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




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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


    1. 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


3.5.1.2. Create project definition CAPEX


  • Enter transaction CJ20N


Select Project → New → Project



  • Insert Project code

First of all, look in SAP (via the transaction CN43N or CJ20N) which was the last project Definition created for the plant of the company.

For example: for plant NHA = company 0001 SOLVAY (SCH):

    1. Enter the 3 first positions (NHA)

    2. After the code plant insert “I2” (always for the WBS Capex for IS)

    3. 0 = the year (for 2020 – I20; for 2021 – I21; for 2022 – I22)

    4. Followed by the 3 sequential numbers.


  • Enter the project name

For example: Project IT10362 2.NETWORK & DEVICES (NA), insert a "-" between the ITxxxx and the name


  • In the tab "Control"
  • In the field Project Profile, select the right profile corresponding to the plant of the company.

For example for company 0001 SOLVAY (SCH), select:  


  • In the field  Budget Profile, select the profile ZZ0003“Investment ERP”  and in the field Planning profile, select ZZ0003 “Investment ERP”:

Selecting these 2 profiles, it will allow you to indicate the amount budgeted by WBS elements (on OTC and on CAPEX) via the transaction CJ30 after that the WBS will be created.


  • In the field Investment profile select the profile according to the Country code and nature of the project (Tangible or Intangible)

          For BE- ZBE000 (Tangible) – ZBE001 (Intangible)

          For IT- ZIT000 (Tangible) – ZIT001 (Intangible)

          For CN- ZCN000 (Tangible) – ZCN001 (Intangible)

          For DE- ZDE000 (Tangible) – ZDE001 (Intangible)

          For PT- ZPT000 (Tangible) – ZPT001 (Intangible)

          For MX- ZMX000 (Tangible) – ZMX001 (Intangible)

          For US- ZUS000 (Tangible) – ZUS001 (Intangible)

          (…)

  • Press Enter
  • Don't change anything else in this tab. All other fields appear by default!


  • In the tab "Basic Data"

Check and fill the information below:

  • Responsibilities

In the field “Person Respons.” - Select the Project Manager

(for example: if this is Michel Adant; Check the name; and Double click on the responsible code the number “11210010” or on his name and then press on “Enter”   => the responsible code will appear in this field)

  • Dates

          Start date: put the start date of the present month (for example: 01.03.2020)

          Finish date: put the end date of next year (for example:  31.12.2021)

Remark: The field in Factory calend. “ZV” and in Time unit “DAY” appears by default because they are linked to the profile selected in the “Project Profile”.

Factory calend.: ZV=Calendar(Timetable) of factory 5 days / week - No holiday

Time unit: DAY

  • Project coding mask - Mask ID: Leave the field empty



  • Organization: Check if the following parameters are correct:

    In this example below, the parameters are linked to the company 0001 SOLVAY (SCH).

    Select the right parameters for the involved company!!!

    • Complete the company code, the business area, the plant and the profit center according to the entity and the object class.

    CO area: always “CHEF”

    Business area: always “8500”

    Proj. currency: always  “EUR”


  • In the tab Administration

Don’t change anything in this tab.


  • In the tab Long Text

The name of the project appears automatically.

Remark: This field could be used to insert some comments, as for example the specifications of the request of the project opening. But it is not mandatory.


  • In the tab Cust. enhancement

téléchargement These fields are MANDATORY for our monthly SBS projects report. If they are not filled any cost on the WBS element won’t appear on it.

    1. Select in the fields below:

    GBU - CB 

    Business Unit - CBCBS

    Project group – Enter the code IT Group (= Project code in Accolade): ITxxxx

    PS Family - SBS IS

    Position – Enter the code position linked to the Project Manager responsible => Search it in the field via the match code. It is important to don’t leave it empty!

















 




  • Create a WBS element of level 4 (= WBS element attributable): NHA-I20025.01.7.79.ISAL

  • The 2 last numbered positions are the material code linked to nature of the WBS element:

   70 = MANAGEMENT INFORMATION SYSTEMS HARDWARE

   72 = Equipment's Telecom

   74 = Local Networks (LAN)

   79 = Software

  • The last letters:

    • Three of them identify the Stream:

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

  • Final one is to define if Capex Intangible or Tangible

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

  • In the Description put  the name of the project + “TAN” (for Tangible) or “INT” (for Intangible)

  • In Short ID: is automatic

  • Tick in the box: PE and Acct (Acct  is Mandatory because the WBS is attributable)


  • Double click on the WBS of level 4(for example on NHA-C17883.01.7.79.ISAL)

  • Check of the investment profile and the investment reason are right.

  • Enter the responsible code and the cost center.

  • Check if the box  Acct asst elem.  is well ticked.

  • Press Enter

  • Check of the investment profile and the investment reason are right.

  • Validate clicking on


3.5.1.2.1.1 Create Asset Under Construction

  • Click on « Asset under construction » 



  • Press enter

  • Click on

  • In tab  «General» enter in the field «Inventory note»: 01.7.70 or 01.7.79 (corresponding of the part of material code)



    • In tab «Allocations» enter:


    Evaluation group 3 = D50 (division 50 for SBS Projects)


    Evalutation group 4: 70 or 72 or 79 (linked to the material code)


    Evalutation group 5: the budget number without the plan and followed by .01 (for ex 17883.01)


    Investment reason: H0



  • Click to go back on 

  • Validate clicking on 


It is necessary to position on all the levels (lines become orange) by a click on each level created.



  • Press on EDIT – STATUT- RELEASE and SAVE

Remark: In PF1 for the WBS elements for CAPEX no need to enter a settlement rule receiver parameter (because the assets under construction is active during the creation of the WBS element)

VERY IMPORTANT!!!!

  • Use the transaction CJ20N in the last level of WBS to enter the code position linked to the Project Manager responsible => Search it in the field via the match code. It is important to don’t leave it empty!











3.5.1.2.2 The networks opening on Capex

The networks under WBS Elements CAPEX should be  imperative created only when  the WBS element CAPEX  will be completely created and saved.  (Contrary that for Networks on OTC which is created  in the same time that the WBS element on OTC).

  1. Execute the transaction CJ20N

  2. Enter the Project Definition code - Project –>Open

  3. Extend the structure to see all levels under the Project Definition


  • Click on the last WBS element  (In the left part of your screen). Select Create – Network 

  • In the right part of the screen, enter the name of the network. This one must be always identical to that the WBS element. Click on Enter.

  • Select the network profile. In this case for plant NHA, select SBS-IT NHA_network profile and press Enter.

  • In the tab «Scheduling», in section Dates/Times, check if the dates in «Start Date” and «End date» are correct.  Correct them if it is necessary and validate every date by clicking on "Enter"

  • In the tabs: «Assignments», «Control, Administr.» and «Long Text» => Don’t modify anything !


Remark: the tab «Long Text» could be used to indicate some comments.




3.5.1.2.1 WBS Element creation on Capex

  • Create a wbs element of level 1: (on the first row)

  • Execute the transaction "CJ20N”

  • Enter the Project Definition: 

for example NHA/I20025

             

  • Press on Enter

  • Go to the tab «Basic Data»

  • Double click on the first line where is the first level on the WBS element  (in this example: on  NHA-I20025)


  • Enter the responsible Person code and the cost center:

  • Press  Enter

  • Click on tab «Control»

  • Check in the investment profile is correct: (The 2 letters after the Z are the coutry code)

ZKR000 = Investment Korea  Profile Tangible    

ZKR001 = Investment Korea  Profile Intangible    

ZBE000 = Investment Belgique Profile Tangible    

ZBE001 =  Investment Belgique Profile Intangible

    (…)

  • Scale = always NB < 1000 kEUR A4, B2, E1, E2, F1, G0 & H0
  • Investment reason = always H0 for SBS Projects

  • Press to validate on 

  • Create a wbs element of level 2: (on the second row)

  • In the tab «Basic Data»

  • In the WBS element: Enter the code of the WBS element of level 1 followed by .01 (for example: NHA-I20025.01)

  • In the Description: Enter the cost center responsible

  • Click Enter

  • In Short ID: will appear automatically

  • Tick in the box for PE

  • Double click on the WBS element of level 2 (on NHA-I20025.01)

  • Enter the responsible code and the cost center:

  • Press on  Enter

  • Click on tab «Control»

  • Check in the investment profile is correct: (The 2 letters after the Z are the coutry code)

ZKR000 = Investment Korea  Profile Tangible    

ZKR001 = Investment Korea  Profile Intangible    

ZBE000 = Investment Belgique Profile Tangible    

ZBE001 =  Investment Belgique Profile Intangible

(…)

  • Scale = always NB < 1000 kEUR A4, B2, E1, E2, F1, G0 & H0
  • Investment reason = always H0 for SBS Projects

  • Press to validate on      

  • Create a WBS element of level 3: NHA-I20025.01.7

  • In the tab «Basic Data»

The number 7  means MANAGEMENT INFORMATION SYSTEMS

  • In the WBS: enter the WBS element code of level 1,  followed of .01.7 (for example: NHA-I20025.01.7)

  • In Description:  put  MANAGEMENT INFORMATION SYSTEMS

  • In Short ID: is automatic

  • Tick in the box for PE

  • Double click on the WBS element of level 3

  • Do the same check of the previous steps

  • Check if the investment profile is correct

  • Enter the responsible code and the cost center.

  • Click on tab «Control»

  • Click on tab «Control»

  • Check if the investment profile, scale and the investment reason are correct .

  • Click on  


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.