10 techniques for leaner, faster, and globally wired SAP Master Data (and other process) efficiency Kathy Hill | Home Meridian
Winshuttle User Group | San Diego 2013
Abstract
Learn how Home Meridian International, a global multinational manufacturer, streamlined work and improved efficiencies with SAP Master Data and other key business processes using more than 180+ Winshuttle Transaction/Runner scripts covering 45+ transactions within five SAP modules.
See how HMI was able to decrease time for material master data by processing over 8000+ new stock keeping units (SKUs) per year using a master Excel template with master data field level validation and 15 linked Winshuttle scripts. HMI will show how they were able to improve standard business processes globally while saving full time employee resource, all with little to no internal IT support required.
Winshuttle User Group | San Diego 2013
Overview
• Introduction & Background
• Our SAP System Landscape
• Challenges
• Solutions - Process of Defining
• Expanding Usage – Crawl, Walk, Run
• Results • Log Analysis • BVA
• Best Practices
• Our Future Plans
• Questions?
Winshuttle User Group | San Diego 2013
HMI - Who we are…
• 106 US and 108 International employees
• Global design and marketing company that ranks among the top 5 case goods suppliers to US Furniture retailers.
• Ship 10,000+ transpacific containers per year.
• Headquarters: High Point, NC and operate distribution centers on both coasts. Showroom in High Point, NC.
• Offices : Dongguan China and Ho Chi Minh City, Vietnam.
• Operating Divisions: Pulaski Furniture, Samuel Lawrence Furniture, SL Hospitality, Prime Resources International, Right2Home and Sourcing Solutions Group.
Winshuttle User Group | San Diego 2013
Kathy Hill – Senior SAP Analyst
• 24 years IT experience
• 9 years SAP experience
• 4 years Winshuttle experience
• Enjoy Fitness Bootcamp & Kickboxing classes, Golf, Hiking and Beach/Lake Trips
Winshuttle User Group | San Diego 2013
POLL Question for Audience
What is your role at your company? • IT Management
• IT Programmer/Analyst
• Business Analyst
• Line of Business Management
• Other
Winshuttle User Group | San Diego 2013
HMI SAP System Landscape
Single SAP ERP 6.0 Instance in U.S. • SAP Finance & Controlling
• SAP Sales & Distribution & Material Management
• SAP Supply Chain, Logistics & Warehouse Management
• SAP Business Objects 3.1 • Running on MS SQL 2008
Winshuttle 10.5 in U.S. & Vietnam • Transaction Licenses
• Runner Licenses
Winshuttle User Group | San Diego 2013
Results – Frequently used Scripts
Top 10 Most Frequently used Winshuttle Scripts (excluding Master Data usage)
1. VA02 - Update/refresh pricing on sales orders (for all materials on order)
2. VA02 - Change requested delivery date on sales orders
3. VL02N - Output (or re-output) deliveries to factory
4. VA02 - Remove delivery block on sales orders
5. VL01N - Create delivery
6. VA02 - Delete sales orders
7. VL02N - Delete deliveries
8. VA02 - Update SCAC code (freight carrier) on sales orders
9. VA01 - Create sales order for single material (Drop-Ship/Customer)
10.VA 01 - Create sales order – multiple materials
Winshuttle User Group | San Diego 2013
HMI SAP System Landscape
Winshuttle Usage covers following areas: • Materials
• Sales Orders
• Customers
• Rebate Agreements
• Deliveries
• Shipments
• Info Records and Source Lists
• Pricing Conditions
• Purchase Orders
• Journal Entries
Winshuttle User Group | San Diego 2013
Challenges – “BEFORE Winshuttle”
Master Data Process “BEFORE Winshuttle”:
• Several different users from different roles would request data to be set up
• Used several different forms including excel, email, word documents
• Information was emailed to the Master Data Coordinator from several different users and had to be compiled
• Questions went back and forth as to numbering, missing information, and approvals
• Data was finally set up 3-7 days later
Winshuttle User Group | San Diego 2013
Challenges – “BEFORE Winshuttle”
HMI’s Key Process Challenges: • Only one Full-time Employee in Master Data
• No one person took ownership
• Major Quality Issues
• No validation of data (time restraint)
• No set process on requests
• High Volume - too many requests and not enough time
• Very time consuming and manual process
Winshuttle User Group | San Diego 2013
POLL Question for Audience
What types of Material Management Challenges do you face today?
• Managing creation and maintenance process
• Approvals, governance
• Validation of data
• Visibility into creation and maintenance, reporting, KPI monitoring
• Quality Issues
Winshuttle User Group | San Diego 2013
Solutions – Process of Defining
HMI often uses a Kaizen Event for Process Improvements and Winshuttle is always considered as a solution.
“An improvement tool that brings together employees from various departments to examine a problem, propose solutions, and implement changes. Kaizen events usually take place over one or two days.”
Winshuttle User Group | San Diego 2013
Solutions – Process of Defining
SUPPLY CHAIN Inbound / outbound logistics,
operations, sales and marketing, service, admin. infrastructure
management, human resources, PD, and procurement
LEAN A philosophy of eliminating all forms of waste, continuous improvement
and the simplification & standardization of business processes
LEAN VALUE CHAIN
By focusing on speed (lead-time) and cutting waste at every point in the supply chain, you create greater value for your customers
and/or end-users
Winshuttle User Group | San Diego 2013
Solutions – Process of Defining
Kaizen Breakthrough Event
Day 1 Lean Training
Conceptual Training On: 7 Wastes Progressive 5S Value Chain Mapping Kaizen Breakthrough Methodology
Day 2 Discovery
Analyze Current Work Processes
Time Processes
Team Formulates Process Improvement
Hands-On Workplace Improvement
Team Leader Meeting
Day 3 Implementation
Continue Workplace Improvement
Conduct 5S
Conduct Point Kaizen
Team Leader Meeting
Day 4 Validation
Refine Improvements
Establish Standard Operations
Teach All New Procedures
Re-Time Processes and Validate Results
Day 5 Celebration
Review Key Learning
Establish 30-Day Homework
Prepare Presentation
Present Results and Future Challenges
Recognition and Celebration
TEAM-BASED ENERGY AND CREATIVITY DRIVES IMMEDIATE PROCESS IMPROVEMENT
At the end of the week, each Kaizen team has achieved dramatic operational improvements
Winshuttle User Group | San Diego 2013
Solutions – Process of Defining
Kaizen Event Example – Customer Master Creation • Documented current process step by step with ALL
users involved – in our case 5 users from 3 departments to get one customer created.
Winshuttle User Group | San Diego 2013
Solutions – Process of Defining
During our Customer Creation Kaizen event several options for improvement were discussed:
• Make one person responsible for all data input but still use the SAP transactions one by one
• Create and use a Winshuttle Script to automate the entire process including using an enhanced excel with dropdowns, data validations and formula’s
• Develop a customized ABAP program to enter all the data
• Make no changes and keep as is today
Winshuttle User Group | San Diego 2013
Solutions – Process of Defining
Solution Chosen – Create a Winshuttle • We printed EVERY SAP screen to map & highlight input
fields based on the process defined in Step 1
• Then we performed a practice run in SAP to walk thru the transaction’s
• Determined that several scripts were needed and could then be linked together off one upload file
• Mapped each script and then went thru the linking
• Further enhanced the excel upload file with formula’s, drop-downs, and comments for ease of use
Winshuttle User Group | San Diego 2013
Solutions – Process of Defining
Final Result of Kaizen using a Winshuttle Solution: • 4 Linked Scripts to create/extend new customers:
• XD01 – Create Customer New Account
• FD32 – Create Credit Management View
• SM30 – Create Customer Ship Minimum
• XD01 – Extend Sold To Party to ALL Sales Areas (up to 18)
• One easy excel with formula’s, drop-downs and comments for ease of use and time savings
• One person does ALL creating from one spreadsheet
Winshuttle User Group | San Diego 2013
Expanding Usage – CRAWL…WALK….RUN!
Crawling….started very slow with baby steps • Simple update Scripts with easy everyday transactions
and limited screens involved
• Used basic upload files with very few fields
• Examples: • Uploading basic script for pricing upload (VK11)
• Update basic fields on existing Sales Order and Deliveries (VA02 & VL02N)
• Price Lookups for Pricing Conditions (VK13)
Winshuttle User Group | San Diego 2013
Expanding Usage – CRAWL…WALK….RUN!
Walking….gaining confidence • Learned IF…Then statements
• Started creating Scripts for more complicated
transactions
• Used Scheduler within Transaction for scheduling larger runs at night
• Started learning how to directly change a script mapping without having to redo the recording • Example – can change field names and add columns if you
forget one during recording
Winshuttle User Group | San Diego 2013
DEMO – Material Creation
We use one upload file and 14 scripts linked together.
Winshuttle User Group | San Diego 2013
Expanding Usage – CRAWL…WALK….RUN!
Running….Mastered Winshuttle and took off • Create scripts for ALL area’s of SAP (SD,MM,FI,LE, EDI)
• Learned Header/Detail Scripts with Looping
• Linked multiple scripts
• Expanded and enhanced excel upload files instead of just listing data in a column. Created an easier upload file to save time!
Winshuttle User Group | San Diego 2013
Expanding Usage – CRAWL…WALK….RUN!
Looping Example – Creating a Material BOM
To create a LOOP you double click around the area within the screen/fields that needs looping logic
Winshuttle User Group | San Diego 2013
Expanding Usage – CRAWL…WALK….RUN!
Next you create the Loop logic as follows:
• Start at row 15 and end Row 24
• Use Column A to determine the
Header and Detail Lines
Winshuttle User Group | San Diego 2013
Expanding Usage – CRAWL…WALK….RUN!
Upload File – Will loop thru each header which is a KIT item and create this KIT with all of the components in each of our plants
Winshuttle User Group | San Diego 2013
Expanding Usage – CRAWL…WALK….RUN!
Results shown from CS01 transaction:
Winshuttle User Group | San Diego 2013
Results – Winshuttle Log Analysis
Usage – July 2010 to August 2013
• 30,271 Winshuttle Script Executions
• 1,011,170 SAP Records Processed
• 2,825 Days Saved
Winshuttle User Group | San Diego 2013
Results - Winshuttle Log Analysis – Transaction View
MM01 ME22N VD01 MM02 VA02 VK11 MR21 MM03 VL02N MC86
Days Saved 849.72 276.97 239.15 183.35 169.44 151.77 133.47 96.13 95.54 89.88
Records Processed (1,000s) 102.386 81.389 29.868 107.502 104.588 71.007 140.91 37.431 49.293 32.167
0.00
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s Sa
ved
/ R
eco
rds
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cess
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(1
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Home Meridian SAP Transaction Optimization Results July 2010 - August 2013
Winshuttle User Group | San Diego 2013
Results - Winshuttle Log Analysis – User View
Create MaterialCreate Customer
(Sales)Change Material Create Condition Change Product Groups
MM01 VD01 MM02 VK11 MC86
cthomas
Days Savings 565 193 136 97 68
Records (1,000's) 62.744 17.693 77.191 42.152 23.578
565
193
136
97 68 62.744 17.693 77.191 42.152 23.578
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s Sa
ved
- R
eco
rds
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Thomas - Days Saved / Records Processed (1,000's) September 2011 - August 2013
Winshuttle User Group | San Diego 2013
Results - Winshuttle BVA Analysis
Home Meridian BVA Process
Extract Analyze &
Identify
Interview &
Shadow Transcribe
Review,
Codify,
Analyze &
Extrapolate
Deliver
Home
Meridian
SAP
transaction
and usage
data
key users,
transaction,
transaction
volume and
frequency
process
improvement
plan
key Home
Meridian
process
candidates
recorded
interviews,
document &
index findings
key users
& managers
based on
SAP log
extract
analysis
Extract Analyze &
Identify
Interview &
Shadow
Transcribe Review,
Codify,
Analyze &
Extrapolate
Deliver
Home
Meridian
SAP
transaction
and usage
data
key users,
transaction,
transaction
volume and
frequency
process
improvement
plan
key Home
Meridian
process
candidates
recorded
interviews,
document &
index
findings
key users
& managers
based on
SAP log
extract
analysis
Winshuttle User Group | San Diego 2013
Results - Winshuttle BVA Analysis
SD
54%
FICO
27%
IM
6% MM
6%
PP
5%
IT
2%
Other
7%
Estimate FTE overall – by SAP
Module
Home Meridian Winshuttle Capacity Enablement Target High Volume Users – High Yielding SAP Processes
Winshuttle User Group | San Diego 2013
Results - Winshuttle BVA Analysis
Prioritizing
Transactions Complexity & FTE Potential
Target SAP process
improvement candidates
• Prioritized on basis of
complexity & time savings
potential
Winshuttle User Group | San Diego 2013
Best Practices
• Establish your Master Data owners
• Manage Scripts & Upload Files • Central location on Corporate Server
• Keep a log of Available Scripts (see our excel list)
• Put effort into excel creation to reduce manual work • Ex. – use drop downs, instructions, and formula’s
• Link Scripts as much as possible
• Inform ALL users as to what Winshuttle can do for them
Winshuttle User Group | San Diego 2013
Our Future Plans
• Identify further areas to use Winshuttle • Master Data Coordinator is currently working on
presentation of what Winshuttle can do
• Implement Winshuttle Query • Empower Master Data Coordinator and eliminate IT
support for current SQ01 Queries
• Determine Feasibility of Connect
• Determine Feasibility of Central
• Determine Feasibility and Use of Winshuttle Forms • Need to improve Vendor relations with manufacturer’s
in Vietnam and China