2702 Audit Management at Colgate

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Orange County Convention Center

Orlando, Florida | May 15-18, 2011

Audit Management at Colgate: Web enabled Quality, EOHS,

& Supplier Conformance to Standards

Joseph Jeffs


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Real Experience. Real Advantage.

[Abstract

Learn how Colgate Palmolive has leveraged SAP Audit Management

to assess conformance to Quality, EOHS, Factory Reliability &Performance and Supplier Management Standards. See the flexibilitySAP provides in approaches to scoring and evaluating conformanceto standards. Learn how Colgate utilized Web Dynpro for ABAP, ALVGrids, Smartforms, and Adobe Interactive forms to develop an easy touse solution for our audit teams and responsible sites.


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[ Learning Points

Review Audit Management Hierarchy Design to understand the

flexibility in the scoring and evaluation that SAP provides out of the

box.

See how Colgate developed a web based interface to enable multiple

auditors to enter data in a user friendly environment.

Learn how Adobe Interactive Forms provided an offline interface to

conduct an audit as well has record facility corrective action follow-up.


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[Agenda

About Colgate Palmolive Colgates SAP Audit Management Applications

Learning Points

Flexibility

Web Based Interface

Offline Forms

Best Practices


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Sales by Division

$15.3 + Billion inSales

Products Sold in223 Countries &

Territories

About Colgate-Palmolive Company

38,100Colgate People

Pet 14%

North

America21%

LatinAmerica

26%

Europe/SouthPacific21%

GreaterAsia/Afric

a 18%


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ORAL CARE PERSONAL CARE

HOME CARE PET NUTRITION


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8/48Real Experience. Real Advantage.

[ Key functionality

Common audit application and set of reports acrossbusiness groups.

Single Audit planning workbench to ensure a reasonable

audit schedule per site

Web based interface to conduct audits and manage the

facility follow-up action plan.

Offline auditing for supplier audits



[Audit Business Process

Audit Management is comprised of 5 activities

Planning

Planning Auditing ReportingCorrective

Action

Follow-up




Set

expectations inQuestion Lists

Audits are

scheduled by

creating themin the SAP GUI.


Action

Follow-up




Audit Description

Audit Object with

customizedfields

Proposed and

Actual dates


Action

Follow-up




Texts Tab

Custom list of

long texts

Text Editor.

Can double

click to switch

to MS Word


Action

Follow-up




Participant Tab

Custom list of

Roles

Influences

Security

Business Partners

assigned to

Audit


ActionFollow-up




Overview of Audit Schedule across functional group.


ActionFollow-up

Selection Criteria

Resulting list of audits




Observations are

entered into the audit

Findings are valuated for

severity


ActionFollow-up

Performance Expectation

Shown for reference

Finding Valuation on Basic

Data Tab (Not shown)

Long texts areas include both

standard and custom types




Reports are generated

on a specific audit

Daily Progress

Report Audit Report

Preliminary Findings

Executive Summary

Paper Protocol


ActionFollow-up




Actions to address

findings are tracked

Schedule forresolution

Current Status

Text description of

action

Milestone tracking


ActionFollow-up




Examples of Reports are generated Across Audits

Corrective Action Timely Closure

Findings By Category or Division

Audit Participants

Summary of Findings

Summary of Actions

Used to identify of trends in findings

Presented in either SAP smart forms or ALV grid


ActionFollow-up



[ Learning Points: Flexibility

Review Audit Management Hierarchy Design to

understand the flexibility in the scoring and evaluation

that SAP provides out of the box.



[ Glossary of Audit Management TermsAudit: The questions associated with

the evaluation of a facility or processat a given place and time.

Question List: a collection of questions organized in aHierarchy (Tree Structure)

Question: An object in an audit that can record Headings,Requirements, and/or Findings

Valuation: an assessment given to a question

Rating: a score computed based on the Valuationsor related questions




SAP Audit options to support Variation in Business

Processes

Checklist vs. Ad-hoc recording of observations

Organization of Performance Expectations

Question Valuation



[ Flexibility: Checklist vs Ad-hoc recording of observations

Checklist: Auditor editsone of the long texts of

the performanceexpectation and

valuates it

Ad-hoc: Auditor insertsa new question object

for each findingallowing multiple

findings perexpectation.





Processes



Question Valuation


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[ Flexibility: Organization of Performance Expectations

Performance Expectations aremaintained in a Question List

Question lists are organized in a treestructure where each level of the tree is

described in customizing.

Influence on if that level is valuated iscontrolled by the No Valuation option.


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Processes



Question Valuation


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The Question List determines what level is assessed for

valuation

The Valuation Profile determines what values can be

assigned during valuation

Flexibility: Question Valuation


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[ Learning Points: Web Based Interface

See how Colgate developed a web based interface to

enable multiple auditors to enter data in a user friendlyenvironment.


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[ Web Based Interface

Provides simplifiedscreens for ease of

use

Key functional GAPaddressed: Allows

multiple Auditors to

collaborate on the

same audit.


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[ Web Based Interface:Auditor Screen & Task Workflow

This workflow graphic describes

the main Screens and Task forAssessors

Screens

Audit Menu

Audit Search

Audit Dashboard

Task

Select Audit Enter Audit Info

Check & Confirm

Run Reports

Audit Search

Audit Dashboard

Enter Audit Info

Check & Confirm

Run Reports

Select Audit


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[ Web Based Interface:Audits SearchQuick access to audits assigned to the logged in auditor

Uses logged in users participant role

combined with audit status to list

current audits.


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[ Web Based Interface:Audit DashboardProvides overview of the audit in progress

Provides access to all questions

And findings in the audit


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[ Web Based Interface: Audit Finding detailProvides ability to record and update audit findings

Finding includes:

Observation

Strength

Recommendation

Comments

Executive SummaryReviewer Comment

Change Log

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[ ValuationAssesses the Standard or Finding for Risk

Valuation selection

based on Valuation profile

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[ Corrective ActionQuick access to actions assigned to logged in user

List of corrective actions to be updated

based on user logged on and their role

in the audit

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[Action DetailBasic Data Tab provide schedule information

Schedule informationCapital requirements

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[Action DetailTexts tab provides detailed information on the action

Action includes:Description

Comments

Resources Required

Verification Comments

Root CauseReason for Attention

Milestone 1

Milestone 2

Milestone 3

Change Log

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[Action DetailsMilestones tab allows site to track progress

Up to three milestones

allow tracking of progress

of the forward action

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[ SAP Spell Checking

Business Case for Spell Check

Major component of the datais long text.

Many auditors use English as

a second language.

Reports from the system are

distributed to seniormanagement.

A custom web dynpro for

component was designed to call

a web service and update theweb dynpro context.

When using SAP GUI, system

embeds MS Word to provide spell

checking.

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[ Web Based Interface: Reports

[


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[ ReportsProvided in PDF format

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[ Learning Points: Offline forms

Learn how Adobe Interactive Forms provided an offline

interface to conduct an audit as well has record facility

corrective action follow-up.

[


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[ Offline Access Required Supplier Auditing was an Ideal Candidate for Offline

Forms

Suppliers in remote locations may not have goodconnections to the internet

Suppliers do not have direct access to our system to update

corrective actions

Supplier can enter information and review internally prior tosubmitting to Colgate.

[


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[ Business Process for Offline Auditing

Create Audit in GUI

Download Audit to PDF

Distribute via Email

Insert Audit Findings

Upload Form to SAP

Review and Save Changes

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[ Example Offline Auditing Form The screenshot is page 4 out

of 9 pages.

The finding was created frominside the form by pressing

the + button.

The Performance Expectation

shows both the description of

the requirement and Notes tothe auditor on what to look

for.

The finding can then be

edited in the form. When the

file is uploaded into SAP anew question object will be

created.

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Best Practices

Learning Points: Audit Management Flexibility

Standardize the Tools and Business Practices acrossfunctional groups.

SAP provides the additional flexibility as needed.

Learning Points: Web Dynpro

User specific hit lists helpful for ease of use by providing

information user needs when they need it.

Web development only required for multiple auditors

editing at the same time, otherwise the GUI version

Learning Points: Offline Forms

Use Adobe Forms where offline use is a necessity.

Adding an element to your context with the form name

and form

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[

]Joseph JeffsManager

Product Lifecycle Management

Global Information Technology

909 River Road, P.O. Box 1343

Piscataway, NJ 08855-1343

Telephone 732-878-7117

E-Mail [email protected]

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[

] Thank you for participating.

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For ongoing education in this area of focus, visit

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2702 Audit Management at Colgate

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