WebFOCUS User Group Conference September 23 rd 2011 RNA5 Alert Dashboard An Overview

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.

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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?


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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?


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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!


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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.


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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!


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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.


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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


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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.


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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:


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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”.


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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!


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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.


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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.


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How does it work?

This is a sample Email


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Sample Email


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Sample EmailAll “Red” Alertsare listed here


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Sample Email

Clicking the link in the email will bring up

the dashboard listing only that persons Alerts


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Alert Dashboard

The Alert Dashboard will Appear:


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Alert Dashboard

The Alert Dashboard will Appear:

Click “Display Alerts” to see All of

the Alerts


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Alert Dashboard

Alerts Will Appear Here


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Alert Dashboard

Click on an Alert …


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Alert Dashboard

And a Report will Display for

all of the Related Alert Information


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Alert Dashboard

Notice it’s restricted to Just Rob’s

Assigned Items


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Alert Dashboard

These Reports also allow you to Drill Down

into Other Related Reports


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Alert Dashboard

If you Click on an SD

Document Number


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Alert Dashboard

The Sales Order

Information Report will Appear …


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Alert Dashboard

Drill Down Reports like this

one are Real Time SAP Inquiries


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Alert Dashboard

If you Click on an Alert Button for a specific Day, You will see the Alerts for Just That

Day


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Alert Dashboard

If you Click on an Alert Button for a specific Day, You will see the Alerts for Just That

Day


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Alert Dashboard

The Calendar is Scrollable by

Clicking on the Arrow Buttons

on either side of the Month


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Alert Dashboard

In this case, there is 1

Yellow Alert for October


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Alert Dashboard

Clicking “Display Alerts”

will reset the Display


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Alert Dashboard

Clicking “Display Alerts”

will reset the Display


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Alert Dashboard

Clicking the Heading of the Report Screen will Create an

EXCEL Extract of all Alerts Displayed


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Alert Dashboard




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Alert Dashboard




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Alert Dashboard

Notice there are Multiple Tabs in

the Spreadsheet


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Alert Dashboard

Notice there are Multiple Tabs in

the Spreadsheet


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Alert Dashboard

Clicking the Alert Summary Shows what all is included in

the Spreadsheet


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Alert Dashboard

Clicking the Alert Summary Shows what all is included in

the Spreadsheet


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Alert Dashboard

There are also Reports Available


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Alert Dashboard

There are also Reports Available


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Alert Dashboard

You can Select ALL, Or Pick from a Drop Down List


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Alert Dashboard

You can Select ALL, Or Pick a specific Person

…


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Alert Dashboard

Or Manager, Or any

Combination!


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Alert Dashboard

Here is an example of How to Run the

PO Unacknowledged

Item Report


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Alert Dashboard

Click “Run Report”


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Alert Dashboard

This is a Sample Report


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Alert Dashboard

All Reports can be Created as EXCEL Spreadsheets as

well, Just Click the EXCEL Button,

Then “Run Report”


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Alert Dashboard

All Reports can be Created as EXCEL Spreadsheets as

well, Just Click the EXCEL Button,

Then “Run Report”


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Alert Dashboard

You are not restricted to

what alerts you look at


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Alert Dashboard

Simply Click the “Back to Calendar

Setup” Button


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Alert Dashboard

Use the Dropdowns to

select whatever you want to see

These Dropdownsare generatedBased on data

Found within theExtract files!


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Alert Dashboard

This is an example of ALL

Selected in Every Category


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Alert Dashboard

Click “Prepare Dashboard”


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Alert Dashboard

Click “Display Alerts”


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Alert Dashboard

And EVERY Alert Appears


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Alert Dashboard

Want to be Selective?


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Alert Dashboard

Check out the Drop Downs


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Alert Dashboard



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Alert Dashboard



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Alert Dashboard



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Alert Dashboard



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Alert Dashboard

Select Lillian Riggs for

Example…


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Alert Dashboard

Click Display Alerts …


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Alert Dashboard

The Display is now restricted

to Alerts for People

Assigned to Lillian Riggs


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Alert Dashboard

If you Click Update

Calendar …


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Alert Dashboard

The Alert Lights on the Calendar

will also be Updated …


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Alert Dashboard

This is the same Display

that Lillian Riggs would

see if she Clicked the Link

on Her Email Alert.


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Alert Dashboard

Here is an example of the

Email a Manager such as Lillian would

Receive


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Alert Dashboard

Here is an example of the

Email a Manager such as Lillian would

Receive


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Alert Dashboard

The Alert Count Numbers do not match the Alert Dashboard …


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Alert Dashboard

This is because the email only

reports on Alerts that are “Red” Status


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Alert Dashboard

When Lillian Clicks the Link in the Email …


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Alert Dashboard

It will show All Alerts, not just “Red” Status, Click Display

Alerts …


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Alert Dashboard

Lillian’s Alerts Appear


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Alert Dashboard

Alerts assigned to Lillian’s

people are all included


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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, $


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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


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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


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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


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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.


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Alert Dashboard

Questions?

?