srfq process in ematrix - yazaki europe...• the process is the official way to request an sap bdp...

Manual & Functional Specification - SRFQ Project Approval Process --------------------------------------------------------------------------------------------------------------

Printed on: 18.05.2017 page 1 of 49

SRFQ process in eMatrix

Define and approve Top-Level Projects in YEL

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1 SCOPE .......................................................................................................... 3

2 BUSINESS FUNCTION ................................................................................... 3

3 SRFQ PROCESS IN MATRIX .......................................................................... 4 3.1 Process Overview .................................................................................................. 4 3.2 Create SRFQ .......................................................................................................... 4

3.2.1 RFQ Type ............................................................................................................ 6 3.2.2 EIBU Customer ..................................................................................................... 6 3.2.3 The Business Unit ................................................................................................. 6 3.2.4 Carline & Customer ............................................................................................... 7

3.3 Editing the SRFQ ................................................................................................... 7 3.3.1 EDIT BASICS (updating the CONTRACT STATE) ........................................................ 8

3.3.1.1 The Contract State ............................................................................ 9 3.3.1.2 Full list of PC codes ............................................................................ 9 3.3.1.3 Dummy PC Codes .............................................................................10

3.3.2 Edit Timings ........................................................................................................ 11 3.3.3 EDIT DETAILS…. .................................................................................................. 12

3.4 PROMOTE (APPROVE) the SRFQ (Lifecycle change) ............................................ 13 3.4.1 Who is the next task owner? ................................................................................. 14 3.4.2 User Information about tasks ................................................................................ 14

3.5 The Lifecycle ....................................................................................................... 16 3.5.1 In the state “In Work” .......................................................................................... 16 3.5.2 In the state “CSC” ............................................................................................... 16

3.5.2.1 The Project Manager .........................................................................17 3.5.2.2 The relation to YPMS (Workspace and Project) .....................................19

3.5.3 In the state “Sales EVP” ....................................................................................... 20 3.5.4 In state „Information Input“.................................................................................. 20

3.5.4.1 Task assignement .............................................................................20 3.5.4.2 Finance ...........................................................................................21 3.5.4.3 Costing ...........................................................................................22 3.5.4.4 Manufacturing Planning .....................................................................23 3.5.4.5 Task Delegation ...............................................................................28 3.5.4.6 Task Completion ...............................................................................24

3.5.5 In State “PCE Approval” (rename state “Project Created”) ........................................ 25 3.5.5.1 YPMS Table ......................................................................................26 3.5.5.2 PCE file approval and rework ..............................................................27

3.5.6 In the state “LBP Functional Approval” ................................................................... 27 3.5.7 In the state “LBP Approved” .................................................................................. 27 3.5.8 In the state “Project terminated” ........................................................................... 28 3.5.9 In the state “RFQDeclined” ................................................................................... 28

3.6 Adding Files to SRFQ ........................................................................................... 28

4 FUNCTIONAL SPECIFICATION .................................................................... 30



4.1 Roles ................................................................................................................... 30 4.2 Rights Table ........................................................................................................ 31 4.3 Definition of user assignment ............................................................................. 33

4.3.1 RFQ Account Manager .......................................................................................... 33 4.3.2 The BU Head approvals ........................................................................................ 34 4.3.3 The RFQ Functional Controllers .............................................................................. 35 4.3.4 Matching of Functional Controller and Functional Head ............................................. 35

4.4 Viewing Rights on SRFQs .................................................................................... 36 4.5 Task Definitions .................................................................................................. 37

4.5.1 FC PCE upload task .............................................................................................. 37 4.5.2 FH PCE Approval Task .......................................................................................... 37 4.5.3 BU Controller LBP upload task ............................................................................... 37

4.6 eMails .................................................................................................................. 38 4.6.1 eMail No.0 SRFQ Created (Creator reminder mail) ................................................... 38 4.6.2 eMail No.1 SRFQ Created ...................................................................................... 38 4.6.3 eMail No.2 (WH) SRFQ Promoted ........................................................................... 39 4.6.4 eMail No.2 (EIBU) SRFQ Promoted ......................................................................... 39 4.6.5 eMail No.3: Workspace (Project in EIBU case) created .............................................. 40 4.6.6 eMail No.4: New Project approved ......................................................................... 40 4.6.7 eMail No5.: RFQ declined ...................................................................................... 41 4.6.8 “CONTRACT STATE update required” email ............................................................. 41 4.6.9 “Project Awarded” eMail ....................................................................................... 42 4.6.10 “New Profit Centre Code required” email ............................................................. 42 4.6.11 Error email ...................................................................................................... 43 4.6.12 SAP BDP Code assigned to Master Project Code Changed - eMail ........................... 43 4.6.13 Task Delegated - eMail ..................................................................................... 44 4.6.14 “PCE file upload requested” email ...................................................................... 44 4.6.15 “PCE file uploaded and waiting for approval.” email .............................................. 45 4.6.16 “PCE files approved” email ................................................................................ 45 4.6.17 “LBP file uploaded” email .................................................................................. 45

4.7 System check for approvers ................................................................................ 47 4.8 SRFQ appearance in Matrix ................................................................................. 48 Text marked in this colour indicates the latest major changes! Text marked in this colour indicates a function agreed but not yet implemented! Text marked in this colour indicates a function under discussion!



1 Scope Affects all YEL CSC Members, CSC Managers, Business Unit Heads (formerly Sales EVPs), project Managers. Affects all BUs incl. ComBU, EIBU, CV and others.

2 Business Function • The SRFQ captures Customer requirements and the top-management decision

whether or not to work on that project. • The process makes sure a Project Manager is assigned to each project. • The process also makes sure the project is linked to the YPMS system by

automatically creating workspaces and projects in matrix and populating these with the approved YPMS folder structure.

• Some projects requested and approved with the SRFQ process are not worth being tracked with the complete YPMS tool set. Therefore the YPMS tracking requirement for these projects can be waived, if approved by the BU Head.

• The SRFQ process makes sure that a reason for waiving the requirement is entered.

• The process is the official way to request an SAP BDP code and ties the project to the financial system.

• The purpose of this process is to manage the functionality of LBP approval on E-Matrix, based on YPMS 3 project phase definition.

•



3 SRFQ Process in Matrix

3.1 Process Overview A basic overview of the SRFQ process is available on the YEL Intranet via this address: http://intranet-yel.yazaki-europe.com/engineering/engineering-planning-support/tools-

processes/srfq/

3.2 Create SRFQ Login

Go to the Actions (+) Menue and create a new SRFQ object. Beware, if you do not see the command you might to scroll inside that menu.

http://intranet-yel.yazaki-europe.com/engineering/engineering-planning-support/tools-processes/srfq/

http://intranet-yel.yazaki-europe.com/engineering/engineering-planning-support/tools-processes/srfq/



The “Create Sales RFQ” dialogue opens. All red-titled fields are mandatory. After all mandatory fields are filled, the RFQ can be created by clicking on the DONE-Button.

RFQ Type - Determines the commodity of the product and thus the approver of the SRFQ EIBU Customer - Mandatory when RFQ type “EIBU” has been selected. Commercial Vehicle BU - Please state if this RFQ is related to CV BU. Business Unit - Select the BU-site responsible for this project. (Mandatory) Customer Project Code - State the official customer project/carline code Carline - Select the carline the project refers to.

Very often the carline will not be available as the RFQ is the first information YEL has about the carline. If so, select any carline of the correct customer, state the carline code in “Customer Project Code” and request the carline to be created.

Customer - Automatically populated by selecting the carline. Products - Select the products requested within this RFQ. No. of Part Numbers - How many Finished Good PNs are expected? Customer Service Center CSC - Usually you are only linked to one CSC.

For a site to be available in CSC selection field, the site has to be marked as CSC in ASL. This information has to be changed / maintained in ASL.



3.2.1 RFQ Type The RFQ type is a very important attribute. It allows to differentiate between RFQs for EIBU- and WH business. The attribute Business Unit alone is not sufficient because, on the level of FC, different people for EIBU+Toyota or EIBU+PSA have to be addressed. The RFQ type attribute has 4 settings.

• Empty (default) • EIBU • High Voltage Wire Harness • Low Voltage WH Harness

If EIBU is selected, an additional attribute will be displayed, “EIBU Customer”. (Does the same thing have to be done for CVBU or are FC the same as for normal WH business?) The RFQ type together with the “EIBU customer” and the “Business Unit” determines the BU Head and the Functional Controllers. See chapter Approver Definition. To be discussed with programmer: It might be easier to eliminate the RFQ type attribute and use only BU and EIBU customer instead. But history and continuity has to be considered. Also YPMS space creation is concerned.

3.2.2 EIBU Customer The “EIBU Customer” is an attribute selected from a drop down menu. The content of the drop-down menu is equivalent to the Business Unit sites in eMatrix. Each item in the drop down list refers to one Business Unit site. Definition of list see in chapter …...

3.2.3 The Business Unit The attribute Business Unit shall be populated via the selection from a drop-down menu. The list to select the site is limited to the entries shown below. Each name in that list directly refers to a business unit site, located under the YEL-BU site (ASL ID 30228). Below is only a picture. The original list can be found in chapter xxxx.



3.2.4 Carline & Customer Select the carline which is closest to what you are looking for, make sure it is the correct customer. Please user “Ctrl+F” (browser search) to find the carline because sometimes the customer is not what is expected.

3.3 Editing the SRFQ The new created RFQ is now shown within the main window of Matrix. As you can see under “Task Instructions” there are several tasks to do.

Click on the first item in your Task Instructions, EDIT BASICS. After each successful completion the instruction will disappear from the list.



3.3.1 EDIT BASICS (updating the CONTRACT STATE) …click on EDIT BASICS. a window showing all basic attributes will be displayed.

YPMS Start Phase - Select the phase in which your project starts. 0, 1 or 2. RFQ Type - Filled in the Create window. Can be changed here. Commercial Vehicle BU - Filled in the Create window. Can be changed here. Business Unit - Filled in the Create window. Can be changed here. Customer Project Code - Filled in the Create window. Can be changed here. Contract State - The CONTRACT STATE is mandatory. Its’ setting determines

which Profit Centre Codes can be selected. If the project is awarded or Yazaki’s offer declined by the customer, the attribute CONTRACT STATE should be updated. Please see below the meaning of the states.

Profit Center - Depending on the setting of the Contract State, the list of available profit centers changes. Anyway, a profit center has to be selected or requested.

Carline - Filled in the Create window. Can be changed here. Products - Filled in the Create window. Can be changed here. No. of Part Numbers - Filled in the Create window. Can be changed here.



3.3.1.1 The Contract State Click on the small triangle to open the pull-down menue. Select the Contract State. If the setting is “RFQ” or “Pre-RFQ”, the Profit Centre list available in the pull-down-menue below will be limited to the dummy PC codes. See below…. If “Awarded”, “Target” or “Not-Awarded” (can be ignored as business is lost) is selected, the full list of PC codes is available. See below…. This PC list is daily updated from F&A intranet. At the same time the attribute “New Profit Centre required” becomes available. If the project requires a new PC, the corresponding box can be ticked. The Profit Centre attribute will then become optional. To support that the contract state update is made, a reminder mail to the project manager is triggered when the timing “Quotation Due” is overdue for 30 days and the attribute value of contract state is not “Awarded” or “Not Awarded”. Meaning of Values: Pre-RFQ - RFI, select an existing Profit Center “RFQ Work…” RFQ - RFQ, select an existing Profit Center “RFQ Work…”

Target - Business confidence level 80% or higher,

select an existing profit center “LBP Target Business…” e.g.

Awarded - Awarded business create PC in case it was not yet created as

“target” business Not Awarded - Not-Awarded means Yazaki has lost the business! Close Project! After all mandatory attributes are filled, the click on DONE will trigger an eMail: - to finance and the BU Head if the Contract State AWARDED has been selected - to finance with the necessary information required to create a new PC if the box has been ticked.. See email section for details of the mails….

3.3.1.2 Full list of PC codes If the CONTRACT STATE is “Awarded” or “Target”, the full list of PC codes is available. This list is daily updated from F&A intranet.



3.3.1.3 Dummy PC Codes If the CONTRACT STATE is “RFQ” or “Pre-RFQ” the Profit Centre list will be limited to the dummy PC codes. (Ideal solution is filtering the above mentioned full list of PCs by the “RFQ Work” in their name). This is done to avoid creating PCCs for projects which are not won. (List below updated on 25.Aug.2014) PC Number PC Name

1021010289 RFQ Work JLR BU Wire Harness, YEL-C 1021011790 RFQ Work Honda BU Wire Harness, YEL-C 1021030493 RFQ Work EIBU Meters/Instruments, YEL-C 1031011684 RFQ Work Toyota BU Wire Harness, YEL-D 1111019989 RFQ Work Hyundai WH, YEL-K 1111019995 RFQ Work Hyundai WH, 1111089795 RFQ Work ComBU YEL-K 1121010691 RFQ Work GM BU Wire Harness, YEL-F 1121030493 RFQ Work EIBU , YEL-F 1141010889 RFQ work Daimler Cars Wire Harness YEL-S 1141012595 RFQ Work C.V. BU Wire Harness, YEL-S 1161013283 RFQ Work VW BU Wire Harness, YEL-WB 1161040493 RFQ Work EIBU , YEL-WB 1211012595 RFQ Work C.V. BU Wire Harness, YEL-G 1211040493 RFQ Work EIBU , YEL-G 1311011485 RFQ Work Renault Nissan BU Wire Harness, YEL-B 1311040493 RFQ Work EIBU, YEL-B 1411011684 RFQ Work Toyota BU Wire Harness, YEL-BL 1411019989 RFQ Work Hyundai WH YEL-BL 1411040493 RFQ Work EIBU , YEL-BL 1411089795 RFQ Work ComBU, YEL-BL 5011011388 RFQ Work PSA BU Wire Harness, YEL-P 5011011485 RFQ Work Renault Nissan BU Wire Harness, YEL-P 5011012595 RFQ Work C.V. BU Wire Harness, YEL-P 5011040493 RFQ Work Electronics (EIBU), YEL-P 5011089795 RFQ Work ComBU, YEL-P 5211011092 RFQ Work Fiat BU Wire Harness, YEL-I Turin 5311010186 RFQ Work Ford BU Wire Harness, SY-Germany 5311011485 RFQ Work Renault Nissan BU Wire Harness, SY-G 5311012987 RFQ Work BMW BU Wire Harness, SY-Germany 6411011092 RFQ Work Fiat BU Wire Harness, YWT-T 6411011485 RFQ Work Renault Nissan BU Wire Harness, YWT-T 8411010186 RFQ Work Ford BU Wire Harness, YOT, Kusuluk 8411011684 RFQ Work Toyota BU Wire Harness, YOT, Kusuluk 8411012595 RFQ Work C.V. BU Wire Harness, YOT, Kusuluk 8511089795 RFQ Work ComBU , YCT



3.3.2 Edit Timings The mandatory timings depend on the setting of the attribute “YPMS Start Phase”.

Enter the dates by clicking on the calendar symbol and selecting the date. “Quotation Due” date has a special function. If the project state is RFQ or Pre-RFQ and the date is passed more than 30 days, the system will send a reminder mail to the PM to update the contract state and enter the customer decision. If the contract state is set to “Awarded”, the date “Business Award” will become mandatory.



3.3.3 EDIT DETAILS….

Pay attention to the manadtory attributes which are far apart from each other on this window. Scroll to find them all….



3.4 PROMOTE (APPROVE) the SRFQ (Lifecycle change) By completing the tasks the Sales RFQ is promoted or demoted step by step through it´s lifecycle.

Every time a decision Is possible or required, we have the possibility to: - (APPROVE) Promote Sales RFQ - REWORK SalesRFQ - Decline Sales RFQ. (exact cases depending on state in the process) If approved the SRFQ will be promoted to the next step and the task(s) to the next person(s) will be assigned.

Click on the PROMOTE .. task, enter a comment if you want and click the DONE button.

The RFQ will then be promoted to the next state, from state “In Work” to state “CSC”. New task(s) for the CSC Manager is (are) created and assigned.

If not all requirements are fullfilled, the system will display an error messae indicating what is missing….



3.4.1 User Information about tasks A user is informed about tasks which have been assigned to him by 2 ways. The automatic and most comfortable way is the mail the system sends to each task owner upon assigning the task. Each mail contains a link to the object the task is related to. By clicking on the link and logging in (if not already the case) the user will be directed to the related object, in this case a SRFQ. A mail may look like the one shown below…

Another way to see if you have new tasks assigned is to check on the home page in eMatrix. The deault setting for this page is the “Yazaki Power View”. This view features several tabs. The “My Tasks” tab is always the default when openeing the home page.



3.4.2 Who is the next task owner? If the SRFQ is the displayed, you can see in the left upper portion of the screen, the “Task Section”, who the owner of the currently active task is. If the object is in state obsolete or in a final state, e.g. Approved, there is no active task and Task Section will be empty.



3.5 The Lifecycle Click on the LIFECYCLE command in the CATEGORIES Menu to see the lifecycle of the new SRFQ. At the beginning it is the state “In Work”. The lifecycle is changed to another state (promoted, demoted) by users completing or approving / rejecting tasks.

BLACKProject terminated / REDRework SRFQ / GREY Admin or System Add a lifecycle state “Project Terminated”. When the contract state is changed to “Not Awarded”, change the LC of the SRFQ when the edit window is closed with “Done” (same trigger as sending the mail in case of contract state is “Awarded”) to PROJECT TERMINATED. From the state “Project terminated” allow yel_org_Admin to demote to the previous state (according to history or by selection of the state) and create all tasks of that state.

3.5.1 In the state “In Work” The user (SRFQ Owner) can only edit information and promote the SRFQ. The user cannot DECLINE the RFQ. This is particularly important when the RFQ comes back due to a Rework Request so that it is not accidentally declined. See chapter Create SRFQ….

3.5.2 In the state “CSC” The person in the role “RFQ Account Manager” has a task in the SRFQ in this lifecycle state. This task can be found in the MY TASKS list. A click on the task name will open the SRFQ object. A click on the command “EDIT BASICS” will open the Edit Basics window in which all basic attributes can be accessed. At the top of the window the attributes for YPMS Start Phase and Phase Decision Comment are available. YPMS Start Phase is mandatory (but already filled). They can be edited but YPMS START Phase cannot be empty. (The mandatory check of the system must avoid a saving of the window with the attribute empty.) In the state “CSC”, one new attribute becomes mandatory.



3.5.2.1 The Project Manager In the state CSC, the RFQ Account Manager has to define the Project Manager. This information is required in order for the automatic project creation to work. See details in next chapter, YPMS relation. Start assigning the project manager either by selecting a task Instruction (select the ASSIGN PROJECT MANAGER command) or select EDIT BASICS (see above)

… and click on button with 3 dots next to the PROJECT MANAGER attribute. Click on the 3-dotted button.

A search window for a user search will be displayed. Type the name of the person you are looking for. Then click on FIND. Select the user by clicking the radio button in front of the users name. Then click on SUBMIT.



After the PM has been selected the system enters the name in the attribute field. Confirm the name with a click on the DONE button.

The PM name will then be shown in the BASICS information tab, along with the names of the Account Manger (depends on the customer) and the BU Head (depends on the RFQ type). Currently the window is not automatically refreshed when the PM has been selected. This has to be corrected because it very disturbing for the users if they do something but there is no feedback from the system!

After the PM has been assigned. the Task Instruction table will show only decision tasks. AFTER the SRFQ is approved, an email will be send to the selected PM. The workspace or project with the YPMS folder structure will be created automatically and the selected PM will be made Project Owner so he is able to fully administrate the workspace or project.

Restrictions: The Account Manager who has to select the PM cannot select his own name! In the moment when the Account Manager approves the SRFQ, the system creates the project space. In order to do this it must take the name of the PM and create the project in his name so he has full rights to manipulate the project. If this person (PM) is the same as the current session user (Account Manager) the creation of the project will fail.

3.5.2.2 Rework SRFQ When the “Rework Sales RFQ” command is available, you can send the SRFQ back to the previous state and request changes to it. Also see the LC. Delegate Task If the function is available it is possible to delegate the task to users with the same role required for the task.



3.5.2.3 The relation to YPMS (Workspace and Project) In the moment the CSC-Manger (RFQ Account Manager) approves the SRFQ, a Matrix project- or workspace is created. The project is named with the SRFQ number so a cross-reference is possible. Question to the business: Is this the correct timing? Shall the creation of the YPMS project- workspace be done only after the BU-Head approval? The decision whether to create a workspace or a project space is taken by the system according to the selection of the attribute “RFQ Type”.

EIBU Project Space …Wire Harness Workspace

The created matrix project is automatically equipped with the YPMS-approved folder structure to store the required documents. A number of standard users are automatically linked to the project- or workspace.

The selected project manager receives all rights to administrate the project. He receives an e-mail about this. The creator (owner) of the SRFQ is also made a member of the project- and workspace with “Add-Remove” rights.

The following attributes from the SRFQ will be transferred to the project- and workspace

• Customer • Carline • CSC • Business Unit

The folders and the members of the projects and workspaces are defined in templates (WH-xxxx for workspaces and EI-xxxx for projects). These templates can be changed by IT only. Please raise a ticket in case changes become necessary.



3.5.3 In the state “Sales EVP” (BU Head) The attributes “YPMS Start Phase” and “Phase Decision Comment” are not mandatory in this state (they are already filled) but can be changed by the BU Head. The BU-Head gives the next approval. The (RFQ) project is officially approved and all areas can work on it. The BU Head can choose from these options:

• Approve Promotes the SRFQ to the next state (Information Input). • Request Rework Demotes to the previous state, Comment is mandatory • Terminate Promotes to PROJECT TERMINATED, Comment is mandatory.

3.5.4 In state „Information Input“ Tasks to 2 areas are created and the users are informed via email. The 2 areas are: Finance and Accounting Manufacturing Planning Costing & Pricing

3.5.4.1 Task assignement in Information Input The exact determination of a person responsible for each individual SRFQ is not possible. Therefore the 3 tasks are assigned to the group of people who have the required role, e.g. Finance Manager for the finance task. Then one of the persons with the role has to take the task and make it her/his own. In your MY TASK table, click on the filter in the middle of the page and change it to ASSOCIATED.

Then click on a object name. The related SRFQ will open. Then click on the ACCEPT TASK command inside the Task Instruction tab.

The Task Instructions change and show a new instruction e.g. ENTER MASTER PROJECT CODE (see next chapter). The task will also change to become a personalized task which then is listed in your My TASK List.



3.5.4.2 Finance

The only Task Instruction shown is ENTER MASTER PROJECT CODE. Click on ENTER MASTER PROJECT CODE. The window for editing the mandatory fields of finance will be displayed.

Remove the commands as shown in the picture above. Enter the information according to the table

below... Make YZK1 also a mandatory attribute. Project Code Unique project number within F&A project list Project Code Descr. Project description within F&A project list Master Project Code One of the unique project codes from the F&A list.

(Normally SRFQ projects are master projects. Therefore the Project Code and Master Project Code are the same.)

Master Proj. C. Descr. Project description within F&A project list. JDE The matrix SRFQ code as enterd in F&A list. (Not required to enter) YZK1 and 2 SAP BDP Number(s) assigned to project according F&A list.



3.5.4.3 Costing Eliminate Completely For costing the task is ENTER LABOUR RATE.

If you click on the task instruction the mandatory field(s) are displayed and can be entered.



3.5.4.4 Manufacturing Planning For manufacturing planning the task instruction ASSIGN PRODUCTION SITE will be displayed.

Remove the commands as shown in the picture above. To assign the production site click on the 3-dotted button. This will open a list of selectable production sites. Choose one by clicking into the respective radio button.

The list of production sites is populated by 2 attributes evaluated on the sites: - Affiliate - Manufacturing Site If a manufacturing location does not appear, it is either not yet existing or not classified correctly.

3.5.4.4.1 The manufacturing approvals are assigned according to the following rule:

1. The system check s if the RFQ Type is EIBU or not-EIBU. a. if the RFQ type is EIBU, the system checks at the department "EIBU" who the

person(s) in the role yel_sag_ManufacturingManager is(are)? Then it assigns a task to that person(s).

b. If it is not-EIBU all persons in the role yel_sag_ManufacturingManager will receive a mail (and can take the task), except the persons at the department "EIBU".



3.5.4.5 Task Completion in Information Input Once all mandatory fields have been completed the task to approve the SRFQ can be completed.

Once all tasks have been approved, the SRFQ will be promoted into the lifecycle state PROJECT CREATED PCE APPROVAL. PICTURE MISSING



3.5.5 In State “PCE Approval” (rename state “Project Created”) When this state is reached, the system creates the necessary tasks for the role “Functional Controller” (FC) to start the LBP process and informs the FC via eMail. See task definition…. The persons occupying the role “Functional Controller” differ from customer to customer (BU to BU), and they differ with the project type, WH or EIBU. Considering the responsibility table below, there will have to be a role “BU Controller”, a role “BU Controller EIBU”, a role “Functional Controller WH Sales”, a role “Functional Controller EIBU Sales” and so on. Altogether 22 new roles!!! See roles table…. The FC is assigned to the BU-Sites by administrators. The system evaluates the attribute BUSINESS UNIT and RFQ TYPE of the SRFQ and assigns tasks accordingly…

• if RFQ TYPE is NOT EIBU to “Functional Controller WH….” at the Business Unit site identified via the selection in the attribute “Business Unit”.

• if RFQ TYPE is EIBU to “Functional Controller EIBU…” at the Business Unit site identified via the selection in the attribute “EIBU Customer”.

Each new separation in the table below, e.g. the creation of a new BU XXX will require the creation of a BU site in ASL / eMatrix to address the proper persons. EIBU picture / roles missing!

Representative responsibility chart of FC

Each task assignee has to upload the PCE document of his/her function to the correct Folder in the project / workspace connected to the SRFQ. See chapter “PCE file storage location”. In order to do this, each “Functional Controller” shall be made a member of the project- or workspace created by and related to the SRFQ. Each uploaded PCE document shall be (automatically) linked into the “YPMS table”. Every time a FC has completed his task, the system will create the task for the respective FH and inform this FH via email. Please find the exact definition of that function in the chapter Matching of Functional Controller and Functional Head.



3.5.5.1 YPMS Table The YPMS table is a new table in the type tree menu of the SRFQ. If clicked, a new page showing a table with the following content opens. The table has in the first column all business functions represented. Additionally in the last row, the “status” of the SFFR Approval, a link to the LBP file. The header row shall indicate the “YPMS” (whatever it may be called) phases. The headers are prefilled with the shown phase indication. After the last column (Phase 6) shown below, there are additional headers which can be edited (SOP+1, SOP+2, …, SOP+6).

Each field in the table shows a link to a PCE file (if available) in the defined Folder in the project / workspace connected to the SRFQ. The link shall be clickable by any user who has access to the SRFQ.

3.5.5.1.1 PCE file storage location The table has to check in the respective folder for files with names which contain the terms as indicated in the table shown in the picture above, e.g. “YEL-PL-P-01_F3”. Since the file names do not differentiate between the project phases for which the files are prepared, they have to be stored in Phase-related folders in the project- or workspace. Therefore the system has to check in separate folders in order to populate the table. One folder represents one column in the table. E.g. “17.01 GATE0” as shown in the screenshot above. Open questions: How to deal with in-mass-production phases? Extend table? GPMS meeting YC Dec. ‘16 How to deal with Phase 2 which is separated out in the table but not in the YPMS folders? Change file name strategy????



3.5.5.1.2 LBP file storage location The LBP file shall also be linked into the YPMS table, into the last row called “SFFR Approval”. The file is located in the folder matching the current project phase, e.g. “17.01 GATE0”. The file name to be checked for contains: “YEL-PL-P-01_F1”.

3.5.5.2 PCE file approval and rework Once the “Functional Controller” has completed his task, the system will create a tasks for the respective role “Functional Head” (yel_sag_EVPSM) at the BU site defined in chapter “Matching of….”. The task of the FH is to review and approve the uploaded PCE document. To do this, the FH accesses the YPMS table and clicks on the link provided there. This will open the PCE file. In order for this to work, the FH must have read access to the project- or workspace. This access shall be controlled by the FH being a member of the project- and workspace template. Because the CF Heads have to deal with WH- as well as EIBU projects, they also must have a project license. The system shall be set up in such a way that the license is never removed from a FH. If a FH rejects, the system shall reassign the task for PCE upload to the respective “Functional Controller” and send that FC an email. See definition of email…. The relationship between the FH and FC is established according to definition in chapter “Matching of….”. The approval of the FH is given by completing / approving the task. Only if all FH tasks are approved, the system will promote the LC to the next state.

3.5.6 In the state “LBP Functional Approval” In this state the system assigns a task to the “BU Controller Finance”. See responsibility matrix. The BU Controller Finance uses the PCE documents to generate the “LBP file”. This file is then discussed and reviewed in the SFFR meeting and afterwards uploaded to eMatrix and approved. See defined file folder location. When the BU Controller approves his task, the system promotes the LC to the next state. When the LBP is not accepted, some PCE documents have to be revised. The BU Controller rejects his task. This reject opens the task window. In this task window, there shall be a multiple selection list, by which the BU controller can define which function has to revise the PCE. The system shall only create “Functional Controller” tasks for the selected functions. All other functions shall not receive a task. The LC of the SRFQ will be demoted to state “PCE Approval”.

3.5.7 In the state “LBP Approved”

In this state, the SRFQ is waiting for the BU Controller to start the next phase. In order to do this the BU controller can manually demote the LC to the state “PCE Approval” which shall trigger all tasks for all FCs. The demote function shall be available in the Actions menu in the same way as shown in the picture. The demote command shall be called “Start next YPMS phase” The BU Controller shall also be able to promote the SRFQ into “Project Terminated”.



3.5.8 In the state “Project terminated” In this state only the administrator shall be allowed to demote the SRFQ into the previous state. Method, same as above. Command shall be called “Demote to LBP APPROVED state”. Also see chapter Terminate Project.

3.5.9 In the state “RFQDeclined” This is an old state which can no longer be used. There will be old SRFQs available in this state.

3.6 Task Delegation

3.6.1 Task delegation in state “Information Input”.

In some LC states, the user also has the possibility to delegate the task.

If clicked on the command “Delegate Task”, the screen will open the delegate window. Click on the 3-dotted button. The system will open the list of users to which this particular task can be delegated (List can also be empty). The normal delegation candidates are the users in the system which have the same role and which are active at this point of time. Select the person you want to delegate to. Submit the person to the Delegate Task window, Enter a comment and press DONE. The change will become effective immediately. You can see the new name in the task section of the SRFQ. The new task owner will be informed by email. Delegate tasks to…. The group of people the tasks can be delegated to depends on the lifecycle status and the role the task is assigned for. In information Input, the detail functions are as follows (system behavior):

1. Get the previous owner of the task (which is a role, in case one person has more than 1 assigned task this step is required to determine the group of users, Costing, Manufacturing or Finance)

2. If role is yel_gen_RouteDummy then take yel_sag_ManufacturingManager role instead. 3. If the previous task owner is yel_gen_CostingManager, then take that role and display all

members of that role for delegation. 4. Does not work with a costing task!!!

3.6.2 Task delegation in state “PCE Approval”. Allow task delegation to any user Check if any user has the rights to perform the necessary action. Can the system automatically assign the necessary rights to any user the task is delegated to ???



3.7 Terminating a Project In several LC steps the command “Promote to Project terminated” is available in the Burger Menu. If this command is used, the system will display a security question “You have selected to terminate this project! Do you really want to do this?” A click on “Confirm” shall promote the SRFQ.

3.8 Adding Files to SRFQ In the SRFQ menu DOCUMENTS, it is possible to attach files to the RFQ.. If you click on DOCUMENTS the Folders table will be displayed. You can create a new folder by clicking on the “Burger Menu” and select ‚Create Folder‘…

Then click on CATEGORIES (of the folder) and select ATTACHMNETS.

The standard costing file automatically created and uploaded to each SRFQ is displayed and can be downloaded via the ACTIONS buttons.

Additional files can uploaded by clicking on ACTIONS…



4 Functional Specification

4.1 Roles Friendly Name System name Business Function RFQ User and Creator yel_sag_Employee PIRAS-Role. These Persons raise SRFQs. They

have to be linked to a LOCATION and can see only the RFQs of that location.

RFQ Account Manager_EIBU yel_sag_CSCManager_EIBU PIRAS-Role. RFQ Account Manager HV. This role gives the first approval on an RFQ. The PIRAS has to be connected to a customer site

RFQ Account Manager_HV yel_sag_CSCManager_HV RFQ Account Manager_CV yel_sag_CSCManager_CV RFQ Account Manager_WH yel_sag_CSCManager Administrative Role for RFQ Process

yel_sag_Configurator Administrative Role to configure RFQ Process. This role enables enhanced edit-functionality on S-RFQ

Finance Member yel_sag_FinanceManager This Person receives finance tasks and enters the project number and SAP BDP code into RFQs. Can see ALL S-RFQs.

Costing Member yel_sag_CostingManager Global Role. This Person receives costing tasks and enters the costing info in RFQs. Can see ALL S-RFQs.

Manufacturing Member yel_sag_ManufacturingManager

This Person receives tasks for manufacturing planning and enters the production location into RFQs. Can see ALL S-RFQs.

RFQ BU Head (and Functional Head)

yel_sag_EVPSM PIRAS-Role. BU Head or Functional Head. BU Head approves or rejects RFQs. FH approves PCE documents. Can see ALL SRFQs.

S-RFQ Viewer

yel_sag_Viewer This person is allowed to see all S-RFQs without actively participating in the process

Distribution Member yel_sag_Distribution Global Role. This person receives information mails from the RFQ process (Not all mails, only some). Can see ALL S-RFQs.

yel_sar_NewRFQControlSheetError

This role receives an email and a task if a SRFQ cannot find a real person to assign the task to.

SpecialMailGroup Member (Currently Inactive.)

yel_sag_SpecialMailGroup Role to receive mail notification when a new EIBU-Project was created out of a Sales-RFQ.

Functional Controller WH Sales tbd prepare and upload PCE document Functional Controller WH D&D Tbd prepare and upload PCE document Functional Controller WH SM Tbd prepare and upload PCE document Functional Controller WH MP Tbd prepare and upload PCE document Functional Controller WH ME KSK Tbd prepare and upload PCE document Functional Controller WH ME Batch Tbd prepare and upload PCE document Functional Controller WH Logistics Tbd prepare and upload PCE document Functional Controller WH IT Tbd prepare and upload PCE document Functional Controller WH C&P Tbd prepare and upload PCE document Functional Controller EIBU Sales tbd prepare and upload PCE document Functional Controller EIBU D&D Tbd prepare and upload PCE document Functional Controller EIBU SM Tbd prepare and upload PCE document Functional Controller EIBU MP Tbd prepare and upload PCE document Functional Controller EIBU ME KSK Tbd prepare and upload PCE document Functional Controller EIBU ME Batch

Tbd prepare and upload PCE document

Functional Controller EIBU Logistics Tbd prepare and upload PCE document Functional Controller EIBU IT Tbd prepare and upload PCE document Functional Controller EIBU C&P Tbd prepare and upload PCE document Functional Controller COMBU Tbd prepare and upload PCE document Business Unit Controller Finance WH

Tbd PIRAS Role. Upload LBP document approved on Sales and Finance Functional Review (SFFR) meeting.

Business Unit Controller Finance EIBU

tbd PIRAS Role. Upload LBP document approved on Sales and Finance Functional Review (SFFR) meeting.



4.2 Rights Table State Action

(not mentioned – possible for task owner)

Role (not mentioned - NO rights)

Create yel_sag_Employee InWork View (all) Object Instances (of rel. location) yel_sag_Employee (of related location), RFQ

account manager (of related location), all roles specified in chapter “Viewing Rights on SRFQ”.

Promote (task) owner Modify Attributes owner Create Folder / Upload Documents yel_sag_Employee (of related location),

yel_org_Administrator CSC View (all) Object Instances Same as “In Work” Promote Task Owner (RFQ account manager of SRFQ) Demote Task Owner (RFQ account manager of SRFQ) Modify attributes Task Owner (RFQ account manager of SRFQ) Create Folder / Upload Documents yel_sag_Employee (of related location),

yel_org_Administrator Promote to “Project terminated”. Task Owner (RFQ account manager of SRFQ) EVP Sales View (all) Object Instances Same as “In Work” Promote Task Owner (BU Head of SRFQ) Demote Task Owner (BU Head of SRFQ) Modify attributes Task Owner (BU Head of SRFQ) Promote to “RFQ Declined” “Project

terminated”. Task Owner (BU Head of SRFQ)

Information Input

View (all) Object Instances Same as “In Work”

Promote All Task Owners together Demote (to InWork) One Task Owner Modify attributes Each Task Owner (no change) Create Folder / Upload Documents yel_sag_Employee (of related location),

yel_org_Administrator Promote to TERMINATED RFQ account manager of SRFQ, PM, Admin PCE Approval


Promote All Task Owners (Functional Heads) together Demote (to xxx) ------------------------- Modify attributes BU Controller, PM, KAM Promote to TERMINATED BU Controller, PM, Admin Create Folder / Upload Documents yel_sag_Employee (of related location),

yel_org_Administrator, BU Controller LBP Functional Approval


Promote BU Controller Demote (Selectively to functions) BU Controller Modify attributes BU Controller, PM, KAM Promote to TERMINATED BU Controller, PM, Admin Create Folder / Upload Documents yel_sag_Employee (of related location),

yel_org_Administrator, BU Controller LBP Approved


Promote to TERMINATED BU Controller, PM, Admin Demote to PCE Approval BU Controller Modify attributes BU Controller, PM, KAM Project terminated


Demote Yel_org_Administrator



4.2.1 Access assignments for project- and workspace The system shall assign access rights to the project- and workspace to the users in the following SRFQ roles automatically:

- Owner (of SRFQ) - RFQ Account Manager - BU- HEAD (of selected BU) - Functional Controller (of selected BU) - Functional Heads (of CF BUs)

The assignment takes place in the transition from state CSC to state “Sales EVP”. (The owner and PM are already today assigned at this point in time). The system shall then analyze, using the rules outlined in chapter “Definition of user Assignment”, who the AM, FC, FH and BU-Head are and also assign these users to the project- or workspace.

4.3 Attribute Definition table (still subject to changes) Attribute Name Mandatory LC Modification LC YPMS Start Phase In Work Project Manager CSC RFQ Type Create Business Unit Create, In Work, CSC Customer Project code Create, In Work, CSC Contract State In Work Contract State Comment --- Profit Center In Work Carline Create Customer Create Products Create No. of part Numbers Create Customer Service Center Create Create Notes/Comments --- JDE Information Input YZK1 YZK2 Project Code Information Input Project Code Description Information Input Master Project Code Information Input Master Project Code Descr. Information Input How to read: The attribute in the first column is mandatory in the lifecycle state(s) mentioned in the second column and can be modified in the lifecycle state(s) mentioned in the third column.



4.4 Definition of user assignment

4.4.1 RFQ Account Manager In order to overcome the situation that we have individual Account Managers for WH and EIBU but can only assign one in that role to the customer, additional Account Manager roles are introduced to the system. System name Friendly name / Name yel_sag_CSCManager_EIBU RFQ Account Manager_EIBU yel_sag_CSCManager_HV RFQ Account Manager_HV (currently not used) yel_sag_CSCManager_CV RFQ Account Manager_CV yel_sag_CSCManager RFQ Account Manager_WH That way we are able to assign one CSC Manager for each customer / commodity configuration according to the matrix shown below (for approval in state “CSC”). “RFQ Type” Selected Business Unit Approved by…. EIBU CV BU RFQ Account Manager_EIBU EIBU Other RFQ Account Manager_EIBU Low Voltage WH CV BU RFQ Account Manager_CV Low Voltage WH Other RFQ Account Manager_WH High Voltage WH CV BU RFQ Account Manager_CV High Voltage WH Other RFQ Account Manager_WH The persons behind the roles “RFQ Account Manager” are always found at the related customer site.



4.4.2 The BU Head approvals …are assigned according to the matrix shown below (for approval in state “Sales EVP”)... “RFQ Type” Selected Business Unit Approved by…. EIBU CV BU BU Head EIBU EIBU Other BU Head EIBU Low Voltage WH CV BU BU Head CV Low Voltage WH Other BU Head WH High Voltage WH CV BU BU Head CV High Voltage WH Other BU Head WH The persons behind the roles “BU Head” are found at the locations specified below.

• BU Head EIBU - Person in role yel_sag_EVPSM at the department "EIBU" (USN 6518). • BU Head EIBU - Person in role yel_sag_EVPSM at the BU site "EIBU" (USN 30235). • BU Head CV - Person in role yel_sag_EVPSM at the depar’t "CV BU" (USN 1000000176) • BU Head CV - Person in role yel_sag_EVPSM at “BU Commercial Vehicles” USN 30237 • BU Head WH - Person in role yel_sag_EVPSM at the related Business Unit site.

USN = Unique Site Number

Rules according to table above…

• When the RFQ-Type "Low Voltage Wiring Harnes" (WH) is selected the system assigns a task to the role yel_sag_EVPSM at the related BU site. This signature is skipped if “CV BU” is selected.

• If the RFQ type is "EIBU", the system assigns a task to the person in the role yel_sag_EVPSM at the BU "EIBU", independently of the setting of the business unit attribute, e.g. BU Commercial Vehicles.

• If "High Voltage Wire Harness" (HV) is selected, the system assigns a task to the PIRAS with the role yel_sag_EVPSM at the department "COMBU-HV", and additionally to the WH BU Head at the BU site or –if “CV BU” is selected, to the CV BU Head.

• If "CV BU" (Commercial Vehicle) is concerned (Business Unit Commercial Vehicles), the system assigns a task to the person with the role yel_sag_EVPSM at the BU "Commercial Vehicles".



4.4.3 The RFQ Functional Controllers …are assigned according to the rules outlined in chapter “In State PCE Approval”.

4.4.4 Matching of Functional Controller and Functional Head The picture gives an overview of the PIRAS assignments used for that function.

1. The sites below the parent YEL-BU (ASL ID 30228) contain 2 types (See chapter Business Unit). The

ones transferred from GPDB (Customer BU sites with site ID) and the ones only existing in eMatrix (Central Function sites).

2. The FC are only assigned to the customer BU sites (because there is one person with the role FC-WH-Sales responsible for one customer and another person with the same role for another customer).

3. The FHs are assigned to the Central Function sites, because there is always only one person and the role is the same as the BU Head (which is assigned to the customer BU sites).

4. By the role name, each FC can be related to a Central Function site. E.g. the “Functional Controller WH D&D” relates to the central function site “BU R&D Engineering”.

5. When a FC completes his task in the state PCE Approval, the system must assign the approval task to the FH. The FH is found by the mapping of the FC role to the central function site of the FH.

6. When the task is rejected by the FH and a new task for the FC has to be created. The FC is found by checking which person is entered in the role “Functional Controller WH D&D” (the role which triggered the task to the FH) at the corresponding Customer BU site.

Role Corresponding central function site Function acc. YPMS Functional Head Functional Controller WH Sales Functional Controller EIBU Sales Functional Controller WH D&D BU R&D Engineering H. Rixen Functional Controller EIBU D&D BU R&D Engineering H. Rixen Functional Controller WH SM BU SM B. Woepkemeier Functional Controller EIBU SM BU SM B. Woepkemeier Functional Controller WH Logistics BU SM B. Woepkemeier Functional Controller EIBU Logistics BU SM B. Woepkemeier Functional Controller WH C&P BU Strategic Planning & Controlling C. Gast Functional Controller EIBU C&P BU Strategic Planning & Controlling C. Gast Functional Controller EIBU MP BU Central Manufacturing Support C. Bayley Functional Controller WH MP BU Central Manufacturing Support C. Bayley Functional Controller WH ME KSK BU Central Manufacturing Support C. Bayley Functional Controller EIBU ME KSK BU Central Manufacturing Support C. Bayley Functional Controller EIBU ME Batch BU Central Manufacturing Support C. Bayley Functional Controller WH ME Batch BU Central Manufacturing Support C. Bayley Functional Controller EIBU IT BU IT H. Spehl Functional Controller WH IT BU IT H. Spehl Functional Controller COMBU COMBU H. Rittstieg

In the “Persons” table of these sites, the roles “Functional Head” and “Functional Controller” shall be unique. If a second PIRAS is going to be assigned, the system shall give an error message, same as IDDO Engineering manager.



4.4.5 BU and EIBU-Customer definition of pull-down table and reference to site IDs

Only the sites which have an ASL site ID, and are therefore also existing in ASL, are made available for selection. Other sites, e.g. CF BUs like “BU HR”, which have no ASL site ID, are not listed. A site here represents a business object in the database. The sites which represent a customer are created in ASL / GPDB database, therefore the ASL ID. Using the selection of an attribute value e.g. VW Group, the system shall check at the site with USN 30242 for users and roles. Note that the items in the pull-down list differ from the names of the BU sites! This is because when uses as EIBU-Customer, it would confuse users if they had to select a BU.

o >empty< (default) o VW Group USN 30242 o JLR USN 30231 o PSA USN 30230 o Toyota USN 30229 o Honda USN 30232 o GM USN 30233 o Avtovaz USN 30241 o BMW USN 30240 o Fiat USN 30239 o Commercial Vehicles USN 30237 o Ford USN 30236 o Renault-Nissan USN 30238 o EIBU USN 30235 o Marketing & EDS Business Development USN tbd

4.5 Viewing Rights on SRFQs A user is allowed to see a SRFQ if: 1) Person is owner(creator) of SRFQ 2) person with role (e.g. yel_sag_Employee friendly name RFQ User and Creator) at CSC (PIRAS) is

linked to the same CSC (Location) as the SRFQ. If a user has role yel_sag_CSCManager, he also has to be assigned in that role to the CSC (eMatrix Business Unit). Otherwise the rights settings will not work.

3) he is linked in the same role to the SRFQ and the Customer to which the SRFQ is linked. 4) no (viewing) restrictions for persons with one of these roles assigned:

yel_sag_Configurator yel_sag_FinanceManager yel_sag_CostingManager yel_sag_ManufacturingManager yel_sag_EVPSM yel_sag_Viewer

5) Person in the role yel_sag_Distribution can see all SRFQs, but cannot modify them.



4.6 Task Definitions

4.6.1 FC PCE upload task Owner: “Functional Controller WH…or EIBU….” at the Business Unit site identified via

…(see chapter PCE Approval.) Task Name: “Upload PCE file” Task Text: “Please upload the PCE file of your function to the gate review folder “17.0x GATEX” matching the current project phase. Then complete your eMatrix task. Click on ACTIONS and COMPLETE TASK. #### Any task COMMENT you enter will be included in the mail to the FH.”

4.6.2 FH PCE Approval Task Owner: “Functional Head” of the Business Unit site identified via … see chapter xxx Task Name: “Approve PCE file” Task Text: “Please check and approve the uploaded PCE file of your function. Download the file from the SRFQ YPMS table. Then complete your eMatrix task (click on ACTIONS and APPROVE TASK). If you REJECT TASK, the COMMENT you enter will be included in the mail to the FC.”

4.6.3 BU Controller LBP upload task Owner: “Business Unit Controller- WH or -EIBU” at the Business Unit site identified via the

selection in the attribute “Business Unit” or “EIBU Customer”. Task Name: “Upload LBP file” Task Text: “Please upload the LBP file to the gate review folder “17.0x GATEX” matching the current project phase. Then complete your eMatrix task. Click on ACTIONS and COMPLETE TASK.”



4.7 eMails

Each change in the lifecycle, forward (promote) or backwards (demote) is supported with a mail sent to the person or group of persons which are supposed to take the next action.

4.7.1 eMail No.0 SRFQ Created (Creator reminder mail) Trigger: SRFQ created in status “IN WORK” To: Owner CC: . Mail Subject:

“Sales RFQ <’SRFQ Number’> created – Date: <Date & Time> Mail text:

Please complete the creation of Sales RFQ <’SRFQ Number’>. In order to do this, enter the required data and complete this task. The Sales RFQ will then be promoted to the next state. <(automatic matrix link pointing to SRFQ Object)>

4.7.2 eMail No.1 SRFQ Created Trigger: LC Status promote from “IN WORK” to “CSC” To: Person(s) in role “yel_sag_CSCManager_>RFQ Type<” at the related customer site. CC: . Mail Subject:

“Sales RFQ <’SRFQ Number’> promoted – Date: <Date & Time> Mail text:

The Sales RFQ <’SRFQ Number’> was created by <user name> with the following comment: ######################################## <Comment as entered in task> ######################################## Please review the Sales RFQ <’SRFQ Number’> to complete this task. The Sales RFQ will then be promoted to the next state. Date: <Date & Time> <(automatic matrix link pointing to SRFQ Object)>



4.7.3 eMail No.2 (WH) SRFQ Promoted Trigger: LC Status promote from “CSC” to “Sales EVP” To: Person(s) in role “yel_sag_EVPSM” according to the BU Head approval matrix. CC: yel_sag_Distribution. . Mail Subject:


The Sales RFQ <’SRFQ Number’> connected with 'Workspace' <’Workspace Number’> was promoted by <user name> with the following comment: ######################################## <Comment as entered in task> ######################################## Please review the Sales RFQ <’SRFQ Number’> to complete this task. The Sales RFQ will then be promoted to the next state. Date: <Date & Time> <(automatic matrix link pointing to SRFQ Object)>

4.7.4 eMail No.2 (EIBU) SRFQ Promoted Trigger: LC Status promote from “CSC” to “Sales EVP” To: Person(s) in role “yel_sag_EVPSM” according to the BU Head approval matrix. CC: yel_sag_Distribution . Mail Subject:


The Sales RFQ <’SRFQ Number’> connected with 'Project Space' <’Project Number’> was promoted by <user name> with the following comment: ######################################## <Comment as entered in task> ######################################## Please review the Sales RFQ <’SRFQ Number’> to complete this task. The Sales RFQ will then be promoted to the next state. Date: <Date & Time> <(automatic matrix link pointing to SRFQ Object)>



4.7.5 eMail No.3: Workspace (Project in EIBU case) created Trigger: LC Status promote from “CSC” to “Sales EVP” To: Person(s) defined as Program Manager in the SRFQ CC: All persons mentioned in the currently valid WH-xxxx or EI-xxxx project template. (If the

persons in the template change, the list of persons receiving this mail changes accordingly). . Mail Subject (for WH projects, Low- and High Voltage):

New workspace <’Workspace Number’> was created by Sales RFQ <’Sales RFQ Number’> Mail Subject (for EIBU projects):

New project <’Project Number’> was created by Sales RFQ <’Sales RFQ Number’> Mail text:

The project <’Project Number’> with the description <’(SRFQ) Customer Project Code’> ' has been created for which you have been appointed Project Manager. Please proceed to set-up the project with members and access rights. In case you want support with this please use the project set-up template available in the YPMS2 webpage. Then proceed to upload project documents. One of the first project documents you should upload is the Customer RFQ package (in folder 04.01.01). <(automatic matrix link pointing to project / workspace)>

4.7.6 eMail No.4: New Project approved Trigger: LC State promoted from “Sales EVP” to “Information Input” To: Person(s) in role “yel_sag_EVPSM” at the related customer site. Owner, RFQ Account Manager and Project Manager of related RFQ. CC: yel_sag_FinanceManager, yel_sag_CostingManager, yel_sag_ManufacturingManager

(according to the rules outlined in chapter The manufacturing approvals), Person(s) in role “yel_sag_EVPSM” at the department “Engineering” (Unique site ID: 6307). Mail Subject:

“New Project <Customer Project Code> officially approved via SRFQ <SRFQ No.> by BU HEAD for <’Customer’>, Carline: <’Carline’>.

Mail text: A New Project has been approved. ####The established project code is '<’Project code from workspace or Projectspace’>'. #### Responsible Location: <’Location’>. #### Project Owner: <’Project Manager’>. #### Profit Centre Code: <’Profit Centre Code’>. (one carriage return)

#### Finance, please check if above information makes sense (profit centre location matches location of requesting department etc.). #### Finance, please update the matrix SRFQ with the finance project number and SAP Code. (one carriage return)

#### Manufacturing Planning, please enter the production location. (one carriage return)

#### Costing, please enter the labour rate. (one carriage return)

Thank you for your cooperation in creating this project!

The following comment has been entered by <’Task Owner’>: ########## .

########## <(automatic matrix link pointing to project / workspace)>



4.7.7 eMail No5.: RFQ declined Trigger: LC Status promoted to “RFQ Declined” To: RFQ Account Manager and Project Manager of related RFQ. CC: ---- . Mail Subject:

“Sales RFQ <’SRFQ Number’> declined – Date: <Date & Time> Mail text:

“Sales RFQ <’SRFQ Number’> connected with Project Space < Project Space number> was declined by <user name who promoted> with the following comment: ######################################## <Comment as entered in task> ######################################## Please review the Sales RFQ <’SRFQ Number’> to complete this task. The Sales RFQ will then be promoted to the next state. Date: <Date & Time> <(automatic matrix link pointing to SRFQ Object)>

4.7.8 “CONTRACT STATE update required” email Trigger: 1. All SRFQs in any state, except “Project Cancelled” and “Project Terminated”

are fetched from DB. 2. Only those SRFQs are taken, which have “Pre-RFQ”, “RFQ” Awarded” or

“Target” in the contract state attribute value. 3. From those SRFQs only those are taken, where “Quotation Due” date is less

than “Today – 30 days” (today minus 30 days). To: “Project Manager” of related SRFQ. CC: ---- . Mail Subject: “Quotation Due Date: <Date & Time> has passed. CONTRACT STATE should be updated. Mail text:

The Sales RFQ <’SRFQ Number’>has a Quotation Due date of <Quotation Due Date>. Is the customer decision available? If Yes, please update the CONTRACT STATE in the below linked SRFQ. If the project has been awarded, a Profit Centre Code has to be selected or a new one requested. Please click on the link below to get to the SRFQ.

<(automatic matrix link pointing to SRFQ Object)>



4.7.9 “Project Awarded” eMail Trigger: Attribute value of “CONTRACT STATE” changed to “AWARDED” To: Person(s) in role “yel_sag_EVPSM” (BU Head) of related SRFQ at the related customer site.

Person(s) in role “yel_sag_Finance”, project manager (of related SRFQ), RFQ Account Manager (of related SRFQ).

CC: Person in role “yel_pmg_Finance” at the related SRFQ location >Customer Service Center (CSC)<. (This is the solution for local finance people and BU Controller).

.Mail Subject: “Project <Project Code (of Related Project or workspace)>/ <Customer Project Code (Attribute of SRFQ)> for

<Customer (Attribute of SRFQ)> has been awarded.” Example: “Project WH-3599 / W23MV for PLASTIC OMNIUM has been awarded.” Mail text: (one carriage reuturn)

The above mentioned project has been awarded. The Profit Centre Code >(Attribute value of SRFQ)< has been selected. If no Profit Centre is mentioned, a new Profit Centre has been requested to finance in a separate mail. If a PC is already existing, only a new Cost Center must be created.

(one carriage return)


4.7.10 “New Profit Centre Code required” email Trigger: Tick box “New Profit Centre required” is ticked. To: Person(s) in role yel_sag_FinanceManager CC: “Project Manager” of related SRFQ.

“Owner” of related SRFQ. . Mail Subject:

“New Profit Centre Code requested in SRFQ<’SRFQ Number’>, Project <Project Code (of Related Project or workspace)>/ <Customer Project Code (Attribute of SRFQ)> for <Customer (Attribute of SRFQ)>.”

Mail text:

The above mentioned project has been awarded. The Sales RFQ has requested a new Profit Centre Code to be created.

Sales Location: >(Attribute value of SRFQ attribute “Customer Service Center (CSC)”)< Production Location: >(Attribute value of SRFQ attribute “Production Site”)< BU: “Please use the following information to derive the BU.” Customer: >(Attribute value of SRFQ attribute “Customer”)< Carline Code: >(Attribute value of SRFQ attribute “Carline”)< Product Type: >(Attribute value of SRFQ attribute “RFQ Type”)< Products: >(Attribute value of SRFQ attribute “Products”)< PC Owner: >(Attribute value of SRFQ attribute “RFQ Account Manager”)<

Please create a new profit center (PC) code and cost center (CC) code and update SRFQ and F&A intranet accordingly. Also sub-projects (IDDO, ComBU projects) should be updated if appropriate.

Please check if the request is in line with accounting rules and create the new code if appropriate. Please inform the requestor. Please click on the link below to get to the SRFQ.




4.7.11 Error email Trigger: SRFQ cannot be promoted from “IN WORK” to “CSC”, Check failed for….

Customer site selected in SRFQ has a person in each of the role • BU Head WH (for the other RFQ types the BU Head is found at a department). • Account Manager XXX, where XXX is the resulting RFQ type (incl CV BU selection)

o and in EIBU case that person has a full project license (otherwise the project creation will fail).

To: Person(s) in role “yel_sag_ERROR-Role”, RFQ Creator. CC: ---- . Mail Subject:

“Sales RFQ <’SRFQ Number’> promotion from IN WORK to CSC failed!” Mail text: (one carriage reuturn)

Promotion failed because role assignment at customer or project license missing!

Reason: Check failed, because customer site selected in SRFQ should have a person in each of the role BU Head or Account Manager and in EIBU case that person should have a full project license.

SRFQ Type: >RFQ type from SRFQ< (e.g. EIBU) (one carriage reuturn)


4.7.12 SAP BDP Code assigned to Master Project Code Changed - eMail Trigger: Attribute YZK1 or YZK2 updated (by finance) To: PM of related SRFQ, role >EPS Supvervisor< CC: ---- . Mail Subject:

“BDP Code assigned to Project <Customer Project Code>, Sales RFQ <’SRFQ Number’>!” Mail text: (one carriage reuturn)

“The BDP-Project-Code of Sales RFQ <’SRFQ Number’> was changed to <Attribute YZK1 of SRFQ> by <user name who updated the SRFQ> This project is represented in eMatrix by the code '<’Project code from workspace or Projectspace’>'.

(one carriage reuturn)

“Link to Sales RFQ” <(automatic matrix link pointing to SRFQ Object)> (one carriage reuturn)

“Link to Project” <(automatic matrix link pointing to project / workspace)>



4.7.13 Task Delegated - eMail Trigger: Task delegated in state “Information Input”. To: New task owner CC: Previous task owner . Mail Subject: See picture Mail text: See picture

4.7.14 “PCE file upload requested” email Trigger: 1. All SRFQs in any state, except “Project Created” are fetched from DB.

2. Only those SRFQs are taken, which have “Pre-RFQ” or “RFQ” Awarded attribute value.

3. From those SRFQs only those are taken, where “Quotation Due” date is less than today – 30 days.

To: “Project Manager” of related SRFQ. CC: ---- . Mail Subject: “Quotation Due Date: <Date & Time> has passed. CONTRACT STATE should be updated. Mail text:





4.7.15 “PCE file uploaded and waiting for approval.” email Trigger: 1. All SRFQs in any state, except “Project Created” are fetched from DB.






4.7.16 “PCE files approved” email Trigger: 1. All SRFQs in any state, except “Project Created” are fetched from DB.






4.7.17 “LBP file uploaded” email Trigger: 1. All SRFQs in any state, except “Project Created” are fetched from DB.





4.8 System check for approvers In order to

• have all customers and all carlines avaialable in the selection when creating a SRFQ • and not having to maintain all sites with roles for which there might not be a user available • and to avoid RFQs send to nowhere and staying unattended for a long time

the system shall check as early as possible, when the user tries to complete the task (promote the lifecycle to state “CSC”), if the selected customer site has a person in the role

• Account Manager XXX, where XXX is the resulting RFQ type (incl CV BU selection) o and checks if that person has a full project license (EIBU case, otherwise the

project creation will fail). • BU Head WH (for the other types the BU Head is found at a department).

If not both requirements are true, the system displays an error message and sends an email to the user and the RFQ Error role. See Error email. Error Message to be displayed to user:



4.9 SRFQ appearance in Matrix In the screenshot you can see two standard reports for SRFQ highlighted in the menu. The table My SRFQs is available also for PMs with no particular role in SRFQ process and shows them all the SRFQs they are related to. The table “Sales RFQs” in Matrix has a default setting which is defined in the table below. From Left (top) to right (bottom)… RFQ Number Owner RFQ Type Project Manager Master Project Code YZK1 YZK2 Project Manager Products Customer Carline Customer Project Code Customer Service Center (CSC) State Contract State Originated Phase 0 Kick Off Date Start of Production Customer (expected) RFQ Issue Date Quotation Due Expected Customer Decision Business Award Icon You can filter your report by clicking on the filter button and then select the filter option that applies to your needs.



4.10 Migration • Automatically change all SRFQs which the Contract State set to “Not Awarded” into the LC

state “Project terminated”. • Attribute “Commercial Vehicle BU” is changed to Business Unit. For all SRFQs which have

YES, change to “Commercial vehivle BU”. • For all which have NO, leave it empty.