Version 1 - Louisiana Presentation.pdf · Version 1.0. Internal Orders. FI-CO-002 August 19, 2008...
Transcript of Version 1 - Louisiana Presentation.pdf · Version 1.0. Internal Orders. FI-CO-002 August 19, 2008...
Version 1.0
Internal OrdersFI-CO-002
August 19, 2008
Internal OrdersInternal OrdersFIFI--COCO--002002
August 19, 2008August 19, 2008
LaGOVLaGOV
2
Agenda
Logistics, Ground Rules & Introduction
Project Timeline
Workshop Objectives
Business Process Review– Process overview– AS-IS process flow– Current system alignment– Process improvement opportunities– SAP terms glossary– SAP concepts & functionality – Business process flow– Leading practices– Enterprise readiness challenges
Next Steps – Action items
Questions
4
Ground Rules
Has everybody signed in?
Everybody participates – blueprint is not a spectator sport
Silence means agreement
Focus is key – please turn off cell phones and close laptops
Challenge existing processes and mindsets
Offer suggestions and ideas
Think Enterprise
Ask questions at any time
One person at a time please
Timeliness – returning from break
Creativity, cooperation, and compromise
5
Introduction
Roles
Process Analyst and Functional Consultant – lead and facilitate the discussions and drive design decisions
Documenter – take detailed notes to support the formal meeting minutes to be sent by the Process Analyst to all participants for review and feedback
Team Members – provide additional support for process discussions, address key integration touch points
Subject Matter Experts – advise team members on the detailed business process and participate in the decisions required to design the future state business process
Round the Room IntroductionsName
PositionAgency
6
Project Phases
Five Key Phases
• Strategy & Approach Defined• Project Team Training
• Business Process Definition• Development Requirements
• Development & Unit Testing• Integration Testing• End-User Training Materials
• User Acceptance• Technical Testing• End-User Training• Conversion
• Go-Live Support• Performance Tuning
Proj
ect
Prep
arat
ion
Bus
ines
s B
luep
rint
Rea
lizat
ion
Go
Live
an
d Su
ppor
t
Fina
l Pr
epar
atio
n
7
Functionality Tentative Implementation Date
Budget Prep October 2009
DOTD February 2010
Core Modules All Agencies July 2010
Additional Modules January 2011
Tentative Project Timeline
Tentative implementation dates are planned as follows:
Project Start-Up
May – June 2008 July 2008 August – Dec 2008 January 2009
Blueprint
Phased deployment will be
confirmed/updated before completion
of Blueprint activities!
8
Finance LeadsBeverly Hodges – Finance LeadDrew Thigpen – Finance LeadMary Ramsrud – Consulting Lead
Logistics LeadsBelinda Rogers – Logistics LeadJack Ladhur – Logistics LeadBrad Denham – Consulting Lead
Linear Assets LeadsMark Suarez – Agile Assets LeadCharles Pilson – Consulting Lead
General Ledger
Accts Receivable
Cost Accounting
Grants Mgt
Asset Accounting
Real Estate Management
Linn McNaryPatrick JohnsonAbdulla Meer
Accounts Payable
Cash Management
Funds Management
Project Systems
Budget Prep
Project Organization - Functional Teams
Grantor
9
Blueprint Objectives
Review and discuss the current or As-Is business processes• Which helps to drive out the Business requirementsBusiness requirements• As well as the integration pointsintegration points with other processes
Define Master Data• Address key integration points• Support organizational requirements• Consistent and appropriate use of data fields
Define Future or To-Be business processes based on:• Best Practices inherent in SAP• Intellectual capital from other SAP implementations• State business requirements
Identify development requirements • Which could result in the need for a form, report, interface,
conversion, enhancement, or workflow (FRICE-W)
Understand and communicate any organizational impacts / Enterprise Readiness challenges
Gather system security authorizations and district-wide training requirements
10
Controlling WorkshopsSession ID Date Business Process Goals
FI-CO-001 08/05/08 Cost Centers - Intro to SAP Finance & Controlling- Intro to Cost Centers - Cost Center Numbering Schema- As-Is Processes for Cost Centers- To-Be Processes for Cost Centers: Master Data Maintenance & Settlement
FI-CO-002 08/19/08 Account Code Structure – Internal Orders
- Intro to Internal Orders: True Orders & Statistical Orders- Internal Orders Numbering Schema - As-Is Processes for Internal Orders- To-Be Processes for Internal Orders: Master Data Maintenance - Integration with FI-GL & FM
FI-CO-003 08/26/08 Time Entry Postings - Intro Time Entry Postings- Explore options for using Time Entry Postings- As-Is Processes for Time Entry Postings - To-Be Processes for Time Entry Postings
FI-CO-004 09/17/08 – 09/18/08
Inter-Agency Transfers - Intro Inter-Agency Transfers- As-Is Processes for Inter-Agency Transfers - To-Be Processes for Inter-Agency Transfers- Funds Management & FI-GL Impacts
FI-CO-005 09/30/08-10/02/08
Periodic Processing/Cost Allocations
- Periodic Processing & Cost Allocations - Overview- Statistical Key Figures & Activities- As-Is Processes for Cost Allocations - To-Be Processes for Cost Allocations
FI-CO-006 10/16/08 Management Reporting - Intro to Management Reporting - Reporting Requirements- Controlling Standard Reports
FI-CO-Validation 11/17/08-11/18/08
CO Validation - Review CO Blueprint Design & Documentation- Validate CO Blueprint Design & Documentation
11
Work Session Objectives
Session Topics:
Discuss Purpose of Finance (FI), Funds Management (FM) and Controlling (CO)
Review Last Session on: Cost Centers
Introduce CO Master Data: Cost Elements
Introduce CO Master Data: Internal Orders & Internal Order Types?
“As-Is”: What Legacy AFS and DOTD Finance account code objects map to SAP Internal Orders?
“As is”: Current Processes Related to Internal Orders
Numbering Scheme for Internal Orders
“To Be”: Future Processes for Internal Orders Master Data Maintenance
Action Items & Next Steps
12
SAP Glossary
Settlement – Process used to allocate costs collected in an Internal Order to one or more Cost Centers. CO.
Cost Center - A Cost Center is an organizational unit within a controlling area that represents a revenue and cost collector for more permanent activities or areas of responsibility. CO.
Cost Element - Cost Element is a Master Data object used in CO to classify and record costs. CO.
Internal Order - Master Data object used to collect and monitor the actual costs of discrete, short- term tasks. Costs collected in Internal Orders can be allocated to one or more Cost Centers. CO.
13
Financial Accounting
FIFI
General Ledger
Fixed Assets
Bank Accounting
Accounts Receivable
Accounts Payable
14
Funds Management
FMFM
Fund Accounting
Budgetary Controls
Budget Execution
Budgetary Basis Reporting
Commitment Accounting
15
COCO
Cost Center Accounting (CCA)
Cost Element Accounting (G/L Accounts P&L)
Internal Orders (IO)
Allocations, assessments, and distributions
Controlling
Financial AccountingCodes
Cost AccountingCodes
Budgetary ControlCodes
Mid-Level Accountability
High-Level Reporting
Detailed Visibility
11/12/2008 Page 16
SAP Integration
FI
FM CO
17
A Cost Center is an organizational unit within a controlling area that represents a revenue and cost collector for more permanent activities or areas of responsibility.
A cost center can be linked to a company code, a business area, a functional area, a fund, and a fund center allowing all these codes to be automatically defaulted when a user enters a cost center in a document.
A standard hierarchy of cost centers is required for the controlling area and is used by drill-down reports. Each level or node of the standard hierarchy is a cost center group. In addition Cost Centers may optionally belong to additional alternative hierarchies that can also be used by drill-down reports.
Field Length: 10
Controlling (CO) Master Data
Cost Center
18
Cost Centers: State of Louisiana Proposed Numbering Convention
W-I-P
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
(1) – (3)
Business Area =
Agency
(4) – (5)
Program
(6) – (7)
AFS Division
or
DOTD District
or Section
(8) – (10)
AFS Section
or
(8) – (10)
DOTD (see note)
Note:
Last 3 digits of the cost center number is still being finalized for DOTD.
19
Example: Dept of Justice, Office of Attorney General
Office Of Attorney GeneralAgency
(141)
Administrative Program
(1000)
Civil Program
(2000)
Admin. Services Division
(1)
Civil Division
(1)
Public Protection Division
(2)
Finance Section
(1)
Gov. Litigation Section
(1)
Tobacco Section
(1)
Property/Rec/FleetSection
(2)
Budget & Accountability
Section(3)
Public Finance & ContractSection
(2)
Equal OpportunitySection
(2)
Agency Program Division Section
Administrative Services Program
Admin. Services Division1410101001 Finance 141 01 01 0011410102002 Property/Rec/Fleet 141 01 02 0021410103003 Budget & Acct. 141 01 03 003
Civil Program
Civil Division1410201001 Gov. Litigation 141 02 01 0011410201002 Public Fin. & Contract 141 02 01 002
Public Protection Division1410201001 Tobacco 141 02 01 0011410201002 Equal Opportunity 141 02 01 002
Organizational Structure Cost Center Number
20
Controlling(CO)
Financial Accounting(FI)
Funds Management(FM)
Cost Center Funds Center Business Area
Finance Integration
21
Cost Elements are used to classify and record costs in CO.
Several Cost Elements can be grouped into a “Cost Element Group” for reporting.
Two Types of Expense Cost Elements:
Primary Cost Elements
Secondary Cost Elements
Controlling (CO) Master Data
Cost Elements
22
Primary Cost Elements represent expenditure accounts in CO. They are linked to P&L type GL accounts on a one-for-one basis and have the same number and description. Primary cost elements will be set up for all P&L GL accounts.
Expense Accounts in FI-GL will correspond to Primary Cost Elements in CO
Examples:
– Assets: 100000-199999– Liabilities: 200000-299999– Fund Balance: 300000-399999– Expenses: 500000-599999
Controlling (CO) Master Data
Primary Cost Elements
23
Secondary Cost Elements are used for internal allocations within a Controlling Area, such as overhead. These Cost Elements are not directly linked to a nominal GL account.
Secondary Cost Elements are exclusively used in CO for:
Assessment
Overheads
Internal Activity Allocation
Internal Order Settlement
Examples:
– Secondary Costs: 900000-999999
Controlling (CO) Master Data
Secondary Cost Elements
24
Revenue Elements are used to record revenues in CO.
Revenue Accounts in FI-GL will correspond to Revenue Elements in CO.
Example:
– Revenues: 400000-499999
Controlling (CO) Master Data
Revenue Elements
25
Controlling(CO)
Financial Accounting(FI)
Funds Management(FM)
Cost Center Funds Center Business Area
Finance Integration
Cost Element Commitment Item G/L Account
26
CO Master Data objects used to collect and monitor the actual costs of discrete, short-term tasks. Costs collected in Internal Orders can be allocated to one or more Cost Centers.
Typically, Special projects that are short-term and/or finite in nature that are not handled by SAP’s Project System (SAP-PS) module are set up as Internal Orders.
Examples: Katrina, Rita, National Fisheries Conference
Internal Orders can also be used to monitor revenues.
Controlling (CO) Master Data
Internal Order
27
Internal Orders can be linked to a company code and a business area allowing them to be automatically defaulted when a user enters an Internal Order in a document.
Internal Orders can be grouped together as “Internal Order Group”.
Internal Orders are two kinds:
True Internal Orders
Statistical Internal Orders
Controlling (CO) Master Data
Internal Order (contd.)
28
FI Postings are made either to a Cost Center or a True Internal Order.
Postings made to a True Order can be “settled” to other Cost Objects, such as: one or more Cost Centers.
Example Scenario: Unexpected Special Project “Katrina” warrants spending State Resources. Funding situation for Katrina is available but it not clearly defined by Cost Center. State Administrators decide to mobilize resources.
Katrina is set up as a True Internal Order. When expense postings occur, they are charged to “Internal Order Katrina”.
When funding situation is clear (or periodically), costs are allocated to appropriate Cost Centers where funding is available.
Controlling (CO) Master Data
True Orders
29
Statistical orders are secondary cost objects; any postings to a statistical order, must also be posted to a real CO object . Used by individual agencies/departments to meet their reporting and evaluation needs.
Costs collected in Statistical Orders are not settled to any other Cost object.
Example Scenario: “Cost Center” ABC has several short-term activities going on, including a “Special Project” XYZ. Funding for all activities comes from Cost Center ABC’s budget. Director of the Cost Center wants to track and report on revenues and expenses incurred towards the Special Project XYZ.
We will set up Cost Center ABC and Statistical Internal Order XYZ in SAP-CO.
When expense postings for Special Project XYZ occur, they are charged to Cost Center “ABC” and Secondary Internal Order “XYZ” simultaneously. For all other postings, only Cost Center ABC is charged.
Costs incurred for the Special Project XYZ are responsibility of the Cost Center ABC; however, Management Reports clearly identify all revenues and expenses associated with Special Project “XYZ”. No further settlement of cost expenses occurs.
Controlling (CO) Master Data
Statistical Orders
30
Controlling(CO)
Financial Accounting(FI)
Funds Management(FM)
Cost Center Funds Center Business Area
Finance Integration
Cost Element Commitment Item G/L Account
Internal Order FM Object
As Is – Internal Orders
Determined that in some cases, the following AFS objects may be candidates for replacement by Internal Orders (other SAP object will be used as well):
– Sub-Object & Sub-Revenue Source– Reporting Category– Activity
Definitions:
Object Usage Technical
Sub-Object & Sub- Revenue Source
•Used as a more detailed breakdown for revenue and expense•Free-form entry, No validation when referencing this field•Each agency defines this field and utilizes for its own purpose
Length: 2Format: AlphanumericApprox. #: Unknown
Reporting Category
•Collects revenue & expenditure data for a grant or special project•Set up and controlled independently by each agency •Validated by system
Length: 4Format: AlphanumericApprox. #: 43,000
Activity Code •Tracks costs of a specific activity•Defined statewide (not specific for an individual agency)•Examples – TECH, KATR, RITA
Length: 4Format: AlphanumericApprox. #: 3
Sample Usage – Sub-ObjectDEPT OF WILDLIFE AND FISHERIES:
For DWF, these Sub-Objects apply to all Objects
WB
WH
TD
TC
SF
OW
OR
OJ
NF
LC
LR
LA
LD
IS
GC
ED
BS
BC
AC
SubObject Code
White Boot Brigade
Washington Hill
Tourism Day
Tales of the Cocktails
Seafood Festival
Oyster Week
Oyster Reception
Oyster Jubilee
National Fisheries Conference (NFI)
Louisiana Seafood Cookoff
Louisiana Restaurant Expo
Louisiana Alive
Legislative Day
International Shellfish Sanitation Conference
Great American Seafood Cookoff
Education Day
Boston Seafood Show
Bonne Crevette
Alligator Cookoff
Event
WB
WH
TD
TC
SF
OW
OR
OJ
NF
LC
LR
LA
LD
IS
GC
ED
BS
BC
AC
SubObject Code
White Boot Brigade
Washington Hill
Tourism Day
Tales of the Cocktails
Seafood Festival
Oyster Week
Oyster Reception
Oyster Jubilee
National Fisheries Conference (NFI)
Louisiana Seafood Cookoff
Louisiana Restaurant Expo
Louisiana Alive
Legislative Day
International Shellfish Sanitation Conference
Great American Seafood Cookoff
Education Day
Boston Seafood Show
Bonne Crevette
Alligator Cookoff
Event
Sample Usage – Sub-Revenue SourceDEPT OF WILDLIFE AND FISHERIES:
For DWF, Sub-Revenue Sources can be unique to a
given Revenue Source
ATTORNEY GENERAL’S OFFICE: Sample Usage – Reporting Category
Breakdown of Expense Objects– Object 3650 Other Charges, use Reporting Category
7136 for “Court Filing Fees”
Inter-Agency Agreements– There are 15 agreements and 1 object and 1 org– Use reporting category to define which agreement– Ex., 0017 – SG – Office of Risk Management
Grants
Division of Administration: Sample Usage – Sub Revenue Source
HOUSING AUTHORITY - BERWICKSGBVH05
HOUSING AUTHORITY - BOGALUSASGBUH04
HOUSING AUTHORITY - ALEXANDRIASGBTH03
HOUSING AUTHORITY - COLFAXSGBSH02
HOUSING AUTHORITY - ABBEVILLESGBRH01
BOARD OF EXAMINERS - SANITARIANSSGBPB53
BOARD OF EXAMINERS - CHIROPRACTORS- DHHSGBOB06
BOARD OF HEARING AID DEALERS SGBNB33
BOARD OF EXAMINERS - WHOLESALE DISTRIBUTORSSGBMB36
HOUSING AUTHORITY - HAYNESVILLESGBLH86
BOARD OF VETERINARY MEDICINE SGBKB34
BOARD OF BARBER EXAMINATION SGBJB46
BOARD OF PLUMBERS SGBIB16
COMMISSION - TAX FREE SHOPPING SGBHA40
HOMELAND SECURITY & EMERGENCY PREPAREDNESSIAT8D111
DIVISION OF ADMINISTRATION - STATE REGISTERIATFH107
DIVISION OF ADMINISTRATIONIAT02107
MENTAL HEALTH ADVOCACYIAT01103
INDIAN AFFAIRSIAT6B101
EXECUTIVE OFFICEIAT6A100
AGENCY NAMETYPESUB REVAGCY
HOUSING AUTHORITY - BERWICKSGBVH05
HOUSING AUTHORITY - BOGALUSASGBUH04
HOUSING AUTHORITY - ALEXANDRIASGBTH03
HOUSING AUTHORITY - COLFAXSGBSH02
HOUSING AUTHORITY - ABBEVILLESGBRH01
BOARD OF EXAMINERS - SANITARIANSSGBPB53
BOARD OF EXAMINERS - CHIROPRACTORS- DHHSGBOB06
BOARD OF HEARING AID DEALERS SGBNB33
BOARD OF EXAMINERS - WHOLESALE DISTRIBUTORSSGBMB36
HOUSING AUTHORITY - HAYNESVILLESGBLH86
BOARD OF VETERINARY MEDICINE SGBKB34
BOARD OF BARBER EXAMINATION SGBJB46
BOARD OF PLUMBERS SGBIB16
COMMISSION - TAX FREE SHOPPING SGBHA40
HOMELAND SECURITY & EMERGENCY PREPAREDNESSIAT8D111
DIVISION OF ADMINISTRATION - STATE REGISTERIATFH107
DIVISION OF ADMINISTRATIONIAT02107
MENTAL HEALTH ADVOCACYIAT01103
INDIAN AFFAIRSIAT6B101
EXECUTIVE OFFICEIAT6A100
AGENCY NAMETYPESUB REVAGCY
HOUSING AUTHORITY - BERWICKSGBVH05
HOUSING AUTHORITY - BOGALUSASGBUH04
HOUSING AUTHORITY - ALEXANDRIASGBTH03
HOUSING AUTHORITY - COLFAXSGBSH02
HOUSING AUTHORITY - ABBEVILLESGBRH01
BOARD OF EXAMINERS - SANITARIANSSGBPB53
BOARD OF EXAMINERS - CHIROPRACTORS- DHHSGBOB06
BOARD OF HEARING AID DEALERS SGBNB33
BOARD OF EXAMINERS - WHOLESALE DISTRIBUTORSSGBMB36
HOUSING AUTHORITY - HAYNESVILLESGBLH86
BOARD OF VETERINARY MEDICINE SGBKB34
BOARD OF BARBER EXAMINATION SGBJB46
BOARD OF PLUMBERS SGBIB16
COMMISSION - TAX FREE SHOPPING SGBHA40
HOMELAND SECURITY & EMERGENCY PREPAREDNESSIAT8D111
DIVISION OF ADMINISTRATION - STATE REGISTERIATFH107
DIVISION OF ADMINISTRATIONIAT02107
MENTAL HEALTH ADVOCACYIAT01103
INDIAN AFFAIRSIAT6B101
EXECUTIVE OFFICEIAT6A100
AGENCY NAMETYPESUB REVAGCY
HOUSING AUTHORITY - BERWICKSGBVH05
HOUSING AUTHORITY - BOGALUSASGBUH04
HOUSING AUTHORITY - ALEXANDRIASGBTH03
HOUSING AUTHORITY - COLFAXSGBSH02
HOUSING AUTHORITY - ABBEVILLESGBRH01
BOARD OF EXAMINERS - SANITARIANSSGBPB53
BOARD OF EXAMINERS - CHIROPRACTORS- DHHSGBOB06
BOARD OF HEARING AID DEALERS SGBNB33
BOARD OF EXAMINERS - WHOLESALE DISTRIBUTORSSGBMB36
HOUSING AUTHORITY - HAYNESVILLESGBLH86
BOARD OF VETERINARY MEDICINE SGBKB34
BOARD OF BARBER EXAMINATION SGBJB46
BOARD OF PLUMBERS SGBIB16
COMMISSION - TAX FREE SHOPPING SGBHA40
HOMELAND SECURITY & EMERGENCY PREPAREDNESSIAT8D111
DIVISION OF ADMINISTRATION - STATE REGISTERIATFH107
DIVISION OF ADMINISTRATIONIAT02107
MENTAL HEALTH ADVOCACYIAT01103
INDIAN AFFAIRSIAT6B101
EXECUTIVE OFFICEIAT6A100
AGENCY NAMETYPESUB REVAGCY
IAT = Inter-Agency TransferSG = Self Generated
Sub-Revenue Sources don’t change across Revenue Sources
Division of Administration: Sample Usage – Reporting Category
Used heavily to track revenues and expenditures for grants
– Ex.
CDBG FFY '08 TECHNICAL ASSIST08TA
CDBG FFY '08 PROGRAM INCOME08PI
CDBG FFY '08 PUBLIC FACILITIES08PF
CDBG FFY '08 LASTEP08LS
CDBG FFY '08 HOUSING08HS
CDBG FFY '08 ECONOMIC DEVELOP08ED
CDBG FFY '08 DEMONST NEEDS08DN
CDBG FFY '08 COMMUNITY CENTERS08CC
CDBG FFY '08 ADMIN COST08AD
DescriptionReportingCategory
CDBG FFY '08 TECHNICAL ASSIST08TA
CDBG FFY '08 PROGRAM INCOME08PI
CDBG FFY '08 PUBLIC FACILITIES08PF
CDBG FFY '08 LASTEP08LS
CDBG FFY '08 HOUSING08HS
CDBG FFY '08 ECONOMIC DEVELOP08ED
CDBG FFY '08 DEMONST NEEDS08DN
CDBG FFY '08 COMMUNITY CENTERS08CC
CDBG FFY '08 ADMIN COST08AD
DescriptionReportingCategory
Division of Administration: Sample Usage – Reporting Category (cont’d)
Used to track Inter-Agency billings for building usage, payroll, & projects
– Ex.
OIS- PC/LAN SOFTWAREBL75
OIS- PC/LAN HARDWARE-EXCL PRNTBL71
OIS-TCP/IP APPLICATIONS SUPPTBL70
OTM / BILLINGAN07
PAYROLL EXPENDITURE CLEARING8888
ARSENAL1374
WOODDALE TOWER1373
DescriptionReporting Category
OIS- PC/LAN SOFTWAREBL75
OIS- PC/LAN HARDWARE-EXCL PRNTBL71
OIS-TCP/IP APPLICATIONS SUPPTBL70
OTM / BILLINGAN07
PAYROLL EXPENDITURE CLEARING8888
ARSENAL1374
WOODDALE TOWER1373
DescriptionReporting Category
Leading Practices
Enter transactions at the lowest level to meet all reporting requirements
Use a standardized, intelligent numbering scheme to facilitate reporting
Centralized maintenance of master data to ensure numbering scheme and derivation strategy are properly maintained
Consist of the necessary level of detail to meet the various reporting requirements of an organization
Field design should accommodate current design as well as allow for future growth
Process Improvement Opportunities
Streamline Business Processes and Standardize usage of Cost & Revenue Object codes and other Master Data – across the State…..
…..while still providing the agencies the flexibility they need for their internal reporting.
Make sure the system provides good visibility and detail needed for the agencies.
Make it easy for addressing CAFR and other Reporting needs of the State.
41
Example:
Z10 - True Internal Orders
Z20 - Statistical Internal Orders
Internal Order Types (W-I-P)
Classification used to identify Internal Orders for different purposes
Q: What are the Internal Order Types that make sense for LaGov?
42
SAP Numbering Considerations
(1) (2) (3) (4) (5) (6) (7) (8)
What’s the logical breakdown of the Data that will be represented as Internal Orders? And Internal Order Types?
Does this breakdown support both budgeting and actuals Reporting?
How will the breakdown for AFS and DOTD Finance be aligned?
Does the numbering scheme support FM Derivations?
Does the numbering scheme bring Standardization & Consistency?
43
Internal Orders: State of Louisiana Proposed Numbering Convention
W-I-P
(1) (2) (3) (4) (5) (6) (7) (8)
(1)– (2)
IO Type
(3)– (8)
Internal Order Number
• Other Internal Order Types can be created as needed; room for expansion.• IO Master Record
• Will store Agency information (Business Area).• Has provision to store other key data as needed:
• Cost Center• FM Object (Funded Program)
Z10 – True Internal Orders
8 digit internal numbering (System generates the number).
The first 2 digits indicate Internal Order Type: True Internal Order– 10: True Internal Order
Last 6 digits sequentially generated by the system when the Orders are created.
For True Orders: “Business Area” and “External Order Number” fields could be mandatory and may contain Agency and the relevant Legacy account code. May also have the FM Object needed to control the Budget (i.e. Funded Program) on the master record. “Cost Center” field may be “Optional”(TBD).
The
10000000 to 109999999Number Range:
Z20 – Statistical Internal Orders
8 digit internal numbering (System generates the number).
The first 2 digits indicate Internal Order Type: Statistical Internal Order– 20: Statistical Internal Order
Last 6 digits sequentially generated by the system when the Orders are created.
For Statistical Orders: “Business Area” field would be mandatory and will contain Agency number. “External Order Number” and “Cost Center” fields may be “Optional” and will contain Legacy account code and Cost Center respectively (TBD).
20000000 to 209999999Number Range:
Business Process Flow (W-I-P)
State of LouisianaProcess: Create New Internal Orders
OP
BD
epar
tmen
t/Age
ncy
OS
RA
P
New requirement identified for new
Internal Order
Start
Complete Master Data Request
Form
Email completed form to Internal Order Creation
mailbox
Email request received
Is request valid? Is new Internal Order
necessary?
Decline request and notify requestor
Code entries to existing Internal
Order
NO
YES
Create Internal Order in SAP
Notify Budget for Funds
Management Object creation
Create Funds Management Object in FM
Update FM and GM Derivation
Strategies
Code entries to new
Internal Order
Post entries to Cost Center End
Post budget for new FM Object
Is budget control necessary for this
Internal Order?
YesNo
48
SME & end-user education on Internal Order Concepts, Numbering and proper usage.
Sorting through all Sub-Objects and other legacy data elements and identifying valid Internal Orders and Order Types.
Acceptance and Change Management of the new To-Be Process.
Training on new Internal Order creation and maintenance process.
Enterprise Readiness Challenges
49
Prepare and send out meeting minutes to invitees; ensure all to-do’s are appropriately documented.
Follow up on action items identified during the workshop.
Plan follow on workshops, as required.
Schedule off-line meeting(s) to discuss areas of special interest by Agency/Department as needed.
Identify all Internal Orders by Type.
Finalize IO Numbering Scheme.
Prepare Draft Design Document.
Plan validation workshop.
Validate Design Document.
Next Steps
Questions?
??
??
?
?
??
?
??
??
?
?
??
?
??
??
?
?
??
?
??
??
?
?
??
?
?
??
??
? ??
??
??
??
??
?
?
?
?
??
? ?
?
??
??
?
??
??
?
??
??
??
?
?
??
??
?
?
??
??
?
?
??
?
??
?
??
??
???
?
??
?
?
??
?
??
??
?
?
??
?
??
??
?
?
??
?
??
???
??
??
?