1. Objective and Scope

1.1. Objective of this Operation

Once the GBS IS Projects are approved by all concerned parts, it is needed to create the project structure.

1.2. Scope

The scope of the WBS Elements creation for GBS IS Projects is to all legal entities in Syensqo Group WW.

2. Definitions

See Finance - Glossary

3. Open a GBS IS Project Description

All GBS IS Projects need to be approved by all the concerned parts (Responsible Financial Controller and Responsible GBS Manager).

The PPMO committee:
- Defines the Business Case (Project Approval Form) with the project presentation (scope, zone, …)
- Estimates the budget needed for the projects
- Makes a global evaluation of the projects and vote
- Suggests the projects to be developed to get the CIO’s approval

Project Approval Form are approved in AODOCs in Document PPMO.

There are two possibilities when assigning the costs of WBS Element

                1. Capex (Investment) - are all expenses related to a project and that the company can amortize in several fiscal years.

Tangible : A Tangible asset is something that you can touch such as equipment or hardware.

Intangible : An Intangible asset is a something that you cannot touch such as software of services

2. OTC (One time cost/Overhead/Opex)  - An OTC linked to a project, is an expense which is not expected to reoccur.

3.1. I receive new WBS Element Requests from the IS Controllers

3.1.1. IS Controllers insert new WBS Element Request

After the approval of the project, the IS Controllers insert a new WBS Element Request in WBS Element Request file with the following information:

• Project Code
  
• Cost Center
• Company Code
• Site/Plant
• Budget
• Responsible Position
• Network needed or not

3.2. I insert project code in Project List

Everyday the MAC Analyst goes to the WBS Element Request file to verify if there is any new request from the IS Controllers.

When there is a new request, it is needed to parameterize the Project name in the tab Project List:

• Access Accolade and search for the indicated code. For example IT9464, search for "9464" without the IT and click in the project name.

• Once inside the project page, click in the right column on the field "Details". In this field it is possible to find the project description, Controlling Allocation, BU/Function and Requesting Team.

• Copy the project name and paste in Description column the tab Project List on  WBS Element Request file . 
• Projects can be divided in three streams/teams: APPLI, INFRA and NON IS. In case of doubt when filling the team, always validate with the requestor.

3.3. I insert project code and parameters in SAP PF2/WP2

3.3.1. SAP PF2

• Go to transaction Z1J_GROUP - Maintenance Project Group w/ text and click on .
• Fill the table with the project group code, description and currency (always EUR). It's not needed to insert the budget.

• Save the record clicking  

3.3.2. SAP WP2

• • Go to transaction ZWPST004 - Customer Enterprise PS Definition and click on .
  • Fill the table with the project group code, description, currency, team, customer 1 and customer 2.

Note! Where do I get the customer 1 and customer 2? I need follow the procedure in 3.2 point:

• Costumer 1 corresponds to Controlling Allocation field. 
  Exception: When the controlling allocation matches GBS, the Costumer 1 will be  GBS Projects
• Costumer 2 correlate to BU/Function .
  Exception:  When the controlling allocation matches GBS, the Costumer 2 must be the Requesting Team .

Important!

• If Costumer 1 is a GBU, the Costumer 2 cannot be a Function or a Service Line.
• If Costumer 1 is a Function, the Costumer 2 cannot be a GBU or a Service Line.
• If Costumer 1 is GBS Projects, the Costumer 2 can only be a Service Line.
• If Costumer 1 is SW/HW EQUIPMENT, the Costumer 2 must be HW/SW Investments (incl Video).
• If Costumer 1 is MAGD, the Costumer 2 may be GBU or Function.
• This way, I will be able to start the creation of the WBS Structure.

3.4. I verify the fields of the request (Company code, plant, cost center)

It is very important to understand and verify the fields of the request before trigger the creation.

• EMEA

• • All OTC projects are created by Lisbon team.
  • Capex - there are some exceptions. It is needed to consult the Contacts for WBS creation & Useful address list in the tabs For IS in WP2 and  For IS in PF2 to understand who is responsible for the creation. It is also useful to refer to the past WBS Elements created to understand who as created it.

• APAC and LAM
  
  All the requests, OTC and Capex are created by local team. I need to click on the link in column AP "Open ticket?", and an automatic e-mail will be filled with the requesting fields to be sent to freshdesk.
  
  Example:
  
  

• NAM
  
  For SAP PF2 System: 

• All OTC projects are created by Lisbon team.
• Capex - there are some exceptions. It is needed to consult the Contacts for WBS creation & Useful address list in the tabs For IS in WP2 and  For IS in PF2 to understand who is responsible for the creation. It is also useful to refer to the past WBS Elements created to understand who as created it.

   For SAP WP2 System: 

All the requests, OTC and Capex are created by local team. I need to click on the link in column AP "Open ticket?", and an automatic e-mail will be filled with the requesting fields to be sent to freshdesk.

Example:

3.5. I create WBS Elements as requested

3.5.1. SAP PF2 - Investment projects (Capex)

3.5.1.1. How to codify the project definition and WBS Element

• Project definition example NHA/IYY XXX

YY  -  Year. If 2020 - should be 20; if 2021 - should be 21... and so on.

XXX  -  Sequential number

1. 1. WBS must have 4 levels
      Example: 

Level 1 NHA-IYYNNN

Level 2 NHA-IYYNNN.01

Level 3 NHA-IYYNNN.01.7

Level 4- NHA-IYYNNN.01.7. LL . WWW Z

• • • • LL corresponds to the material code:

1. 1. 1. 1. 1. 70 for tangible assets
            2. 79 for intangible assets

1. • • • WWW identifies the Stream:

1. 1. 1. 1. 1. ISA for Application
            2. ISI for Infrastructure
            3. NIS for Non IS

• • • • Z is to define if Capex Intangible or Tangible

1. 1. 1. 1. 1. M for Tangible Capex
            2. L for Intangible Capex

3.5.1.2. Create project definition

3.5.1.2.1 WBS Element creation

• Create a wbs element of level 1: (on the first row)
  
  

• Create a wbs element of level 2: (on the second row)
  
  

• Create a WBS element of level 3: NHA-I20025.01.7
  
  

• Create a WBS element of level 4 (= WBS element attributable): NHA-I20025.01.7. 79. ISA L

• The 2 last numbered positions are the material code linked to nature of the WBS element:

    70 = MANAGEMENT INFORMATION SYSTEMS HARDWARE

    72 = Equipment's Telecom

    74 = Local Networks (LAN)

    79 = Software

• The last letters:

  • Three of them identify the Stream:

1. 1. ISA for Application
   2. ISI for Infrastructure
   3. NIS for Non IS

• Final one is to define if Capex Intangible or Tangible

1. 1. M for Tangible Capex
   2. L for Intangible Capex

• In the Description put  the name of the project + “TAN” (for Tangible) or “INT” (for Intangible)

• In Short ID: is automatic

• Tick in the box: PE and Acct (Acct  is Mandatory because the WBS is attributable)

• Double click on the WBS of level 4 (for example on NHA-C17883.01.7.79.ISAL)

• Check of the investment profile and the investment reason are right.

• Enter the responsible code and the cost center.

• Check if the box  Acct asst elem.  is well ticked.

• Press Enter

• Check of the investment profile and the investment reason are right.

• Validate clicking on

3.5.1.2.1.1 Create Asset Under Construction

• Click on " Asset under construction " 

  
  

  
  

• Click on

• In tab  "General" enter in the field "Inventory note" : 01.7.70 or 01.7.79 (corresponding of the part of material code)

  
  

  
  

  • In tab "Allocations" enter the following information:

  Evalutation group 4: 70 or 72 or 79 (linked to the material code)

  Evalutation group 5: the budget number without the plan and followed by .01 (for ex 17883.01)

  Investment reason: H0

  
  

• “System Status” : CRTD SETC is the status which appears as one created an activity.

• “WBS element” : this code appears automatically.  

• Work Center” : The persons planned to work on specific activities (project or IT services) are identified in a "work center".  A “work center" is assigned to each IT employee. This work center is communicated by the Project manager.   If it is not communicated or unknown, the activity will be assigned by default to Work center" GBS-IT "

• “Work” : Put the number of day planned for the activity or put the number "1" by default (if unknown).

• In the tab " Dates ", select: 

Start: " Must start on " and put the date of the beginning of the project

        Fin.: " Must finish on " and put the date of the end of the project

Remark : As it is a network/activity for CAPEX no need to enter a settlement rule receiver parameter.

• Redo the same way for each other Network activity needed.

3.5.1.2.4. Release Networks and Activities

   When all networks/activities will be created, don’t forget to “Release” each network and each activities   (Edit-Status – Release).

• Click on " Edit "  - " Status " - " Release "

• Click on save 

Remark : The codes of networks/activities will be ONLY created (available) in SAP after this saving. 

• The following message appears => Click on Yes 

•  Now the status is REL for the project definition, the WBS element and the activities.

• The  new project code as well as the WBS/ Networks/Activities must be communicated to the Project leader and the involved IS Controller.
• They are also indicated in the sheet “WBS elements Requests” shared inWBS Element Request file

3.5.1.3. Set the budget amount

Use the transaction CJ30 , update the budget amount on each level of the WBS elements created.

• Enter the project definition. For example:

• Press enter

• Record the amount budgeted in K€ for each level of the WBS element. In this example => put 34,00 in the column budget (for  the levels 1, 2,3 and 4):

• Save your entries 

3.5.2. SAP PF2 - Overhead projects (OTC)

3.5.2.1. How to codify the project definition and WBS Element

1. Project definition example:  NHA. PX KKK

   KKK  – Sequential number

   
   

2. WBS example: NHA.PX KKK.WWWO

WWW identifies the Stream:

• • • ISA for Application

    • ISI for Infrastructure

    • NIS for Non IS

O is for OTC

3.5.2.2. Create project definition

1. Determining project definition sequential number

• Execute the transaction " CN43N " in order to obtain the project list and their WBS element already created in  PF2

• Enter profile: Database prof. – introduce 000000000004

• Insert the beginning of the “Project Definition” , like this: “ NHA.PX* ” (Remarque: this code is used for the projects of the company 0001 Syensqo (SCH), in order to know which Project definition code to open.

• Click on “ execute ” or F8 

  You can see that the last created “Project Definition  ” was:  NHA.PX366

The new one to be created will be: NHA.PX367

NHA.PX366 is an example!! This code belongs to the company 0001 Syensqo (SCH)!!! Please consider the plant of the company / site / country in which the IT project must be opened.

3.5.2.2.1 WBS Element creation

1. Click right on  the "Project definition"   (In the part  "Project Structure: Description"). Select Create –> WBS Element
   
2. In the right part of the screen appears in the field of "WBS Element" the number of the Projet Def., followed by the figure 1 :  NHA.PX369 1

Replace the figure 1 by dot (.) followed by the related team abbreviation:

• • ISA for Application

  • ISI for Infrastructure

  • NIS for Non IS

The last one position is for OTC

Example: You need to open a WBS element on OTC for the stream “Application” in company 0001 Syensqo (SCH), NHA.PXxxx.ISAO (for OTC).

• In the tabs: "Dates", "Assignments" and "Control": don’t modify anything!!! (All the data appear by default)
  
  

• In the tabs: "Administr", "Superior" and "Progress": Don’t enter anything!!

• In the tab "Cust. enhancement":

  Position – Enter the code position linked to the Project Manager responsible => Search it in the field via the match code. It is important to don’t leave it empty!

3.5.2.2.1.1 Settlement rule of WBS element

• Click on "Edit" => "Costs" => "Settlement rule" in order to check the settlement rules
  
  

• Click on “Goto”  > “Settlement parameters”
  
  
  

• Select the parameters below:
  Settlement profile : ZPS10: when the costs of the project are allocated to an OTC !!

  Allocation structure: always put A2 !!!
  

  • Click on the green arrow to leave the screen. 
  • In «Distribution rules” select:

       - In «Cat»: CTR  (cost center) when the WBS Element has to be assigned to cost center.

       - In «Settlement Receiver»: Enter the cost center receiver validated by the IT Controller.

  

  • Click on Enter.
  • Click on the green arrow to leave the screen  
  
  

3.6. I communicate the WBS Elements codes to the IS Controllers and contacts indicated by them

Once the WBS Element is created, I fill the in  WBS Element Request file  the WBS code and networks created.

If the controller has indicated in the comments that it is needed to send the codes to specific contacts, I send an e-mail to the indicated contacts.

For example:

3.7 What to do when we have an error in a WBS and we have an indication to close it?

1º Step - Enter the transaction CJ20N

• Click on Open Project and afterthat insert the WBS element;
• Go do Edit - Status - Close - Set

2º Step - If this message appears

• Click on Status information
• Analyze the error (this for example)

3º Step - Enter the transaction ME2K

• Insert the WBS element and click Execute
• Analyze the Display Report

4º Step - Read the report information

(Example)

For the PO number 4500461863 with value 17600€, the PO material (Agitatore Periferio Liquefatore) has been fully delivered and invoiced.

In case of the other error 

1º Step - Enter the transaction ME2K

• Insert the WBS element and click Execute
• Analyze the Display Report

2º Step - Read the Report information 

• Create a Ticket on Service One for the Procurement Department to close the PO's.

End of document.