Upload
lacey-bostick
View
214
Download
0
Tags:
Embed Size (px)
Citation preview
–
SIS MISCELLANEOUS @ SWISS INTERNATIONAL AIR LINESICH USER GROUP MEETING KUALA LUMPUR
OCTOBER 2010
–
| Change content using menu "View", "Header and Footer"2
SIS @ SWISS INTERNATIONAL AIR LINESMAIN TOPICS
− How does SWISS as an example of a small carrier deal with the SIS project?
− Where do we face problems?− How do we approach them?
–
| Change content using menu "View", "Header and Footer"3
Paper Invoices
Scanning
Capture Basedata
Send for assignment
and approval
assign and approve
transfer to SAP
weeklyF1/F3
OK? yes
no
import scanned data
import basware data
weeklyF1/F3
import and settle
import and settle
WO
RK
FLO
W
SY
ST
EM
AC
CO
UN
TIN
G
SY
ST
EM
Issue rejection
SIS @ SWISSOVERALL APPROACH PLANNING
INITIALIZE & PLANNING (JUN – DEC 2010)
− Get an understanding of the requirements: Read ISPG...
− Kick-Off Meeting (P, C, M) – Invite IT and Business Management
− Get an understanding of the current business processes and IT systems involved
− Get an overview of current initiatives and projects within the company
− Define the scope: which items are included, which items are excluded
− Project team setup and resource planning− Overall solution proposal – agree on big
picture (e.g. use IS-WEB? Buy new software?) and time line
− Analysis of IT system and business process changes of agreed solution
− Request For Proposal (RFP) to IT system providers
− Cost/Benefit Analysis – Business Case− Work Breakdown Structure – Project Plan
SIS
another Project:e.g. replace Revenue Accounting System
another Project:e.g. e-Invoicing
Project Manager
Member 2
Member 3
Member 1
–
| Change content using menu "View", "Header and Footer"4
SIS @ SWISSOVERALL APPROACH EXECUTION
EXECUTION (Jan 2011 – Sept 2011/ Sept 2012)− Suppliers to create detail concepts− Define test cases− Software development by system provider− Create a user & user groups concept for SIS− Based on the user concept, setup the SIS member profile− Define how to deal with the migration phase − Test (Sandbox, Certification Slots)− Training of staff for the new processes and software (modules)− Go-Live
–
| Change content using menu "View", "Header and Footer"5
MISCELLANEOUSOVERALL SYSTEM PLANNING
IN GENERAL− SIS is a „give“ and „take“: You have to migrate Accounts Receivable and
Payable at the same time!
FOR SWISS− We are able to receive IS-XML (AP)− We are not able – in the beginning – to generate IS-XML
AR: IS-WEB (Project to switch to IS-XML later) AP: IS-XML
–
| Change content using menu "View", "Header and Footer"6
MISCELLANEOUSACCOUNTS PAYABLES
− Incoming miscellaneous invoices as IS-XML
− Import IS-XML and all supporting documents into workflow system
− Engineering invoices are handled by another system Implement IS-XML interface? Forward data from Workflow System?
− Post data to Accounting System
PROBLEMS− Our internal monthly closure is before
IATA closing of 4th period Accruals are still required! (based on ICH provisional Form 3)
− Currently, no automated reconciliation in our workflow system manual invoice control is required
SIS
IS-X
ML
/ P
DF
/ S
UP
PO
RT
ING
D
OC
S
WORKFLOW SYSTEM
IS-X
ML
/ P
DF
/ S
UP
PO
RT
ING
D
OC
S
SEPARATE SYSTEM FOR TECHNICAL
DEPARTMENT
FINANCIAL ACCOUNTING SYSTEM
–
| Change content using menu "View", "Header and Footer"7
MISC ACCOUNTS PAYABLESAUTOMATED POSTINGS
Engineering HandlingLM
CHARGE CATEGORY / CHARGE CODE
MANDATORY / RECOMMENDED FIELDS WE NEED FOR POSTINGS
LocationCode AC RegistrationNo AC TypeCode Cost Center Cost Account
FOR EXAMPLE
LocationCode AC RegistrationNo AC TypeCode Cost Center Cost Account
JFK HB-1234 A330 6159 400171
PROBLEMS:− Large and flexible table is required to define the exact Cost Center and Cost Account
for a specific Charge Category/Charge Code and its M-R Fields− We need to analyze exactly the postings for every invoice type we receive: huge effort− Will all Airlines bill their invoices under the correct Charge Category / Charge Code?
Controlling of postings is still required!
–
| Change content using menu "View", "Header and Footer"8
MISCELLANEOUS ACCOUNTS PAYABLESADVANTAGES
− No unpacking and sorting of paper invoices− No scanning of paper invoices− System will automatically propose how to post data to financial
accounting system− Quick cost control due to weekly billing
–
| Change content using menu "View", "Header and Footer"9
ACCOUNTS RECEIVABLES
IS-WEB OR IS-XML?− Currently, we use excel to create invoices− Future with SIS:
Option a) Instead of Excel, use IS-WEBOption b) Buy a new system and create IS-XML
GENERAL PROBLEMS− Assignment of invoices to Charge Category / Charge Code: E.g.: To which
Charge Category/Code belongs invoice with FDM (Flight Data Monitoring)? ISPG 3.0 explanation of Charge Category / Code still not good enough
− Mandatory/Recommended Fields: There are many fields mandatory which currently are not on the invoice: E.g.: ContractNo for Engineering Invoices. Huge effort to search all the data within company!
–
| Change content using menu "View", "Header and Footer"10
ACCOUNTS RECEIVABLESUSING IS-WEB
DATA CAPTURING WHEN USING IS-WEB− Many fields are mandatory or recommended:
Huge effort to capture invoices on IS-WEB Risk for errors− Invoices with large detail listings: E.g. Mail, Engineering, etc. Who is going to
capture all this data on IS-WEB? Today details are sometimes available on excel: It is essential to have a csv-upload functionality!
− Sometimes, detail listings are provided by external suppliers in PDF or JPG formats: How to “upload” such details? Reengineer business process!
POSTING OF OUTGOING INVOICES WHEN USING IS-WEB− Not all information is on the file (“Processed Invoice Data csv File”) which is
needed to do the automated postings − Best solution: SIS should send IS-XML of outgoing invoices to the billing airline
immediately after invoice submission to SISOtherwise, there is the risk that IS-XML is received after monthly closure, and manual accruals are required (depending on the volume, this is not feasible) and figures are not accurate in financial accounting system
–
| Change content using menu "View", "Header and Footer"11
ACCOUNTS RECEIVABLESIMPLEMENTING A NEW IT SYSTEM TO GENERATE IS-XML
ADVANTAGES− Immediate postings to financial system− System will be available for all departments (marketing, ground handling,
engineering...) and they can enter all the services on their own
PROBLEMS− Still, all details (and all M-R fields) have to be captured manually
(especially if detail data is provided by external supplier) manual effort, prone to errors!
− Investment costs: Without SIS, we would not need to buy a new system− Risk of later migration to SIS
additional costs delayed benefits
–
| Change content using menu "View", "Header and Footer"12
SIS MISCELLANEOUSCONCLUSION
FOR SWISS− Savings in Accounts Payable− But: More effort and investment needed in Accounts Receivable (at least
at the beginning)− Overall cost-benefit for SIS Miscellaneous???
IN GENERAL− Be aware of changes to requirements during your project work!− You need to have a vision: Where do you want to be in e.g. 5 years?− How do you get there? Which steps will bring you there, to get the
maximum benefit of SIS?− On your journey, you will have a lot of questions: Take advantage of the
SIS forums!− If you are in an alliance, take advantage of it
–
| Change content using menu "View", "Header and Footer"13
SIS @ SWISSCONCTACT
PROJECT MANANAGER SIS @ SWISS
Elias BalmerTelephone: + 41 44 564 55 03e-Mail: [email protected]
–
| Change content using menu "View", "Header and Footer"14
THANK YOU FOR YOUR INTERESTGOOD BYE AND GOOD LUCK