Workshop Presentation PRO-19 Catalog Management Internal Catalogs

Workshop Presentation PRO-19 Catalog Management Internal Catalogs January 12, 2012 Department of Finance and Administration Office of the Mississippi Management and Reporting System 1/17/2012 1

1. Workshop Ground Rules 2. Workshop Guiding Principles 3. Workshop Objectives 4. Workshop Agenda in Detail 5. Workshop Roles 6. Workshop Content 7. Workshop Wrap-up AGENDA 1/17/2012 2

Workshop Ground Rules All participants should be familiar with the topics to be covered; The workshop scribe is responsible for documenting the parking lot issues and follow up questions; The workshop facilitators are responsible for keeping the discussion centered on the topic being discussed. If an issue is determined that cannot be resolved during the workshop, the facilitator will note the issue for future resolution and enter it into the workshop output document; and Parking of discussion item if the required knowledge is not in the room. 1/17/2012 3

Workshop Guiding Principles Workshop Demonstrate how requirements are met using Standard SAP functionality Utilize standard SAP functionality (80/20 rule) Avoid the what won t work mindset Essential to dos: Review Business Process Model Update/Create process Flow Diagrams WS Output Documents Identify RICEFW Objects Solution Manager: Create Business Blueprint documents Identify Issues and Risks Participant Be attentive and open minded Explore questions and answers Encourage input from other participants Refrain from absolutes and mandates Focus on current issue being discussed Avoid war stories Manage cell phone, pagers & interruptions Keep the conversations to one at a time 1/17/2012 4

Workshop Objectives 1 SRM-MDM Catalog for Internal Catalog 2 Internal Catalog Strategy 3 Internal Catalog Data Model 4 Data Record 5 Catalog Pricing 6 Taxonomy and Classification 7 Data Import 8 Data Maintenance and Enrichment 9 Data Validation and Integrity 10 Data Views 11 Catalog Search UI (User Interface) 12 Integration 13 Catalog Reporting 14 Supplier On boarding for Internal Catalog 1/17/2012 5

Workshop Key Decisions Initial Supplier List for Internal Catalog Current internal catalogs Which suppliers will be part of the initial go live? Is there Agency specific catalogs? Restricted items? Will contract items be published to the catalog? Supplier classification (UNSPSC) to NIGP Define the process to select and on board supplier internal catalogs Supplier Status/Verification Confirmation of supplier updates to the catalog with workflow. I.e. pricing What is in scope? Non-stock goods without material numbers Material masters A custom program may be required if contracts are required. Non-professional services Professional services Identify RICEFW objects related to Internal Catalog processes 1/17/2012 6

Workshop Agenda Team Date Logistics 1/9/2012 Catalog Management Internal Catalogs: Definition, purpose and criteria of internal catalogs Current and future catalogs within scope Topics Process to process to select and on board supplier internal catalogs Import files Specifications Returning data to SRM RICEFW Deliverables Workshop Minutes Parking Lot 1/17/2012 7

Blueprint Workshop - Roles SAP Facilitator Jeff Kurowski Customer Facilitator Shelley Walker, Carlos Galloway Scribe OCM Aaron Stein Tammy Waltman A successful workshop is the result of interaction and participation! 1/17/2012 8

Business Area, Fund, Functional Area Business Area The Business Area will be used for the Agency Number The field is 4 digits and new numbers will be assigned Fund The Fund has the same meaning as the SAAS Fund New fund numbers will be assigned by funding sources The field is 10 digits and the appropriation number will be linked Functional Area The Functional Area contains the Appropriation Unit & future use is Program Budgeting The field length is a maximum of 16 digits and will consist of AU (4)/ Program (8)/ Activity (4) 12/14/2011 Appropriation Unit / Program /Activity XXXX /XXXXXXXX /XXXX 9

General Ledger Account, Cost Center General Ledger Account General Ledger (G/L) accounts will include Assets, Liabilities, Fund Balance, Revenue and Expenditure The field is 8 digits and the Major Object Code will be built into the number Cost Center The Cost Center represents a division or area within an agency for recording and reporting budgets, revenues and expenditures The field is 10 digits and may be set up as Agency/Bureau/Agency Discretion Agency/ Bureau / Agency Discretion XXXX / XX / XXXX 12/14/2011 10

Project & WBS Element, Internal Order Projects Projects are made up of Work Breakdown Structure (WBS) Elements- 24 digits Funded Program Could be used to control budget at the project or WBS level WBS Elements will be used for: Capital Projects ITS Services MDOT Projects State Aid Road Maintenance Internal Order This is a flexible cost collector that can be defined by the agency to meet a variety of agency needs 10 digits Internal Orders may be used for: Internal Services Events Activities Locations 12/14/2011 11

Grants Grants Grant Used to maintain the terms and conditions of the funding and administration of a sponsor s award Sponsored Class Used with grants to summarize expenses based on the sponsor s cost categories Sponsored Class is generally aligned with the existing major expense codes Sponsored Program Used with grants to track expenses based on the sponsor s programs. 12/14/2011 12

1 SRM-MDM for Internal Catalog SRM-MDM Catalog Solution SAP toolset for managing Internal Catalogs Based on SAP NW MDM 7.1 (Master Data Management) Components Server and database applications MDM Server/ Database MDM Import Server Client applications (GUI) for administration, content management, data imports MDM Console MDM Data Manager MDM Import Manager Web browser Search User Interface for shopping Integration tools to receive data from SRM and ECC Portal Views for Approval and Change Tracking 1/17/2012 13

2 Internal Catalog Strategy Strategy One catalog using one common data model (structure, processes) Optimized for procurement processes Multi-supplier Criteria for inclusion into the Internal Catalog Discrete items and pricing Suppliers do not have e-commerce capable websites SoMS specific item lists and pricing Items with minimal configuration Limitations Number of items per supplier Content enrichment What is in scope Non-stock goods without material numbers Material masters A custom program may be required if contracts are required. Non-professional services Professional services 1/17/2012 14

3 Internal Catalog Data Model MDM Repository = Internal Catalog Data Model Provides rich, structured content Optimized for Procurement processes (SRM shopping) Optimized for system performance Ease of maintenance (Catalog owners) Ease of searching (Catalog shoppers) SoMS Internal Catalog Standard delivered repository with tables and fields Main table with catalog items Supporting lookup tables Add SoMS specific: Tables Fields Classification Validations Workflows 1/17/2012 15

4 Data Record Supplier specific data (Key = supplier + supplier part number) Description short and long descriptions Units of Measure base unit and order units Pricing gross and net Classification - NIGP Category, Hierarchy Search key words, tags Delivery Time Manufacturer data Status fields Change Stamps time, date, user Contract, Bid data Relationships configurable items 1/17/2012 16

Exact item price SoMS price for specific items Percentage discount off list price Discount percentage Cost Plus Supplier Cost + markup Zero price Free items Contract price Tied to SRM contract Cooperative, interagency contracts OPTFM, others Scale price Graduated price based on quantity 5 Catalog Pricing 1/17/2012 17

6 Taxonomy and Classification Purpose of classification Searching for records Filtering records for data views Reporting Spend analysis Catalog usage Identification Departments NIGP 5 digit code load full 5 digit code set 3 digit class code 2 digit item number Agency specific OPTFM, others Multiple classifications 1/17/2012 18

7 Data Import Data Import processes populating the catalog with data Manual import from a file Automated import from a file Import Process Import file Reusable Import map MDM Import Manager Approval Workflow (MDM specific) Sample MDM Import File Based on Catalog Data Model Send to Suppliers to populate Excel format 1/17/2012 19

8 Data Maintenance and Enrichment Data Maintenance process MDM Data Manager Add/delete/update records Approve changes Types of Maintenance activities Change field values on Main Table Populate Lookup Tables Define Data Integrity functions Define Views Data Enrichment Images Hyperlinks to websites 1/17/2012 20

9 Data Validation and Integrity MDM Functions to ensure data integrity Can be executed automatically or manually Used in the Workflow definitions Validation Rules Ensure a field is populated Ensure a field populated based on the value of another field Ensure the value of a field is based on the value of another field Assignment Rules Set value of a field (based on a calculation or value of another field) Workflow MDM specific workflow MS Visio 2003 development tool Email to data owner to review and approve/reject MDM Data Manager or Portal iview for MDM Approval SoMS Price change 1/17/2012 21

10 Data Views Restrict the data that can be seen By Catalog Managers By Catalog Shoppers Mask / Catalog View Static snapshot of a subset of data records Must be updated manually to show new records Used in publishing catalogs (sell-side) Named Search Static snapshot of the search criteria Latest data records are shown Assigned to nodes in the SRM Organizational Structure What data views are needed? All access Restricted items commodity codes, department Where are they to be assigned? User level Group Level 1/17/2012 22

11 Catalog Search UI (User Interface) Catalog Search UI Shoppers views of the data Display only or Shopping available Search UI Options General layout Fields displayed Images, hyperlinks displayed Search Filters Hierarchy drilldown Keyword search Advanced Search Specific fields Boolean operators Shopping Cart Preview 1/17/2012 23

12 Integration SRM Lookup tables Suppliers Units of Measures Currencies Contract numbers Web service to call up the catalog Connection parameters OCI to return data back to the SRM shopping cart Standard field mappings to SRM fields Catalog BADI Development to find the correct contract line item based on the NIGP code 1/17/2012 24

13 Catalog Reporting Items report Listing of items in the catalog Listing of items to be archived Extract from MDM and send to BI for reporting Usage report SRM data Catalog ID and Item ID is saved in each shopping cart SRM BI report Other reports needed for Catalog Management? 1/17/2012 25

14 Supplier On boarding for Internal Catalog Suppliers without Punch-out Catalog capability Small to medium size suppliers Level of effort Medium to High Supplier on boarding for Internal Catalog Qualify the Supplier as Internal Enter the Supplier information into the tracking spreadsheet Send the Upload Specifications to the Supplier SoMS data contract data, Unit of Measure, NIGP codes Images, hyperlinks Work with Suppliers to populate the file Receive completed file (and images) from Supplier Catalog Administrator reviews and imports images and file into Internal SoMS catalog MDM Workflow sends email to Catalog Managers to review data Catalog Managers review, update, approve, or reject data 1/17/2012 26

Workshop Key Decisions Initial Supplier List for Internal Catalog Current internal catalogs Which suppliers will be part of the initial go live? Is there Agency specific catalogs? Restricted items? Will contract items be published to the catalog? Supplier classification (UNSPSC) to NIGP Define the process to select and on board supplier internal catalogs Supplier Status/Verification Confirmation of supplier updates to the catalog with workflow. I.e. pricing What is in scope? Non-stock goods without material numbers Material masters A custom program may be required if contracts are required. Non-professional services Professional services Identify RICEFW objects related to Internal Catalog processes 1/17/2012 27

Wrap-up Let s verify that we are on the same page Clarify any Strange Jargon Validate Parking Lot Items Record Key Decisions 28

Questions 1/17/2012 29

Plus/Delta + s What worked well today? s What can we improve for future meetings and project activities? 1/17/2012 30

Thank you! 1/17/2012 31

MAGIC Project WORKSHOP MINUTES/OUTPUT DOCUMENT PROJECT IDENTIFICATION Project Name MAGIC CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other) Implementation Customer Name Customer Number Planned Start/Finish State of Mississippi 600260 SAP Customer Partner Project Sponsor Program Manager SAP Project Director Customer Project Director Partner Project Manager Bill Bevil Becky Thompson GENERAL INFORMATION Workshop Title Workshop Facilitators Scribe PRO-19 Catalog Management External Catalog Jeffrey Kurowski, Shelley Walker Jack Ladhur / Aaron Stein ATTENDEES Name (including Role/Organization) Shelley Walker (DFA/MMRS) Tammy Rankin (DFA/MMRS) Denise Stovall (DFA/MMRS) Tina Wilkins (ITS) Terri Ashley (MSPB/PSCRB) Mark Hayden (MDOT) Retha Gregory (MDOT) Jim Hurst (DFA/OFM) Paula Conn (ITS) Leah Chittom (DFA/MMRS) Aaron Stein (SAP) Milo Crabtree (DFA/OPTFM) Lance Fulcher (DFA/OPTFM) Anthony Hardaway (ITS) Jon Sanford (SAP) Wayne Liu (SAP) Jeffrey Kurowski (SAP) Jack Ladhur (STA) Brenda Benson (DFA/MMRS) Aleisha Caldwell (MDOT)

KEY DECISIONS ANSWERED KD Currently the SOM does not have a need for restricted items; if there becomes a need in the future it can be handled by associating a custom view with the restricted items via the org structure catalog attribute. REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT KD There will be a need for Agency specific catalogs, for example (switch EPL contract for DOE). Will be accommodated for Go-live. ID GAPS IDENTIFIED OWNER DUE DATE 01 Enhancement: Not To Exceed pricing is needed in a catalog. In Jeff Kurowski 2-3-2012 WebProcure an additional discount is applied in the Shopping Cart to the current line item unit cost when the end user negotiates better pricing/discount and applies to line item requires specific role to control which users that can change the price of a SC item that came from a catalog. It also needs to be determined if the control needs to be catalog specific as well. This will likely be utilized by the EPL catalog process. 02 03 04 05 ID ACTION/PARKING LOT ITEM OWNER DUE DATE Jeff Kurowski 1-20-2012 01 AI Produce a sample format template for item information. This template will indicate required fields and potential optional fields that will be used for uploading item content - Send file to Milo/Lance (OPTFM) and ITS 02 AI Need to gather a list of potential internal catalogs other than the ones in Web Procure. This is required from controlling Milo / Anthony 1-20-2012 2

agencies and must indicate: - Contract - Contract line number - Vendor - Item Count 03 AI Provide current file format samples that are being sent from vendors. 04 AI Compare vendor file formats with the sample format from MDM 05 AI Define the process to purchase from a state-wide contract. Some agencies will carry the items in inventory while others will not i.e. Light bulb (Potential RICEFW) This process will drive the decision to load or not load material masters in the catalog. 06 AI Define a Straw-man for the to-be process for uploading and managing content into MDM. This will have to be validated by the controlling agencies Milo/Anthony 1-20-2012 Jeff Kurowski 1-27-2012 Jeff Kurowski 1-27-2012 07 AI Will the process for pushing items from the contract to MDM be utilized? (Potential RICEFW) 08 AI Follow up session needed to discuss procuring services (i.e. Services content in MDM, Service Master, Service entry Sheets). 09 PL Define validation rules, search views, MDM fields and possible workflow in MDM prior to realization. 10 Jeff Kurowski TBD ID ORG CHANGE MANAGEMENT (OCM) IMPACT IDENTIFIED CROSS TEAM IMPACT 01 02 03 04 05 ID 01 02 03 04 05 MISC NOTES 3