
specific Dist Channel to
extend the customer
record to
Payment view
Billing view
Workflow will in the wait mode after completing all the views.
Customer gets activated after running the activation program after
all the account group dependencies were met.
No
PO Created, Forward
Subject to PO Need Higher
Changed, Yes Workitem to Release? Yes No PO Released
Release? Release?
Un-released Approver
Yes
No
After creating the PO, the PO creator gets a workflow item to specify
an approver to release the PO.
Approver receives the work item to release the PO. Based on the
release authorization, the approver can acknowledge/approve the
PO.
Q&A
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