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: Treasury Backoffice APAC

Responsibility area: Respect of Treasury Policy Rules 

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


Frequency

5. 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 << >> Next operation



1. Objective and Scope

1.1. Objective of this Operation

WHY - Describe the objective of the operation


1.2. Scope

Detail the scope (legal entities, etc.)


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 submit the guarantee request in Guarantee Library Management (AODOCs) to obtain internal approval for guarantee issuing.

3.1.1. I receive the notification from notifications+workflow@noreply.aodocs.com for new Bank Guarantee request from the requester i.e. GBU, CAMs or Controllers.

             Requester will submit the BG request via https://docs.google.com/forms/d/e/1FAIpQLSdZgL-0fx4hQ24O8c5yuahxuH0MIJWm8bSOaBvgG19zELx21w/viewform

3.1.2. I check the details of BG request submitted by the requester and fill in the additional missing information by clicking

If more information needed, I will contact back to the requester.

*Note that they are ten mandatory fields that must be filled in order to trigger workflow actions. This enables an accurate information display.

3.1.3. I click SAVE once all mandatory field is filled, then it will trigger the workflow to approvers. It is requires 2 approvers to approve the BG request.

3.1.4. Once BG has been approved, the BG status will be changed to Approved & Issuing process

3.1.5. I update the BG final details to be matched with the original BG  (i.e. External Reference no., Issuing date or maturity date etc.) and upload the copy of original BG, once original BG has been issued and received from Guarantor bank. Then click SAVE.


3.1.6. I notify International Treasury team for update the BG status to be "Effective" by clicking and select Notify users

International Treasury team's contact details

ECo - treasury.ihb@solvay.com, adrienn.torok@solvay.com, rodrigo.rodrigues@solvay.com, daria.topczewska@solvay.com

SCo - treasury.fo@solvay.com, djamila.benouahlima@solvay.com, sharon.mei@solvay.com, vasco.diogo@solvay.com 



3.2. I amend the Guarantee record in Guarantee Library Management (AODOCs)

3.2.1. I receive the BG renewal/ maturity date extension request from the requester via email.

3.2.2. I click the BG status and select "Amendment request"

             * Amendment request will be used in case of BG renewal, maturity extension, BG purpose amendment etc.

            ** In case an amendment or a modification needs to be made, there is a workflow process for itself that the guarantee internal responsible can trigger it.


3.3. I modify the Guarantee record in Guarantee Library Management (AODOCs)

3.3.1. I receive the request to correct the beneficiary name via email.


3.3.1. I click the BG status and select "Modification request"

             * Modification request will be used for modifying some incorrect information i.e. issuing date, Beneficiary name, guarantor bank etc.

           ** In case an amendment or a modification needs to be made, there is a workflow process for itself that the guarantee internal responsible can trigger it.

...

End of document.