– sis miscellaneous @ swiss international air lines ich user group meeting kuala lumpur october...

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SIS MISCELLANEOUS @ SWISS INTERNATIONAL AIR LINESICH USER GROUP MEETING KUALA LUMPUR

OCTOBER 2010

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SIS @ SWISS INTERNATIONAL AIR LINESMAIN TOPICS

− How does SWISS as an example of a small carrier deal with the SIS project?

− Where do we face problems?− How do we approach them?

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Paper Invoices

Scanning

Capture Basedata

Send for assignment

and approval

assign and approve

transfer to SAP

weeklyF1/F3

OK? yes

no

import scanned data

import basware data

weeklyF1/F3

import and settle

import and settle

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Issue rejection

SIS @ SWISSOVERALL APPROACH PLANNING

INITIALIZE & PLANNING (JUN – DEC 2010)

− Get an understanding of the requirements: Read ISPG...

− Kick-Off Meeting (P, C, M) – Invite IT and Business Management

− Get an understanding of the current business processes and IT systems involved

− Get an overview of current initiatives and projects within the company

− Define the scope: which items are included, which items are excluded

− Project team setup and resource planning− Overall solution proposal – agree on big

picture (e.g. use IS-WEB? Buy new software?) and time line

− Analysis of IT system and business process changes of agreed solution

− Request For Proposal (RFP) to IT system providers

− Cost/Benefit Analysis – Business Case− Work Breakdown Structure – Project Plan

SIS

another Project:e.g. replace Revenue Accounting System

another Project:e.g. e-Invoicing

Project Manager

Member 2

Member 3

Member 1

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SIS @ SWISSOVERALL APPROACH EXECUTION

EXECUTION (Jan 2011 – Sept 2011/ Sept 2012)− Suppliers to create detail concepts− Define test cases− Software development by system provider− Create a user & user groups concept for SIS− Based on the user concept, setup the SIS member profile− Define how to deal with the migration phase − Test (Sandbox, Certification Slots)− Training of staff for the new processes and software (modules)− Go-Live

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MISCELLANEOUSOVERALL SYSTEM PLANNING

IN GENERAL− SIS is a „give“ and „take“: You have to migrate Accounts Receivable and

Payable at the same time!

FOR SWISS− We are able to receive IS-XML (AP)− We are not able – in the beginning – to generate IS-XML

AR: IS-WEB (Project to switch to IS-XML later) AP: IS-XML

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MISCELLANEOUSACCOUNTS PAYABLES

− Incoming miscellaneous invoices as IS-XML

− Import IS-XML and all supporting documents into workflow system

− Engineering invoices are handled by another system Implement IS-XML interface? Forward data from Workflow System?

− Post data to Accounting System

PROBLEMS− Our internal monthly closure is before

IATA closing of 4th period Accruals are still required! (based on ICH provisional Form 3)

− Currently, no automated reconciliation in our workflow system manual invoice control is required

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WORKFLOW SYSTEM

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SEPARATE SYSTEM FOR TECHNICAL

DEPARTMENT

FINANCIAL ACCOUNTING SYSTEM

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MISC ACCOUNTS PAYABLESAUTOMATED POSTINGS

Engineering HandlingLM

CHARGE CATEGORY / CHARGE CODE

MANDATORY / RECOMMENDED FIELDS WE NEED FOR POSTINGS

LocationCode AC RegistrationNo AC TypeCode Cost Center Cost Account

FOR EXAMPLE

LocationCode AC RegistrationNo AC TypeCode Cost Center Cost Account

JFK HB-1234 A330 6159 400171

PROBLEMS:− Large and flexible table is required to define the exact Cost Center and Cost Account

for a specific Charge Category/Charge Code and its M-R Fields− We need to analyze exactly the postings for every invoice type we receive: huge effort− Will all Airlines bill their invoices under the correct Charge Category / Charge Code?

Controlling of postings is still required!

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MISCELLANEOUS ACCOUNTS PAYABLESADVANTAGES

− No unpacking and sorting of paper invoices− No scanning of paper invoices− System will automatically propose how to post data to financial

accounting system− Quick cost control due to weekly billing

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ACCOUNTS RECEIVABLES

IS-WEB OR IS-XML?− Currently, we use excel to create invoices− Future with SIS:

Option a) Instead of Excel, use IS-WEBOption b) Buy a new system and create IS-XML

GENERAL PROBLEMS− Assignment of invoices to Charge Category / Charge Code: E.g.: To which

Charge Category/Code belongs invoice with FDM (Flight Data Monitoring)? ISPG 3.0 explanation of Charge Category / Code still not good enough

− Mandatory/Recommended Fields: There are many fields mandatory which currently are not on the invoice: E.g.: ContractNo for Engineering Invoices. Huge effort to search all the data within company!

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ACCOUNTS RECEIVABLESUSING IS-WEB

DATA CAPTURING WHEN USING IS-WEB− Many fields are mandatory or recommended:

Huge effort to capture invoices on IS-WEB Risk for errors− Invoices with large detail listings: E.g. Mail, Engineering, etc. Who is going to

capture all this data on IS-WEB? Today details are sometimes available on excel: It is essential to have a csv-upload functionality!

− Sometimes, detail listings are provided by external suppliers in PDF or JPG formats: How to “upload” such details? Reengineer business process!

POSTING OF OUTGOING INVOICES WHEN USING IS-WEB− Not all information is on the file (“Processed Invoice Data csv File”) which is

needed to do the automated postings − Best solution: SIS should send IS-XML of outgoing invoices to the billing airline

immediately after invoice submission to SISOtherwise, there is the risk that IS-XML is received after monthly closure, and manual accruals are required (depending on the volume, this is not feasible) and figures are not accurate in financial accounting system

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ACCOUNTS RECEIVABLESIMPLEMENTING A NEW IT SYSTEM TO GENERATE IS-XML

ADVANTAGES− Immediate postings to financial system− System will be available for all departments (marketing, ground handling,

engineering...) and they can enter all the services on their own

PROBLEMS− Still, all details (and all M-R fields) have to be captured manually

(especially if detail data is provided by external supplier) manual effort, prone to errors!

− Investment costs: Without SIS, we would not need to buy a new system− Risk of later migration to SIS

additional costs delayed benefits

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SIS MISCELLANEOUSCONCLUSION

FOR SWISS− Savings in Accounts Payable− But: More effort and investment needed in Accounts Receivable (at least

at the beginning)− Overall cost-benefit for SIS Miscellaneous???

IN GENERAL− Be aware of changes to requirements during your project work!− You need to have a vision: Where do you want to be in e.g. 5 years?− How do you get there? Which steps will bring you there, to get the

maximum benefit of SIS?− On your journey, you will have a lot of questions: Take advantage of the

SIS forums!− If you are in an alliance, take advantage of it

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SIS @ SWISSCONCTACT

PROJECT MANANAGER SIS @ SWISS

Elias BalmerTelephone: + 41 44 564 55 03e-Mail: [email protected]

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THANK YOU FOR YOUR INTERESTGOOD BYE AND GOOD LUCK

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