1. Objective and Scope

1.1 Objective of this Procedure 

The objective of this procedure is to describe the creation and update of Sites in the BFC tool of SYENSQO Group.

1.2 Scope 

This procedure applies to the BFC Administration team.

3. Definitions & Accronyms

BFC - Business Objects Financial Consolidation (Syensqo's Group Consolidation Tool)

BFC_Prod_SCO_SCO - Production database of BFC dedicated to Consolidation and Reporting cycles

BFC_Top_SCO - Customizing database of BFC (companies - scopes - category scenarios - exchange rates - reports...) to the sole usage of BFC Admin team. Updates of customizing subject to piloting to BFC_Prod_SCO_SCO once finalized.

BFC-Admin - BFC Administration Team (team in charge for the Functional Administration of the BFC).

GAR - Group Consolidation Team

HSE - Health, Safety and Environment Provision

GBS FSL SU FA GL - Global Business Services / Finance Service Line /Service Unit Financial Accounting -  General Ledger

ERD - Environmental & Rehabilitation Department 

GT CALAME - IS application hosting HSE and Restructuring provisions, with interfaces from and to SAP


4. General Overview

4.1 Principle and Context 

In BFC, Site is a customized dimension defined in the Dimension Builder module, used to detail HSE and Restructuring provisions. 

Restructuring provisions includes all the measures designed to permanently adapt structures, production and employees (production, sales, administrative) to economic changes. Restructuring plans include site closure and/or stop of activity. While the HSE provisions include the prevention and remediation of environmental damages at contaminated sites, and from the closure of authorized activities.

These Balance Sheet provisions are reported in BFC every month in ACTUAL2 reporting category, while they are detailed per Site on a quarterly basis in the same ACTUAL2 category.

The split of HSE and Restructuring provisions by Site is reported in the following package schedules every quarter: 

  • Schedule: L6310 - Restructuring provisions - By Plan/ Site/ Year

    • Heading: L15800 - Long-term provisions for restructuring 

    • Heading: L45800 - Short-term provisions for restructuring

  • Schedule L6325 - Environmental Provisions / Site
    • Heading: L15940 – Long-term provisions for environmental liabilities 
    • Heading: L45940 – Short-term provisions for environmental liabilities

The HSE provisions figures are computed in the IS application CALAME (GT CALAME) managed by GBS FSL GL team. The information is collected within this tool, that works on a questionnaire basis, allowing the communication between the stakeholders involved in those processes. The Environmental & Rehabilitation Department answers this questionnaire reporting the forecasted cash flows for each Site under its responsibility.

GBS FSL SU FA GL team is in charge to use the interfaces to upload data between CALAME and SAP, and then to upload data from SAP to BFC. Note that both BFC and SAP figures must be aligned with the ones provided via CALAME.

In SAP, the Sites available to be used can be seen in the transaction SM30 - Maintain Table Views within the table ZZF_CALA_SITE - Calame Sites managed by FSL SU FA GL team.


4.2 Responsibility - Authorized Requesters

The creation of a new Site should be approved by the following people:

  • Group Financial Controller in GAR  team;
  • or by Consolidation Manager in GAR team.

4.3 BFC Process Overview 

The BFC-Admin Team is responsible:

  • To validate that the initial request (usually submitted by FSL SU FA GL) has been approved by GAR
  • To validate if the proposed code for the new Site is still available in BFC (i.e. not being used by another site) and if the requested codification can be implemented (i.e. it fits with technical constraints from BFC);
  • To create the new Site and to make it available in BFC Production database.


5. Site Creation in BFC




Example: Request for New restructuring site code: MIKADO



5.1 Site Creation in BFC - Create the New Site Code in BFC_Top_SCO



Please note that before creating a new Site code,

  • check if the proposed Site code already exists in the system or not
  • check that the requested codification can be set up in BFC:
    • constraints in BFC with 12 characters maximum / usage of _ character is not accepted
    • if the required codification can not be implemented, BFC Admin has to make an alternative proposal for codification to the requestor - note that such exchange, keeping all people included in the initial request, is key to ensure strict alignment between all stakeholders GAR / GBS teams in charge of creation in SAP and Calame / BFC Admin
  • the new code cannot be duplicated with either HSE or Restructuring existing codes in BFC

This check has to be done prior to any customizing.

Connect to BFC_Top_SCO:

Select the “Dimension Builder” module in the "Setup" domain.

Then select the Site dimension.

 

A Site can be created from the scratch in the option "New Reference Member", or through “Save As” from another site.




In the tab “General”,enter the information in the following fields according to the request:

  • Code
  • Short description
  • Long description




In the tab “Properties”, select the Site Type according to the request:

  • SE - Environmental site (HSE)
  • SR - Restructuring site



In the tab Translation enter the name of the Site, both in French and English, Short and Long descriptions.

Then Save it. 

At this stage the Site is created in the BFC_Top_SCO platform, and it needs to be sent to the BFC_Prod_SCO platform.



5.2 Site Creation in BFC - Transport the New Site Code to BFC_Prod_SCO database

In BFC _Top:

 Go to the “Task List” module in the "Administration" domain.


Select the task list type “SCO-ADMIN”, for Financial Controlling.


Open the task and go to the tab “Definition” to select the objects to be transferred.


Click on the icon  (New Transference Object), select the option “Reference table members” then the item “Site”.

Confirm the selection with the OK option. 

Ensure that the SITE is the only object Selected for Transfer.

To select or deselect an object, choose the option "Select for Transfer" with right click on the object.

Then Save the selection and close this window.


In the Task List select the task and click on Start, to begin the process of transference.


In BFC_Prod_SCO:

Go to the module “Task List”  within the domain "Administration".

First, launch the Scan of tasks, by clicking on "Start" option.


The task transferred from BFC_Top_SCO will appear in the list type "Task".


Open the task, to check if it is the correct one.


Then Start the task.


After the task has finished the process, check if the new Site code was properly transferred and appears in the Dimension builder.


6. Internal Controls

It is part of the internal controls to archive the evidences of the objects created in the BFC_Top_SCO and transferred to BFC_Prod_SCO, as well as the approval initially obtained from the appropriate people.


The confirmation that the Site is created should be done in reply of the initial request e-mail.


A print screen of the validation from GAR should be taken and posted in the monthly Piloting file => This to facilitate the End of Month Review of Pilotings with "4 eyes principle" from BFC Admin team.





The main objective of this procedure is to assure that the request for creation of new Site codes in BFC is duly approved (GAR team) and updated accordingly in the BFC_Prod_SCO database for final usage in the BFC Reporting.  

This way it is possible to assure conformity between the data collected in GT Calame, posted in SAP and reported in BFC. 

 

END OF THE PROCEDURE.