Tasks to be completed when documenting an operation (from creation to publication)

 1. Enter the Title of the operation / page

2. Add the following Labels : 

    • Scope of applicability: ww, country_accounting 

    • Country or group of countries (if applicable): belux, china, france, italy, lam, nam, uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore, new_zealand, emea_transversal, apac_transversal

    • Unit and Domain according to the List of labels to be used in the Finance Service Line space

      • E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
        • Labels to be used: ww, financial_accounting, central_fin_proc_compliance

      • E.g. 2: France Operation in Financial Accounting:
        • Labels to be used: country_accounting, france, financial_accounting
          (for country operations, the Domain is always country_accounting)


3. Fill in all fields as described above

4. Name the title of each section using OPD methodology naming convention - Infinitive verb without the “to”, mainly action verb...something) - " I do something..."

5. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow 




Domain: Investments & Divestments



Responsibility area: Control SBS IS Projects


Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)



Scope

3. Remove the icon when not applicable


ERP

4. Remove the icon(s) when not applicable

(to delete the non applicable)(error)

Frequency

5. Remove the icon(s) when not applicable

 

 

 (to delete the non applicable)(error)

References

6. Add the link to SAP transaction(s) (when it exists)



Forms

7. Insert the links accordingly and change the link text with the Form name



Attachments

8. Add the link to attachments or external links




Previous operation << >>




1. Objective and Scope

1.1. Objective of this Operation

CATS is the operational process of the time project or recurrent allocation for people in SOLVAY legal entities’ ERP system (named PF1).
That consists to describe and declare by operational activities in the ERP, the workload achieved or executed by one SBS resource for a defined period.

1.1.1. WHO can / have to complete the CATS?

All Internal and External resources within the SBS-IS organization (Application, Infrastructure, IST) and some identified resources within SBS DPS linked to SOLVAY Legacy entities.

  • SBS IS
  • Internal Resources - All Internal resources within the SOLVAY legacy, and reported in the SBS-IS function. Their payroll cost-centers are some SBS-IS cost centers.
  • External Resources - All external consultants under the SBS-IS function responsibility with a contract with Solvay legacy legal entity and for which cost are allocated to SBS-IS (i.e. SBS-IS cost center).


  • SBS DPS 

    • People dedicated structurally to projects 

    • People dedicated more than 30 % of their time to project & replaced by temporary resource 


It is strictly forbidden for outside SBS people to use SBS structure.

1.2. Scope

The scope of CATS creation/maintenance for SBS IS is for all legal entities in PF1.

2. Definitions

Definitions should be added in the Finance Glossary - Add definition and link it to respective Letter in Finance Glossary 

See Finance Glossary:

3. Tasks description

WHAT and HOW - Main content of the operation

The content should be mainly organized in 2 levels of Headings to ensure a proper link with the Table of Contents.

Select the level of heading in the "Paragraph" option.

3.1. I receive CATS (Cross-application Timesheet) user request from the controllers

The controller in charge has to alert the SUMAC team and has to give all the information to manage CATS’ user when:

  • The person is a new comer, you have to activate his personnel number
  • The person has left SBS, you have to deactivate his/her personnel number
  • The person has been working previously for SBS and has been  deactivated, you have to change his/her situation

Information is provided and fulfilled in the Google documents according to the perimeter in charge.

  • IS APPLICATION
  • IS INFRASTRUCTURE
  • NON IS

3.1.1. I create external users, if applicable

When the controller requests the creation of external users, usually they don't provide the personnel number.

Exception: When the personnel number is linked to a WP1 cost center. In this cases it is needed also to create an external personnel number.

External personnel numbers must have 8 digits and start with 9*******.

  • How to know what is the next external number available?
    - Take as reference the last external personnel number created. For example, if the last personnel number created was 99600815, we will create the 99600816.

  1. Run “PA40” SAP transaction : personnel Action

    This transaction gives access to active, disable and manage personnel number, complete the personnel area determining the Planned Working time.



  2. Fill the personnel number and the date of activation (Note: guarantee that there is no name already assigned to it)

    The date of activation is given by the controller in the request.

  3. Fill the Personnel Action and Organization assignment fields


    - Reason for Action: A9 Others

    - Position: 99999999 (always)

    - Personnel area: depending on the cost center for allocation, the personnel are should be different. For example, if the cost center for allocation is linked to Belgium, the personnel area should be "0039 - SCH-BE   /BRUXELLES NOH". If the cost center for allocation is linked to Portugal, the personnel are should be "2757 SBS-PT /CARNAXIDE". This selection has impact on the calendar that will be used to register the hours.

    - Employee group: 9 External Person (always)
    - Employee subgroup: "/" - Irrelevant (always)
    - Save your entries 
    - An error message will show up. Click on the "glasses".


    - Second message, click on the green validation button

    - A new page will appear "Create Organizational Assignment" - click on 

  4. Create Personal Data - Fill the formal address; Last and First name and nationality (not relevant but is mandatory) and save 

    - An error message will show up. Click on the "glasses".

    - Second message, click on the green validation button and the user is created.


    You may validate the creation by inserting the personnel number and pressing enter. The system will show the personnel name, group and area as the following example:
  5. Indicate the personnel number created in the Time allocation google sheet.

3.1.2. I parameterize internal and external users

  1. Run “PA30” SAP transaction : Maintain HR Master DATA

    This transaction gives access to complete/change the time sheet parameters: Sender cost center, Activity time and plant.

  2. Fill the following fields and after click on  to create

    - Personnel number

    - Period of assignment (the start date must be indicated by the controller and the end date always 31.12.9999)
    - Infotype 315 - Time Sheet Defaults

  3. Provide the sender cost center (allocation) and activity type indicated in the Time allocation google sheet request and save the entries.
  4. After saving the entries, the system will return to the initial page. It is now needed to change the infotype 7 to set the Planned working time:
  5. It is needed to fill the Work Schedule rule. If the employee is in Belgium, you must select IBE1. If the employee is in Portugal, the work schedule rule must be IPT1. This is determined by the personnel area defined by HR or in PA40, if it is an external employee. 
  6. Save your entries.
  7. Check in transaction CAT2 if the planed work hours are not zero:
    - Enter the data entry profile SIS-PMS and press enter. It will appear the following panel:

- Click on the pencil figure to open the time sheet and if everything is well set up, the planned hours will appear. If the planned hours show up as "0", you need to verify in transaction PA30 if the infotype 7 is well filled.



3.2. I deactivate a CATS user

The request to close/deactivate a CATS user must always come from the controller in the Time allocation google sheet with the indication of the separation date. 

  1. Run transaction PA40 and insert the personnel number and the separation date, and select the option "Separation".
  2. The following table will appear. Click on the save button.

3. Another table will appear. Save again. (twice)

4. Manage time sheet defaults parameters in transaction PA30

- Select the infotype 315 and click on the pencil figure:

- Modify the end date according to what was indicated by the controller and save the entries

- Select the infotype 7 and click on the pencil to edit.

- Change the end date as requested.

5. Ensure in transaction CAT2 that the user is not able to post hours anymore (if the time sheet is now without planned working hours = 0)


3.3. I reactivate a CATS user that comes back

- Run transaction PA40 and insert the personnel number and the reentry date, and select the option "Reentry as active". execute (F8) and save.


- In transaction PA30 repeat the steps described on point 3.1.2.

3.4. I update the status of the request in Time allocation google sheet

Once the user is parametrized in the system, it is necessary to indicate in the Time allocation google sheet that the request is "Done" and if requested by the controller, send an email to the employee or employee manager indicating that the CATS user has been set in SAP PF1 System and provide the SBS CATS Users Procedure.

Example of email:

End of document.