using winshuttle as a strategic tool in finance data ... winshuttle as a strategic tool in finance...

Using Winshuttle as a Strategic Tool in Finance Data Migration: Validation as an Alternative to Enhancements in SAP Francis Rajan & Nick Champion| AG Consultancy Ltd

Winshuttle EMEA User Group Conference | Brussels 2014

Agenda

• About AG Consultancy Ltd

• Integrated FI-Assets & Engineering Case Study

• Automating Journal Entry Upload Case Study

• Optimizing Master Data Management Case Study


AG Consultancy Ltd - Introduction

• WINSHUTTLE Partner - Provider of Development & Support Services

• Average 5+ years WINSHUTTLE experience

• Average 10+ years SAP Consulting experience • Finance & Logistics (inc’ FICO, AA, JVA, PS, MM, PM, CATS, GRC)

• SAP Implementation & Support

• SAP Data Migration

• SAP Business Process Improvement

• In-house Microsoft Excel Macro development Expertise

• In-house PRINCE2 Project Management Practitioners


Turbine Parts Management (TPM)

Introduction

• FTSE100 Integrated Energy Business

• 8 x UK Combined Cycle Gas Turbine Power Stations

• Implemented SAP in 2007

• Implemented a custom Turbine Parts Management system centred on complex Finance, Supply Chain & Engineering integration

Issues/Challenges

• Custom Integrated FI-Asset Depreciation solution unfit for purpose

• TPM Solution frozen for each Power Station at next ‘Outage’

• Highly labour intensive processes at ‘peak load’ (during Outages)

• Severe Data integrity issues across all aspects of the model

• Financial Accounting / Reconciliation and Audit issues


Turbine Parts Management Model

Equipment Record Serial No:

Detailed history

Functional location (KKS)

Status (New/Used, Stock, etc)

Plant Id:

Material No:

- Vendor Part No:

- Legacy System No:

Sub-Asset Record

Acquisition Value

Depreciation (to date)

Net Book Value (NBV)

Depreciation Key*

Company Code Id:

Measuring Point

Useful Life (EOH)

Accumulated Used Life (EOH)

An Industry Leading ‘integrated’ SAP based model for managing the end-to-end lifecycle of high value CCGT Hot Gas Path parts


TPM Model -

Measuring Documents

Automatic link to Main Counter

(When Equipment Installed to a FL)

Main Counter EOH postings directly drive Depreciation to all Installed Assets/Equipments


Turbine Parts Management (TPM)

Project Approach

• Workshop & Gap Analysis

• Solution Re-Engineered – 17 SAP Change Requests

• Re-Implementation of Complex Integrated Data

• Winshuttle Tool Piloted as alternative to LSMW

• 20+ Winshuttle Scripts Created

• 50% Winshuttle Scripts re-usable (BAU)

Project Outcome

• BAU ‘Outage’ related effort reduced by 80%

• Labour intensity shifted to Planning stage (from Peak Load’)

• Business Critical Data fully operational (99% Quality)

• Non Business Critical Data fully operational (95% Quality)

• Full Financial (and Engineering) Data reconciliation

• Legacy Audit issues fully addressed

• Transformation to full Business Acceptance & Ownership


Using Winshuttle Strategically

Winshuttle – Evolution as Strategic User / BAU tool

• Winshuttle established after successful TPM Pilot

• Winshuttle used during numerous SAP Projects & BAU

Winshuttle cornerstone of SAP Service Transformation initiative - Outsourcing to Global SAP Service Provider

• Legacy SAP Model >50% Data Created Manually

• Master data scope included FICO, SCM and PM

• User Training challenging & resource intensive

• Data Quality & Standardisation issues

• Consistent Control & Audit issues highlighted

• Enlarged SAP Support Team required (+30%)


Winshuttle for SAP Service Transformation

Cornerstone of SAP Service Transformation/Outsourcing

• Major transition challenges (inc’ Knowledge Transfer)

• Standardisation to of Master data request/creation process

• 100+ Winshuttle ‘Intelligent’ scripts/Forms created

Winshuttle/Forms approach pivotal in Offshore Service Transition

• Significantly Improved productivity – circa 80%

• Significantly Improved Data Quality & Standardisation

• Low Development costs

• User friendly – Business Buy-In

• Critical for transition to Outsourcing/Off-shore environment


Winshuttle/Macro Pilot to automate Journal Entry

• Highly complex and automated SAP IS-Oil Production Revenue Accounting requirements

• Critical PRA/PPA and Journal Entry Processes

• Legacy system is costly with some key limitations

Combined Winshuttle & Excel Macro solution

• Macro required to pre-validate the data and manage automation with pit-stop for checking prior to loading

• Winshuttle to post Validated data into SAP

• Macro & Winshuttle ‘mid flight’ baton swapping

• Pioneering approach – complex Macro & Winshuttle

Journal Entry Automation for a Oil ‘SuperMajor’


Journal Entry Automation for a Oil ‘SuperMajor’

Winshuttle/Macro Pilot to automate Journal Entry

• Highly complex and automated SAP IS-Oil Production Revenue Accounting requirements

• Critical PRA/PPA and Journal Entry Processes Objectives/Outcome of Winshuttle/Macro Pilot • Validation in Macro results in error free data

• Significant benefit in avoiding complex fixes • Reduction in TCO – licensing & on-going support • Ease of future changes and maintenance • Considerable reduction in Journal Entry runtime • User Interface unchanged – limited business ‘change’


Using Winshuttle for Finance Master Data

Introduction

• FTSE100 Integrated Energy Business

• $50M SAP Global Implementation Project

• Tier 1 SAP Global Consulting Partner

• Project Scope Finance inc’ JVA, Project Accounting (Planning & Budgeting) + Supply Chain + TOM Business Processes

Key MDM Design Principles

• Winshuttle central to MDM based Design/Processes

• ‘Light-Touch’ Master Data Validations directly in SAP

• Rigorous Excel/Winshuttle validations for Critical Master Data

• All Master Data created via Winshuttle

• Projects/WBS’s, Joint Ventures, Assets, Materials (SCM)

Blended Data Migration Approach using Winshuttle & LSMW

• Strategy to use Winshuttle for elements of Data Migration

• Annual G&A Budgets of $800M+ loaded via Winshuttle

• Project Budgets of $10B+ (ITD + 3 Yr Plan) loaded via Winshuttle

• Fundamental Approach to enable Winshuttle scripts as BAU


PRODUCTION VOLUMES

Project Systems Master Data Management


PS Master Data – What could go wrong?

PRODUCTION VOLUMES

Issues can involve complex fixes and long-term workarounds


Example Project Create & Cost Planning Form

• Excel Form based Validations (Process Owner to maintain)

• Collaborative Working in universally familiar Excel

• New/amended Validations in Excel (rather than complex SAP Change)

• Less reliance on User Training and fewer issues

• Eradicate ‘User Error prone’ Master Data Manual Re-Keying


Example Project Create & Cost Planning Form

You guys seem quite bright... Can’t we just press a button to create & load in SAP?

Strike a Balance between: • Data Integrity – impact! • Process Ownership • User competence/Training • Centralisation – Super-Users • Flexibility (Exceptions??) • Testing (Service Packs, etc) • TCO (Lifetime Costs)


Winshuttle vs SAP Development

• ‘Trend’ for Data Validation in Excel rather than Develop in SAP

• Applicable across all SAP Modules & SAP Industry Solutions

• Rapid Solution Delivery (not bound by SAP Change/Release cycles) • Cost effective to develop & maintain - Significantly reduced TCO

• Increased Process Owner Control & Flexibility

• Process Owners can take direct ownership more easily • SAP Functional Expertise generally still required • For demanding or complex requirements Excel Macro is an option

• Reduced SAP Upgrade/Service Pack and regression Testing


Pushing Winshuttle to the boundaries

Could offer a viable alternative to SAP Development for...

• Mass Change requirements

• Master Data creation (especially Form Based)

• Data Validations and/or Substitutions

• Form based Transactions (e.g. Finance Journals, SCM, PM/WO’s)

• ‘Z Table’ Staging area required (e.g. For collaborative working)

• Integrated Line Items Reports (e.g. gluing together Standard SAP Reports)

• Centralised Data Entry processes (e.g. MDM)

.....may NOT be viable for SAP Configuration

• ‘Standard Changes’ (e.g. New VAT code)

• New Master Data Fields


AG Consultancy Services Ltd

• Winshuttle Partner - Provider of Development & Support Services

• Average 5+ years Winshuttle experience

• Average 10+ years SAP Consulting experience • Finance & Logistics (inc’ FICO, AA, JVA, PS, MM, PM, CATS, GRC, etc) • SAP Implementation & Support • SAP Data Migration • SAP Business Process Improvement