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Author(s)
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Verification
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Approval
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Perla Chagas
BO EU Data & Analysis Operator
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Luís Dias
SRM Team Leader
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XXXXXXX
BO Data & Analysis Process Leader
XXXXXX
Data & Analysis Process Expert
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03.08.2018
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Date
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Date
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Version | Date | Description |
00 | 03.08.2018 | New document |
Table of Contents
1. INTRODUCTION
1.1. Objectives and scope of this procedure
1.2. Requirements
2. STEPS OF THE PROCESS
2.1. To extract the report
2.2. To setup "SC Automation" folder on Drive H
2.3. To run the Macro "MasterFile-SC"
2.4. Preparing the information to be sent
2.4.1 Draft email
2.4.2 Copying information to GDrive
2.5. To send the emails massively via YAMM
2.6. Freshdesk ticket handling
2.7. Second Reminder – Provisioning side
3. REFERENCES
4. ATTACHMENTS
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- To send the emails massively through Google Drive, it is necessary to have access to Data & Analysis mailbox (General SBS-Codif): ptp-data.analysis@solvay.com
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# | Main activities | Tips / Best practices | Key points |
18 | Don't insert any recipient |
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19 | Subject: Shopping Cart pending approvals |
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20 | Copy the layout below | Leave it as "saved" (draft) |
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Email template:
Hello {{First Name}} {{Last Name}}Dear Approver,
During the our regular monitoring of open shopping carts pending on approvalin SRM7, we identified that the following requests are created:for more than 10 days, with delivery foreseen within 15 days, and / or are created for more than 15 days.
have noticed that your approval is needed for one or several requests that have approaching delivery dates or for requests that are becoming old:
List is attached to this email.
Recommended Action(s) to be taken:
Please approve or reject the Shopping carts
{{Link}}
As we want to ensure that there is still time to send the purchase order and work with the supplier, please log directly into SRM7 through the following link and approve the shopping cart. If the shopping cart is no longer required or invalid, the same link can be used to reject it.Click on the following link to log on directly to SRM and carry out the action:
https://srm7.solvay.com/NWBC
Please find below, a guideline presentation on how to approve:
https://drive.google.com/drive/folders/0B8wY0sDVGUzXcjVpdXI2Y1FTRWs
For further guidelines on how to carry out an approval or rejection in SRM7 as well as details about the automatic deletion of inactive requests please follow this link:
SRM7 - How to approve a shopping cart Shopping carts with status pending on approval (not linked with Plant Maintenance) and older than 60 days and delivery date in the past will be deleted.If Shopping cart has 0 amount, the deletion will be carried out after 180 days.
In case you require any support/advice please reply to this message.
Best Regards,
Best Regards,
PtP D&A Team
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# | Main activities | Tips / Best practices | Key points |
49 | Check with previous report if there is any pending shopping cart that wasn't sent to Provisioning team previously | Selected in red on previous file: the Provisioning teams (by region) was already notified in order to contact the approver. |
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50 | Separate by company the shopping carts to be sent according to the region |
| NAM:
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NOTES:
- For NAM, LAM and APAC regions, create a ticket and send an excel file "SC Monitoring POC list" with the pending shopping carts (example below ticket #2167311).
- For EMEA region, there is a file on GDrive (link below). It's necessary to create a new tab on this file and then send an email to the following persons:
Filipe Almeida (filipe.almeida@solvay.com);
Natalia Reis (natalia.reis@solvayreis@solvay.com)
Neuza Silva (neuza.silva@solvay.com);
Ana Faustino (Ana.Faustino@solvay.com);
Carlos Antunes (carlos.antunes@solvay.com)
Vera Jacob (vera.jacob@solvay.com)
Maria Teresa Domingo (maria.domingo@solvaydomingo@solvay.com)
Alfredo Serrano Nicola Zaccarini (alfredonicola.serrano@solvayzaccarini@solvay.com);
Link for file in GDrive: https://docs.google.com/spreadsheets/d/1B3R1nYMRFQn6jo_P5-Ps6Gteb2qWXIldTArSvGFRxRA/edit#gid=2141332566
- For PERÓXIDOS DO BRASIL (company 0134), send a separated file for the contact below from the Provisioning responsible:
Juliano Gonçalves (juliano.goncalves@solvay.com).
Exceptions
- BUTACHIMIE: don't include company ZFR9 on the file for Provisioning, as the Purchase Orders are now being created/changed on the site (not by Provisioning anymore);
- MEXICO: is considered as LAM region regarding Provisioning Team, so include Mexican companies on the LAM list for the second reminder;
- CYTEC NAM: don't include companies from Cytec on the file for Provisioning NAM Team.
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