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

A1210 - Global Purchasing Segmentation

Segment Management is a strategic process for managing the purchase of goods and services. It aligns business goals and customer requirements with supply market capability and maximizes long-term value for the organization.

The purpose of the new Global Purchasing Segmentation project is to classify our purchases and related sources, to ensure the integration of data into a single reference matrix and to transfer the information to all the tools accordingly. This will be achieved by using a 3-level hierarchy consisting of Domain, Segment and Material Group. The Domain and Segment hierarchy is designed to be common and unique forsuppliers and items (goods and services). Suppliers are assigned to one segment according to preponderant spend. Items (goods and services) are assigned to one Material Group based on the category of purchase.

Once the target model was defined, the segmentation was reviewed with and agreed upon by the Domain networks, and validated at the end of 2013. All updates introduced since this date have been revalidated by purchasing, general ledger and tax.

SPEND Analysis Query

This query is aimed to provide you the whole Solvay Purchasing spend from Solvay (PF1), Rhodia (RCS) and Acetow (RHO) legacies.
▪It provides all the invoicing amount, with or without purchase orders, including logistic costs
▪You can include or exclude the Joint Ventures turnover
▪The spend can be displayed in target currency, in local (company) currencies or in the invoice currency
▪This query is able to give you some PO information such as the PO number and the vendor of PO

• A1310 - The Spend Assignment Rule

To be able to link a domain and a segment to the spend, a specific rule has been implemented in SPRINT : the Spend Assignment rule.

SPEND Analysis Query

For buyers, this query provides a clear vision of the commitments (Purchase orders), accruals (Receipts) and Spend (Invoices) for a chosen period.

Consignment Flow

Solvay Consignment process :

PO follow up Analysis Query

Solvay Consignment process :

Payment terms Analysis Query

Where does the payment terms in purchase order come from?

Where does the payment terms in invoice come from?

Payment terms management flow

A16 - Non Conformance Analysis Query

A17 - Material & Contract Query

A18 - SRM7 Query

A19 - Supplier Code Cross Table

3.0 Application Feature Overview

Information about the existent Workbooks and the respective BW queries.

Queries Overview

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.

SPEND Analysis Query

Consignment Flow

Consignment - PO Follow Up query :

Consignment - Spend query versus PO Follow Up query :

PO follow up Analysis Query

In the prompt, complete the period "Calendar Month/Year"

It will provide you all the PO, Receipts and Invoices posted in SAP during this selected period.

STEP 2

The field "Event Type" has to be completed by chosing :

• Purchase Order
• Goods Receipt
• Invoice Receipt

• This Event type is linked to the chosen period.
• Ex : we choose 2 - Invoice Receipt.
• In the report, if we take the dimension "calendar day", it will give the exact day of the Invoice posting in SAP.

• You can also enter directly a PO number, or a SAP Contract number to track its document flow.

Payment terms Analysis Query

In this prompt, we can select more accounting fields, such as the Net Due Date, the Clearing Date, the Accounting document

To be able to link a domain and a segment to the spend, a specific rule has been implemented in SPRINT : the Spend Assignment rule.

PO follow up Analysis Query

Prompt

In the prompt, complete the period "Calendar Month/Year"

It will provide you all the PO, Receipts and Invoices posted in SAP during this selected period.

STEP 2

The field "Event Type" has to be completed by chosing :

• Purchase Order
• Goods Receipt
• Invoice Receipt

• This Event type is linked to the chosen period.
• Ex : we choose 2 - Invoice Receipt.
• In the report, if we take the dimension "calendar day", it will give the exact day of the Invoice posting in SAP.

• You can also enter directly a PO number, or a SAP Contract number to track its document flow.

Non Conformance Analysis Query

Prompt

• The selection of the period of Non-Conformance analysis is mandatory.

• You can select several values such as the domain, segment or material group but also the coordinator or the author of the notifications.

• An analysis by gravity level is also available

Material & Contract Query

Prompt

You can select :

A chosen material if you want to analyze its sourcing (link material/plant)
A chosen document to view its details
A chosen supplier if you want to analyze his related documents

By default, the system gives you only the documents still valid in SAP :

ex : you will see only SAP Contracts, Scheduling Agreements and Purchaseinforecords still valid today on November the 7th, 2016 with a validity period ending in the future.

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.

SPRINT new application architecture

A1310 - The Spend Assignment Rule

To be able to link a domain and a segment to the spend, a specific rule has been implemented in SPRINT : the Spend Assignment rule.

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

Frequency, data, and time of the data refresh in the data product.