MDG - Master Data Governance.

It helps to gain a single, trusted view of data and to address digital, analytical, and operational challenges head on, to simplify enterprise data management,

increase data accuracy, and reduce total cost of ownership with a single solution that facilitates consolidation and central governance.

1. High Level MDG Process

2. Change Request Types as Core Element of MDG

There are 10 different types of workflows available, one of which is optional.

There is an initial request submission, followed by validation steps, then a global data maintenance, then finally the plant-specific data maintenance.

ZMAT01 - For material creation

ZMAT02 - Extend/add plant/sales area

ZMATACT - Reactivate material

ZMATGEN2 - Change general data

ZMATPLN2 - Change local plant data - planning

ZMATQM2 - Change local plant data - QM

ZMATSP02 - Change sales organization purchasing data

ZMATWM02 - Change local plant data - storage/warehouse

ZMAT06 - Set deletion flag

Transcoding of some data elements

MDG will manage the data of 2 different systems: RCS and PF2. There will be some instances where a code, such as Plant Blocking code “Z0”, is used in both systems but have different meanings in the respective systems.  In this example a new blocking code “ZD” will be used in MDG.  A trans-code table will convert the “ZD” to Z0 for when the data arrives in RCS and Z4 when it arrives in PF2.

New codes in MDG will be created with the number beginning 3xxxxxx. This code will be the same in MDG and RCS/PF2.

Pre-Existing RCS/PF2 materials created before MDG implementation will keep their code in their respective ERP systems, but in MDG they will be assigned with a new number: 3xxxxxx. 

There will be a trans-code table to convert these values SM30:  Z4R_MDG_T_TARSYS

OTHER DATA TRANS-CODE

• Plant block

• Availability Check

• MRP Type

• Valuation class

• Material type (PF2)

• Division

• 
  

  
  

   Full transcoding table can be seen in this link

  
  

 Receiver Determination

Receiver determination assigns work items created by the workflow to receiver groups based on a set of predefined attributes

The SAP receiver determination table accessible through SM30:  Z4M_T_MAT_RCV

Business units currently in MDG:

CS - NOVECARE

OG - OIL & GAS

PE - PEROXIDES (Solvay GBU; in Syensqo, only plant 4048)

CH - SPECIAL CHEM (Solvay GBU; in Syensqo, only plant 4048)

SD - SODA ASH (Solvay GBU)

Step assignment:

3. SAP MDG for Finished Goods Navigation

Connection to MDG system

It is necessary to find MDG Production System and connect the same way as to any other SAP system 

Afterwards transaction NWBC should be entered and saved in favorites for easy access to MDG homepage in Internet Explorer 

Homepage

MDG homepage is being used to treat incoming Change requests, Maintain material data using requester role, create link between systems and other functions. 

Search Function

As many materials have been loaded in MDG from target systems PF2 and WP2, MDG article number will differ from the one in the other SAP platform. However, there is a simple way to search for MDG or target system number.

By using search Material function, MDG number to be processed can be found this way:

Search method has to be changed to Remote Client Search if target system number is available and MDG number needs to be found.

In ID value, article number should be entered

Business system WP2_400 or PF2_020 has to be specified, after entering these values and pressing "Search" button, MDG number will be displayed below. By clicking on it, material change request can be opened right away if needed.

Using the Enterprise Search Option, material can be found by description or MDG number.

MDG – Material Display

Once material number has been found, it can be displayed by clicking on it and it will open a new Internet explorer window containing all material data.

All of the material data that you would typically find in MM03 transaction will be displayed in MDG.

Remember, you can continue to display the master data in the RCS/PF2 system in transaction MM03.

Once Material is opened, data can be seen by sections or by using "Expand All" option, all available information will be visible at once.

 Quick Navigation – You can navigate quickly using the Assignment Block at the top right of the page and choose necessary area where changes are needed.

To immediately start editing all of the available data click on the edit button in the header.

You can launch the Material MAINTENANCE PROCESS this way or you can return to the homepage by closing the window if no changes are required.

Data Exceptions to be maintained directly in RCS or PF2

Classification data views (direct maintenance)

Commodity code in Foreign trade views (GTS, or direct maintenance).

Forecast views

Quality Management views  (QA08)

Label data views (GLM).

Accounting/Costing 

The ZPRC (PRCOM) material will be created directly in MDG (MM01) by GBU Data Steward from WP2 or by Data Operations for PF2 GBU's that don't have a WP2 Data Steward (Example Soda Ash and Peroxides) without the classification view. It will be automatically transferred into WP2 as soon as it is created, changed, deleted.

4. ZMAT01 - MDG – Creation Workflow: Requester

To submit a new creation request it can be done through MDG Homepage by choosing option Create Finished Goods

New window will open where plant, sales area and distribution channel has to be entered as a minimum. On the right side Template option can be used to copy data from similar material from the same GBU.

If you do not enter any information here then the Plant and Sales Organization must be indicated in the following screen.

Correct sales area can be chosen by clicking on the small arrow in the corner and choosing "Custom Filter" then option appears to enter necessary sales area, in the same way other missing data can be added such as plant, storage location, warehouse etc. 

NOTE: the plant and sales organizations must belong to the same country. This is to reduce the complexity of the receiver determination.

Page Layout

Save: save current status, you can exit and return to your request later.

Submit: if all mandatory data is completed you can submit. The request moves to the next step in the workflow.

Cancel: cancels the open request. You will have to close the open screen.

Edit: if you are viewing a material, or have opened a WF request waiting for your input you must click on Edit.

Check: will check that the data entered is valid and that no mandatory data is missed.

Collapse All: collapses all data sections

Expand All: expands all data sections

NOTE: The Material code $2192 is a temporary number. It is not the final material code.

A description with asterisk * next to it means that the field is mandatory. You cannot submit until it is populated. The orange box means that the data is already entered by the system.

The Change request number is indicated. Note it for reference.

The description of the Request is optional and can be used to quickly describe the CR objective  - it is not the Material Description.

It is possible to add additional information in Notes and Attachments. If you are going to WITHDRAW or RETURN a request then it is mandatory to add a note.

For Urgent and Emergency requests Priority can be added for a team to know if CR needs to be treated with priority. 

5. Change request Handling by Data Operations Team

Currently 4 Global Business Units (GBU) are handled by Data Operations team in MDG system, all Change requests coming to the team are already approved by Business Approver*. Nevertheless, all the steps and information in MDG has to be validated by Global Data Steward which is our step, to insure data quality passing to the target system.

*Exception: The GBU Data Stewards and Business Approvers of Special Chem and Peroxides GBU's do not have access to MPO to approve their steps in the material creation/extension/modification workflows. SCO Data Ops need to centralize the steps of BA and DA in MPO workflow for plant 4048 and when you receive one of this steps for this plant and for an ECO material, you need to contact by email the corresponding GBU Data Steward to get their approval before moving forward with any request. The email with the approval needs to be saved as PDF and attached to the CR (attachments).

Change request Inbox can be accessed by pressing on "Change Requests" or "Workflow Inbox"

Change requests currently available for approving will be displayed in the list, to open the request, please click on it and new window will open.

Before starting to process Change request, Check button can be pressed to see what is missing for this specific change, errors will be helpful to detect what exactly is missing and in which area, after they can be corrected by pressing Edit button on the header level.

NOTE: CS extension requests for materials who need to be opened for EU sales or plant for the first time, need to be sent to Regulatory Affairs for approval, such option will be available in the header line.

Change Request

In the Change Request view basic information about the request itself can be seen.

If the notes or attachments are added, it will have a number displayed next to it mentioning the amount of notes and attachments.

Each Change request has ID number which can be compared to a ticket number in the Freshdesk system.

In the Reason GBU for the material is indicated.

In the CR Status You can see in which step this request currently is displayed. Data Operations team will mostly receive Data Steward step with few exceptions.

Type of Change Request will always inform about the nature of changes, either its new creation, extension or update in Purchasing data or other options.

Target System

In target system view RCS or PF2 number can be seen which is linked to MDG material code. In the example case Requester is extending MDG material already existing in PF2 system to WP2 plant therefore RCS number is not yet available because Change Request is not yet approved. Nevertheless, for new creations and extensions target system number will match with MDG code. Only historically loaded materials are keeping old system code.

Basic Data

There are several things to pay attention to maintaining material data.

Material number will be assigned by the system and will be displayed in General data.

Business Unit is always displayed, that determines all MDG Workflow for approvals and depending on that there are some rules to pay attention to in material setup.

Base unit of measure is mainly KG but can also be LB, sometimes new material code can be requested as a duplicate because of different Base Unit of measure. 

Material Group:

PF2 GBU material - Zxx-xxxxx for PF2 and WP2

WP2 GBU material - 0450 if material is only created for WP2 plants/sales or Z50-xxxxx if material is created also for PF2 plants/sales (MDG will send for all Z50-xxxxx the code 0450 to WP2 code)

Mixing cases like Special Chem GBU -> GBU Special Chem is splitted between PF2 an WP2 so we follow the same rule:

Material group Z21, Z33, Z34 - Remains the same if material is extended to WP2 plants/sales

Material group 0450 - Is updated to Z50 if material is extended to PF2 plants

NOTE: Whenever new Z33 and Z34 material group is created and material extended to plant GAR, ZUNB material code needs to be created in WP2 system.

Old material Number is required for CS business unit, if it has RCS code available which differs from MDG code. For new creations it has to be removed as MDG code will match with RCS code.

Division codification is set up per RCS rules, PF2 code will be indicated in the brackets in the division name. 

Best practice is to search division code by the name we can see in the target system. 

Product Hierarchy is mandatory to be added when material is extended to PF2 system, if WP2 product is being extended to PF2, this field needs to be filled and hierarchy has to be found in PF2 system using transaction Z0R2 sorting by the division.

Generic Item Group Category is always NORM.

Material Group Packaging Materials is filled for WP2 system - 0005 for packed, 0001 for bulk codes.

Basic material is mandatory for WP2 material codes, for CS it is set up by Sylvie Mazzon for CS, Viviane Couvreur and Anne DeWitt for CH and by Data Operations for SD and PE.

Environmentally Relevant flag is always marked.

Dangerous Goods Indicator profile  - in PF2 000 for non dangerous and 001 for dangerous

                                                            in WP2 Z00 for non dangerous, GPP for dangerous

Codes are mapped and if material exists in both systems, it does not need to be changed.

EAN code is mandatory when material is created for SD business unit in PF2 system.

EAN Category always HE

To find code which can be used, MARA table in SE16 transaction needs to be opened in PF2 and EAN code 5413735* entered, then the results need to be sorted in the descending order. 

In the site https://www.gs1.org/services/check-digit-calculator last used EAN code has to be entered without the last digit (checking digit) and the last remaining number should be increased by +1

Meaning, if the last code was 5413735000859, number 9 is removed and code 541373500086 entered in the site for calculation and system gives code to copy to material master.

EAN code needs to be always inserted not only in the Base unit of measure but also on the handling package of the material, so for example if material is handled in Pallets you need to enter the SAME EAN code for the PAL.

Additional data are usually completed by the requester.

NET Weight is always 1 KG

Gross Weight is never the actual Gross Weight value, it needs to be a difference between Gross and Net Wt, usually pre-filled by requester as we do not have actual gross weight information.

Volume for CS GBU is 1,5 with unit CD3 is not filled by requester already.

Material descriptions

Following languages are to be maintained

EN

PT

PL

JA

KO

ZH

Z9

ES

IT

DE

FR

NL

FI (PF2)

BG (PF2)

Dimensions

Mandatory Alternative units of measure have to be added additionally to packaging and pallet units

CS:

1 KAI = 1KG

53892 LB = 24445 KG

1 TO = 1000 KG

SD WP2

1 KRE = 1KG

53892 LB = 24445 KG

1 TO = 1000 KG

PF2 system 

53892 LB = 24445 KG

53892 1LB = 24445 KG

1 TO = 1000 KG

1000 VKG = 1000 KG

1000 1KG = 1000 KG

EAN code can also be added in here in the highlighted views

Basic Data Text

Basic data text will be copied automatically to sales and Purchase order texts.

EN
DE
FR
IT
NL
PT
ES
FI
BG

ZH
KO
JA
PL

Purchasing

Purchasing Value Key is often missing in the next view, value Z1 needs to be added for PF2 or 0001 for WP2 system, values are mapped between themselves if material exists in both systems. 

Sales

Cross Distribution Chain Material status 61 and the date needs to be added for CS new creations, not to be changed for the rest of GBUs or extensions for CS

Transportation Group depends on Dangerous Goods indicator, for WP2 it is 0009 for dangerous packed or 0001 for non dangerous packed, 0003 for non dangerous Bulk and 0008 for the dangerous Bulk

PF2 system requires dangerous class in front of the code which should be provided by requester and can be checked in http://productinformation.solvay.com/ by PROCOM number

It is important to find SDS sheet exactly to see Dangerous class information, it is stored in section 14th

If material is not regulated it is non dangerous and if it is dangerous, danger class will be indicated with a number.

Distributions Chains/Sales Areas

Here all sales areas opened for material will be visible, to maintain data under sales area, it needs to be chosen by clicking in the left corner.

In this example, data are managed for Novecare (CS) business unit. CS sales areas in WP2 are to be filled with:

Minimum Order Quantity - Pallet weight (E.g. 800 KG pallet)

Minimum Delivery Quantity - Pallet weight (E.g. 800 KG pallet)

Delivery Unit - Packaging weight (E.g. 200 KG drum)

Rounding Profile - Z50%

For PF2 sales areas only Delivery unit needs to be filled with the heaviest packaging available, usually pallet weight.

Nothing to be filled for Bulk codes in any of systems.

Product Hierarchy will be copied from general view, only mandatory in PF2 and used for Special Chemicals GBU in WP2

Account Assignment Group will be mostly F in WP2 but for some plants can be set to T - Trading. For PF2 system 24 for Purchased materials from other plants (Mexixo, Argentina, Russia), 22 for Produced and 20 for trading.

Item Category Group NORM or ZMAN, indicated by requester.

Industrial Origin is mandatory for Mono-center products in PF2, Production plant needs to be indicated, can be found in table ETAB, transaction ZPRI. 

Also mandatory for WP2 materials created in PF2 (plant in WP2 that produces the material and sell it to PF2 plant).

Packaging type - only for PF2 sales, packaging type of material (not a pallet)

Quality code - only for PF2 - always N

Control code - Mandatory for Brazil WP2, should be provided by requester

TAX data are to be maintained with 1 

For BIR products in PF2 system should be 2 for Germany MWST

Except for Country FR, TAX Category LCFR. Tax class = A and LCIT in PF2 with 0

ZA MWST tax needs to be maintained with A as well

Plants

All existing plant data will be visible here, to process plant data, respective line need to be selected by clicking on the left corner.

From Data operations side, only Availability Check needs to be filled if not indicated by requester.

Value can be copied from other plant in the same system, if it is a new creation, can be X7 for WP2 and 02 for PF2

Plant Specific Material status will be changed automatically when material number will be available in the target system and should be removed by controller after costing is ran.

Material CFOP Category - only filled for Brazil with value 0

Control code - Mandatory for Brazil, should be provided by requester

Country of origin - Country of Industrial origin plant or Production plant which produces material

Region of Origin -  Region of Industrial origin plant or Production plant which produces material

Purchasing group - should be provided by requester, but can be copied from another plant in the same country and system 

Tax Indicator for Material always 1 for PF2, nothing to be filled for WP2

In a similar way as transportation group, for PF2 system it needs to have dangerous class in front.

Material Freight Group - Contains dangerous class, packaging and business, in WP2 mandatory for US, for the rest not maintained

Loading group - Contains dangerous class and packaging (pallet, if product is on pallet), in WP2 0001 for Packed materials and 0002 for Bulk

After Checking these views, CR can be checked for Errors again and approved.

After locals have completed MRP views, material will be available in SAP system and Plant Specific material status will be automatically updated to Z1/Z2 - blocked material in PF2 and WP2 systems

It has been due to Accounting and Costing views not being manage in MDG system but directly in SAP, once controller has done the costing part, Z1 status will be removed manually by the person responsible. 

QM view

After approving Plant extension or new material creation requests, You will often receive another CR step for Quality Management view.

This Request only needs to be submitted and no data are to be entered, this will only activate QM view in material master.

Aftersteps

After following CR types are complete: ZMAT01/ZMAT02/ZMATACT/ZMAT06, email is sent to plant controller based on PF2 and WP2 table ZZF_T001W_MGT

- MDG will automatically add plant status Z1/Z2 after plant creation or extension in target system, together with the creation date.

- Controllers must fill in the template and submit the ticket to Finance team.

- Later Finance or Controllers will remove Z1/Z2 code directly in PF2/WP2 when all is completed for accounting part;

- Table ZZF_T001W_MGT must be always updated in PF2/WP2 and the team responsible to do it is Finance team

6. Material deletion requests

There can be a request to delete material in sales, plant and client level. Requesters can submit deletion requests only country by country, therefore notes should be checked if material needs to be marked for deletion also at client level as in Global Data step all necessary views can be marked for deletion. 

To mark material for deletion in client level, following steps should be followed:

Mark for Deletion flag needs to be set;

X-plant matl status changed to ZD and validity date to current day.

Description update to *OBS* in front of material name for WP2 codes and #### in the end of material name for PF2 articles.

Sales general data need to be changed to:

Cross Distribution Chain material status to 61 and today´s date.

Remaining active plants need to be marked for deletion as well by:

Adding deletion flag mark in remaining active plants and sales areas;

Adding ZD and date to all plants;

Status 61 and date for all sales areas.

In case only specific sales area or plant needs to be marked for deletion, deletion mark ZD and 61 status needs to be applied only for necessary area.

7. Material Classification

Data Ops sets up classification for Novecare and Oil&Gas WP2 materials only. For that, firstly you will need to access WP2 system on transaction MM01 to enable Classification view, for which you will select 023 Batch for "Class type" and 008 as "Class", for both Novecare and Oil&Gas GBUs.

8. Label Data

Update: For Novecare, the Label Data is updated by Data Stewards. So the process below can be skipped for Novecare(!).

After classification is setup, proceed to transaction MM02 and select "Label Data". You will populate "Primary Pack. Unit" with the main packaging unit for all regions, normally evidenced in the short description or provided by requester EX:  FRP-9CS 2950LB TOTE.

Label specification (LAM not necessary)

US standard label:

Label Category - Z_GHS_US

Gen. Var. - GLM_GHS505

Copies - 1

Validity Areas: GENERIC, MTS, US

• When material is GPP then also:

Label Category - Z_TRANS

Gen. Var. - GLM_TR_11

Copies - 1

Validity Areas: GENERIC, MTS

• When requested Customer label should also be inserted:

Label Category - Z_CUST

Gen. Var. - GLM_CUS_01

Copies - 1

Validity Areas: GENERIC

8.1. O&G Label Specifics

Same steps above should be executed with minor changes as given below on the label specifics. In order to identify whether the material is part of O&G or not, you can check for the following combinations:

• Distribution channels: 06, 0H, 9N, 9C
• Plants: 8218 Long Beach, 8219 Castanea, 8243 Shreveport, 0214 Oldbury, 8035 Hengchang.
• Requesters: from Michael Fernandez/Michele Grant/Alena Kim (in the US) or Jill Bucki (in the UK).
• Divisions:
  
  • VB MARCHEM [VB]
  • VA WSP [VA]
  • VC CHEMPLEX LOGISTICS
  • UZ CHEMPLEX [A0]
  • TM OIL PROD SURFACT[TM]
  • TF SOD HYPO
  • TL GENERIC O&G [QP]
  • E0 PHOSPHORUS DIV [ZQ]

For US the following should be applied:

Please note that the new plants are: 4005 Melle; 4004 Clamecy replacing 7666 Melle and 7512 Clamecy respectively. The plant 7897 is for SCo and the corresponding ECo plant will be 4048.

9. Novecare and O&G GTS Classification

After the finalization of every material creation there is an additional step performed by Material Master Data Team related to Customs Export Classification of a material.

For finished / semi-finished materials, the GTS classification should be reviewed. Check the link below for more information:

https://docs.google.com/presentation/d/1bPHEF2atMMloqiI8ttyeWR9tmXpyMqieN6LvJgNc34o/edit?usp=sharing

Note: If the process above is followed, no need to follow the process below(!).

For the correct information to be populated in the material classification the Oil & Gas Product Stewardship teams should be reached through the email address: admin-energysolutions.prodstew@solvay.com, after their feedback the following steps should be applied.

Access GTS system:

Click on SAP GTS Area Menu

Under the Compliance Management section click on Classification / Master Data

Under Export View for Customs Products click on the pencil button to Maintain Products

Fill out:

• Logical System whether it's SOLVAY for PF2 or RHOGTSNA for WP2
• Legal Regulation
• Product Number

Click on menu tab Legal Control 

Fill out the necessary information when applied ECCN, Peculiarity Code, No Control flag and hit save

10. Error Handling

When a CR ends up in an error an email will be send to the admins stored in table Z4M_T_ADMIN. Then the admins will check into the reason for the error and then solve those issues according to the scenario. This happens when the CR status will be Final Check Rejected or an approver is missing for a step.