Upload
jagadeeswarreddy
View
228
Download
0
Embed Size (px)
DESCRIPTION
SAP wf
Citation preview
Using Workflow to Manage Employee Vendor Data
Margaret Woo and Dominicus Van Asten The Coca-Cola Company
SESSION CODE: BT1998
The Coca-Cola Company
The Coca-Cola Company
Most Valuable brands
Complete and accurate data is achievable even when shared across data domains
Data owners can be accountable for complete and accurate data if they are aware of data issues
Validating data upfront and using workflow to route errors to responsible data owners gives visibility and ensures timely error resolution
Key Learnings
• HR Master Data maintained in HR client
• Employee reimbursed in Finance client
• IDOCs passed from HR to Finance client
• Standard SAP program creates vendor records from HR record
• HR data is updated via Employee Self Service and/or through HR teams in regional centers
• Vendor data is maintained by vendor maintenance groups (VMG) located in regional centers
Background
Employee Reimbursements
Customized program created duplicate employee vendor records
Expense reimbursements were misdirected and required manual intervention
Lack of process ownership resulted in delayed error resolution
No formalized error resolution process
Challenges
Employee Vendor Maintenance Flow
Single Landscape
HR processor /
Employee
AP Custodian
HR Master Data
Vendor Data
Preparation
Vendor Batch
Input sessions
Vendor Data
Posting
AP Master Data
Batch input error list
Rejected Employees
Reference Vendor
Maintenance
New and changed
employee data
Employee Vendor Maintenance Flow
Dual Landscape
HR processor /
Employee
AP Custodian
HR Master Data
Vendor Data
Preparation
Vendor Batch
Input sessions
Vendor Data
Posting
AP Master Data
Batch input error list
Rejected Employees
Reference Vendor
Maintenance
New and changed
employee data
HR Mini Master Data
Synchronization (ALE)
Employee Vendor Maintenance Flow
Issues
HR processor /
Employee
AP Custodian
HR Master Data
Vendor Data
Preparation
Vendor Batch
Input sessions
Vendor Data
Posting
AP Master Data
Batch input error list
Rejected Employees
Reference Vendor
Maintenance
New and changed
employee data
HR Mini Master Data
Synchronization (ALE)
Limited set of validations
Copied version from1998
Manual follow-up by AP
Manual follow-up by AP
‘Obscure’ reporting
Process Inconsistencies across locations
No email address auto maintained (remittance advice)
Multiple reference vendors ;
inconsistencies across locations
Employee Vendor Maintenance Flow
Results
HR processor /
Employee
AP Custodian
HR Master Data
Vendor Data
Preparation
Vendor Batch
Input sessions
Vendor Data
Posting
AP Master Data
Batch input error list
Rejected Employees
Reference Vendor
Maintenance
New and changed
employee data
HR Mini Master Data
Synchronization (ALE)
Extra set of validations
SAP release
compliant
Report is for reference only
Reduced set of errors
‘Obscure’ reporting but
limited cases
Process
harmonization
Email addresses automatically updated
Reference vendor simplification
Automatic assignment and
monitoring via workflow
Statistics and metrics
Project Objectives
Establish formal process and assign
accountable process owners
Correct and enrich the data
Utilize standard
SAP functionality
Define roles & responsibilities and
train staff
Project Deliverables - People
Identify types of errors
Create reference manual
Train associates
Project Deliverable - Process
Document procedure for setting up
system job variants
Establish notification of new
personnel areas and company codes
Establish routings to deliver
work items to teams for action
Implement process to monitor
errors and track corrections
against SLAs
Project Deliverables - System
2
Employee data in HR
system
3
Employee data sent
to Finance system
2
Employee data in HR
system
3
Employee data sent
to Finance system
Project Deliverables - System
Provide visibility to errors
Route workflow items to
accountable teams
Utilize standard PRAA
and additional validations
Proactively monitor the process
Deliver open items daily to HR and VMG teams via email
Provide end user e-mail link to work item
Provide options to display master data, to take corrective actions or exit
Assign items individuals or teams
Project Deliverable – Work Items
.
Project Deliverable - Work Item Status
Count and track the number of errors and
corrective attempts
Project Deliverable - Reporting
To identify type of error, where it is happening,
effectiveness of corrective effort, timeliness of
correction
Project Deliverable – Overdue Escalation
• Manager receives overdue list via email
• Manager can run ad hoc report for details
The design and development objectives were aiming for
Solution sustainability and scalability :
SAP support packs and releases
Integration of new codes and locations
HR business decision to keep SAP HR or not
User empowerment and ownership
Maintenance and Monitoring tools
Control tables mainly directly maintained in production
Master data set-up and validations
Process reporting and alerts
Development Components
Vendor maintenance program (PRAA)
Workflow templates (SAP workflow builder)
Custom control tables
Custom programs
Scheduled processes
OSS notes
Development components
Stay tuned for more details ….
Vendor maintenance program
Back to standard
Additional validations via modifications
Modification assistant on allowing for new SAP versions
Development Components
Custom control tables
Different types - 1. Process settings
Agent resolution
Error parameters : code, description, landscape, …
Process settings mainly maintained directly in production via dedicated transaction
Development Components
Drivers
HR Org Objects
Custom control tables
Different types : 2. Process status
Summarized process information : key dates, current status , agent, …
Duplicated information to the workflow log but makes data faster
available upon request
Foundation for process monitoring reporting and statistics
Development Components
Workflow templates
Developed with SAP workflow builder
Leveraging the HR organization structure
Different scenarios depending on the agent type
HR processor HR landscape
AP accountant FI landscape
AP administrator FI landscape
One instance per detected error
Development Components
The error type
determines the
agent type and
landscape
Development Components
Development Components
Development Components
Custom programs
Employee vendor email address added to record
Status reporting
Development Components
Custom programs
Extension to the pending item reporting (aged, backlog, …)
Specific instance workflow log (encapsulation of SWI6)
Development Components
Scheduled jobs
HR master data synchronization : hourly, no changes
Employee vendor update : daily per location grouping)
Employee vendor email update : daily globally
Collective notification on pending items : daily, no changes
Status reporting
Master data validation
Development Components
PRAA new features (1) – to be evaluated
Development Components
(1) New for us. Support packs installed Spring 2015 –
feature can be retrofit via OSS notes. Attention corrective OSS notes
Details here on this feature
Pre-implementation
Errors logs in system Over 14K
Duplicate vendors 7839
Missing vendor records 462
Vendor record with invalid Personnel# 71
Post-implementation
Average less than 1 error log
Validations trigger work items for resolution
March 2015 – 57 HR errors and 6 vendor errors
Statistics
Business process requiring multiple data domains must be clearly defined with owners identified.
Good data from multiple data domains is possible when there is active ownership
Using workflow to trigger pro-active actions and monitoring procedures is effective and easy to implement
Process owners must be clearly identified to ensure that workflow control tables are maintained
Continuous monitoring and training due team changes
Summary
Appendix
HR Data Validations (Appendix)
Vendor Data and Variant Validation
(Appendix)
THANK YOU FOR PARTICIPATING
Please provide feedback on this session by completing a short survey via the event mobile application.
SESSION CODE: BT1998
For ongoing education on this area of focus,visit www.ASUG.com