Doug McArthur - Business Specialist Materials Management

Gurjeet Dhaliwal – Sr. SAP Business and System Specialist

TDSB – Sales and Distribution

1) Introductions/Purpose

2) Who we are

3) SAP Landscape

4) Distribution Centre

5) Sales and Distribution Implementation

6) Lessons Learned

7) Future Initiatives

8) Questions

Agenda

Toronto District School Board (TDSB)

595 Schools

Educate more than 240,000 full-time and 160,000 part-time students

Largest school board in Canada, 4th largest school board in North America

Operating budget of $3 billion

Who We Are

Current Version SAP ERP 6.0 Enhancement Package 7

Leverage CO, FI, FM, IM, MM, SD, PM, PS, RE, AA, CATS, CRM, BW, SM, OM, PA, TIME, PAY, BENEFITS, ESS/MSSTIME, PAY, BENEFITS, ESS/MSSPortal, Mobility, AP automation (Readsoft), SpinifexIT, EPI-USE

Original implementation go live September 1999

TDSB SAP operations committee, representing by the key stakeholders. Business Process Team, HRIS Team, SAP support (ABAP, Basis, Security), BW and CRM

Supporting over 36,000 employees

SAP Landscape

Located at 7 McCulloch, Etobicoke

24,000 square feet

Provides a wide range of quality products directly related to our school classrooms, caretaking and trades

Operates on a fully cost-recovery basis

Provides standardization of instructional, caretaking and facility supplies while ensuring health and safety requirements are met

Adheres to the Broader Public Procurement Directive (BPS)

Distribution Centre

Supports over 4,000 SAP users Stock over 2,000 items, Shipping to over 2,000 delivery locations Over 140 vendors with over 150 contracts 25 different commodities Over 300 external clients Average inventory value is $1.4 million with a fill rate of 99.7% On average pick 618,000 lines, 225,000 boxes shipped yearly Over $9 million of inventory shipped each year 40-60 skids of materials shipped daily 28,000 Internet Catalogue hits each year

The Numbers

Sales and Distribution

Project team selection

ASAP Methodology and Solution Manager

Communication of project (engage stakeholders)

Focus groups – what is in the market place

Scoping and mapping of business design

Evaluation of solutions (CRM e-commerce sale, SAP internet sale e-commerce and ABAP standard SAP)

Implementation

Integration points SD, MM, FM, CO, OM, BW, BP, PM, PS

Resources, Training

Solution Manager

Configuration and testing

Conversion

Extended Project Team

Target go live

Implementation

Customer Master leveraging sold to and ship to parties

School Cost Centre structure is defined within a cost centre group, each individual cost centre with in group represents a program or grade

Classification was used within the customer master to capture the cost centre structure

Customers updated nightly from HR OM/BP

Procurement of materials against Work Orders and reported within PM

Conditions applied to each material to generate revenue

Transportation

Structure of Solution

Teachers, online catalogue (web), or SAP ABAP transaction shopping basket approach

Upload directly into SAP (ABAP front end)

E-mail verification sent to creator, which can be forward to the teacher for their records

Commitment created in FM to support availability checking

End user has the ability to create a return request within SAP

Delivery schedule divided into areas

Ordering Process

Sale orders converted to a delivery document based on a published delivery schedule. (Rush service provided)

Predetermined picking layout based on pick locations (sequential structure)

Orders picked at the classroom level and consolidated into complete skid shipments

Bar code scanning of delivery document and labels

Weight calculated on each delivery document

Picking of Orders

Stock keeper can adjust the pick value on or before posting the order

In the event of a shortage, a back order report will be automatically generated which will be included with the shipment

Billing occurs at the time of the posting of the delivery document

Automatic creation of skid form is generated for identification of delivery

Picking of Orders

Delivery document included with each classroom order

Summarized shipping document listing of the classroom orders within the shipment

Electronic signatures, punch out to cartage provider for POD and visibility in SAP

Leveraging transportation module within SAP

Delivery of Orders

Trained more than 4,000 users

Used video training (Captivate tool, maximum one minute) and step-by-step training documentation

Created a SAP folder within the SAP menu to direct the end users to the training materials

Focused on primary audience, support teams

Incorporated SD Training into TDSB staff course selection

Training

SD transaction VA05 is the key report with customized variants

Cost Centre reporting, expense is controlled at the department and/or program level

BW reports (user and department)

FM availability checking (FM Reporting)

Reporting

Eliminated more than 30 ABAP programs,

Integrated Current SAP MM modules, MRP, Purchasing, and Inventory Management

Innovative design

Security controls

Reporting

Improved management of Inventory Management

Familiar process for end users

Opportunity for future expansion

Benefits

Focus groups were a key point in design to meet the customer needs

Communication to end users and stakeholders (e-mails, newsletters, customer service updated clients, surveys, Union support to bargaining members)

Selection and involvement of Project Team, empower and communicate project progress (ownership of tasks)

Following SAP ASAP mythology (Testing, testing and more testing)

Strong Project Management Planning to keep on task, minimized scope creep

Define the objectives and scope of the project (Project should meet the needs of the requirements)

Lessons Learned

Training of staff, realistic about training goals, focus was placed on supporting groups, help desk, super users, customer service staff, and purchasing staff

Training documentation, video training (no longer than one minute), along with step by step training documentations

Created a SAP folder within the SAP menu to direct the end user to the training materials

Routing software solution, didn’t work, over complicated a somewhat simple requirement

Timing of the implementation was a key point of the training plan (unrealistic to train 4,000+ users),

Contingency (back out plan)

Lessons Learned

Forecast Planning

Delivery notice and the time staging of the shipments

E-procurement

Expansion integration of web catalogue with SAP

Solution Manager

Implementation of SAP Business Object BI Solutions

Account management (IDM)

Future Initiatives

Questions