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Planning Budgeting and Forecasting BPDD


Approved Planning Budgeting and Forecasting BPDD

Contact energyEnterprise Transformation Programme

Business Process Design Document

12.3.6 Planning Budgeting and ForecastingVersion 1.0February 26th 2010Author: Terry Baker / Vinod Shekhapuram Owner: ET-PMODocument MANAGEMENT


This document is stored in >Paper copies of this document are valid only on the day they are printed. Refer to the author if you are in any doubt about the currency of this document.

Revision History

VersionDateAuthorChange DescriptionChanges Marked?

0.110/02/2010Vinod Shekhapuram1st Draft

0.226/02/2010Vinod ShekhapuramUpdated for walkthrough and approval workshopN

1.026/02/2010Vinod ShekhapuramApproved

Associated Document(s)

Following documents need to be read in conjunction with this document

Document NameVersion No.Version DateDocument Location

L3 12.2.6 Planning Budgeting and ForecastingScope Document

ET Workshop Minutes Planning Budgeting and ForecastingMinutes Document

Quality review

This document has been reviewed for quality by the following personnel.

NameFunctionDate of approval

Sachin KamatPeer review

Subin RajasekaranET-PMO

Chris AndersonQuality

ApprovalsThis document has been approved by the following people. Signed approval forms are filed in Quality section of the Project Control Book.

NameFunctionDate of approvalSignature

Geoff WalkerBusiness Representative

Chandra YeeBusiness Process Owner


This document has been distributed to:


Chandra YeeFinance Mgr Group Performance

Jennie ThompsonET Delivery Lead Finance

Matt BoltonFinancial Accounting Manager

Jessie XuanSnr Grp Performance Accountant

Wendy AinsworthRetail Finance Manager

Glen CattermoleFinance Mgr Generation

Nicole SmithSnr Strategic Analyst

Andrew HutchinsonFinance Mgr Operations

Mike RobertsonGen Ops Accounting Manager

Sadanand ShenoyBI Developer

Geoff WalkerManagement Accountant

Jo BroadLPG Finance Manager

Simon HealyCorporate Finance Manager

Nigel ThompsonFinancial Controller

Clinton JenkinsET Business Representative

Jonathan HolmesET Business Lead Finance

Adrian SimnettET Solution Delivery Mgr Finance

Chris AndersonET Quality Assurance

David CleggET Change Management

Pat McKeefryET Data Management

Marien de WildeET Solution Architect

Andrew ChristianET Technical

Andrew GreallyET Solution Delivery Mgr Generation / PMO

Gary RobinsonET Business Lead Generation

Tracey BoyesAudit and Assurance

Table of Contents


51.1Document Purpose

51.2Document Structure


72.1Vision and Business Objectives

72.2Benefits Realisation

82.3Summary of workstream scope

92.4Non Functional requirements

113Key Decisions and assumptions

164future state process


214.2Process Flow Details BUDGETING

284.3Process Flow Details FORECASTING

344.4Process Flow Details VERSION maintenance

375Standard Reports

396master data considerations

396.1Master Data VERSIONS

407Sap Development

407.1sAP Gaps

417.2Interface Developments


457.4Report Definitions



538Authorization & Roles

549Testing Considerations

5510Conversion Initial Rules

5510.1SAP Object Source (From Legacy)

5610.2High Level Data Requirements

5710.3Data Cleansing Requirements

5710.4Interim Process/cutover/deployment Considerations

5710.5Archival Requirements Legacy Systems

5911Batch Requirements

6012Future Considerations

6113open iSSUES


6314.1Conventions Used


1 INTRODUCTION1.1 Document Purpose This blueprint document is a result of the discussion between Contact business and ET project team. The document encompasses the business process flow and the design requirements for the specific L3 processes as per the ET scope documents. This document will be used as the basis for the solution delivered for the future state processThe blueprint document serves as a central repository for the end to end business process flows which reflect project scope. The document will be used as a baseline for the following future project activities:

SAP solution configuration design

SAP technical developments including Reports, Interfaces, Data management activities, System enhancements, Forms and Workflows

Creation of business process testing suite for system integration testing

Creation of end user training material including business process procedures and steps

Change management planning and execution

Future business process improvements

1.2 Document Structure Sections in this document are structured as follows:Section NumberSection HeadingSection Content

2Process ScopeSummary of Scope & Exceptions

3Key DecisionsKey Decisions identified for the Future State Process

4Future State Process IdentificationFuture State Process diagram and details along with SAP Transaction codes

5Standard ReportsStandard SAP reports identified that will be used within the process

6Master Data ConsiderationsMaster data considerations required for Future State Process

7SAP development SAP Gaps, Interface, Conversions , Reporting, Forms, Workflows

8Authorizations and User RolesDetails of User roles/ Authorization matrix.

9Testing Considerations Details of Key Scenarios recommended for testing

10Conversion Considerations Details of SAP Opening balance data conversion considerations

11Batch requirements Details of Batch jobs requirements with frequency

12Future ConsiderationsDetails of all future considerations for the Process

13Open IssuesList of Scoping issues

14AppendicesContains conventions and glossary to terms.

2 scope

2.1 Vision and Business ObjectivesThe vision for Finance is: To be a highly valued partner providing financial expertise, supporting the business to make effective business decisions and achieve outstanding results.

The associated Strategic Drivers to realise this Vision are:

Standardised, simplified and automated operation / improved decision makingIncrease adaptability and decrease the effort spent on transactional processing, moving the focus to decision support activities. Financial management of projectsReduce the level of project financial management supported by spreadsheets and the number of manual workarounds in place to meet core reporting requirements. Provide a standardised practice across Contact and enable portfolio-level views of resources and investment that will drive more effective prioritisation decisions and improved monitoring.

Strategic approach to procurementIntroduce a procurement capability underpinned by enforceable standard practices, company-wide reporting and creates a platform to establish, manage, monitor and measure suppliers according to strategic importance in the long term. Embedding financial discipline in the organisationReplace manual internal controls that often both inhibit efficiency and have internal audit report items raised.2.2 Benefits Realisation

The following table presents the benefits identified and quantified within the programme benefits case that pertain to the process covered within this blueprint document and evaluates the contribution thereof to the achievement of these benefits.Benefit ReferenceBenefit DescriptionBPDD Consistent with Target Improvement? (Y/N)Comments (if any)

FIN 1.1 & 1.2Streamlined Financial Operation & Business ProductivityYBudget and plan information held within SAP which will enable streamlined reporting activity.

FIN 3.1 & 3.2Recruitment, Training Costs and new staff efficiencyYBudget and plan information held within SAP which will enable streamlined reporting activity.

2.3 Summary of workstream scope

2.3.1 Process scopeThe following table outlines the processes included in 12.3.6 Planning Budgeting & Forecasting as per the ET Program Scope documents Level 1Level 2Level 3

12.0 Financials12.3 Management Accounting12.3.6 Planning Budgeting and Forecasting

2.3.2 process scope Exceptions

The following table outlines the exceptions identified from the confirmed and agreed ET Program Scope documents for 12.3.6 Planning Budgeting and Forecasting, supported by Programme Change Control procedure.CR #Exception descriptionResolution details

Workflow - SMT Budget Communication (early warning)De-scoped - Will be done manually (outside system). Phase 1 has no Budget co-ordination tool.

Workflow - Planning InstructionsDe-scoped - Will be done manually (outside system). Phase 1 has no Budget co-ordination tool.

Workflow - plan data requires approvalDe-scoped - Will be done manually (outside system). Phase 1 has no Budget co-ordination tool.

Workflow - Plan changeDe-scoped - Will be done manually (outside system). Phase 1 has no Budget co-ordination tool.

Workflow - Plan approvedDe-scoped - Will be done manually (outside system). Phase 1 has no Budget co-ordination tool.

2.4 Non Functional requirements

The following table outlines the key non-functional requirements identified for the ET Program Scope. Non functional parametersDescription


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