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Project Crimson-Ariba

Toll Gate 1-2

September 18, 2018


Confidential. Not to be copied, distributed, or reproduced without prior approval. © 2017 Baker Hughes, a GE company, LLC - All rights reserved.
Business Goals/Benefits
Purpose of Project
As part of the overall Sourcing strategy our goal is to integrate Ariba with SAP for all the current and
future F&PT sites moving into SAP.
The goal is to create a comprehensive Sourcing Collaboration tool which can be leveraged by
multiple product companies on a single ERP.
Benefits
Current Challenges
• Buyer productivity (15mins/PO) –$150k.
• Manual Process – PO, ASN, Invoice, Promise • Improved on-time delivery with 30% increase
dates, acknowledgements. in promise date/MRP accuracy($50k).
• Productivity Loss due to document loss. • 20% increase in on-time pay (eInvoice). AP
• MRP Accuracy / OTD impact. defect reduction($75K).
• No SDR process in place • RFQ – Increase competitive bidding
• No visibility of vendor inventory • $60K Reduction in NCR due to missing docs.

Program Scope Project Capability Areas:


• __ Go-to-market
• Ariba Supplier collaboration portal for PO, ASN,
• X_ Strategy and innovation
Invoice, Promise dates, acknowledgements.
• X_ Technology
• Insight into vendor inventory and collaborative
• X_ Process improvement
sourcing deviation management
• __ Quality systems
• Enable ~400 suppliers on Portal
• X_ Supply Chain
• Simplify collaboration to one central location.
• X_ Financial performance

Collaborative tool to support and improve the Procurement and


Sourcing operations
Confidential. Not to be copied, distributed, or reproduced without prior approval.
AS IS Process – Supplier Collaboration
Monitor need date Select ship
PO Placement Email PO to Enter Promise
Buyer

Start in SAP Supplier date in SAP


changes, send to method
supplier via email Air/Ocean

DOC multiple DOC


changes

Ack &
Supplier

Receive & Notify buyer by Email Invoice


generate
Accept/Reject PO email, ready to
promise
(pricing, scope) ship Email Quality Docs
date Send SDR
Logistics

Arrange
Transportation
DOC
Receiving &

DOC
inspection

Receive in SAP,
incoming
inspection

Download &
approve
Review &
Quality

Quality Docs
Approve
SDR

Receive Invoice &


AP

DOC
Make Payment

September 18, 2018 3


Confidential. Not to be copied, distributed, or reproduced without prior approval.
Project Crimson Team
Leadership Steering Committee
• Kenneth Patrick
• Rajat Seth Management Review Group
• Jeff Davey • Finance
• Brigette Gage • Legal
• Lorenzo Tanganelli • MBB
• Controller
IT Sourcing Leader
Business Initiative Leader
Operations, Process, or Site Leaders Sharad Mantri
Ahmet Dostal
Liz Fisher
Tiffany Witek
Sean Donahue
Rich Quintal
Patrick Garosi

Business Project Manager IM Project Manager


Trevor Ilse Issac George

Global Ops Business Business Process Technical IT Site Support


Buyers
Teresa Forehand Sourcing Requirements Re-design & NTT Team Jon Sanchez System
Sandee Newhart
Sarah Patoli Gathering Deployment Requirements
Katy Lanier
Wanda Springer (Buyers) Mark Babineau Gathering
Justin Allen (SQE) NTT
Mike Cullen (Quality)
Rick Bell (Quality)
Stephen (Receiving)

September 18, 2018 4


Confidential. Not to be copied, distributed, or reproduced without prior approval.
Communication Plan

Stakeholders What How Frequency


Steering Committee Status, risks Tollgate reviews Tollgate reviews – As
scheduled

Project Core Team Detailed progress, Action E-Mail, teleconference Weekly, or more
Members items, Issues, Concern’s, calls frequently as needed
vacation plans

All stake holders High Level progress, Email Monthly


Decisions, escalations

September 18, 2018 5


Confidential. Not to be copied, distributed, or reproduced without prior approval.
Jax Deployment Plan
High Level Tasks Month 1 Month 2 Month 3 Month 4 Month 5
Kick-Off, Mobilization
CRP1
Build & Testing
Task completed
System Integration Testing
User Acceptance Testing Go Live
Cutover/Transition
Go Live
Support
Jax Supplier Enablement Plan
Supplier Enablement Plan Month 1 Month 2 Month 3 Month 4 Month 5
Send 1st Letter to Suppliers
Select Suppliers for CRP
CRP
Select Suppliers for SIT
SIT
Select Suppliers for UAT
UAT
Enable Suppliers on Ariba Network
Send Go-Live Communication
Go Live
Support
Site Level Deployment Plan
Site Name Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8
Jacksonville
RECIP
Conde
DVI

September 18, 2018 6


Confidential. Not to be copied, distributed, or reproduced without prior approval.
Kick Off Plan (Oct 9th-13th)
 Jacksonville Kick off
• 4 Day on site review to officially kickoff Ariba project in Jacksonville
• Info Session
• Requirement gathering
• Functional engagement DAY 1 DAY 2 DAY 3 DAY 4

 Attendee list Team Breakouts


Official Kickoff Team Breakout Team Breakouts
• Liz Fisher - Functional Team
- Project overview - Sourcing Req - Quality
• Tiffany Witek Meeting
- Key stakeholders - RFQ, Onboarding - SQE
• Sean Donahue - Blueprint
- Ariba Demo - Auction/Reverse (SDR/RFI, doc
• Rich Quintal Finalization
- Supplier Onboarding exchange)
• Patrick Garosi - Timeline Signoff
• Ahmet Dostal
• Trevor Ilse Working Lunch & Q&A Lunch break Lunch break Lunch break
• Teresa Forehand
• Sarah Patoli Team Breakouts
- Timeline Report Out and Wrap
• Issac George Team Breakouts - Receiving
- Supplier Up
• Sandee Newhart - Buyers (ASN, Incoming
Onboarding
• Katy Lanier (Placing PO, OA, PO inspection)
- Blueprinting
• Wanda Springer revision, ASN) - AP Global Ops
approach
• Justin Allen (Invoice receipt, AP)
- Q and A
• Mike Cullen
• Rick Bell
• Jon Sanchez Trevor to fill out or validate
• Mark Babineau 1. See if the plan looks good
• Naveen Sharma 2. Validate all the participants
3. Book a room for all 4 days
• Barbara Charleson 4. Get resources aligned for 4 days of meeting
• Sharon Nitsche

September 18, 2018 7


Confidential. Not to be copied, distributed, or reproduced without prior approval.
RACI Matrix
Activity Deliverable Steering Committee Business IT HQ Business IT Implemenation Partner Ariba SAP COE Global Ops
Contract and Vendor RFQ I I R,A C I I I I
Management PO for selected Vendor I A R C I I I I
Project Management Plan I A R C I I C I
Risk Management I A R C I I C I
Project Management Communication I A R C R I I I
Budget I A R C I I I I
Quality I C R C A I I I
Blueprinting R A C C C I C I
Readiness Review I I C C C R I I
Functional Req Documents I A C C R C C I
Solution Design I C C I R C A A
Design Involve Pilot suppliers in
I C C R R C I I
design/Build
Technical Req Document I C A I R I A A
Data Integration Design I C C I R I A A
Migration Plan I C C I R I A A
Infrastructure Provisioning of ERP
I I R I R I I I
and PI Systems(Dev/QA/Prod)
AN Connection and Accounts (
I I A I A R I I
Build Dev/QA/Prod)
PI Upgrade I I C C C R A I
PI mapping I I C C R A C I
ECC Dev I I C C R I A I
Dev Testing I I C I R I A I
Testing Integrated Testing I I A I R I C I
UAT Testing I A C I R I I I
Supplier shortlist I R C A I I I I
Supplier Enablement Training I A C C C R I I
Post Go Live Support I A C C C R I I
Ariba Training I A C I R I I I
Training/Support
Product Support I A C C R I I I

R- Responsible A- Accountable C-Consulted I-Informed

September 18, 2018 8


Confidential. Not to be copied, distributed, or reproduced without prior approval.
Assumptions
Major Assumptions:
• ERP team will be available to provide data extracts for master data and other
dependent activities.
• ERP team will be available to support integration testing and warn of any potential
impact of configuration changes.
• Functional Team will assign a dedicated resource to answer all functional queries
• Functional Team will manage vendor shortlisting/qualification for SIT and UAT
• Functional Team would get approval for any additional funding due to scope change
or functional deployment delays.
• No planned ERP outages during the deployment phase
• Ariba will manage and communicate with suppliers for onboarding, training etc.

September 18, 2018 9


Confidential. Not to be copied, distributed, or reproduced without prior approval.
Risks
Category Risk Level Remediation

Resources Identification of correct H


team members to
complete activities

Change management New SAP functionality M Communication and training

Detailed Process Global settings H Leverage blueprint, test


locally, engage cross
functional team

Supplier enablement Supplier push back (cost H Negotiate, push for


for automation) automation, leverage Ariba SE
team

Change management Required functionality M Purchase additional SAP tools


& costs not in Supplier Network Develop workaround process
Solution

Schedule Timing for GO-Live needs H


to align with ERP Go_Live

September 18, 2018 10


Confidential. Not to be copied, distributed, or reproduced without prior approval.
Costs
For 2017
Cost Heads Comments Technology Implementation

1 Ariba Network Setup Intial setup connection to 1 SAP instance 0


2 PI addaptor update fee Intial setup, Allows line level matching 150,000
3 Document Fee Yearly subscription fee, Includes support 0
4 Consulting Include project management, technical expert $300,00
5 Spend based Fee Yearly Usage 100k Documents Yr1

$150,000 $300,000

Year on Year costs


1 Ariba Network Setup * Addtional SAP instance $0

2 Document Usage 2 nd Year at 100K $151K~

3 Document Usage 3 rd Year at 100K $151K~

September 18, 2018 11


Confidential. Not to be copied, distributed, or reproduced without prior approval.
Open Issues/Action Items
S.No Description Owner Status Resolution

1 Who is the solution architect from George Closed Naveen Sharma added to the team
SAP COE
2 Confirm Scope, Document George Open
submission? EDI?
3 Confirm Solution to view drawings Ariba Open

4 Confirm Solution to upload Ariba Open


documents
5 Confirm timing of SAP F&PT Go-Live George Closed Jan 2nd Week as per project plan

6 How many suppliers to rollout to in Trevor Open


first and second Phase?
7 Confirm total cost of implementation George Closed Confirmed cost updated in previous slide

8 APEX additional Cost George Open

September 18, 2018 12


Confidential. Not to be copied, distributed, or reproduced without prior approval.
Platforms available in Market

Clear Orbit Ariba i-supplier SAP

From SAP.com

Need Supplier and Quality Collaboration Tool

September 18, 2018 13


Source Data: Ahmet Dostal & Team
Confidential. Not to be copied, distributed, or reproduced without prior approval.
September 18, 2018 14
Confidential. Not to be copied, distributed, or reproduced without prior approval.
AS IS Process – Supplier Collaboration
Monitor need date Select ship
PO Placement Email PO to Enter Promise
Buyer

Start in SAP Supplier date in SAP


changes, send to method
supplier via email Air/Ocean

DOC multiple DOC


changes

Ack &
Supplier

Receive & Notify buyer by Email Invoice


generate
Accept/Reject PO email, ready to
promise
(pricing, scope) ship Email Quality Docs
date Send SDR
Logistics

Arrange
Transportation
DOC
Receiving &

DOC
inspection

Receive in SAP,
incoming
inspection

Download &
approve
Review &
Quality

Quality Docs
Approve
SDR

Receive Invoice &


AP

DOC
Make Payment

September 18, 2018 15


Confidential. Not to be copied, distributed, or reproduced without prior approval.