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 & Divestment



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

Non ERP

Remove the icon(s) when not applicable

Frequency

5. Remove the icon(s) when not applicable

 

 

 Remove the icon(s) when not applicable

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 << >> I trigger the Capitalization process



1. Objective and Scope

1.1. Objective of this Operation

Prepare the file for the SBS IS Controllers quarterly review of all IT development projects on-going completing the projects status to define the start of the amortization period. 

1.2. Scope

The scope of the quarterly review is for all SBS IS projects existing in all legal entities within Solvay group ERP Systems.

2. Tasks description

2.1. I download from Accolade the Budget and Costs file

2.1.1. Go to the Accolade website

2.1.2. In "Charts & Reports" list, download the Budget and Costs file by clicking on the name



2.1.3. When opening the file, you need to select "Enable content" to activate the macro



2.1.4. Press "Yes" to refresh the report



2.1.5. Press F9 on keyboard to update the file and you will be able to work with the file

2.2. I obtain the WBS Element Request file

2.2.1. Open Google Drive

2.2.2. In the search bar, look for the WBS Element Request for the current year and download it.

2.3. I retrieve the IFA.PJT.02.01 (ex FXA08) from previous quarter

2.3.1. Open Google Drive

2.3.2. In the search bar, look for the IFA.PJT.02.01 (ex FXA08) from previous quarter and download it.

For example Q2 2019:


2.4. I add the new projects to IFA.PJT.02.01 (ex FXA08) and their related data

2.4.1. Open both files in excel - Budget and Costs and IFA.PJT.02.01 (ex FXA08) 

2.4.2. From IFA.PJT.02.01 (ex FXA08), do a view lookup in column C ("ID") to fetch all new projects from Budget and Costs file 

2.4.3. Drag the formula in column B to add the "IT" to the projects code to the new projects inserted in the previous step

2.4.4. Using vlookup, update the columns "D to E" and "G to L".

2.4.5. Insert columns to update with the costs (Capex and OTC) of the year in scope by quarter

For example, if we are analyzing the Q4 of 2019, we have downloaded the file of Q3 2019 and will now add the Actual Q4 Capex, Actual Q4 OTC and Total Assets Q4 of 2019.


2.4.6. After the column of Actual costs, insert three columns for the quarter in analysis

2.4.7. Update the "Status in Accolade" column

Do a vlookup from the "ID" column C to the Budget and costs file from Accolade to obtain the status of the projects from the tool.


2.4.8. Update the "Lead team from WBS Element Request" column F

Do a vlookup from the WBS Element request file, tab Project List to obtain the Lead team information.

2.4.9. Assure that the formula in column "No change since former quarter" is correct

This column must have a formula that compares the Comment in the previous Quarter and the current one.

Example: 


2.4.10. Insert data validation list in column Comment of the quarter in analysis

You may copy the list from the previous quarter and keep blank option. Once the controllers review each project, they will select from the drill down

2.5. I download from Accolade the monthly SBS Projects Report from previous month

2.5.1. Go to the Accolade website

2.5.2. Click on "SBS Budget Plan"


2.5.3. Select the SBS Budget Plan for the year in scope

Example, if the year is 2020, select the SBS Budget Plan 2020.



2.5.4. Download the most recent CBS - SBS Project report

Click on the image next to the file name for download.


2.6. I extract the quarterly costs from the monthly SBS Projects Report and update the IFA.PJT.02.01 (ex FXA08)

2.6.1. Open the file downloaded in 3.4.4.

2.6.2. Click on the tab "Database PEC"

2.6.3. Select all table and insert a pivot table with:

  • Row labels - Project code
  • Values - Sum of Costs of the Quarter in scope
  • Report filter - Object class



2.6.4. Update the column Actual Capex of the quarter in scope

  • In the report filter select Investment to obtain the Capex amounts

  • Go back to the IFA.PJT.02.01 (ex FXA08) file and in the column Actual Capex of the quarter in scope, do a vlookup to the pivot table to obtain the figures and divide by 1000

2.6.5. Update the column Actual OTC of the quarter in scope

  • In the report filter select Overhead and No Recurring to obtain the OTC amounts

  • Go back to the IFA.PJT.02.01 (ex FXA08) file and in the column Actual OTC of the quarter in scope, do a vlookup to the pivot table to obtain the figures and divide by 1000

2.6.6. Make sure that the formulas are till the end of the list of projects.

2.6.7. Save the file with the name "IFA.PJT.02.01 (ex FXA08) Qx YYYY"


2.7. I upload the IFA.PJT.02.01 (ex FXA08) request SBS IS Controllers to review all project status

2.7.1. Open Google drive

2.7.2. Open the folder Control IFA.PJT.02.01 (ex-FXA08)

2.7.3. Upload the file in the corresponding year and quarter

2.7.4. Convert the file into google sheets format

2.7.5. Share the file wih the SBS IS Controllers and request to review all project status

    Note: Remember to give a target date.


End of document.