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WebFOCUS User Group Conference September 23 rd 2011 RNA5 Alert Dashboard An Overview. What information does our Organization Require from SAP?. Customer Sales Representatives. Is the information on my Order complete?. Will I make my requested Dates to the Customer?. - PowerPoint PPT Presentation
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WebFOCUS User Group Conference
September 23rd 2011
RNA5 Alert Dashboard
An Overview
Page 2 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
What information does our Organization Require from SAP?
Customer Sales Representatives
What are my Priority Items to
satisfy the customer?
Will I bill the customer on Time?
Are there any Approvals required?
Is the information on
my Order complete?
Will a Vendor make my
shipping date?
Will I make my requested Dates to the Customer?
Has Purchasing submitted PO’s for my Order?
Are there delivery or billing blocks? What are they?
Are there export issues on
International Orders?
Page 3 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
What information does our Organization Require from SAP?
Buyers and Planners:
Did the Vendor acknowledge my Purchase Order?
What shipments should I be expecting?
Were any planned orders missed?
Am I ordering a major component
that I may not need?
Will the Vendor make the ship
date?
Do I have any outstanding
Requisitions?
Are there any Approvals required?
Page 4 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Where does this information come from?
SAP
In SAP, Reports are available to look this information up. The problem is, there are Lots of places to look!
Order Status Report Forecast Report Credit Memo Approval Status Report RFQ Status Report RMA Approval Status Report Online Inquiries
There is no One Place to quickly see what needs to be done Today!
Page 5 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Where does this information come from?
SAP
Here at Siemens Energy we use SAP to:
Create Quotes and Orders Create Requisitions and Purchase Orders Deliver and Bill to the Customer Replenish Inventory Process Repaired Parts Approve Credits and Returns
We do this using Standard and Custom SAP Transactions and Reports.
Page 6 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Our Problem?
SAP
Actually, SAP isn’t really a problem. It’s just that there is so much information stored in SAP that sorting through it all is difficult and time consuming.
To properly track everything Customer Sales Representatives and Buyers need to know requires dozens of Reports and SAP Transactions.
In addition, you have to know to look for certain things.It is difficult to keep track of the ever changing condition of all of the
Orders, Credits, Returns, Requisitions, PO’s, etc.Customer Satisfaction can be impacted if we drop the ball!
Page 7 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Our Solution?
The Alert Dashboard!
OK, Maybe calling it our Solution is a slight exaggeration!
The Alert Dashboard may not be a solution to all of our problems, but it is intended to make it easier to keep track of issues that may affect our ability to completely satisfy our customers.
The intent is to provide an easy to use WebFOCUS Based System that allows information related to issues we encounter in our day to day activities to be consolidated into a single dashboard.
Page 8 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
What is the “Alert Dashboard”?
The “Alert Dashboard” is a Reporting Tool designed to give users a quick look at real or potential problems that they we may not be aware of.
InquiriesQuotesSales OrdersPurchase RequisitionsPurchase OrdersPlanned OrdersApprovalsReturnsDeliveriesBillingReports
SAP Dashboard
SAP Extracts
AlertsReportsEmails
Page 9 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
What is an “Alert”?
An “Alert” is a Notification of a situation that warrants attention.
Examples of an Alert: An Order Due to Ship has a Delivery Block A Credit Memo Requires an Approval
Alerts are classified as: Green – Notification Alert Yellow – Warning Alert Red – Alert requiring Email Notification Date Specific - Alerts may go from Green to Yellow to Red depending
on how far in the future an Event occurs
Alerts do not necessarily require an action to be taken.
Page 10 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
How does it work?
SAP
Sales Document Extract
Purchase Order Extract
Requisitions Extract
Log Extracts
Misc Table Extracts
Every morning a process runs that pulls data from SAP:
Page 11 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
How does it work?
Extracts are read looking for certain criteria that will create an “Alert”.
This involves: Find an Alert Condition based on predefined Criteria
Example: A Delivery Block has been applied to an Order Determine an Alert Due Date
Example: Shipment Due Date is the Alert Due Date An Alert Type must be created based on predefined Criteria
Green – Notification Only Yellow – Potential Issue Red – An issue exists and an Email Notification is requested Example: Due Date is within “x” Days or is Past Due so it should be
“Red”. Due Date is more then “x” Days but less than “y” Days so it should be “Yellow”. Due Date is more the “y” Days so it should be “Green”.
Page 12 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
How does it work?
There is not always a Green, Yellow, Red progression on Alerts.
Some Alerts may always be Green meaning you are being made aware of a situation and it is a notification only.
Some Alerts may always be Yellow notifying you of a potential problem although action may never be required – or even possible.
Some Alerts may always be Red because they are always an issue, or simply because you always want an Email Notification of an event.
Red Alerts are not Always an Error, they Are Always an Alert for which an Email Notification is requested. Red is NOT always Bad!
Page 13 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
How does it work?
All of the Extracts are read and when Alert Conditions are found, the Due Date is set and the Alerts are saved in FOCUS Databases.
The Alerts are assigned to individuals based on the appropriate ID from the extract involved.
For Order Related Alerts it would be assigned to the “CSR” that is assigned that Order.
For a PO or Requisition it would be assigned to the “Buyer Desk” associated with it.
For an MRP Associated extract it would be based on the MRP Controller ID associated with it.
There is a Table in WebFOCUS that associates these various IDs with a persons Name, Manager, and Email Address.
Page 14 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
How does it work?
After all the extracts are read and all the Alerts have been created, the Alerts are scanned to group all “Red” Alerts by the Name of the person assigned.
This allows All Alerts for All IDs (CSR Name, Buyer Desks, and MRP Controller IDs) for one person to be grouped together and reported on as a complete set of Alerts all available in one place: The Alert Dashboard.
Any person that has at least one Red Alert will get an Email listing ALL the Red Alerts assigned to them every morning. Clicking on a Link in this Email will cause the Dashboard to be displayed showing ALL Alerts – Green, Yellow, and Red – assigned to that person.
A Calendar shows what is due on what date.
Page 15 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
How does it work?
This is a sample Email
Page 16 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Sample Email
Page 17 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Sample EmailAll “Red” Alertsare listed here
Page 18 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Sample Email
Clicking the link in the email will bring up
the dashboard listing only that persons Alerts
Page 19 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
The Alert Dashboard will Appear:
Page 20 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
The Alert Dashboard will Appear:
Click “Display Alerts” to see All of
the Alerts
Page 21 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Alerts Will Appear Here
Page 22 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Click on an Alert …
Page 23 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
And a Report will Display for
all of the Related Alert Information
Page 24 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Notice it’s restricted to Just Rob’s
Assigned Items
Page 25 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
These Reports also allow you to Drill Down
into Other Related Reports
Page 26 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
If you Click on an SD
Document Number
Page 27 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
The Sales Order
Information Report will Appear …
Page 28 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Drill Down Reports like this
one are Real Time SAP Inquiries
Page 29 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
If you Click on an Alert Button for a specific Day, You will see the Alerts for Just That
Day
Page 30 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
If you Click on an Alert Button for a specific Day, You will see the Alerts for Just That
Day
Page 31 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
The Calendar is Scrollable by
Clicking on the Arrow Buttons
on either side of the Month
Page 32 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
In this case, there is 1
Yellow Alert for October
Page 33 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Clicking “Display Alerts”
will reset the Display
Page 34 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Clicking “Display Alerts”
will reset the Display
Page 35 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Clicking the Heading of the Report Screen will Create an
EXCEL Extract of all Alerts Displayed
Page 36 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Clicking the Heading of the Report Screen will Create an
EXCEL Extract of all Alerts Displayed
Page 37 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Clicking the Heading of the Report Screen will Create an
EXCEL Extract of all Alerts Displayed
Page 38 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Notice there are Multiple Tabs in
the Spreadsheet
Page 39 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Notice there are Multiple Tabs in
the Spreadsheet
Page 40 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Clicking the Alert Summary Shows what all is included in
the Spreadsheet
Page 41 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Clicking the Alert Summary Shows what all is included in
the Spreadsheet
Page 42 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
There are also Reports Available
Page 43 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
There are also Reports Available
Page 44 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
You can Select ALL, Or Pick from a Drop Down List
Page 45 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
You can Select ALL, Or Pick a specific Person
…
Page 46 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Or Manager, Or any
Combination!
Page 47 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Here is an example of How to Run the
PO Unacknowledged
Item Report
Page 48 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Click “Run Report”
Page 49 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
This is a Sample Report
Page 50 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
All Reports can be Created as EXCEL Spreadsheets as
well, Just Click the EXCEL Button,
Then “Run Report”
Page 51 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
All Reports can be Created as EXCEL Spreadsheets as
well, Just Click the EXCEL Button,
Then “Run Report”
Page 52 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
You are not restricted to
what alerts you look at
Page 53 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Simply Click the “Back to Calendar
Setup” Button
Page 54 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Use the Dropdowns to
select whatever you want to see
These Dropdownsare generatedBased on data
Found within theExtract files!
Page 55 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
This is an example of ALL
Selected in Every Category
Page 56 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Click “Prepare Dashboard”
Page 57 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Click “Display Alerts”
Page 58 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
And EVERY Alert Appears
Page 59 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Want to be Selective?
Page 60 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Check out the Drop Downs
Page 61 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Check out the Drop Downs
Page 62 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Check out the Drop Downs
Page 63 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Check out the Drop Downs
Page 64 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Check out the Drop Downs
Page 65 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Select Lillian Riggs for
Example…
Page 66 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Click Display Alerts …
Page 67 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
The Display is now restricted
to Alerts for People
Assigned to Lillian Riggs
Page 68 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
If you Click Update
Calendar …
Page 69 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
The Alert Lights on the Calendar
will also be Updated …
Page 70 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
This is the same Display
that Lillian Riggs would
see if she Clicked the Link
on Her Email Alert.
Page 71 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Here is an example of the
Email a Manager such as Lillian would
Receive
Page 72 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Here is an example of the
Email a Manager such as Lillian would
Receive
Page 73 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
The Alert Count Numbers do not match the Alert Dashboard …
Page 74 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
This is because the email only
reports on Alerts that are “Red” Status
Page 75 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
When Lillian Clicks the Link in the Email …
Page 76 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
It will show All Alerts, not just “Red” Status, Click Display
Alerts …
Page 77 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Lillian’s Alerts Appear
Page 78 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Alerts assigned to Lillian’s
people are all included
Page 79 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
The Actual Alerts Files!
FILENAME=PDASH_EVENTS, SUFFIX=XFOC , $ SEGMENT=SEG01, SEGTYPE=S2, $ FIELDNAME=EVENT_DUE_DATE, ALIAS=E01, USAGE=A8YYMD, $ FIELDNAME=EVENT_DATE, ALIAS=E03, USAGE=A8YYMD, $ FIELDNAME=EVENT_TYPE, ALIAS=E04, USAGE=A2, $ FIELDNAME=EVENT_YLW_IDX, ALIAS=E06, USAGE=I3, $ FIELDNAME=EVENT_RED_IDX, ALIAS=E07, USAGE=I3, $ FIELDNAME=EVENT_TEXT, ALIAS=E08, USAGE=A35, $ FIELDNAME=EVENT_FEX_NAME, ALIAS=E09, USAGE=A35, $ FIELDNAME=EVENT_MANAGER, ALIAS=E10, USAGE=A30, $ FIELDNAME=EVENT_GROUPING, ALIAS=E11, USAGE=A30, $ FIELDNAME=EVENT_ASSIGNED, ALIAS=E12, USAGE=A30, $ FIELDNAME=EVENT_KEY, ALIAS=E13, USAGE=A32, $ FIELDNAME=EVENT_KEY_TYPE, ALIAS=E15, USAGE=A4, $
Page 80 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Current Alerts and Reports
Acknowledged AlertsBilling Due Delivery ErrorsBilling Due Header ErrorsBilling Due Item ErrorsBFP Open InquiryContract Billing BlockContract Event TBDCredit Billing BlockDebit Billing BlockDelivery IncompleteDelivered w/Future Bill DateIncomp HdrIncomp ItemInquiry No Event ID
Item Billing Plan BlockItem Missing At Site DateItem Billing BlockItem Missing ECCNItem Missing HTS CodeItem Route MissingItem Shipping Condition InvalidOEDB - Blank AEICOEDB - Invalid Customer POOEDB - Invalid Order TypeOEDB - Invalid Product CodeOpen ContractsOpen Credit MemosOpen Debit Memos
Page 81 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Current Alerts and Reports
Open InquiriesOpen Master ContractsOpen Purchase Order ItemsOpen Purchase RequisitionsOpen QuotesOpen ReturnsOpen Sales OrdersOpen SD DocumentsOrder Billing BlockOrder Delivery BlockOrder Invalid PO DateOrder Missing At Site DateOrder No Event IDOrder Overall Block
Parts ActivityPlanned Orders ListPlanned Order Past DuePlanned Order ReadyPlanned Order Returning ItemPO Missing TCNPO Shipment DuePO Unacknowledged ItemPR Closed Pricing AlertPR Without POPR Without PO - CSRQuote Expired Status OpenQuote Missing Order ProbQuote Nearing Expiration
Page 82 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Current Alerts and Reports
Quote No Event IDRepair Reacknowledgement RequiredRepair Shipment DueRepair Unacknowledged PO ItemReturn Billing BlockReturn Delivery BlockSched Date Too EarlySched Date Too LateSched Line MissingSched Not ConfirmedSched Quantity DifferenceUnapproved ContractUnapproved Credit MemoUnapproved Return
Special Reports:Order StatusPercent DetailPercent SumSIDOC DesSIDOC OrdersRFQ QuoteRFQ SalesRFQ VendorCredit MemoVendor Reacknowledgement ReportMissing HTS MetricsMissing ECCN MetricsMissing HTS Metrics By MaterialMissing ECCN Metrics By Material
Page 83 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Special Features
Acknowledging Alerts
Alerts may be “Acknowledged” so they no longer appear on the dashboard.
Some Alerts have an “X” that can be clicked so the users may remove there own Alerts.
Support can remove any Alert. This can be useful when certain issues cannot be resolved and users do not want to be inundated with these alert messages.
Alert Exclusion by Organization
Since the Alert Dashboard is used by multiple Organizations it needs to be flexible enough to have Alerts that only apply to a specific Organization (Metrics for example).
Alerts can be “Excluded” by the high level Organization, or even manager level.
Example: ESS does not use “At Site Date”, so these Alerts do not appear on their reports.
Page 84 Date 09/19/2011 © Siemens Power Generation, Inc. 2011. All rights reserved.
RNA5
Alert Dashboard
Questions?
?