how winshuttle can support and help to guide users · pdf file• inter-company pricing and...
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Water in motion depicts
the purity of our
materials and the
dynamic industry that
we serve.
Standardize processes in a global business – How Winshuttle can support and help to guide users
AZ
AZ is a leading global producer and supplier of high quality, high-
purity specialty chemical materials, operating in the high growth
electronics market. We are a critical partner to the leading global
electronics players because our chemical technology allows them to
enhance existing processes and enables them to innovate new products.
Over 25 years of expertise in supplying materials to the IC (semiconductor)
and Optronics (flat panel display) markets
Strong and long-term customer relationships with all major IC and FPD
players
AZ EM - WUG Bruessels 2014 2 May 14
AZ - Global presence, Asia focus
AZ EM - WUG Bruessels 2014 3 May 14
Why AZ decided to use Winshuttle
In 2012 AZ changed it‘s messaging system from Lotus Notes to MS Outlook.
We also introduced SharePoint as our collaboration platform also providing a
solution to replace Lotus Notes Applications and Databases
Many of these Applications did relate manually with SAP.
We therefore searched for a tool to enable integration between SharePoint and
SAP
Further requirement was the ability to build applications in-house with limited
resources -> easy to learn and to use.
As we had a global project running which required huge mass data generation
and maintenance we also looked for a tool to support these tasks.
We decided on Winshuttle – mainly because of the easy integration with SAP
providing automation and low development efforts
AZ EM - WUG Bruessels 2014 4 May 14
Winshuttle in AZ
In AZ Winshuttle is mainly used for SharePoint forms and work flows with SAP interaction
• Purchase Requisitions – create and release PR in SAP (ME51, ME52, ME55)
• Inter-company pricing and conditions – create info records and conditions in SAP (CK11, CK24, CK74, ME01, ME11, VK11, …….)
• Intercompany Return Request – read original PO data and create Return PO (Query, ME21)
• Inter-company PO change request – read original PO data, create new PO; read, change, create contract (Query, ME21, ME31K, ME32K)
• Material Master Data – create new Material Master in SAP (MM01)
• R&D Sample Request – create Internal Order in SAP (KO01)
Applications with work flow only
• CAPEX Request
• Patent Application
• R&D project request
SAP Mass data upload /change on demand – used by Master Data and SAP team
AZ EM - WUG Bruessels 2014 5 May 14
Typical Challenges in a global company
Processes across multiple locations and time zones
Data storage – single point of access
People traveling without access to local servers
Language barriers
Global vs. local process
Global process but local requirements
Process flow build on people rather than on functions
Resources are limited
Data inconsistency
AZ EM - WUG Bruessels 2014 6 May 14
How Winshuttle can support - Business benefits
Processes across multiple locations and time zones
Introduce Work Flows with email notification, easy to trace and to check status
Data storage – single point of access
Data stored in SharePoint - IntraNet
People traveling without access to local servers
Notification and Feedback (approve/reject) via email possible
Global vs. local process / Process flow build on people rather than on functions
Developing an Application in Winshuttle forces the organization to revisit processes and standardize
them => one of the biggest challenges => Change Management
Global process but local requirements
Allow some flexibility in the application, don’t hardcode e.g. approval limits in the Work Flow or Form
itself
Resources are limited
WS can help to streamline processes and avoid double work due to linkage with SAP, however,
development and administration of applications does use more resources than we did anticipate
Data inconsistency
Provide user guidance by filtering values on forms, add checking rules.
AZ EM - WUG Bruessels 2014 7 May 14
Challenges during Implementation of Applications
Challenge Solution
The work flow is not clearly defined by the business
Sit down with users and develop the Work Flow. Try to
simulate the work flow with them. Especially ask them for
loops – review options – they are very often forgotten.
Users struggle to define a work flow on paper –they often
realize it isn’t what they wanted only during test. Difficult to overcome. Be prepared for changes.
Work Flow is based on people rather than on functions.
Take your time to work this out with users. Work out an
“Approval Matrix” with them. Keep approver names and
approval characteristics and limits in lists to have most
flexibility for changes.
People in charge can be defined only during the Work Flow
process.
Use the SV custom control “Workflow Participant” to
assign/change approvers during the work flow.
Form not clearly defined. In the best case there is an excel form existing which
basically can be rebuild in InfoPath.
Users not used to SharePoint – need to learn two things the
same time.
Make sure users are trained in SharePoint basics
(Navigation, open lists, sort/filter lists, ..) first before
introducing Winshuttle.
People involved more than once in a process but don’t want
to be notified for each task. Add marker on form and in work flow to control that.
AZ EM - WUG Bruessels 2014 8 May 14
Example – Indirect Spend Request – Purchase Requisition (PRS)
Indirect Spend – Old Status
AZ EM - WUG Bruessels 2014 10 May 14
PR
Data Entry
PR
Approval
SAP PM
SAP MM
Payment
SAP MM
Paper, Excel, Lotus Notes
Forms
Pay per
Bill
Paper
Form
T&E
Utility,
Freight
etc
SAP FI
Pay per
actual
usage
Paper
Form
Repair
&
Maintenance
- Customized request forms
- Paper based routing and approval
- Keep PR record and track the
status by paper or Excel or Access PO
Create / Approval
/ Release
Consumables, Utilities, Services, Lab and Office Supplies
Locations 1,4 Locations 2,3,5,6, …..
Indirect Spend – To-be Status
AZ EM - WUG Bruessels 2014 11 May 14
SAP PM
T&E
SAP FI
SAP MM
SharePoint + Winshuttle
Paper
Form
PR
Data Entry
PR
Approval
PO
Create / Approval
/ Release
Payment
Repair
&
Maintenance
SAP
MM
- Electronic workflow and approval replace paper
transaction
- Standardized request forms
- Database of all PR records with improved
traceability and accessibility
Utility,
Freight
etc
Pay per
actual
usage
After approval automatic link
Locations 1,4 Locations 2,3,5,6, …..
Consumables, Utilities, Services, Lab and Office Supplies
AZ EM - WUG Bruessels 2014 12
PRS – Item Data Section
May 14
Challenge here is user
guidance.
This is reached by filtering
the data in the dropdown
fields. For example:
• Cost Center is filtered
by „Department“.
• „Material Group“ defines
the valid “G/L Accounts”
• Pur Group is driven by
Plant.
A strong user request was
the option to copy an item
as in SAP. This is realized
by adding Java script to
the form.
Post into SAP in workflow without user interaction -> we need to ensure 100%
correct data.
Validation on form not feasible – we would basically re-create SAP logic.
Mandatory fields not defined - dependent on user entries.
Solution: Use of Validate option of the web service
The form can only be submitted if the SAP response contains “Success”.
Any data changes relevant for posting do reset the log field and thus require a
new validation.
AZ EM - WUG Bruessels 2014 13
PRS – Data Validation
May 14
Indirect Spend Process: Challenges - Improvement
Challenge Improvement
Very often indirect spend is covered by invoice only
without Purchase Order (PO).
• Spend covered by invoice only is difficult to
analyse
• No automatic Cash Flow forecast possible.
Number of spend items covered by PO increased -
> Standard SAP and BI reporting features can be
used
Without PO the invoice comes after the fact and
the approval process for the spend is unclear and
sometimes even skipped.
PO made mandatory above certain value. PO
approval required.
As main reason not to use SAP PO people claim
that the effort seems too high for the very often
relatively small value items in Indirect Spend Area.
Use form in SharePoint as single point of data
entry. Data entered only once – overall effort
reduced.
However, work load removed from Finance
Department but put on Purchasing -> Change
management.
AZ EM - WUG Bruessels 2014 14 May 14
Challenge Improvement
Different tools had been used for the approval
process including Lotus Notes, Excel or paper. Provide standard form in SharePoint - Winshuttle
Approval structure often very complex e.g.
approval defined by cost center – difficult to realize
in SAP => external process used.
Gather requirements for approval and implement
Approval Matrix in WS Work Flow.
In countries where SAP was used to control
Indirect Spend the data quality was still often poor
as SAP provides no user guidance for cost center,
material group and accounts to be used.
Once users find a working combination they tend to
use it whether it fits or not.
On the Infopath Input form we offer only valid data
combinations e.g. the material group defines the
G/L account. Choices are narrowed down and data
quality is improved.
In addition a validation check against SAP is
required.
AZ EM - WUG Bruessels 2014 15 May 14
Indirect Spend Process: Challenges - Improvement
Form: Build in InfoPath 2007 including ShareVis Controls such as Current user, Lookup
(Search function), History and Work Flow Participant.
Interaction with SAP on the form itself to validate creation of Purchase Requisition (ME51)
Interaction with SAP in the work flow after final approval to create PR (ME51), add Long
text (ME52) and release PR (ME55)
Work Flow build with WS Designer
Master Data stored in SharePoint Lists – faster than SAP lookup
Generated with WS Query and automatically refreshed via scheduled jobs, such as vendor and
material master – search options on the form
Generated with Query but manually adjusted – such as cost center list (filter the applicable ones
for Indirect Spend)
Manually set-up such as Approver lists, Material Group – G/L account linkage
Status Feedback from SAP – List generated with WS Query and refreshed twice a day.
Shows PRS request # - SAP PR # - Release Status – linked PO # - Delivery Status and
basic data such as material, quantity, value, ….
=> users can check all relevant data in SharePoint – single point of access
AZ EM - WUG Bruessels 2014 16
PRS – Elements of solution
May 14
Examples
The above is part of a form to request a Short Term Change in Inter-Company Supply.
The user can read the PO details and add requested changes on the form. The new values can be used in a SAP web service to perform changes in SAP after approval.
Read is realized with Query web part, change with Transaction web part. The web part fields are pulled into one repeating table to allow better visibility for the user.
AZ EM - WUG Bruessels 2014 18
Read and Change Data in SAP
May 14
User credentials on
form in order to use
SAP authorisation.
For maintenance of Local Master Data Views it is not possible to define a standard order. It depends on material type as well as on people in charge.
The user can select all views he did already maintain.
The work flow will check all views in sequential order but skip the task if the marker was ticked on already.
Work Flow is faster and users don’t receive multiple tasks for same material.
AZ EM - WUG Bruessels 2014 19
Same User may have Multiple Tasks or Approval Levels
May 14
Abstract
Standardize processes in a global business – How Winshuttle can support and help to guide users
AZ is a global company with production sites in Europe, US and Asia. Our challenge is to make sure processes are standardized across the globe but still taking local requirements into account. User guidance is necessary to avoid wrong or incomplete data and thus speed processes up. Another challenge are process flows with multiple persons in multiple countries involved. Examples are Master Data, Inter-Company Master Data, Purchase Requisitions, R&D sample orders or Supply Chain Requests. Learn how Winshuttle is used in AZ to streamline processes with and without SAP interaction, to speed up communication across sites and functions and helps to follow-up more easily.
AZ EM - WUG Bruessels 2014 20 May 14