2.0 Business Process

Capture the business process that the application supports . This can be describe through a process diagram or a business capability model

3.0 Application Feature Overview

Information about the existent Workbooks and the respective BW queries.

SCREEN - Pack. Inventory analysis (Core Workbook)

It is based on stock postings of Packaging materials

Packaging entries are filtered according to material Valuation classes and related Stock accounts: WP1 Z110 (GL Account 31000300) and PF1 Z051 (2110110000) + WP1 adjustment account 31000309

• Opening/Closing inventory figures are the sum up of all postings according to entered period in prompt (Ex. 01.2021 Closing ⇢ All postings up to 31.01.2021 / Opening ⇢ all postings up to 31.12.2020)
• Variation figures are the sum up of postings of selected period (Ex. 01.2021 ⇢ All postings from 01.01.2021 to 31.01.2021)
• Entries are valuated at the material standard price of posted period; this way, they are fully reconcilable with Working Cap. inventory values
• FI entries are enhanced with related material document data, mainly in order to catch movement type used to categorize stock variations as well as CO object assignment (Order, Cost center…)

SCREEN - Pack. Manuf. Consumption analysis (Core Workbook)

It includes:

• Packaging components: Actual + target quantities and costs
• Manufactured materials (so-called products):

  • Actual production quantities and costs (total + variable) of products including “direct” packaging consumption, in order to measure weight of packaging vs production metrics. “Direct” means that if finished B has semi finished A in its BoM, and if A has packaging component P in its BoM, only A is reported as product in Screen report (and not B) => multi level consumption is not supported.  

SCREEN - Pack. Purchasing analysis (Core Workbook)

It mainly includes Purchase orders data (with Creation date greater than 01.2018)

• Packaging items are filtered according to Material Valuation Class: WP1 Z110 (GL Account 31000300) and PF1 Z051 (2110110000)

PO items w/o a Material (i.e. only assigned to a Material Group) are excluded from the report

• Both PO items for stock entry (see Acct Assignment Category #) and PO items assigned to a CO object like a Cost Center, a Maint. Order… (see <> #) are taken into accounts
• Additional Delivery costs are included in GRs/IRs valuation  

It also includes FIGL data:

• Consignment GRs/IRs w/o a PO (with a Posting date greater than 01.2018)

=> Same filter based on Material Val. Class in KOS/KBS FI items (see accounts WP1 40100380 / PF1 2320000000)

• Price diff. on GRs/IRs (with a Posting date greater than 01.2018) - To get Standard values in addition with POs values

=> Same filter based on Material Val. Class in PRD/AKO FI items (see accounts WP1 98151982 / PF1 6091311100)

Access the workbook

• Step One

• For Inventory Analysis, the workbook to be used is BW_WBK_SCRE_0001  – SCREEN - Pack. Inventory analysis (Core Workbook)
• For Inventory Analysis, the workbook to be used is BW_WBK_SCRE_0003  – SCREEN - Pack. Consumption analysis (Core Workbook)
• For Inventory Analysis, the workbook to be used is BW_WBK_SCRE_0002  – SCREEN - Pack. Purchasing  analysis (Core Workbook)

=> Go to Analysis for Office in excel 

=> Click "Open Workbook"

• For Inventory Analysis, the workbook to be used is BW_WBK_SCRE_0001  – SCREEN - Pack. Inventory analysis (Core Workbook)

Run the workbook

It is mandatory to enter:

• Conso view (2) : enter 1 to apply the legal entity consolidation rate or 0 not to take the consolidation rate into consideration 
• Cal. Year/Month (3) : MM.YYYY (= period)

It is also possible to enter:

• a Company Code (4)
• a Plant (5)
• a PRS Company code (6)
• a Qty conv. unit (7)
• Target Curr. for conversion (8) : the exchange rate used is ZRH2 (same as WCAP - Solvay Group Working Capital)
• BFC GBU (9)

Click "OK" 

The report is displayed with :

1. The company code
2. The plant
3. The list of materials
4. Quantity key figures
5. Value key figures

• For Inventory Analysis, the workbook to be used is BW_WBK_SCRE_0001  – SCREEN - Pack. Inventory analysis (Core Workbook)

Run the workbook

It is mandatory to enter:

• Conso view (2) : enter 1 to apply the legal entity consolidation rate or 0 not to take the consolidation rate into consideration 
• Calendar Month/Year (3) : MM.YYYY : from posting date

It is also possible to enter:

• a Company Code (4)
• a Plant (5)
• a PRS Company code (6)
• Target Curr. for conversion (7) : the exchange rate used is CAR3 
• UoM for Qty conv. : Unit of Measure (VKG by default)
• BFC GBU (8)

Click "OK" 

Basic report

The report is displayed with :

1. Pack. Actual Qty: actual packaging consumption on Production orders (Cost collectors / Process orders) (IMEP - Index 1 = 3. It corresponds to movement types 261/262) 
2. Pack Costs bef. ML Reval.: value of actual packaging  consumption
   • WP1: same as Actual costs (3)
   • PF1: standard value before month-end ML revaluation
3. Pack Actual Costs: value of actual packaging consumption
   
   • WP1: consumed qty at standard price (IMEP - Index 1 = 3)
   • PF1: real value including month-end Material Ledger revaluation (IMEP - Index 1 = 3)

• For Inventory Analysis, the workbook to be used is BW_WBK_SCRE_0003  – SCREEN - Pack. Consumption analysis (Core Workbook)

Run the workbook

It is mandatory to enter:

• Conso view (2) : enter 1 to apply the legal entity consolidation rate or 0 not to take the consolidation rate into consideration 
• Calendar Month/Year (3) : MM.YYYY : from posting date

It is also possible to enter:

• a Company Code (4)
• a Plant (5)
• a PRS Company code (6)
• Target Curr. for conversion (7) : the exchange rate used is CAR3 
• UoM for Qty conv. : Unit of Measure (VKG by default)
• BFC GBU (8)

Click "OK" 

Basic report

The report is displayed with :

1. Pack. Actual Qty: actual packaging consumption on Production orders (Cost collectors / Process orders) (IMEP - Index 1 = 3. It corresponds to movement types 261/262) 
2. Pack Costs bef. ML Reval.: value of actual packaging  consumption
   • WP1: same as Actual costs (3)
   • PF1: standard value before month-end ML revaluation
3. Pack Actual Costs: value of actual packaging consumption
   
   • WP1: consumed qty at standard price (IMEP - Index 1 = 3)
   • PF1: real value including month-end Material Ledger revaluation (IMEP - Index 1 = 3)

• For Inventory Analysis, the workbook to be used is BW_WBK_SCRE_0002  – SCREEN - Pack. Purchasing  analysis (Core Workbook)

Run the workbook

It is mandatory to enter:

• Conso view (2) : enter 1 to apply the legal entity consolidation rate or 0 not to take the consolidation rate into consideration 
• Calendar Month/Year (3) : MM.YYYY : Document fiscal period (Purchase order creation date / Goods Receipt posting date / Invoice Receipt posting date) 

It is also possible to enter:

• a Company Code (4)
• a Plant (5)
• a PRS Company code (6)
• Target Curr. for conversion (7) : the exchange rate used is CAR3 (same as SPRINT - Solvay Purchasing Reporting INTelligence)
• BFC GBU (8)

Click "OK" 

The report is displayed with :

1. The company code
2. The plant
3. PO Nb & PO Item (=Purchase order)
4. The list of materials
5. Agreements & Info Records
6. Ordered
7. Goods receipt
8. Invoice receipt

4.0 Functional Specification

4.1 General Data/Calculations 

This section will approach the concepts/definitions that will be used in all the reports and required to understand the data from the reports.

Could be specific fields, closing activities, additional information to work and understand the reports.

Key figures

Quantity key figures

1. Opening Stock Qty (w/o. Consign.): in material base UoM, according to selected period in prompt (Ex. 01.2021 ⇢ 01.01.2021) 

2. Purchasing Var. Qty: in material base UoM, according to selected period in prompt (Ex. 01.2021 ⇢ 01.01.2021 to 31.01.2021)

   Packaging postings assigned to a PO (and not assigned to a Process order/Cost collector), mainly allocated to movement type 101/102 (GR goods receipt/Reversal)  

3. Manuf. Consumpt. Var. Qty:  in material base UoM, according to selected period in prompt

   Packaging postings assigned to a Process order/Cost collector, also allocated to movement type 261/262 (GI for order/Reversal) 

4. Others Var. Qty: all other GR/GI which are not Purchasing nor Manuf. consumption

5. Ending Stock Qty (w/o Consign.): in material base UoM, according to selected period in prompt (Ex. 01.2021 ⇢ 31.01.2021)

Consignment quantities are displayed separately 

1. Consign. Purch. Var. Qty: Variation of stock consigned (Movement type 411 and Special stock indicator K (transfer from consignment to own stock)) 
2. Ending Stock Qty (Consign.): Consignment stock at the end of the period

Var. Qty check (6) = Closing stock (5) - Opening stock (1) - Purchasing (2) - Consumption (3) - Others (4) = 0

 Value key figures

1. Opening Stock: in Local (company) /Target currency, according to selected period in prompt (Ex. 01.2021 ⇢ 01.01.2021)

2. Purchasing Var: in Local (company) /Target currency, according to selected period in prompt (Ex. 01.2021 ⇢ 01.01.2021 to 31.01.2021)

   Packaging postings assigned to a PO (and not assigned to a Process order/Cost collector), mainly relative to movement type 101/102 (GR goods receipt/Reversal)  

3. Manuf. Consumpt. Var.: in Local (company) /Target , according to selected period in prompt

   Packaging postings assigned to a Process order/Cost collector, also related to movement type 261/262 (GI for order/Reversal)

4. Others Var.: all other GR/GI which are not Purchasing nor Manuf. consumption

5. Ending Stock Loc./Target Curr.: in Local (company) /Target currency, according to selected period in prompt (Ex. 01.2021 ⇢ 31.01.2021)

Variation value check (6) = Closing stock (5) - Opening stock (1) - Purchasing (2) - Consumption (3) - Others (4) = 0

SCREEN - Pack. Manuf. Consumption analysis (Core Workbook)

It includes:

• Packaging components: Actual + target quantities and costs
• Manufactured materials (so-called products):

  • Actual production quantities and costs (total + variable) of products including “direct” packaging consumption, in order to measure weight of packaging vs production metrics. “Direct” means that if finished B has semi finished A in its BoM, and if A has packaging component P in its BoM, only A is reported as product in Screen report (and not B) => multi level consumption is not supported.  

• Sold quantity, Net sales and Variables Cost of sales, in order to measure weight of packaging costs vs sales and costs of sales. Same products as identified above.

It mainly includes IMEP - Integrated Manufacturing & Energy Performance data

• Packaging materials are selected as BoM components (IMEP - Index 1 = 3) according to their Valuation class: WP1 Z110 (stock account 31000300) and PF1 Z051 (2110110000)

• Related products are all the ones for which packaging is consumed in the same Plant / Period (IMEP - Index 1 = 1)

It also includes P&L data (sales):

• For all selected products (see above), some related sales infos (including Sold quantity, Net sales and Variable Costs of Sales) are pulled from COPA at Company code / Period level. That means that for ex in Period 01.2021, if Material 10363 is produced in Plant 7851, the whole sales of 10363 in Company 8090 are taken into account, and not only sales from Plant 7851

• It is assumed that, most of the time, production and sales do not occur during the same period; for this reason, comparisons should be done for several rolling periods in order to minimize this time effect  

• A technical split is performed in Screen in order to get iMEP packaging costs all along sales dimensions (Customer, Ship-to...) that do not exist in iMEP

Production quantities & costs

1. Prod. Actual qty: actual production qty issued from  Production/Process orders (IMEP index 1 = 1) 

2. QUR *100: Pack. Actual qty / Prod. Actual qty * 100

   • Actual number of packaging units needed to produce 1 unit of finished product

3. Prod. Actual Costs: Actual production costs
   • In WP1: Standard costs (IMEP index 1 = 3) + Process order variances (IMEP index 1 = 6)
   • In PF1: Production costs including Material ledger revaluation (IMEP index 1 = 3)
4. Pack. vs Prod Total Costs %: Actual packaging costs / Prod. Actual Costs (3)
5. Prod. Actual Var. Costs: Variable production costs (costs of raw materials & energy)
6. Pack. vs Prod. Var. Costs %: Actual packaging costs / Prod. Actual Var. Costs (5)
7. QUS *100: Pack. Target qty / Prod. Actual qty * 100
   • Theoritical number of packaging units needed to produce 1 unit of finished product (according to its standard Bill of Materials)
8. Pack. vs Prod Sdt Costs %: Packaging target costs / Production Actual costs (3) x 100 => Theoritical part of packaging costs in standard production costs
9. Pack. vs Prod Sdt Var. Costs %: Packaging target costs / Production Actual variable costs (5) x 100 => Theoritical part of packaging costs in variable standard production costs

Sales quantities & costs

1. Sold Qty: Quantity sold (BFC account = N8110)
2. Sales: Product net sales (BFC account = R10000 - Net sales)
3. Var. CoS: Variable costs of goods sold (BFC account = R15400 - Variable costs of sales)

by product sold (=Material (Prod.)

Packaging costs / sales

1. Pack. Costs per Sold unit * 100: Pack. Actual Costs (a) / Sold Qty (b) => Actual packaging cost for 1 unit of product sold
2. Pack. Costs vs Sales %: Pack. Actual Costs (a) / Sales (c) => Weight of Actual packaging costs compared to related product sales
3. Pack. Costs vs Var. CoS %: Pack. Actual Costs (a) / Var. CoS (d) => Weight of Actual packaging costs compared to related variable costs of sales

SCREEN - Pack. Purchasing analysis (Core Workbook)

Agreements & Info Records

1. Agreement Unit price (in local & target currency)

2. Info record Unit price (in local & target currency)

Not all Purchase orders are created with reference to an Agreement/InfoRecord

Ordered

1. PO Qty: Ordered qty in PO UoM & in Material base UoM 
2. PO value: Ordered value in PO Currency & in Local (Company code) currency or in any Target currency if entered in prompt  
3. PO Unit Price: Ordered value in Local curr. / Ordered qty in PO UoM & Ordered value in target curr. / Ordered qty in PO UoM

Goods Receipt

1. GR qty: Quantity received in PO UoM & in Material base UoM 

2. GR value: Value of goods received in PO Currency & in Local (Company code) currency or any Target currency if entered in prompt  

3. GR unit price: GR value in Local curr. / GR qty in PO UoM & GR value in Local/Target curr. / GR qty in PO UoM

4. GR Price diff.: difference between GR value and standard value  of stock entry, in PO & Local or Target curr., when posted in GR doc.

 Standard value = GR qty * Material standard price

Consignment

There are specific indicators to follow-up consignment: 

1. GR Consign. qty: in Material base UoM
2. GR Consign. value: in Doc. Curr. & in Local (Company code) curr. or any Target curr. if entered in prompt  
3. GR unit price: GR Consign. value in Doc. curr. / GR Consign. qty in base UoM & GR Consign. value in Local/Target curr. / GR Consign. qty in base UoM
4. GR Price diff.: difference between GR Consign. value and standard value of stock entry, in Doc. & Local or Target curr.

GR Unit Price & Price diff. columns/ratios are the same for both standard and consignment GR

Invoice Receipt

1. IR qty: Invoice receipt in PO UoM & in Material base UoM
2. IR value: Invoice receipt in PO Currency & in Local (Company code) currency or any Target currency if entered in prompt  
3. IR unit price: Invoice value in Local curr. / IR qty in PO UoM & IR value in Local/Target curr. / IR qty in PO UoM
4. IR Price diff.: difference between GR value and standard value of stock entry, in PO & Local or Target currency, when posted in IR doc.

 Standard value = IR qty * Material standard price

Consignment

As for goods receipt, there are specific indicators to follow-up consignment invoices: 

1. IR Consign. qty: in Material base UoM
2. IR Consign. value: in Doc. Curr. & in Local (Company code) curr. or any Target curr. if entered in prompt  
3. IR unit price: GR Consign. value in Doc. curr. / GR Consign. qty in base UoM & GR Consign. value in Local/Target curr. / GR Consign. qty in base UoM
4. IR Price diff.: difference between IR Consign. value and standard value of stock entry, in Doc. & Local or Target curr.

As Consignment invoices are auto invoices (MRKO tr.), no IR Price diff. should occur

IR Unit Price & Price diff. columns/ratios are the same for both standard and consignment IR

4.2 Process Detail 

4.2.1.  Report/Process Definition 

This section represents the process with detail information for the application. Can include specific or special cases, complex logics , calculations, flows, among others.

5.0 Non-functional Descriptions 

5.1 Usability

Usability is about the ease with which a User can learn to start using the solution and the ease with which they can use the system.  In addition to ease of learning and ease of use, usability also includes areas such as ease of recall, error avoidance and handling, accessibility among others e.g., 99% of metadata entry Users who have use the Maintenance Dashboard should be able to change filters, extract etc., when required.  Maintenance data will be centrally stored in the Google Cloud platform, which will be available to other applications e.g., and Dashboards if needed.

5.2 Regulatory Compliance

Software systems must comply with legal and regulatory e.g., GDPR requirements, this can change depending on country, organisation industry and / or region.  The software systems must be secure from unauthorized access.  The Maintenance Dashboard will comply with Solvay’s regulations and compliance e.g., access only granted to authorized Users.

5.3 Security

Security refers to essential aspects that assure a solution and its components will be protected against unauthorized access or malware attacks.  Important considerations related to security aspects of a system are User authentication, User authorization or User access privileges, data theft, malware attacks, data encryption, and maintaining audit trails, e.g., only Users with administrator access shall be able to create new accounts and assign data access privileges to the new accounts e.g.,

• All data will be encrypted in the dashboard
• Only authorised Users / Administrative Users will be able to access data.
• Maintenance data will be split between either SCO or ECO, and Users will only have authority to one Entity data.

5.4 Performance

Performance defines how fast a software system or a particular section of it responds to certain User actions under a certain workload.  In most cases, this metric explains how long a User must wait before the target operation happens e.g., the page renders, a transaction is processed, etc., given the overall number of Users now.  Performance requirements may describe background processes invisible to Users, e.g., backup and speed of data transfers. 

5.5 Reliability

Reliability is the ability of a solution or its component to perform its required functions without failure under predefined conditions for a specified time / period.  Reliability can possibly be specified in terms of average time system runs before failure occurs, percentage of operations completed successfully within a time / period, maximum acceptable failure probability, or number of failures within a period.  Reliability aspects are in reference to (but not limited to) evaluation of the system to be considered as reliable, classification of reliability defining failures vs. regular failures, and the impact of failure on business operations.  The Maintenance Dashboard will display data from the previous refresh of data.   

5.6 Scalability

Scalability refers to the degree to which a solution can evolve to handle increased amounts of work.  The increased amount of work could be in terms of the user base, transactions, data, network traffic, or other factors e.g., the system should be able to handle an additional load of a maximum of 5,000 Users every month for the next 6 months without any noticeable performance impacts.  

5.7 Compatibility

Interoperability is the degree to which the solution is compatible with other components.  It is a measure of how effectively the system interoperates with other software systems and how easily it integrates with external hardware devices.

Interoperability aspects to be discussed during elicitation are in reference to (but not limited to) software systems to be interfaced with along with data / messages to be exchanged and any standard data formats, hardware components to be integrated with, and any standard communication protocols to be followed e.g., Order Management system will push the order file into a secured file transfer protocol server from where it will be loaded into the system through a daily job.  To guarantee between Google Cloud platform and SAP BW Queries e.g., BW_QRY_MVPMOR01_0002, Solvay has introduced a new tool called Xtract (Xtract).

5.8 Availability

Availability is the degree to which the solution is operable and accessible when required. It is a measure of time during which the system is fully operational e.g., available for use and sometimes included as a Service Level Agreement (SLA) considering its criticality to the business, e.g., the system shall be at least 99% available on weekdays between 09:00 to 18:30 Central European Time (CET).

5.9 Refresh of the Data

Data update 

SCREEN - Pack. Inventory analysis (Core Workbook)

SCREEN - Pack. Manuf. Consumption analysis (Core Workbook)

• iMEP data: several times a day from D1 to D6, once a day the rest of the month
• P&L data: several times a day from D2 to D5, once a day the rest of the month

SCREEN - Pack. Purchasing analysis (Core Workbook)

• Purchase orders data: once a day in the morning (French time)

=> Sources are the same than the ones used in SPRINT - Solvay Purchasing Reporting INTelligence

• FI data: at least 3 times a day