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 << >> Next operation



1. Objective and Scope

1.1. Objective of this Operation

Once the SBS IS Projects are approved by all concerned parts, it is needed to create the project structure.


1.2. Scope

The scope of the WBS Elements creation for SBS IS Projects is to all legal entities in Solvay Group WW.


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. Open a SBS IS Project Description

All SBS IS Projects need to be approved by all the concerned parts (Responsible Financial Controller and Responsible SBS Manager).

The PPMO committee:
- Defines the Business Case (Project Approval Form) with the project presentation (scope, zone, …)
- Estimates the budget needed for the projects
- Makes a global evaluation of the projects and vote
- Suggests the projects to be developed to get the CIO’s approval


Project Approval Form are approved in AODOCs in Document PPMO.

There are two possibilities when assigning the costs of WBS Element

                1. Capex (Investment) - are all expenses related to a project and that the company can amortize in several fiscal years.

Tangible: A Tangible asset is something that you can touch such as equipment or hardware.

Intangible: An Intangible asset is a something that you cannot touch such as software of services

2. OTC (One time cost/Overhead/Opex) - An OTC linked to a project, is an expense which is not expected to reoccur.

3.1. I receive new WBS Element Requests from the IS Controllers

3.1.1. IS Controllers insert new WBS Element Request

After the approval of the project, the IS Controllers insert a new WBS Element Request in WBS Element Request file with the following information:

  • Project Code
  • Cost Center
  • Company Code
  • Site/Plant
  • Budget
  • Responsible Position
  • Network needed or not


3.2. I insert project code in Project List

Everyday the MAC Analyst goes to the WBS Element Request file to verify if there is any new request from the IS Controllers.

When there is a new request, it is needed to parameterize the Project name in the tab Project List:

  • Access Accolade and search for the indicated code. For example IT9464, search for "9464" without the IT and click in the project name.



  • Once inside the project page, click in the right column on the field "Details". In this field it is possible to find the project description, Controlling Allocation, BU/Function and Requesting Team.

  • Copy the project name and paste in Description column the tab Project List on WBS Element Request file. 
  • Projects can be divided in three streams/teams: APPLI, INFRA and NON IS. In case of doubt when filling the team, always validate with the requestor.

3.3. I insert project code and parameters in SAP PF1/WP1

3.3.1. SAP PF1

  • Go to transaction Z1J_GROUP - Maintenance Project Group w/ text and click on .
  • Fill the table with the project group code, description and currency (always EUR). It's not needed to insert the budget.


  • Save the record clicking 

3.3.2. SAP WP1

    • Go to transaction ZWPST004 - Customer Enterprise PS Definition and click on .
    • Fill the table with the project group code, description, currency, team, customer 1 and customer 2.


Note! Where do I get the customer 1 and customer 2? I need follow the procedure in 3.2 point:

  • Costumer 1 corresponds to Controlling Allocation field. 
    Exception: When the controlling allocation matches SBS, the Costumer 1 will be SBS Projects
  • Costumer 2 correlate to BU/Function.
    Exception: When the controlling allocation matches SBS, the Costumer 2 must be the Requesting Team.

Important!

  • If Costumer 1 is a GBU, the Costumer 2 cannot be a Function or a Service Line.
  • If Costumer 1 is a Function, the Costumer 2 cannot be a GBU or a Service Line.
  • If Costumer 1 is SBS Projects, the Costumer 2 can only be a Service Line.
  • If Costumer 1 is SW/HW EQUIPMENT, the Costumer 2 must be HW/SW Investments (incl Video).
  • If Costumer 1 is MAGD, the Costumer 2 may be GBU or Function.
  • This way, I will be able to start the creation of the WBS Structure.

3.4. I verify the fields of the request (Company code, plant, cost center)


It is very important to understand and verify the fields of the request before trigger the creation.

  • EMEA
    • All OTC projects are created by Lisbon team.
    • Capex - there are some exceptions. It is needed to consult the Contacts for WBS creation & Useful address list in the tabs For IS in WP1 and For IS in PF1 to understand who is responsible for the creation. It is also useful to refer to the past WBS Elements created to understand who as created it.
  • APAC and LAM

    All the requests, OTC and Capex are created by local team. I need to click on the link in column AY "Open ticket?", and an automatic e-mail will be filled with the requesting fields to be sent to freshdesk.

    Example:


  • NAM

    For SAP PF1 System: 
  • All OTC projects are created by Lisbon team.
  • Capex - there are some exceptions. It is needed to consult the Contacts for WBS creation & Useful address list in the tabs For IS in WP1 and For IS in PF1 to understand who is responsible for the creation. It is also useful to refer to the past WBS Elements created to understand who as created it.


   For SAP WP1 System: 

All the requests, OTC and Capex are created by local team. I need to click on the link in column AY "Open ticket?", and an automatic e-mail will be filled with the requesting fields to be sent to freshdesk.

Example:


3.5. I create WBS Elements as requested

3.5.1. SAP PF1


3.5.1.1. How to codify the project definition and WBS Element


    1. Capex (Investment)

  • Project definition example NHA/IYYXXX

YY - Year. If 2020 - should be 20; if 2021 - should be 21... and so on.

XXX  - Sequential number


  • WBS must have 4 levels

Example: 


Level 1 NHA-IYYNNN
Level 2 NHA-IYYNNN.01
Level 3 NHA-IYYNNN.01.7

Level 4- NHA-IYYNNN.01.7.LL.WWW.Z


        • LL corresponds to the material code:


              • 70 for tangible assets

              • 79 for intangible assets

        • WWW identifies the Stream:


          1. ISA for Application
          2. ISI for Infrastructure
          3. NIS for Non IS

        • Z is to define if Capex Intangible or Tangible


          1. M for Tangible Capex
          2. L for Intangible Capex

  2. OTC (Overhead)
    • Project definition example: NHA.PX KKK

KKK – Sequential number

        • WBS example: NHA.PXKKK.WWWO

    • WWW identifies the Stream:
            1. ISA for Application
            2. ISI for Infrastructure
            3. NIS for Non IS
          • O is for OTC


3.6. I communicate the WBS Elements codes to the IS Controllers and contacts indicated by them

Once the WBS Element is created, I fill the in WBS Element Request file the WBS code and networks created.

If the controller has indicated in the comments that it is needed to send the codes to specific contacts, I send an e-mail to the indicated contacts.

For example:




End of document.