1. INTRODUCTION

1.1. Objectives and scope of this procedure

This OP explains how to create, modify and suppress a raw material and respective PRODCOM on WP2 system.

Who uses this document?

What is the nature of the need

What provisioning channel does this document concern?

User / PREQ creator

Approver

LPR/buyer

PS

Goods

Services

e-catalogue

Goods managed in stock

Goods and services – spot buys

Goods on contract

Services on contract with SES

Emergency cases

Urgent needs

X

1.2. Material types in scope

− All materials define at Rhodia Legacy on Industry Sector – Chemical Industry with Material Type:

Material Type	Purchasing Organization	Description	Division	Material Group
ZPRC		PRODCOM		0451
ZMAT	3006	Raw Material	KV	0451

1.3. Abbreviations

Abbr.	Description	Abbr.	Description
RCS	Rhodia Core System
DGI	Dangerous goods indicator profile

2. STANDARD OPERATING PROCEDURE DESCRIPTION

2.1. Principles

Creation and management of raw materials and respective PRODCOM, will abide by a restricted set of rules. Further details will be described in the specific operational description.
Requests for creation of raw material and respective PRODCOM must have mandatory information submitted, in order to proceed with the creation, modification or suppression of the code(s). The list below will contemplate both types of codes.

Name of the requester and respective GBU
Supplier's Code
Material Segment Code
DGI Indicator Profile
Industry Sector
Material Type
Proposed Description
Base Unit of Measure
Material Group
Division
Relevant Descriptions in other language(s), based upon the proposed description.

Template Raw Material - Packaging.xlsx

Without the mandatory DATA, don't proceed with the creation process. Verify missing data with the requester
A request for a new raw material code creation always have implicit the creation, if necessary, of respective PRODCOM. Same goes for the modification of the raw material, having to adjust the linked PRODCOM to the modifications applied in the respective raw material description.

2.2 Principles for a proper description creation

2.2.1 Raw Materials

The core rules to build a proper description are as follow for Raw Materials:

Preferably the chemic designation (and not a formula/Brand name) followed by the weight and the type of packaging associated with the material.

CARBON DIOXID 99% 25KG CYL (chemical description+ concentration + weight + packaging type)

Also accepted brand or commercial names, when no chemical designation is known.
Restricted to 40 characters
In some cases additional information is required, such as the concentration (%) of the product, in order to distinguish very similar codes
Two or more codes can share the same chemical designation and have different kinds of packaging. So, will not be handled as code duplication.
Descriptions are always created in uppercase
11 languages, being FR and EN mandatory and must describe the exact same material.

2.2.2 Prodcom

Data Stewards has to contact the HAZCOM Team to verify whether a new prodcom is required or not for the requested material. It is necessary to provide the SDS also to get this information from HAZCOM team. You can refer to the process here.

A few exceptions to this rule:

when a raw material already exists in bulk, but the new request is to create the same raw material in drums or bags or IBCs. In this case, the same prodcom used in bulk can be used. Likewise, if a raw material already exists in drum or bags but the new request is to change weight or volume then the same prodcom in the existing raw material can be used.
when a prodcom creation request comes directly from HAZCOM team member.

If a new Prodcom is required, follow the process below:

The core rules to build a proper description are as follow for Prodcom:

Same chemical designation given to the linked raw material, not including the packaging type information and instead replacing it with the "/ GENERIC"

CARBON DIOXID 99% / GENERIC

Restricted to 40 characters
Include all the additional information that was supplied with the raw material request.
Two or more raw material codes can SHARE the same Prodcom, exactly because Prodcom does not have the packaging type information and will be handled as a generic.
Descriptions are always created in uppercase
11 languages, being FR and EN mandatory and must describe the exact same material.

2.3 Principle rules for description modification

Modifying descriptions are even more restricted than in the remaining material groups. Existing as an ID tag for a product with sometimes huge quantities/currency involved in orders, makes it important not to modify it at will.
Core rules for description modification are as follow:

TYPE OF MODIFICATION	RULE
Translation of the short description in a dedicated language or change of the description but no difference for the product	Yes, if only set for one plant. If set for more you need the approval for all the plants.
Modification of the supplier's ref. for the good – If the chemical composition or the quality doesn't change	Yes, if only set for one plant. If set for more you need the approval for all the plants.
Modification of the supplier's ref for the good –– If the chemical composition or the quality is different	No, a new code must be created.
Change of packaging type or packaging quantity	No, a new code must be created. But if only set for one plant, it's at requester risk to ask for the modification.
Cases when the material is set with a Brand or Commercial name , and request to name and supplier change	No, a new code must be created.
Cases when the material is set with a Brand or Commercial name, and request to name but same supplier concluding it's still the same product.	Yes, if only set for one plant. If set for more you need the approval for all the other plants.
Change of the purity rate or any chemical change	No, a new code must be created.
Change of a 0450 ( older raw material codes) description	No, Redirect to Data Administrators.

2.4. Creating codes for Special Projects

Special project requests rarely occur. They are identified by the requester, and usually attached with a long list of material codes in the mass upload template creation. The requester will ask for the descriptions to be validated. It's a step by step process with clarifications in order to the list be as accurate as possible in terms of product description.
The process of creation is done via mass upload by IS Team and submitted by the requester after all the material code descriptions are validated. The information D&A is done in the Mass upload creation template.

3. STEPS OF THE PROCESS

After the material description proposed by the requester is checked and validated, then the process of creation begins.

3.1. Verify possible duplication of material code in RCS

Perform the search twice, for raw material codes (ZMAT) and prodcom codes (ZPRC)

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#	Main activities	Tips / Best practices	Key points
1	Enter transaction MM03
	Click the Search option in dialog box	By "Material Type"

#	Main activities	Tips / Best practices	Key points
2	Insert the string description with wildcards, given in the request.	Wildcard the chemical designation only CARBON DIOXID	Double search for ZMAT and ZPRC. It's not unusual to find a very similar prodcom codes. It's not unusual to find the same chemical designation in ZMAT code with another packaging type. Don't consider those cases duplications.
3	Hit Enter

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#	Main activities	Tips / Best practices	Key points
4	Verify entries found
A	Note that in the example we do have the same chemical description but several different packaging types, as well as a bulk version.	Check Rule #A	If result points to or Rule #A applies. Ok to create.

#A

Rule: ZMAT Codes with the same chemical description but with different packaging types/bulk are not considered duplications. In those cases a new code needs to be created.
ZPRC Codes with the exact same chemical description but without a "/generic" mention at the end are not considered duplications. ZPRC codes created for older 0450. A new prodcom code needs to be created with "/ generic" mentioned.

3.2. Creation of a material code

After performing all duplication checks and if a new Raw material needs to be created, it's necessary to check the GBU mentioned in request and request the approval to GBU Data Administrator. Please see GDOC with Data Administrators list and the GBU's where this step is needed.
Send an email with all details for Data Administrator and wait for their approval before proceeding with the process. After the approval go to step 3.2.1.

3.2.1. Creation of a Prodcom code

There is always a link between a given raw material code and a prodcom code. So, if a prodcom does not exist or the search for a prodcom does not meet the req. to find a compatible one, a new code must be created to be linked.

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#	Main activities	Tips / Best practices	Key points
5	Enter transaction MM01

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#	Main activities	Tips / Best practices	Key points
6	Enter Industry Sector		Always choose "Chemical Industry"
7	Enter Material Type		ZPRC Commercial Product
8	Option for a model		This allows one faster creation and avoids errors. Model number : 90065204
9	Hit Enter
10	Select the views for creation	Highlighted views	Basic Data 1 Basic Data 2 Classification
11	Hit Enter		Or click

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#	Main activities	Tips / Best practices	Key points
12	Enter Material Description	Construct it and the correspondent ZMAT description before you start the process of creation; Short Description always in Capitals	Follow the rules described in 2.2.1 for Prodcom
13	Enter Base Unit of Measure		Always "KG"
14	Enter Material Group		Always "0451"
15	Enter GenItemCatGroup	Already filled	Always "NORM"
16	Hit "Additional Data" button

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#	Main activities	Tips / Best practices	Key points
17	Go to Tab "Descriptions"		Follow the rules described in 2.2.1 for prodcom
18	Add the 12 languages for the material description in each of the lines.	12 mandatory languages are: EN - English, FR - French, PT - Portuguese, NL – Dutch; ES - Spanish, IT - Italian, DE - German, PL - Polish, JA - Japanese, KO – Korean and ZH – Chinese and Z9 –Copy of Portuguese	Don't forget Chemical name + "/" + "GENERIC" all in uppercase
19	Hit "Main Data" button and pass through Basic data 2	Continue to Classification	No Action in Basic Data 2

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#	Main activities	Tips / Best practices	Key points
20	Create Class Type 001		If model given for prodcom is used for creation , the material class is already defined
21	Enter Class "String"	Always the same Class code "LIP0020148"	If the model given for prodcom is used for creation , the 001 material class is already defined.
22	Click Next, and Save	The code will be used in the respective Raw Material link, so be sure to create a note with the number	Your Prodcom is now created

3.2.2. Creation of a Raw material code

Reminder - There is always a link between a given raw material code and a prodcom code. So, if a prodcom does not exist or the search for a prodcom does not meet the req. to find a compatible one, a new code must be created to be linked.

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#	Main activities	Tips / Best practices	Key points
23	Enter transaction MM01

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#	Main activities	Tips / Best practices	Key points
24	Enter Industry Sector		Always choose "Chemical Industry"
25	Enter Material Type		ZMAT Finished Product
26	Option for a model	Allows faster creation and avoids errors	Model use if the new code data is defined as: Bulk : ~~127217~~ 141379 (if a code is in BULK, always use this designated model , no matter of the DGI profile defined) Z00: 127218 (defined DGI indicator for the future code) GPP or ZIP : ~~129898~~ 168524 (defined DGI indicator for the future code)
27	Hit Enter
28	Select the views for creation	Highlighted views	Basic Data 1 Basic Data 2 Classification Sales Org Data 1 Sales General Data Purchasing
29	Hit Enter		Or click
30	Hit Enter	Will not be defined at this step	Bypass Org Levels

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#	Main activities	Tips / Best practices	Key points
31	Enter Material Description	Take into consideration the respective prodcom description that was created/linked	Follow the rules described in 2.2.1 for Raw Materials
32	Enter Base Unit of Measure	Nearly always "KG", exception made when it's defined "L"	Given by the requester
33	Enter Material Group		Always "0451"
34	Enter Division		Always "KV"
35	Gross Weight	Always check the request for given values	1,1 if packaged in DRUMS, 1,0 for the rest of the packaging and Bulk XX if requester fills in the real value
36	Net Weight		1,0 for all the packaging/ bulk
37	Weight Unit	Even if Base Unit of Measure is defined in "L"	Always in "KG"
38	Enter Matl Grp Pack.Matls		0001 if Bulk 0005 if Packed
39	Hit "Additional Data" button

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#	Main activities	Tips / Best practices	Key points
40	Go to Tab "Descriptions"		Follow the rules described in 2.2.1 for prodcom
41	Add the 12 languages for the material description in each of the lines.	12 mandatory languages are: EN - English, FR - French, PT - Portuguese, ES - Spanish, NL – Dutch; IT - Italian, DE - German, PL - Polish, JA - Japanese, KO – Korean and ZH – Chinese and Z9 - Brasilian	Don't forget Chemical name + "/" + "generic" all in uppercase , 40 chars max.
42	Hit "Main Data" button

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#	Main activities	Tips / Best practices	Key points
43	Select "Basic Data 2" tab
44	Insert the corresponding prodcom code	Prodcom code that was created or checked before the process of raw material creation started
45	Insert the DGI indicator profile	Given by the requester	Z00: Non dangerous GPP: Dangerous ZIP : To be classified
46	Click "Classification" Tab

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#	Main activities	Tips / Best practices	Key points
47	~~Create Class Type~~	~~Always "001"~~	~~If model is used for creation, it will be already created~~
48	~~Create Class~~	~~Always "MATERIAL_SEGMENTS"~~	~~If model is used for creation, it will be already created~~
49	~~Insert the correspondent Material Segment~~	~~Mandatory information always given by the requester.~~	~~Given by the requester~~
50	~~Double hit "Enter"~~	~~To assume the Material Segment description~~
51	~~Click "Next"~~	~~Proceed to the Sales Org. 1 TAB~~

47	Create Class Type	Always "023"	If model is used for creation, it will be already created
48	Create Class	As provided by the requestor. If not provided, populate class as 001.
49	Click "Next"	Proceed to the Sales Org. 1 TAB

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#	Main activities	Tips / Best practices	Key points
50	Insert "X-distr.chain status"	Always "63"	If model is used for creation, it will be already filled in
51	Insert the Validity	Always the date of creation	DD.MM.YYYY
52	Proceed to Sales:general/plant Tab

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#	Main activities	Tips / Best practices	Key points
53	tick "Batch Management"	Mandatory for all the raw materials	If model is used for creation, it will be already filled in
54	Insert the Trans. Grp.	Always "0001" even if it's BULK. Exceptions made when the requester specifically asks you to fill in another transport group.
55	Select Purchasing Tab

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#	Main activities	Tips / Best practices	Key points
56	Enter the "Purchasing key value"	Always "0001"	If model is used for creation, it will be already filled in
57	Go back to "Basic data 2"

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RULE: If the DG Indicator Profile is set to ZIP/GPP, then two additional steps are needed in order to complete the raw material creation. (???)

#	Main activities	Tips / Best practices	Key points
58	Click Additional Data Tab

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#	Main activities	Tips / Best practices	Key points
59	Enter "Units of Measure"
60	Insert a new conversion	Conversion between the the packaging unit and the base unit of measure defined	In this case " 6 Cylinders correspond to 205Kg"
61	Click "Main Data" Tab

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#	Main activities	Tips / Best practices	Key points
62	Select "Label Data"		Click the side button indicator
63	Insert the "Primary Pack.Unit	If already set in configuration, you don't need to add it again For BULK material codes use the KG
64	Select the proper tab, the unit you have inserted in the primary packing unit.		Tab DRUM
65	Insert the proper values in the selected fields	Label category = Z_RAW Gen. Var. = GLM_RAW_01 Copies =1
66	Select the line and click in validity areas
67	Add the two values	GENERIC G_RECEIPT	(Note: please also check section 3.2.3 REACH regulation)

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3.2.3. REACH Regulation – WP2 Raw Materials (addon)

All chemical products must be registered in the European Chemicals Agency (ECHA) data base.
At material level all parameterizations are done in WP2 for the following material group:

0451 – CHEMICAL PRODUCTS FOR RAW MATERIALS

Currently we are not managing this view. But, in the process of creation we should open QM view with MM01

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And tick QM Proc active,

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Steps for REACH regulation at Material Master Data level:

#	Main activities	Key points
1	Enter MM01 « Create material » - Insert material code in both fields as screen above and Press Enter twice.	Complementary information: Material Type: ZMAT – Raw materials Material Group: 0451
2	Select only View Quality Management
3	QM Procurement Active – Always s flagged

Rule : As the process of creation is completed, gather both the procom code #number , description as well as the newly created raw material code #number, description.

Join also the supplier code #number information.

Always mandatory do send an email with the gathered information to ~~hazcom.rawmat@solvay.com (HSE, if ECO) and~~ hazcom.rawmat-sco@syensqo.com (if SCO). You can check this information based on the GBU of the requestor.

3.3. Raw materials modification

Check "Principle rules of description modification" in chapter 2.3.
Rule: If a raw material is changed according to the "Principle rules of description modification" the respective prodcom description must be updated accordingly.
When update is done on both codes, notify ~~HSE – hazcom.rawmat@solvay.com(if ECO) and~~ hazcom.rawmat-sco@syensqo.com (if SCO).

Data Operations > WP2 - (ZMAT, ZPRC) Raw Material maintenance > image2018-2-6 11:1:10.png

#	Main activities	Tips / Best practices	Key points
67	Enter MM02 for Article modification
68	Enter the material number Hit Enter.		Provided by requester
69	Select the PURCHASING view Hit Enter.

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#	Main activities	Tips / Best practices	Key points
70	Hit the box on Plant field
71	See all the Plants created for that material		Referred by requester

If more than one Plant associated with the material, contact and inform the requester that we need other Plants approval to modify the material (the responsibility of request the approval to other plants is from requester).

If the answer is positive, change the material as shown from step 72 to 77.
If the answer is negative, create a new Raw material and verify if it's needed a new prodcom code.

3.3.2. Modification

Data Operations > WP2 - (ZMAT, ZPRC) Raw Material maintenance > image2018-2-6 11:2:57.png

#	Main activities	Tips / Best practices	Key points
72	Enter MM02 for
73	Enter the material number and hit Enter		Indicated by requester
74	Select the Basic Data 1 view
75	Click .

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#	Main activities	Tips / Best practices	Key points
76	Make the changes necessary.	You can navigate through the different tabs by clicking
77	Save the modification by clicking

3.4. Raw Material and Prodcom display

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#	Main activities	Tips / Best practices	Key points
78	Enter MM03 for material display
79	Enter the material number and hit Enter
80	Select the views that you need to see.
81	Click .

3.5. Raw material and Prodcom suppression

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#	Main activities	Tips / Best practices	Key points
82	Enter transaction MM06.
83	Enter the material number and hit Enter
84	Verify how many plants are associated with the article	To see the list, click on the box on "Plant" field.	a) To delete the material for only 1 plant, select the plant. If the material needs to be deleted for all plants, leave the field blank.

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#	Main activities	Tips / Best practices	Key points
85	Tick the Material checkbox if the material must be suppressed for all plants.
86	Tick the Plant checkbox if the article must be suppressed only for the designated plant.
87	Click changes button to confirm prior modifications made in the specific article
88	Update the reference SHORT NAME with *OBS* in the beginning of the text		Follow the Raw material and Prodcom modification chapter

4. CONTACTS

A new Raw material code can be requested by all users but if any problem is detected we can always ask for Data Administrators assistance. Check GDOC excel file with the contacts list.

5. SBS PERIMETER

	Raw material and PRODCOM Codes			PIR/Contracts for Raw materials
	Creation	Modification	Suppression	Creation	Modification	Suppression
SBS PERIMETER	Yes	Yes	Yes	Yes	Yes	Yes
SCOPE	WW	WW	WW	EU	EU	EU