colgate audit management
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Orange County Convention Center
Orlando, Florida | May 15-18, 2011
Audit Management at Colgate: Web enabled Quality, EOHS,
& Supplier Conformance to Standards
Joseph Jeffs
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Real Experience. Real Advantage.
[ Abstract
Learn how Colgate Palmolive has leveraged SAP Audit Management
to assess conformance to Quality, EOHS, Factory Reliability &Performance and Supplier Management Standards. See the flexibilitySAP provides in approaches to scoring and evaluating conformanceto standards. Learn how Colgate utilized Web Dynpro for ABAP, ALVGrids, Smartforms, and Adobe Interactive forms to develop an easy touse solution for our audit teams and responsible sites.
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[ Learning Points
Review Audit Management Hierarchy Design to understand the
flexibility in the scoring and evaluation that SAP provides out of the
box.
See how Colgate developed a web based interface to enable multiple
auditors to enter data in a user friendly environment.
Learn how Adobe Interactive Forms provided an offline interface to
conduct an audit as well has record facility corrective action follow-up.
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[ Agenda
About Colgate Palmolive Colgate’s SAP Audit Management Applications
Learning Points
Flexibility
Web Based Interface
Offline Forms
Best Practices
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[
Sales by Division
$15.3 + Billion inSales
Products Sold in223 Countries &
Territories
About Colgate-Palmolive Company
38,100Colgate People
Pet 14%
North
America21%
Latin America
26%
Europe/SouthPacific21%
Greater Asia/Afric
a 18%
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[
ORAL CARE PERSONAL CARE
HOME CARE PET NUTRITION
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[ Colgate’s SAP Audit Management Applications
EOHS
Ensure compliance with environmental, health and safety rules andregulations. The health and safety of our customers, our employees and
the communities in which we operate must be paramount in all we do.
Factory Performance and Reliability
For Colgate factories to measure and plan continuous improvement
toward Manufacturing Effectiveness & Efficiency by establishing global
practices.
Quality
Ensure we meet Global Colgate Quality Standards in the design,
manufacturing, and distribution of our products as well as meet or exceedall government requirements and consumer expectations
Supplier ManagementTo ensure direct materials and finished goods suppliersmeet the quality standards, expected service, and cost.
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[ Key functionality
Common audit application and set of reports acrossbusiness groups.
Single Audit planning workbench to ensure a reasonable
audit schedule per site
Web based interface to conduct audits and manage the
facility follow-up action plan.
Offline auditing for supplier audits
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[ Audit Business Process
Audit Management is comprised of 5 activities
Planning
Planning Auditing ReportingCorrective
Action
Follow-up
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[ Audit Business Process
Set
expectations inQuestion Lists
Audits are
scheduled by
creating themin the SAP GUI.
Planning Auditing ReportingCorrective
Action
Follow-up
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[ Audit Business Process
Audit Description
Audit Object with
customizedfields
Proposed and
Actual dates
Planning Auditing ReportingCorrective
Action
Follow-up
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[ Audit Business Process
Texts Tab
Custom list of
long texts
Text Editor.
Can double
click to switch
to MS Word
Planning Auditing ReportingCorrective
Action
Follow-up
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[ Audit Business Process
Participant Tab
Custom list of
Roles –
Influences
Security
Business Partners
assigned to
Audit
Planning Auditing ReportingCorrective
ActionFollow-up
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[ Audit Business Process
Overview of Audit Schedule across functional group.
Planning Auditing ReportingCorrective
ActionFollow-up
Selection Criteria
Resulting list of audits
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[ Audit Business Process
Observations are
entered into the audit
Findings are valuated for
severity
Planning Auditing ReportingCorrective
ActionFollow-up
Performance Expectation
Shown for reference
Finding Valuation on Basic
Data Tab (Not shown)
Long texts areas include both
standard and custom types
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[ Audit Business Process
Reports are generated
on a specific audit
Daily Progress
Report Audit Report
Preliminary Findings
Executive Summary
Paper Protocol
Planning Auditing ReportingCorrective
ActionFollow-up
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[ Audit Business Process
Actions to address
findings are tracked
Schedule forresolution
Current Status
Text description of
action
Milestone tracking
Planning Auditing ReportingCorrective
ActionFollow-up
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[ Audit Business Process
Examples of Reports are generated Across Audits
Corrective Action Timely Closure
Findings By Category or Division
Audit Participants
Summary of Findings
Summary of Actions
Used to identify of trends in findings
Presented in either SAP smart forms or ALV grid
Planning Auditing ReportingCorrective
ActionFollow-up
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[ Learning Points: Flexibility
Review Audit Management Hierarchy Design to
understand the flexibility in the scoring and evaluation
that SAP provides out of the box.
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[ Glossary of Audit Management TermsAudit: The questions associated with
the evaluation of a facility or processat a given place and time.
Question List: a collection of questions organized in aHierarchy (“Tree Structure”)
Question: An object in an audit that can record Headings,Requirements, and/or Findings
Valuation: an assessment given to a question
Rating: a score computed based on the Valuationsor related questions
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[ Learning Points: Flexibility
SAP Audit options to support Variation in Business
Processes
Checklist vs. Ad-hoc recording of observations
Organization of Performance Expectations
Question Valuation
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[ Flexibility: Checklist vs Ad-hoc recording of observations
Checklist: Auditor editsone of the long texts of
the performanceexpectation and
valuates it
Ad-hoc: Auditor insertsa new question object
for each findingallowing multiple
findings perexpectation.
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[ Learning Points: Flexibility
SAP Audit options to support Variation in Business
Processes
Checklist vs. Ad-hoc recording of observations
Organization of Performance Expectations
Question Valuation
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[ Flexibility: Organization of Performance Expectations
Performance Expectations aremaintained in a Question List
Question lists are organized in a treestructure where each level of the tree is
described in customizing.
Influence on if that level is valuated iscontrolled by the No Valuation option.
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[ Learning Points: Flexibility
SAP Audit options to support Variation in Business
Processes
Checklist vs. Ad-hoc recording of observations
Organization of Performance Expectations
Question Valuation
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The Question List determines what level is assessed for
valuation
The Valuation Profile determines what values can be
assigned during valuation
Flexibility: Question Valuation
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[ Flexibility: Additional Technical Information
BAdI Implementations
Flexibility to Match Business Process Activities in Audit Processing (Authorization Check)
PLM Audit Management: Audit Component Status Management
PLM Audit Management: Create, Change, and Delete Audit (At Save)
PLM Audit Management: Create, Change, and Delete Action (At Save)
Edit Attributes of Audit Components Identification of Audit Components (Number Assignment)
Controlling Procedure for Audit Questions
Assignment of Question Lists to Audit
Customer Defined fields
Definition and Structure of an Audit Object
Valuation of Audit (Key Figure Calculation) Enhancement for Search Helps
Definition of Text Types for Each Audit Component
Provide Signature for Audit
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Real Experience. Real Advantage.
[ Learning Points: Web Based Interface
See how Colgate developed a web based interface to
enable multiple auditors to enter data in a user friendlyenvironment.
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Real Experience. Real Advantage.
[ Web Based Interface
Provides simplifiedscreens for ease of
use
Key functional GAPaddressed: Allows
multiple Auditors to
collaborate on the
same audit.
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[ Web Based Interface: Auditor Screen & Task Workflow
This workflow graphic describes
the main Screens and Task for Assessors
Screens
Audit Menu
Audit Search
Audit Dashboard
Task
Select Audit Enter Audit Info
Check & Confirm
Run Reports
Audit Search
Audit Dashboard
Enter Audit Info
Check & Confirm
Run Reports
Select Audit
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[ Web Based Interface: Audits SearchQuick access to audits assigned to the logged in auditor
Uses logged in user’s participant role
combined with audit status to list
current audits.
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[ Web Based Interface: Audit DashboardProvides overview of the audit in progress
Provides access to all questions
And findings in the audit
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[ Web Based Interface: Audit Finding detailProvides ability to record and update audit findings
Finding includes:
Observation
Strength
Recommendation
Comments
Executive SummaryReviewer Comment
Change Log
[
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[ Valuation Assesses the Standard or Finding for Risk
Valuation selection
based on Valuation profile
[
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[ Corrective ActionQuick access to actions assigned to logged in user
List of corrective actions to be updated
based on user logged on and their role
in the audit
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[ Action DetailBasic Data Tab provide schedule information
Schedule informationCapital requirements
[
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[ Action DetailTexts tab provides detailed information on the action
Action includes:Description
Comments
Resources Required
Verification Comments
Root CauseReason for Attention
Milestone 1
Milestone 2
Milestone 3
Change Log
[
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[ Action DetailsMilestones tab allows site to track progress
Up to three milestones
allow tracking of progress
of the forward action
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[ SAP Spell Checking
Business Case for Spell Check
Major component of the datais long text.
Many auditors use English as
a second language.
Reports from the system are
distributed to seniormanagement.
A custom web dynpro for
component was designed to call
a web service and update theweb dynpro context.
When using SAP GUI, system
embeds MS Word to provide spell
checking.
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[ Web Based Interface: Reports
[
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Real Experience. Real Advantage.
[ ReportsProvided in PDF format
[
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Real Experience. Real Advantage.
[ Learning Points: Offline forms
Learn how Adobe Interactive Forms provided an offline
interface to conduct an audit as well has record facility
corrective action follow-up.
[
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Real Experience. Real Advantage.
[ Offline Access Required Supplier Auditing was an Ideal Candidate for Offline
Forms
Suppliers in remote locations may not have goodconnections to the internet
Suppliers do not have direct access to our system to update
corrective actions
Supplier can enter information and review internally prior tosubmitting to Colgate.
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[ Business Process for Offline Auditing
Create Audit in GUI
Download Audit to PDF
Distribute via Email
Insert Audit Findings
Upload Form to SAP
Review and Save Changes
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[ Example Offline Auditing Form The screenshot is page 4 out
of 9 pages.
The finding was created frominside the form by pressing
the “+” button.
The Performance Expectation
shows both the description of
the requirement and Notes tothe auditor on what to look
for.
The finding can then be
edited in the form. When the
file is uploaded into SAP anew question object will be
created.
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Best Practices
Learning Points: Audit Management Flexibility
Standardize the Tools and Business Practices acrossfunctional groups.
SAP provides the additional flexibility as needed.
Learning Points: Web Dynpro
User specific hit lists helpful for ease of use by providing
information user needs when they need it.
Web development only required for multiple auditors
editing at the same time, otherwise the GUI version
Learning Points: Offline Forms
Use Adobe Forms where offline use is a necessity.
Adding an element to your context with the form name
and form
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[
]Joseph JeffsManager
Product Lifecycle Management
Global Information Technology
909 River Road, P.O. Box 1343
Piscataway, NJ 08855-1343
Telephone 732-878-7117
E-Mail joseph_jeffs@colpal.com
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[
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