2.0 Business Process

Old Situation:

MS ACCESS was required to generate different lists based on the PRS data. Those lists were manually sent by mail by General Counsel to different recipients (till end 2023) and most recently it was part of reverse TSA tasks which has been stopped end of June 2024.

Reports were sent to different stakeholders for different departments:

• Sustainability (ESG reports)
• Legal
• Industrial Function
• Internal audit
• Risk Insurance.

Today this task has been transferred to GBS Finance SL. But exist some issues to transfer this process such as:

• MS ACCESS licenses is not provided today to users from FSL
• No Knowledge about MS ACCESS and how to generate the required queries
• Current process not fitting with the simplification objective of the group.

So it was requested to create one single report containing all required information from PRS and available for all the different stakeholders. This would replace the manual work to generate different export to excel + sharing by mail and reduce the  dependency of the availability of persons doing the extraction (self-service like). In terms of landscape, it will avoid users to also have to request the Microsoft Access which is not included in our standard working tool (licenses).

Also it's an opportunity to have one "single source of truth" list.

3.0 Application Feature Overview

For this report we have the following worbook available:

4.0 Business Objects

TFor this application we have all the fields in this mapping file:

5.0 Functional Specification

5.1 General Data/Calculations 

For these reports, it’s important to understand some concepts which will allow the user to work with the reports and analyze the data.

5.2 Process Detail 

5.2.1.  Report/Process Definition 

SAP BW High level view 

6.0 Non-functional Descriptions 

6.1 Usability

The solution prioritizes usability to ensure that users can easily navigate and interact with the workbook, making it intuitive to learn and use effectively. Key functionalities, like filtering and data extraction, are designed for simplicity and ease of recall. 

6.2 Regulatory Compliance

The Maintenance Dashboard complies with Solvay’s regulatory standards, including GDPR and other relevant data protection regulations, to prevent unauthorized access and misuse of customer data. Access is strictly granted to authorized users only, ensuring that compliance requirements are met for data confidentiality and integrity.

6.3 Security

To maintain security across the solution, data encryption is implemented to safeguard against unauthorized access and malware threats. Only authorized administrative users can create and manage user access privileges, ensuring secure data handling and restricted access based on user roles. Maintenance data is split between SCO and ECO, and users have access only to data pertaining to their assigned entity.

6.4 Performance

The solution is designed for high performance, ensuring swift response times during user interactions. Background processes, such as data transfers and backups, are optimized to occur seamlessly, with minimal impact on the user experience. The dashboard and workbook data loads are configured to handle the current user base effectively, providing a fast and efficient experience even during peak usage.

6.5 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.   

6.6 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.  

6.7 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).

6.8 Availability

To support continuous business operations, the system maintains high availability with a Service Level Agreement (SLA) of 99% uptime on weekdays, between 09:00 and 18:30 CET. This schedule aligns with business hours, ensuring that the system is accessible when users need it most, with regular maintenance scheduled outside these hours to minimize disruptions.

6.9 Refresh of the Data

The loads of the report are daily at XXX confirm with the technical colleague.