Documentation Example From Clark Finnical

US Contract Report Training Clark Finnical Page 1 of 45

US CONTRACT REPORT TRAINING

Clark Finnical

Version 081207


HIGH LEVEL VIEW OF PROCESS ............................................................................ 3 SAP AUTHORIZATIONS .............................................................................................. 4 SAP PASSWORDS ......................................................................................................... 4 STEP BY STEP INSTRUCTIONS ............................................................................... 5

Removing Duplicate Material codes .................................................................. 5 What type of material codes can be entered into a Contract query? .. 5

Note re End Dates in Traditional and MPIC contract data ................... 6 Note re Analyzing Term Lengths with Contract data ............................. 6 Note Re M, R, and X Suffixed Material Codes and Contract Data ..... 6

Storing Files in the PSS Parser Directory ....................................................... 7 Logging on .................................................................................................................. 8 Pulling the Material Master data (ZMATBW) ................................................ 12 Pulling Traditional contracts (P9) ..................................................................... 16 Pulling BOM Reports .............................................................................................. 23 Installing and Running the PSS Parser Tool ................................................ 23

UPDATES TO CONTRACT TRAINING DOCUMENTATION ............................. 33 ADDITIONAL QUESTIONS? ..................................................................................... 33 Appendix A – SAP Permissions & IT Request .................................................. 33 Appendix B – Removing Duplicate Material Codes ....................................... 34 Appendix C – Analyzing Term Length in Contract Reports ........................ 35 Appendix D – Pulling BOM Reports ..................................................................... 36 Appendix E – Eliminating Confirmation Prompts In Parser Tool ............. 43


HIGH LEVEL VIEW OF PROCESS


SAP AUTHORIZATIONS In order for you to run the SAP reports documented below you require access to certain transactions. These transactions and the IT ticket which granted these permissions to you are in Appendix A.

Warning! If you do not login to SAP for 45 days the user-id will be locked and user has to create a ticket to unlock it...

SAP PASSWORDS

The password you create in BRP will not work in B1P unless you create the exact same password in B1P. For example, many of you were given a password of WELCOME1 when you were granted access. If you went into BRP and changed your password to ABC12345 when you went into B1P your password would still be WELCOME1. Net net – the passwords for BRP and B1P can be different if you make them different.

Warning! If you enter the wrong password three times consecutively SAP will be locked. The user will need to call the helpdesk and they will unlock and reset the password.


STEP BY STEP INSTRUCTIONS The purpose of this training document is to provide you with step by step instructions so that you can retrieve contract data. These instructions explain how to generate the ZMATBW Material Master query, the Traditional Contract query, and if needed, the Where Used BOM query. You will see how the PSS Parser combines these outputs with MPIC (non-measured Utility contract) data, Revenue, Demand History, and other sources to provide the fullest possible picture of contract data.

Removing Duplicate Material codes It is essential that your text file not contain duplicate material codes for contract results will be overstated. If a material code is listed 3 times in your text file the quantity under contract will be three times the actual amount. Appendix B provides two methods for removing duplicate material codes.

What type of material codes can be entered into a Contract query? You will only receive contract data on material codes that appear on standard maintenance contracts. These material codes include – • Hardware / Software component material codes • KMAT’s aka MPE’s. MPE’s include SSI offers, Non-Equipment Service Offers such as Dedicated Tech and PSS, 199xxx used to bill traditional, MPIC’s and RPIC’s used to bill utility maintenance.


Warning! If you are going to run a contract report on hardware / software component material codes and you include the corresponding 199xxx and utility codes you will have duplicate entries for the same customer in the contract report. Your report will also take longer to run and potentially could time out.

Note re End Dates in Traditional and MPIC contract data The SQ01 GL P9 query only includes contracts whose end date is after the system date (system date = today in B1P; date of last refresh in BRP). This ensures that only active contracts are returned. The MPIC contract query may include a small number of contracts whose end dates are in the past. A request has been made to update the MPIC contract query parameters.

Note re Analyzing Term Lengths with Contract data Appendix C contains important information to take into consideration when analyzing term lengths in contract reports.

Note Re M, R, and X Suffixed Material Codes and Contract Data

Maintenance is sometimes sold in Frontmarket sales which use an M suffixed material code. Maintenance sometimes, although rarely, is also sold on refurbished material codes which have an R suffix. There are also material codes which are installed into a system that carry an X suffix. Therefore, in order to capture all contracts for a given offer it is essential that both the suffixed and non-suffixed versions of a material code be entered into the ZMATBW and P9 queries. The best way to ensure that all material codes have been captured is to take the text file of material codes and also add additional material codes which carry M, R & X suffixes. When you run the ZMATBW report you will see how many of these codes exist. This step ensures


that all possible maintenance contracts on these components are captured.

Storing Files in the PSS Parser Directory In order for the Parser to extract the data from the reports you run and combine it with the other data in the Parser the text file and the subsequent reports will need to be in one directory.

Each time you do a Parser report you’ll need to create a separate directory for these files. In the example below this directory is named “1 CONTRACT TRAINING.”

We’re off!


Logging on

a. Access the SAP Logon Pad in one of two ways:

b. Click on the shortcut on your desktop or

c. Go to START>Programs>SAP Front End>SAPlogon.


d. The Logon Pad will appear


e. Double click the BRP icon

i. We use BRP because queries submitted through B1P will time out after 30 minutes. There is no way to know whether a contract query will take 1 minute or 1 hour. BRP does not have that time limit. Also, by using BRP instead of B1P we’re not tying up the system used to book orders for Avaya. BRP is updated every weekend.

ii. Occasionally you may want to use B1P to capture a

contract that was just booked or if BRP is down.

f. Enter your User id and password and click on the green checkmark. The password field will always be populated with asterisks as you see below even before you enter your password. (Do not change the Client or enter a Language.)


g. The next screen will tell you when the BRP data was refreshed and any other important messages.

h. Click the green check mark i. Click “Enter”


Pulling the Material Master data (ZMATBW)

j. Type ZAVAM in the transaction line and click the check mark. (This transaction takes you to the Avaya Reporting Tree)

k. Open the Material Master report also known as ZMATBW by clicking BW Reports>Material info from ZMATBW.

l. This will take you to this screen


m. Click on the button to the right of the File name and locate the directory where the text file resides.

n. Click on the directory and then click Open.


o. The screen will now show the full path for the text file.

p. The default filename where these files are saved is C:\temp\ZMATBWEXT.xls however the unique directory where these files will be stored for the Parser will need to be entered.


q. Copy the file name in the Material Upload Filename at the top of the query except for the “.txt” ending into the Online Filename cell leaving ZMATBWEXT.xls at the end.

r. The resulting online file name in this example is

C:\Temp\pss_parser\1 CFINNICAL\1 CONTRACT TRAINING\MATERIAL CODE FILE ZMATBWEXT.xls

s. The PSS Parser will be looking for a file containing

ZMATBWEXT in its name therefore it is essential that ZMATBWEXT be part of the file name.

t. Your screen will now appear as you see below

u. Click the Execute button.

v. You will see this message at the bottom of the screen

w.


x. When the report is finished you will see screen output

y. You will also see that a ZMATBW file now resides in the PSS Parser directory that you designated in the Online File Name field.

Pulling Traditional contracts (P9)


z. Go to the SQ00 query by typing /nsq00 in the transaction line.

aa. Click the green check mark

bb. Your new screen will be

cc. Change the User Group by clicking the double box toolbar button that you see below.

dd. This will bring up the User Groups dialog box.


ee. Scroll to the LE User Group and double click

ff. Your screen will look like this


gg. Put P9 in the Query cell and click the Execute button

hh. Your screen will appear like this.


ii. Enter the same file name that you used in the ZMATBW report in the P9 query.

C:\Temp\pss_parser\1 CFINNICAL\1 CONTRACT TRAINING\MATERIAL CODE FILE.txt

jj. Your screen will look like this


kk. Click the Execute button

ll. You will see this message at the bottom of the screen

mm. When the report is running the icon in your task bar will appear like this

nn. When the report is finished running the icon’s appearance in your task bar will change to

oo. You will now see the dialog box below. The P9 query has successfully uploaded the text file and retrieved the traditional contract records that correspond to the material codes in the text file.

pp. In order to transfer the output to a local file you’ll need to copy the file path used in the ZMATBW report to the P9 query report as you see below.

C:\Temp\pss_parser\1 CFINNICAL\1 CONTRACT TRAINING\MATERIAL CODE FILE query_gl_p9.txt

qq. Copy this file name into the Transfer to Local File box

as you see below.


rr. Since the PSS Parser will be looking for a file which contains “query_gl_p9” it is essential that it be left as part of the file name.

ss. Click the OK button

tt. You will see a message at the bottom of the screen noting that it is downloading and when it has successfully downloaded the file to your hard drive you will see the file size

uu. When you click on the PSS Parser directory you will also see the P9 query, ZMATBW file and the original text file.


Pulling BOM Reports

vv. Pulling BOM reports is not required for pulling contract data. See Appendix D for instructions.)

Installing and Running the PSS Parser Tool

ww. The Parser is an Access based tool created by Matt Crane. It combines the Traditional Contract data you retrieved, the Material Master date with - .

1. A database containing all material codes on MPIC

(Non-measured Utility) contracts.

2. PSS Maintenance Contract Revenue. The revenue data in the Parser is the FY 2007

results from the B Box report. Utility contracts do not contain the actual material

codes that are covered by the contract. The parser report does not contain revenues for

T&M or MAC or for Hosted and GMS offers.


3. Monthly Demand History data from Fernando Boza’s Mtc Planning group

4. Sub data (Does the material code have a

substitution?)

5. Configurator (Is material code on Configurator list?)

6. PCN data (Is the material code in an active PCN?)

xx. Instructions for installing the PSS Parser are below. Note the install requires a reboot):

i. Click The URL below to go to the PSS Install File

location:

Parser_Download_Sharepoint

ii. This box will appear. Click Run to install application and follow the prompts.

yy. After installing the tool access the PSS Parser by

either clicking on the icon or choosing Start>Programs>PSS Parser Tool>PSS Parser as you see below


zz. You may see this warning message – Click “No”


aaa. You will see this warning message – Click “Open”

bbb. The PSS Parser input screen will appear


ccc. Populate the Request For; Request Detail and the Import Path with the directory where the ZMATBW and the P9 Traditional Contract Query reside as you see below. Do not enter the file name just the path.


ddd. Click the button to select the standard Report Outputs. If you want each Customer’s quantity of materials choose the Customer Quantity option.

eee. Click the button.

fff. The screen will start to populate as you see below.


ggg. Note above the Parser tells you what files it found in your Parser directory. This can be a helpful reminder of the data that went into the Parser. If there is no GLP9 then there will be no traditional contract data.

hhh. If the ZMATBW file is saved in another directory

besides the import path that you specified a dialog box will appear with the message “ZMATBW file not found” and the tool will close.

iii. After the tool has run Windows Explorer will open showing

you the location of the PSS Parser output as you see below.


Tip! When the Parser is running MS Access may prompt you to respond to three confirmation messages. In order to stop Access from prompting you to answer these questions follow the steps in Appendix E.

jjj. The PSS Parser produces a report with these worksheets.

kkk. The Contract Summary Tab is one of the most useful parts of the report. Armed with this information you can take the Sold-to’s from the Parser and use the Smart Tool to answer question’s like

• How much revenue does this sold-to generate for Avaya?


• Who is the AE (where available)? • What type of Account is it (Named, Strategic, etc.)? • What is the Coverage type? • How do they pay their bills (monthly, quarterly, Annual

prepaid), etc.? • What have been their cancellations? • What are the 10 most recent maestro tickets? • Is this sold-to part of a larger Customer with multiple

sites (Hier Node1)?


lll. Another benefit of the Parser is that it translates the cryptic 3 character Product Manager code into the actual product manager and their phone number so you can contact the product manager if you have questions.


(Demo contract pull) C:\PSS JOBS\one-time-projects\CF001 070712 TRAINING EXAMPLE

mmm. Double-Click on Contract Extraction Scenario file to get a better understanding. The file identifies the specific material codes required for each scenario and the type of data you can expect to see in the Parser report.

C:\Documents and Settings\cfinnical\My Documents\SELF-SERVICE\CONTRACT TRAINING\CONTRACT EXTRACTION SCENARIOS.xls

UPDATES TO CONTRACT TRAINING DOCUMENTATION The most recent version of the Contract Training documentation along with examples of reports can be found at this Sharepoint site. Contract Training Sharepoint site

ADDITIONAL QUESTIONS? I have strived to create a Step by Step Instruction document to address every question that may arise as you retrieve contract data. If you cannot find the answers within these instructions Call me at 908-953-7713

Appendix A – SAP Permissions & IT Request In order to pull contract data and generate the Parser Report you will need:

Access to B1P and BRP Access to transaction SQ00


Access to User Group LE or GL Access to transaction ZAVAM>BW Reports>Material info from ZMATBW Matt Crane’s Parser Tool loaded on your hard drive.

If you encounter problems with your SAP access submit a ticket at ITSS and then follow up with Suresh Bharatha. He can assist in expediting this request.

Appendix B – Removing Duplicate Material Codes There are many ways to remove duplicates. If the file is too large to eyeball I recommend using Rick Schoen’s remove duplicates macro. The attached file contains this macro and instructions.

C:\Documents and Settings\cfinnical\Desktop\RICK SCHOEN MACROS.doc

A more time consuming option is to use an “If Statement” like you see below enabling you to remove the duplicates.


Appendix C – Analyzing Term Length in Contract Reports When Service Offer Managers want to analyze the contract term length of their offers the 199xxx and MPIC material codes should be used.

Per IT, the Extend program only resets the start dates on the coverage and billing line items, it does not reset the start dates on the linked materials. The contract below illustrates how this manifests itself in contract data.

Hence, an analysis of term length on solely the hardware/software material codes would result in longer term lengths that do not reflect the fact that contracts have been extending for years.

An analysis of term length on solely the 199xxx and MPIC material codes would accurately reflect the current term length of existing contracts, however using only the 199xxx and MPIC can create another issue. See the insert below.

If the material code was ever mapped to another MPC it could potentially have contracts under another 199xxx and MPIC. In a recent Partner ACS take rate analysis ~50K sold-to’s were identified with contracts under the Partner ACS 199xxx and MPIC material codes. When contracts were run on the Partner ACS hardware software material codes ~52K sold-to’s were identified with contracts. The difference was due to Partner ACS material codes whose contracts were created when the material code was mapped to a different 199xxx and MPIC.

Contract Sold-to Sold-to

Name Material Material

Description

Qty

Start Date End Date

50348173 1057442 GRECCO LINCOLN & MERCURY

107952566 PAR ACS 5 SLOT CARR

1 8/25/2001 8/24/2007

50348173 1057442 GRECCO

108462995 PAR ACS

1 8/25/2001 8/24/2007


LINCOLN & MERCURY

R3.0 CNTL UNIT 103G8 11PT


108463001 PAR ACS R3.0 308EC EXP MOD 103G9 11PT

2 8/25/2001 8/24/2007


199713 PARTNER ACS MAINT

1 8/25/2006 8/24/2007

Appendix D – Pulling BOM Reports When you are doing lifecycle work where you need to determine if a material code can be taken to D3, one of the tests you need to do is determine if the material code under consideration is in any active BOMs. How do I retrieve a Where Used BOM Report? In BRP at the transaction line type /nsq00 as you see below and click the check mark.

Change the User Group by clicking the double box toolbar button that you see below.

This will bring up the User Groups dialog box.


Scroll down to the LE User Group and double click Your screen will look like this


Enter 14 in the Query for the Material Where Used (Upload Query) and click the Execute button to the right. Note – if you do not have access to the LE User Group you can go to the RH User Group and choose 14 to access the Material Where Used (Upload Query).

The query will appear as you see below


Before you run the query you’ll need to Add the path for the text file Change the Plant (S_WERKS) from COF1 to COF1 – USS1 Finally, because the query does not read the first number in the text file you’ll need to add a dummy 999999 code at the top of the file as you see below.

When you are finished the query will appear as you see below.

Click the Execute button When the query is complete the screen will appear like this.


You will need to save the output to the PSS Parser directory with your ZMATBW and P9 query. You save the BOM output by clicking System>List>Save>Local File

This dialog box will appear. Leave as unconverted. Click the .


This dialog box will appear.

In order to transfer the file to your PSS Parser directory enter the text file name with that directory and enter BOM in the file name in the format that you see below. C:\Temp\pss_parser\1 CFINNICAL\1 CONTRACT TRAINING\BOM OUTPUT FROM MATERIAL CODE FILE.TXT

Warning! You’ll need to ensure that BOM is part of the file name or the PSS Parser cannot read the output.


Click the OK button. You can now run the PSS Parser report to get the BOM output as noted above. After you get the PSS Parser input you can go to column AT in the ZMAT tab to see if a material code is in a BOM.

The specific detail on the BOMs where a material code resides is in the IN_BOM tab. You can see in the IN_BOM tab below those material codes which reside in a BOM and the specific BOMs where they reside.

A material code cannot be taken to D3 if it resides in a BOM that is going to remain active. For example, the first material code above, 108576828, cannot be taken to D3 unless the BOM where it resides, 158798, is also taken to D3 in the same release. If you have questions contact your OIM.


Appendix E – Eliminating Confirmation Prompts In Parser Tool When the Parser is running it will ask you to confirm that it is OK to make Record changes, Document deletions or Action Queries which occur as the Parser processes the data. You can simply click OK three times each time you run the Parser report or you can eliminate these messages by following these steps.

i. Close the Parser tool.

ii. Open MS Access

iii. Open a blank database file by clicking File>New

iv. Click Blank database (on the far right of the screen)

v. The dialog box below will appear. Click Create and save the file under any name.


vi. Next Click Tools>Options


vii. Click on the Edit/Find tab and UNcheck the 3 boxes

in the Confirm box as you see below. Next click OK. (By making this change the Parser will no longer ask you to confirm that it is OK to make Record changes, Document deletions or Action Queries). This will free you up from having to respond to these confirmation requests each time you run the Parser.