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SAP Master data governance Implementation project (supplier) 2016-03-06 Classification: Internal

Master Data situation at Statoil (BEFORE implementation of SAP MDG) �  Many systems: ERP (with ZVRQ), Sourcing Cockpit, Synergy, Quourum, Contiki,

MPR Portal, Mail, Teamsite/Entry, Winshuttle, Excel/Access…

�  Not standardized / variation in how process is driven

�  Unclear procedures and process steps

�  Unclear roles and ownership

�  Significant presence of repeating steps / rework / loops

�  Several checks / approvals not contributing to increase quality: e.g. DUNS register, Sanction/Blacklists, Achilles..

�  Many parties/roles/persons involved

2016-03-06 2 Classification: Internal

http://a248.g.akamai.net/n/248/420835/60e19eb54ae503552c8a64269dcbb51349f1f324605c653ee4122bdb5f8bfdd1/sapasset.download.akamai.com/420835/sapcom/docs/2015/07/9e5947df-557c-0010-82c7-eda71af511fa.pdf


Reality - fraud attempts and dealing with sanctioned parties

Business goals/purpose: •  Improved governance in the Master data

Management process −  audit trial (KPMG remark) −  single Entry Point to maintain master data

•  Improved, simplified and uniform user experience; −  enabling traceability and transparency (who, when,

what…)

•  Standardized Tools for ensuring data quality: −  Duplicate check, −  Data validation & Enrichment −  Merging and Cleansing

•  One true master, distribute master data to all relevant systems −  e.g. Contiki, synergi, sourcing cockpit


“KPMG indicates that the lack of documentation of quality control is weakening our anti-fraud control, and that there is a need to document the handling of potential duplicate vendors.”

•  Mitigate risk identified in project Vendor Masterdata Improvement and risks identified by KPMG in audits. KPMG indicates that the lack of documentation of quality control is weakening our anti-fraud control, and that there is a need to document the handling of potential duplicate vendors.

•  Enhanced data quality

•  Fit-for-purpose solution for handling global requirements

•  Traceability of request handling including archiving

•  Structured approach to information to ensure integrity in supplier master data, to able to fully comprehend the supplier dimension

•  Experience transfer to secure use of correct supplier



Business case

Project goals


•  Implement MDG for handling vendor master data •  Ensure implementation of a simplified, standard and common MDG

solution

ü  Limited scope ü  Limited budget ü  Basis master data solution ü Road map for future development and configuration

Project Scope

•  MDG will replace existing request tool (ZVRQ) for External vendors (account group “0002”)

−  Except:

•  External vendors requested from MPR Portal – integration as before from the portal into ZVRQ

•  All other vendors/account groups will be handled through ZVRQ, for now..



Ref. https://support.sap.com/content/dam/website/roadmaps/en_us/platform-and-technology/SAP%20Master%20Data%20Governance%20Road%20Map.pdf

SAP Master Data Governance •  Out-of-the-box applications for central MDM

−  SAP MDG for financial data (financial accounting / consolidation data, companies, profit & cost centers)

−  SAP MDG for supplier data (corporate, company, and purchasing related data, partner functions)

−  SAP MDG for customer data (corporate, company, and sales related data, partner functions)

−  SAP MDG for material data (corporate, sales org, plant, storage, warehouse, valuation & costing data)

−  SAP MDG for enterprise asset management data* (equipment, functional location data, MRO bills of material)

−  SAP MDG for retail and fashion management* (single & generic article, listings, hierarchies, char. for variants)


Ref. https://support.sap.com/content/dam/website/roadmaps/en_us/platform-and-technology/SAP%20Master%20Data%20Governance%20Road%20Map.pdf

•  Single Entry Point to maintain master data

•  Standardized Process to control data changes

−  Workflow based process

•  Standardized Tools for ensuring data quality

−  Duplicate check

−  Data validation & Enrichment

−  Merging and Cleansing

•  Transparency on the data changes

−  Who, when, what

•  Process Analytics

•  Data Flow Transparency



SAP MDG - Benefits

MDG – Data quality

Source: SAP MDG Overview nov. 2015


•  MDG with HANA and Fiori

•  MDG without HANA, but with Enterprise Search (TREX)

•  MDG without HANA and without Fiori

•  MDG without HANA, without Fiori, and without Data Services DQM


SAP MDG – Architecture alternatives


Ref. https://uxexplorer.hana.ondemand.com/rest/mimeRepositories/11123/file/Deployment_Recommendations_MDG80_final.pdf

It was decided that business objectives would be reached and substantial costs could be saved by installing MDG on top of the existing ERP production line.

=> so NO utilization of Fiori, Hana, Data Services, TREX, hub (separate system line/hub)

=> Minimum work and deployment time


SAP MDG – Choice of Deployment and Architecture

SAP ERP P03

Vendor Master

Automatic creation in vendor master

MDG - Master Data

Governance for Supplier

Pros: -  Minimum system landscape

complexity and new technology skills

-  Minimum work, cost, risk, time

Cons: -  Business Address Services

related quality management (parsing, standardization, correction, matching, enrichment) features not available

-  BAS-based search and duplicate check not available

SAP MDG – Choice of Deployment and Architecture


SAP ERP P03

Vendor Master


MDG - Master Data


Outlook SMTP

Statoil

UI-client NWBC

Cockpit for MDG

HTTPS

MDG-project for Supplier – Timeline

•  Identified needs

•  Prototype in Sandbox

•  Rewrote needs to user stories

•  Established contract with 3rd part vendor for implementation

−  Vendor provided 1 project manager, 1 business, 2 technical

−  Statoil provided 1 project manager, 2 solution architechts, and when needed: 1 product owner, Vendor Master Team and other end-users

•  Installed SAP MDG


December 2015

Mid October 2016

MDG-project for supplier – Timeline cont •  Prepare and explore (3w):

−  Rapid Deployment to get up the system for configuration of needs

−  Agree with vendor on acceptance criterias

•  Realisation phase (10-12w):

−  Implement solution

−  Test solution

−  Resolve defects

−  User Acceptance Test (UAT)

•  Deploy phase (2w):

−  Roll-out

−  End-user training

−  Switch to production

•  Run phase (1w):

−  Go-live Support

−  Handover to 3rd party outsourcing partner


Mid October 2016

Go live 22. March 2017

June 2017

sub-process

Search for supplier

Check public

records/verify

existence

Check for US relevance • IRS mandatory reporting

Perform IDD check • Send to IDD?

Validate Bank information • Send to CPU?

MDG - Submit request

Process (to-be)


Search for supplier

MDG - Create request

MDG - Submit request

Other Supplier Requester (Invoice verifier/Other)

Responsible Procurement (Purchasers/Contract handlers)

MDG -Worklist

MDG - Process request

Perform sub-process

MDG - Approve request

Vendor Master Team (VMT) (Approver/Establisher)

User interface – Netweaver business client (NWBC)


User interface (UI) - NWBC

�  One entry point – one workplace

�  Runs as portal/browser

�  Rich UI using Web Dynpro

�  Collects −  Web dynpro applications −  Worklists (POWL) −  SAP reports −  Links (URL) −  SAP transactions −  BW-reports −  External links −  SAP Fiori apps −  SAP Screen Personas


NWBC – Menu


NWBC – menu for Approver/Establisher (Vendor Master Team)

•  Links/Browser sessions embedded into NWBC


NWBC – SAP transactions •  SAP transactions


NWBC – Side panel (on roadmap)


NWBC - Attachments


NWBC – Change Request – New Supplier


NWBC – My Change Requests


NWBC – Workflow Log


SAP Fiori Please see an overview of existing SAP Fiori apps here: https://fioriappslibrary.hana.ondemand.com/sap/fix/externalViewer/

For instance these are available:

• Request new Business Partner in MDG

• Request new Cost Center in MDG

• Request new Customer in MDG

• Request new Material in MDG

• Request new Profit Center in MDG

• Request new Supplier in MDG

• Tracking the status of raised MDG request

Please see updated roadmap on MDG here (January 2016):

https://websmp204.sap-ag.de/~sapidb/011000358700000627802013E.pdf


MDG-S – Fiori – Request Supplier

•  Lean requestor form for a user new to MDG

•  Separate forms to create a Supplier as an organization and a person

•  Automatically generated list of potential duplicates

•  Track My Requests UI to track the request status

•  Option to upload attachments containing request details

•  Address format that automatically changes to EU or US when you enter the country


http://help.sap.com/fiori_bs2013/helpdata/en/e3/d64353d793e447e10000000a441470/content.htm

Fiori – Requester – New request


•  This is «out of the box»:

•  Extend Fiori for any additional fields or functionality

http://www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/b01f4a1a-a4a4-3210-b397-a5cc2eef18be?QuickLink=index&overridelayout=true&59983513260926

Fiori – Requester – Checking for duplicates


Fiori – Requester – My requests


NWBC – Search functionality


NWBC – Enterprise search


After Go-live – Users Experience

•  Only to change requests that got processing error

•  Users did not receive enough information before Go live

•  They are reluctant to start using MDG

•  We need to force them to start using MDG

•  Instead of communicating using MDG/change request they are using Skype and e-mail

•  They do not want to read user documentation rather have direct support from super users


After Go-live – Lessons learned

•  Important to inform the user

•  Provide course/learning

•  Establish support team/superusers

•  Documentation

•  Ad-hoc support from implementing partner


SAP BW SAP BW

SAP ERP P03

Vendor Master

PRA Module - Land owners are

created manually based on Vendor ID

Quourum (landowners)

Roadmap


Manual work

Interface

MDG - Master Data


Enterprise search (using TREX or HANA)

Synergi

Sanction registry - Bridger

SAP SRM Sourcing

SAP BW Replication

Existing interfaces

Fuzzy search Duplicate check

Contiki

SAP MDG-S Implementation in Statoil

Cathrine Young-Halvorsen Senior Analyst Information Technology System Development E-mail address [email protected] Tel: +4790540136 www.statoil.com


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