When a GBU / function is changing its organization, it must be accompanied by a change in the organization of cost centers. You will find below the list of points to think about in order to make the transition to the new organization go smoothly.
1 - Update cost centers master data (creation / lock / modification)
If you don't need to create new ZCBS groups & new positions, you can go directly to the 1.3.
1.1 - Request the update of the cost centers groups (ZCBS)
The ZCBS groups are used in the BW fixed costs reports: BW RTR - GBU Fixed costs & CBS - Function costs.
The modification or creation of new groups in the ZCBS hierarchy can be ask by a function or GBU controller.
How to ask for the update of the ZCBS group
The update of the ZCBS hierarchy must be ask using the workflow in PRS_50
Select the category "Miscellaneous request" and attach an excel file highlighting the change you need.
Related contents
1.2 - Request the update of the SRM7 financial matrix
When the organization is changing, you may need to ask for the update of the SRM7 matrix
=> You can download the last version of the matrix following the procedure : SRM7 financial matrix
How to ask for the update of the SRM7 financial matrix
Follow the guidelines in the presentation below (Make sure you authorized access to Google Drive to see the presentation)
1.3 - Request the update or the creation of cost centers
Once new ZCBS groups & SRM7 positions are created (when applicable) you can ask for the creation / update of cost centers using the workflow in PRS_50 and follow the procedure I request the creation of a new cost center.
Reminder - Year-end
In order to implement the new business structure for a new year without impacting the year-end closing, the cost centers data are no longer updated in BW from mid-december to mid-january
If a cost center is updated during the frozen period, it be reflected after mid-january. You should receive a communication with the precise dates for the current year. If you didn't receive the communication, you can look in ISSP - news.
2 - Update cost centers in:
2.1 - The payroll
Once your cost center are created, you can ask for the update of the payroll in freshdesk
Select "Submit a request" => "HtR Request"
Select the process "Personal Data" and subprocess "Change Personal Data"
2.2 - Travel & Expenses
2.3 - Car rental
Contact by email the country Fleet Managers. List in 2018:
| Country | Contact |
|---|---|
| France | Virginie Guignard |
| Belgium | The content of this macro can only be viewed by users who have logged in. |
| Portugal | The content of this macro can only be viewed by users who have logged in. |
2.4 - Purchase orders
The controlling team needs to send the list of cost centers to be used to the requesters.
2.5 - Intercompany
List of contacts by Region (in 2018)
| Region | Contact |
|---|---|
| EMEA | The content of this macro can only be viewed by users who have logged in. |
| North America | Karine Silva |
| APAC | The content of this macro can only be viewed by users who have logged in. |
2.6 - Fixed assets
If the cost center needs to be updated, you can create a ticket freshdesk
Select "Submit a request" => "RtR Request"
Select the process "RtR" and subprocess "AA"
3 - Tips & Advice
Anticipate your requests
- Creation of cost centers is a priority
- At the end of the year the update of cost centers hierarchy is usually done during the BW freeze
Share your experience
- If something is missing or not clear in this procedure, you can comment or ask your question at the bottom of the page
Get the list of all your cost centers master data (for GBU)
- There is a workbook in BW you can use to get the list of the master data: FC - Cost center master data