1. Objective and Scope

1.1 Objective of this Operation

Solvay is organized in: 

• Cluster: top level of the Group structure,
• Global Business units (GBU): main operational and financial sub-division,
• Group of activities : sub-division of a GBU,
• BFC activity 1: main level of the BFC reporting,
• BFC activity 2 : sub-division of “activity 1”, based on an “industrial axis” – it is mainly used in WP2 and is also known as “CGU”. In PF2 it corresponds to the Activity 1.
• Lower reporting levels : PIF in PF2

This structure is used to provide the proper reports for business follow-up

The purpose of this document is to provide the operational / technical details describing the maintenance of a Business structure in WP2.

1.2 Scope

This procedure covers the implementation of a new business structure in SAP WP2.

2. Definitions

See Finance - Glossary

3. Tasks description

3.1. I receive the information that a new business structure needs to be implemented in WP2

All requests for data under the responsibility of Finance Data & reporting must be made through the “MDWF” workflow.

For complex changes and topics, there are usually several preliminary contacts and the workflow is created when the solution has been designed and agreed.

In terms of reporting axes, the information can also be provided by an email from Corporate Controlling. 

3.2. I analyze and validate the information provided in the request

The description of the process of defining Reporting axes in the systems linked WP1 can be divided into 5 sub-processes, for an easier understanding:

1. New “BFC activity 1”

2. New IECRA in an existing "BFC Activity 1"

3. Implementation of a new "BFC Activity 1" in WP1 but already created in PF1 

4. Reorganization of reporting elements below “BFC Activity 1”

5. Reorganization of reporting elements above “BFC Activity 1”

All the structure implemented by Data administrators and IT Materials & Structure Data team can be displayed in SAP transaction (Report ZWFAR571 - Reporting structure axes), which is a combination of axis managed at GBU level (Data administrators) and tables updated to link SAP codes to BFC codes.

3.3. I implement a new "BFC activity 1"

The introduction of a new “BFC Activity 1” is requested by the GBU and approved by GAR / Corporate Controlling, who assign its code in BFC.

After GAR’s approval, the GBU needs to communicate to Finance Data & Reporting the necessary elements in order to activate the set-up process.

3.3.1. SAP implementation: roles and actors

The review of Business Structures should be carried out at the beginning of the year. Accordingly, before initiating the update in the final months of the year, we request that the IT - Inventory Management Team duplicate the object class from ZS1 to ZS2. This approach ensures that all modifications are performed within a budget version (ZS2). Upon completion of the updates, a subsequent request should be made to copy the object class from ZS2 back to ZS1.

The implementation of a new “BFC activity 1” requires the following steps:

• GAR informs of the creation of a “BFC activity 1” with its BFC code
• Finance Data & Reporting works with GBU’s administrators or with IT Materials & Structure Data team (when there's have no administrator for the GBU), and with GBU controllers when necessary to define the data needed for the new BFC activity 
• GBU data administrators request, with a template to IT Materials & Structure Data team, the creation of a new link DC x DV in transaction ZWOC54A then he creates the structure in ZWOC54A, linking the combination DC x DV to IECRA / CDPRF / ENTRP / ZSECT
• The GBU controller sends a request to Finance Data & Reporting including the new combination DC x DV with its link to the code IECRA / CDPRF / ENTRP / ZSECT
• Finance Data & Reporting analyzes the request and, if all clear and ok:
  
  • Checks the Report ZWFAR571 - Reporting structure axes (class ZS2 (new year) or ZS1 (during the year)) to validate the new combination / structure appears.
  • Updates the table ZWFAT228 - Structure axes to link : 
    

    • CDPRF code to "BFC Activity 1" code, 

    • ENTRP code to "BFC Group of Activities" if a new group of activities has been created

    • ZSECT code link to "BFC GBU" code

  • Checks in transaction KES2 - COPA Characteristics if the new COPA characteristics code is already available

3.4. I implement a new IECRA in an existing "BFC Activity 1"

This sub-process deals with the request of a new distribution channel (new market) or new product division within an existing “BFC Activity 1”.

The decision is usually made by the GBU Global Controller. The GBU needs to communicate to Finance Data the necessary elements in order to activate the set-up process.

3.5. I implement a new "BFC Activity 1" in WP2 but already created in PF2

This sub-process deals with the request of a new distribution channel or new product division within an existing “BFC Activity 1”.

Depending on the type of flows to implement (sales of products, services or only post costs on one cost center) the process will be different.

The SAP Objects, roles and actors are the same as the section new IECRA in an existing "BFC Activity 1".

3.6. I implement a reorganization of reporting elements below "BFC Activity 1"

This sub-process deals with the request to change the link for IECRA’s to BFC activity 1.

The decision is usually made by the GBU Global Controller.

There are 3 types of updates:

3.6.1. An IECRA becomes "obsolete"

The GBU needs to communicate to Finance Data the necessary elements in order to activate the set-up process.

• Open a Service one request to IT requesting to add *OBS* at the beginning of IECRA description in KES2 - COPA Characteristics

• Update the field "valid to" in the able ZWFAT111 in XEU1 & in all companies impacted. The new "valid to" date = 31.12 of next year in order to avoid COPA issues. If the "BFC Activity 1" linked to the IECRA also becomes obsolete, create a new entry for one year on another activity 1 defined with the GBU.

• Update all intercompany tables ZWFAT041, ZWFAT042, ZWFAT043 for the obsolete IECRA. 

3.6.2. Change the link between the IECRA and the "BFC Activity 1"

• Update table ZWFAT111 in XEU1 & in all companies impacted: Create a new line by copy with the new validity date from (Most of the time the first of January of the current year to 31.12.9999 and the end of validity for the old line will be updated automatically.

3.6.3. New IECRA linked to an existing "BFC Activity 1"

• Update tables ZWFAT111 in XEU1 & in all companies impacted: Create a new line for the new IECRA linked to an existing "BFC Activity 1".

3.7. I implement a reorganization of reporting elements above “BFC Activity 1”

At the end of each year, Corporate Management decides on the modifications of the group structures, in terms of clusters, GBU, group of activities, “BFC Activity 1" and "BFC Activity 2".

The present section only deals with the situation in which the changes are made only above the "BFC Activity 1" level.

Examples: GBU A is split into two GBUs, A1 and A2. Or GBU B1 and GBU B2 are merged into GBU C.

Finance Data & Reporting receives this information from GAR, who communicates the required changes.

3.8. I request to create / update the COPA characteristics