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Automation and Governance of SAP Customer Master Data Lifecycle Through Winshuttle

Anwer Nomani | Alfanar Co Inderaj Sehmi| Winshuttle

Winshuttle EMEA User Group Conference | Brussels 2014

Introduction to Alfanar

Conglomerate headquartered in Riyadh, Kingdom of Saudi Arabia

Industry Focus: Manufacturing (Electrical),

Construction (EPC),

Industrial Field Service and Repair

Others (Aluminum, Steel, Precast Concrete)

14,000+ Employees

$2.5B+ Revenue


Little bit about me…

Head of Centre of Excellence (CoE)

20 Years of IT Experience (15+ in ERP)

Previous Work Experience includes SAP America, Target Corporation, Coopers & Lybrand…

Master in Business Administration (Finance), Project Management and Business Analysis

Bachelors in Computer Science and Management Information Systems


SAP Landscape

4 Tier (Development, QA, Pre-Production & Production)

ECC 6.0 EHP 5, CRM 7.1, BI 7.0, EP 7.1, Solution Manager 7.1

Mobility - CRM Mobile Sales, Sybase Unwired Platform, Netweaver Mobile, Afaria 7.0

On Cloud – SuccessFactors, Ariba

4 Years since initial went live with SAP

SAP Implementation by Industry verticals

Plan to complete SAP rollout for all remaining (smaller) divisions by end of 2014

Master Data Volume • 210,000+ Material • 12,000+ Vendors • 9,000+ Customers


Business Need

Ineffective processes for management of SAP master data Centralized and De-Centralized Master Data Management teams

without standard processes Custom developed SAP Portal forms, paper forms, emails,

physical signature approvals Long cycle time for creation of credit customers :

• Up to 14 approvals, • Caused significant delays up to 3 working days, and • Resulted in loss of sales (up to $75k per quarter)

Master data quality assessment highlighted issues with: Data completeness Data consistency Data duplication


Business Objective and Goals

Business Objective Automate the manual master data governance processes to facilitate centralized governance, faster time to market and improvement in data quality

Business Goals Reduce labor cost by 10% through elimination of manual

routing of paper based requests and approvals forms for Master data maintenance

Reduce cycle time by 85% and improve efficiency by automating the master data processes and implementing electronic signature approvals

Improve data quality (completeness and consistency) to 85%


Why Winshuttle?

Software evaluation performed for industry leading Master Data Governance (MDG) solutions Solutions were too broad for our need Maturity level of our organization did not match with organizational

design requirements and guiding principles of such solutions Cost was very high Long term TCO was a concern due to perceived SAP consulting

need for implementation of very complex workflow requirements

Introduced Winshuttle as a potential solution option (due to past experience) Multiple demos were conducted to raise business awareness Pilot project was done using alfanar specific business scenario to

validate the capability of the tool Solution was selected based on applicability to specific business

need, ease of implementation and its user friendliness


Alfanar Business Use Case for Winshuttle

Creation and Maintenance of Master Data (e.g. Material Master, Vendor Master, Customer Master etc.)

Initial Data Loads during data migration for SAP roll-outs and new implementations (where upload programs do not already exist in SAP)

Mass Production Data Changes due to introduction of new business processes (e.g. Bill of Material update due to implementation of manufacturing scrap process)

Out of Scope Use Case Replication of End to End business process supported by SAP Business Intelligence Mass Data Changes requiring traceability to individual users

Note: Business requirements considered exceptions to the defined use cases will be evaluated by IT and appropriate solution will be proposed


Winshuttle Roadmap

Phase 1

Customer Master

Phase 2

Material Master

(AED)

Vendor Master

Phase 3

Material Master

(Construction)

Material Master

(Ceramics)

Bill of Material (BOM)

Phase 4

Asset

Letter of Credit (LC) & Letter of Guarantee (LG)

Routing


The Journey so far….

FEB’ 14 MAR’ 14 APR’ 14 MAY’14 JUN’ 14

Customer Change

Customer Create and

Extend

Mass Production BOM Changes

Customer Delete / Block

Material Master – Process Definition

Joined Winshuttle Dashboard

Beta Programme

Mass HR OD Position Changes


Our Challenges with SAP Customer Master (Phase 1)

Customer Creation, Extension, Blocking, Deletion and Modification were being done through disparate processes – manual, excel, email etc.

Inconsistent data quality and duplicate records

No Visibility – no way to identify bottlenecks

No workflow – inefficient gathering of data & approvals

Data entered by Central Data Maintainer who does not own the data or have clear understanding of its function for the end user.


High Level Solution Requirements :

Core processes :

Customer Create – 3 types of customers

Customer Extend

Customer Change – ability to change existing details, add and delete bank lines, contact persons and partners

Customer Delete / Block

Complex workflow :

8 Approval routes, each consisting of 1, 2, 3, 4, 5 and a Committee of Approvers for each of the 5 processes (see next screen shot)

Dynamic choice of the Approvers and Committee members using queries at run time – so every choice the user names will determine who the approver(s) are in the workflow.


High Level Solution Workflow Requirement

Design the web form to reduce all possible mistakes and include validation


Project kick off…..


Decisions, Decisions, Decisions………

Why : Supportability

by Design & we didn’t want to

create an Application!

Split the Forms into 3 Solutions:

Create and Extend Customer, Change

Customer, Block and Delete Customer

Why : Consistency in

business process and easier to

maintain

Journal Entry

Automated Workflow

Why : Manage complexity in

fewer lists, easier to migrate,

familiarity of business users

Why: automatically determine the

person(s) to route a workflow task to

without having user intervention

One Workflow Template for all

3 Solutions :

2 main Share Point Lists :

one for Approvers and one for other participants in the workflow

Dynamic Approver selection :

using Winshuttle’s Query and Workflow Participant controls


Customer Master Workflow in Designer


Create and Extend Customer Form

Select Type of Customer

Search to check if the Customer

Exists in SAP

Proceed with filling

in Customer Details


Change Customer Form

Select the

change type for Customer

Master

Search for the Customer

to change


Change Customer Form

Any changed values are

automatically highlighted in

red for Approver visibility

After a customer is selected, all

relevant attributes are

displayed

Validate the changes made


Delete and Block Customer


How Dynamic Approver Selection was achieved……

SharePoint List

Testing

Query Control

Query results entered into the Form

WF Participant Control routes the workflow to the Approvers identified


Dynamic Approval Selection

The AR Section head chooses 1 out of 8 options and the Approvers are dynamically populated with entries of persons / teams the task should go to :


Dynamic Approval Selection

Option 1 Selected :

Option 8 Selected :


Complete Visibility around the Workflow Process


Phase 1 Lessons learnt :

Pilot an exciting idea

Market successes

Continue experimenting and Include business partners in experimentation

Invite “out of the box” ideas to improve time to market

Choose the fewest controls possible to achieve goals

Good team work always delivers


Customer Master - Winshuttle Statistics

Number of Days

Nu

mb

er o

f P

roce

sses


Dashboards & Statistics – Winshuttle Beta Programme

Currently participating

in the Winshuttle

Dashboard Beta

program – screenshots

of the work in progress

content thus far……


On going Challenge

Key Challenge Business wants to use the Enterprise Studio to develop workflows and scripts for SAP data maintenance scenarios Proposal Embrace the "Front Office" concept through establishing team composed of IT and business resources for the duration of a Winshuttle project with clearly defined guiding principles and roles &responsibilities.

IT Business

Design Process Document Business Requirements

Define Query / Script Perform Screen Recording

Develop Workflow Design Form

Validate Solution & Deploy Perform Testing


Questions?

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