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SAP External Services At Sempra Energy
ASUG Session 4705Andy Duran –Sempra Energy
Who is Sempra Energy
Sempra Energy is a Fortune 500 energy services holding company. Its subsidiaries provide electricity, natural gas, and diverse energy solutions around the world.Sempra Energy Utilities
– Southern California Gas Company• Largest Natural Gas Distribution Utility in the United States with over 18 million consumers and over 5.1 million meters
– San Diego Gas and Electric• Provides service to 3 million consumers through 1.3 million electric meters and 775,000 natural gas meters in San Diego and southern Orange counties
• Sempra Energy Global Enterprises– Sempra Energy International
• Operates and own energy projects in the US, Peru, Mexico, Argentina, Chile– Sempra Energy Resources
• Develops and operates power plants and energy infrastructure for the competitive market. – Sempra Energy Solutions
• Develops and operates power plants and energy infrastructure for the competitive market. I.e. Energy management, facility management, billing management etc.
– Sempra Energy Trading• A leading participant in marketing and trading physical and financial commodity products, including natural gas, power, petroleum products and base
metals. – Revenue $6 billion– Employees – 12,000
–
– Sempra is derived from the Latin word semper, meaning always. We strive to always create a better way through quality services and responsible corporate citizenship.
SAP at Sempra Energy
P a g e P a g e 555 / 1 7 / 2 0 0 35 / 1 7 / 2 0 0 3
F u n c t i o n a l i t y i n u s e a t S e m p r aF u n c t i o n a l i t y i n u s e a t S e m p r a
R / 3R / 3B u s i n e s sB u s i n e s s
W a r e h o u s eW a r e h o u s e
A AA AA s s e t A s s e t
A c c o u n t i n gA c c o u n t i n g
C OC OC o n t r o l l i n gC o n t r o l l i n g
F IF IF i n a n c i a lF i n a n c i a l
A c c o u n t i n gA c c o u n t i n g
P PP PP r o d u c t i o nP r o d u c t i o n
P l a n n i n gP l a n n i n g
M MM MM a t e r i a l sM a t e r i a l s
M g m t .M g m t .
P SP SP r o j e c tP r o j e c t
S y s t e m sS y s t e m s
C C SC C SC u s t o m e rC u s t o m e r
C a r eC a r e
P M / S MP M / S MP l a n t M a i n t /P l a n t M a i n t /
S e r v i c e M a n a g e m e n tS e r v i c e M a n a g e m e n t
I n d u s t r yI n d u s t r yS o l u t i o n :S o l u t i o n :
F E R CF E R C
Business Drivers
• Manual process• A lot of paperwork• Time consuming to report on historical data• Accounting for charging required many corrections• Approval process slow and cumbersome• A lot of money flows thru the process • No enterprise management view• No electronic link to contractors
No. of Transactions
Transactions $
Over 2500 PO’s Over $$,$$$,$$$
Benefits
• Reduced payment cycle time
• On line real time information for better decision making
• Improved accountability
• Decentralized Contractor management for quicker and more timely business decisions
• Less need for manual phone calls and interaction resulting in more timely information sharing
• Improved historical reporting that results in better up front planning and business management
Project Schedule CCMS
Phase 1 – T&E and Hard Money April 14, 2003Phase 1 – T&E and Hard Money April 14, 2003
Phase 2 - Construction Units July, 2003Phase 2 - Construction Units July, 2003
What Modules are used
R/3R/3
FIFIFinancialFinancial
AccountingAccounting
COCOControllingControlling
AAAAAssetAsset
AccountingAccounting
PSPSProjectProjectSystemSystem
WMWMWorkWorkMgmt.Mgmt.ISIS
IndustryIndustrySolutionsSolutions
MMMMMaterialsMaterials
Mgmt.Mgmt.
HRHRHumanHuman
ResourcesResources
SDSDSales &Sales &
DistributionDistribution
CCSCCSCustomerCustomer
CareCare
QMQMQualityQuality
Manage-Manage-mentment PPPP
ProductionProductionPlanningPlanning
MMMMMaterialsMaterials
Mgmt.Mgmt.
APAPAccountsAccountsPayablePayable
Types of Transactions Enabled
Fixed Bid Field Extra Work Auth
3rd Party Materials Subsistence
Time and Equipment Construction Units
Travel time Design Completion
Business Design
• A contractor job and payment processing management system.
• It will create a centralized system for managing contractor assigned jobs and resulting payment requests.
• Handles T &E, HM and now Construction Units
Business Design
Contractor accesses system via the internetContractor accesses system via the internet
Combination of customized and standard SAP native Combination of customized and standard SAP native screensscreens
Online submittal and tracking of job and payment requests Online submittal and tracking of job and payment requests for T&E, HM & Construction Unitsfor T&E, HM & Construction Units
Automated accounting distribution and payment processingAutomated accounting distribution and payment processing
Automated\Real-time notification and approval processesAutomated\Real-time notification and approval processes
Real time reporting and data extracts of current and Real time reporting and data extracts of current and historical information historical information
Business Design
Travel time calculationTravel time calculation
Vendor receives rejection notices with textVendor receives rejection notices with text
HIGH LEVEL DESIGN
Data captureThe system will track contractor charges against various projects and jobs. The system will also track the charges against projects/jobs in Time, equipment, direct materials, and percentage completion, design completion, Construction Units. These charges are broken down into seven major areas of data capture. These include:
BUSINESS PROCESS FLOW Business Process-Overview
DPSS(INTERFA
CE)
CSS entersJob into
configurationform
Contractorenters SES for
TE or HMvia
Web(ML81N)
Job given toCA lead for
Review
CS( Multi level)approval of contractor's
service entry sheetSES Mass release
Refer WF-CCMS-001
RunSettlementprogram
Systemgenerated
Invoice
Payment Run(Batch Run)
Checkgenerated with
ref to timeentry doc
Work flow toCA for
approval
Reviewtransaction
logs
Complete Jobcompletion
form(Ifrequired)
JobPackage
(PM,DWPetc)
CSSCompletes
Jobconfiguration
Form
Job Packagegiven to
contractor &CA
CA leaddecidesTE orHard Money &contractor andinforms CSS
BUSINESS DESIGN
Job set-upJob set-up
– Construction Services Staff Configures JobConstruction Services Staff Configures Job System retrieves DPSS information (job and System retrieves DPSS information (job and
accounting information)accounting information)
Contractor creates payment requestContractor creates payment request
– Contractor enters Service Entry Sheet (SES) Contractor enters Service Entry Sheet (SES) for HM, T&E, or TP (Third Party Material), for HM, T&E, or TP (Third Party Material), Construction UnitsConstruction Units
– Accounting DerivationAccounting Derivation
Contractor submits payment requestContractor submits payment request
– Contractor releases Service Entry to SDG&EContractor releases Service Entry to SDG&E
BUSINESS DESIGN
SES approval/rejections processSES approval/rejections process
– Workflow for hierarchy of approvalsWorkflow for hierarchy of approvals
Contract Administrator (CA), CA Team Lead, Supervisor, Contract Administrator (CA), CA Team Lead, Supervisor, Manager, etcManager, etc
Summary/Detail ReportsSummary/Detail Reports
– Crew Summary ReportCrew Summary Report
– SES Summary ReportsSES Summary Reports
– SES Detail ReportsSES Detail Reports
– SES A/P Check ReportSES A/P Check Report
– SES Mass ReleaseSES Mass Release
Payment processingPayment processing
– Daily batch processDaily batch process
– Check informationCheck information
– Payment based on terms of P-OPayment based on terms of P-O
BUSINESS DESIGN
Contract Administrator fills out Job CompletionContract Administrator fills out Job Completion
MORE BUSINESS DETAIL
• The new system will provide a central data input mechanism for labor time, equipment time, direct material, subsistence rate, entering percentage completion, design completion and FEWA work. SAP standard and custom build screens will be are used during the Design and Build phases of the project implementation.
The scope includes the design of SAP standard and custom build screens to support the functionality following forms
• Job configuration for T&E
• Job Configuration Forms for hard money
• Contractor time & equipment sheet entry -T&E
MORE BUSINESS DETAIL
• The scope includes the design of SAP standard and custom build screen to support the functionality following forms
• Contractor time & equipment sheet summary-T&E
• Contractor direct pay request (material) –T&E
• Contractor direct pay request (material) sheet summary –T&E)
• Contractor time & equipment sheet entry -T&E
MORE BUSINESS DETAIL
• Contractor time & equipment sheet approval –T&E
• Contractor time & equipment sheet approval summary –T&E
• Contractor rate setup - T&E and hard money
• Contractor time sheet listing
• Percentage complete payment request form (includes Change Order) - Hard money
• Design complete request-Hard money
• Design complete approval –Hard money
• FEWA request-Hard money
• FEWA approval –Hard money
MORE BUSINESS DETAIL
• FEWA time & equipment sheet approval – Hard money
• FEWA time & equipment sheet –Hard money
• FEWA time & equipment sheet approval summary- Hard money
• Construction Units
• Travel Time Calculation
Users
• Over 100 Sempra users
•Five vendors currently on system
Types of Users
•District Operations Managers
•Planners
•Accounting Management
•Procurement
•Contract Administration
EXTERNAL SERVICES DESIGN
• Frame Work Order
• PO with Item Category “D” for Services
• With Value Limits
• Accounts Assignment “U” Unknown
• Electronic Receipt Settlement
• Service Masters
• Contract Service (T&E)
• Contract Service (FB)
• Contract Service (CU)
• PO Series _59 for T.E.
• Service Entry Sheet
• SESMR
• Custom Job Config. Screens
EXTERNAL SERVICES DESIGNREPORTS• BW Reports
• Most Operational – real time
• Vendor related
• Jobs
• Open SES
• Contract administrator related
• Some reports non - operational
• Accounting related
• Business Control related
• Procurement – rates
• Quick viewers
• Vendor check report
INTERFACE
• Nightly Batch Interface from Work Management System to SAP
• Brings over Job Header information
• Account derivation program identities proper charging accounts based on crew type, job type etc.
• Until Translator Interface that bring over Construction Units
• Data brought over from the interface is used for Job Configuration and eventually during Service Entry Sheet
INFRASTRUCTURE
• SAP R/3 4.6C
• SAP External Services
• SAP Accounts Payable
• SAP Internet Transaction Server 6.1
• Digital Certificates Version XXX SAP
• Internet Explorer 5.0 and above
• Interface to Work Management System
Key Functionality
Functionality SAP
Third Party Materials Yes
Fixed Bid Yes
Time and Equipment Yes
Interface to non SAP planning System
Yes
Purchase Order Creation Yes
Service Catalog Yes
Key Functionality
Functionality SAP
External Services Module
Yes
Service Masters Yes
Model Service Specs Yes
New PO Doc Type Yes Type “D” Service
Service Conditions Yes
Approvals Yes Five Levels
Service Entry Mass Release
Yes
Key Functionality
Functionality SAP
Quick View for reports Yes
Z tables Yes
Custom Screens Yes
Use of colors for type of entry logics
Yes 3rd party materials, labor, Subsistence
Accounting derivation logic
Travel derivation logic
Key Functionality
Functionality SAP
ITS Server Yes
SEMPRA SYSTEM- BUS. TO SYS. MAPPING
SAP Module Business Process ZScreen SAP Functions SAP Transactions Materials Management Maintain Contractor data Vendor master XK01, XK02, XK03 Creation of T&E PO, Fixed bid and Hard
money purchase order with % completion billing
Job Configuration Form Purchase order ME21N, ME22N
FEWA request & approval Purchase order ME21N
Maintain Labor data Service master AC01 Maintain Equipment data Service master AC01 Service rate setup / change Service conditions ML33, ML34 FEWA time sheet to Confirm labor,
equipment, material Service entry sheet ML81N
Percentage complete request(includes Change Order, direct pay request
Service entry sheet ML81N
Approve FEWA timesheets Service entry sheet release
ML81N
Approve T&E time sheet, Approve percentage complete request, Approve Design Complete
Service entry sheet release
ML81N ZCCMS_SESMR
Financial Accounting & Controlling ERS Evaluated receipt
Settlement MRRL
Transfer of cost to internal orders Order settlement KO8G Business Workflow Via SAP Inbox contractors with job details Workflow for
notification of job SAP inbox
contract administrator to approve T&E, FEWA Time sheet, design completion
Workflow to approve SAP Inbox
Contractor to update the price for direct materials
Work flow for approval
SAP inbox l
C contractor for rejection of time sheet Work flow for approval
SAP inbox
Contract administrator to approve % completion
Workflow for approval
SAP inbox
CSS after price update for direct material.
Workflow for approval of Service entry sheet
SAP Inbox
Reports Job Summary, check report, SESMR,
Approval, job history
SEMPRA SYSTEM
Job Config. Uses the creation of data captured from the Work Management System interface to capture job information
Ability to create a PO that matches expense type for T & E
SEMPRA SYSTEM
Service Entry Sheet has data related to Job Configuration for reference to PO
Service Masters for labor and equipments
SEMPRA SYSTEM
Reports provide information to contractors
SEMPRA SYSTEM
Summary reports for of dollars and vendors
SEMPRA SYSTEM
Labor and Equipment are managed by SES
Third Party materials are handled by first .01cent for requesting Materials, and then submitted later for approval at
actual price
SEMPRA SYSTEM
SEMPRA SYSTEM
Account assignment
SEMPRA SYSTEM
Document and posting dates captured
Street Lights identify status of SES release state – awaiting approval
SEMPRA SYSTEM
Value of SES
Handling of Planned and un planned work activity
SEMPRA SYSTEM
SES had Long Text data capture for reporting on Job Work explanation
Conditions are also being implemented processing discounts
SEMPRA SYSTEM
Tracking of SES changes
SEMPRA SYSTEM
Job information is captured
Vendor can reference and create SES from PO and Job ID data create as part of Job Config.
SEMPRA SYSTEM
Job and Contractor reports are available
SEMPRA SYSTEM
T & E work easily found via seach
SEMPRA SYSTEM
Service Selection for Model Service Specs
Can put into SES data from PO as well
SEMPRA SYSTEM
SESMR is the main stay for approving SES
SEMPRA SYSTEM
SEMPRA SYSTEM
SAP Release Code Strategy CO is used for a hierarchical approval process
SEMPRA SYSTEM
SEMPRA SYSTEM
Release Codes process
Co to C5
CO is contractor
SEMPRA SYSTEM
Release status and release level
SEMPRA SYSTEM
SEMPRA SYSTEM
SEMPRA SYSTEM
Release Status
SEMPRA SYSTEM
Additional data tap with Job Info
SEMPRA SYSTEM
More status on job via SES and PO
SEMPRA SYSTEM
Payment
SEMPRA SYSTEM
Release codes
SEMPRA SYSTEM
SEMPRA SYSTEM
SEMPRA SYSTEM
SEMPRA SYSTEM
SEMPRA SYSTEM
More additional job data
Future
• Use Classifications• More Service Conditions -• Another Business Unit Roll out• More Vendors• More workflow• More Reports
Questions
How to contact me
Andy DuranSempra EnergySAP Project [email protected]