Appendix A. Additional Services for the Georgia Ports Authority. SAP R/3 4.7 Upgrade to SAP ERP 6.0

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1 Appendix A Additional Services for the Georgia Ports Authority SAP R/3 4.7 Upgrade to SAP ERP 6.0 SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 1 of 36

2 Additional Services in Scope of Work (Optional Work, to be Quoted Separately) A-1.1 Automated Processing of Vendor Invoices GPA would like a recommended solution to automate the reception, scanning, routing, and approval of vendor invoices. Currently, this is a purely manual process in which paper invoices are received from the vendor, date stamped, and then sent to the responsible department for review and sign-off for payment. The approved invoices are manually routed through the corporation via hand delivery, interoffice mail, or . The approved/signed invoices are ultimately returned to Accounts Payable where they are again verified and matched up with SAP purchase orders. After verification of amounts and signatures, an SAP voucher is manually created to pay the vendor. A-1.2 GPA would like Offeror to propose a solution that automates vendor invoice processing to eliminate the manual routing, approval, and match up to the originating SAP document. It is expected that standard SAP functionality, such as 3-way matching, would be incorporated with a process for scanning in, automatically routing, reviewing/approving, and digitally storing the vendor s invoice. Offeror may choose to bid or not bid on this additional functionality. A-2.1 Mobile Computing for Plant Maintenance GPA would like the capability of viewing and updating plant maintenance orders on handheld computing devices. Currently there is no mobile computing utilized in conjunction with SAP, although GPA does utilize mobile computing with non-sap systems. The need exists to allow maintenance orders to be viewed and updated via handheld devices, incorporating the ability to send , text, or phone notifications to both GPA personnel and outside vendors. A-2.2 GPA would like Offeror to propose a solution that provides access to and processing of maintenance orders via hand-held devices. Offeror may choose to bid or not bid on this additional functionality. A-3.1 SAP Business Planning and Consolidation (BPC) Upgrade GPA has not yet determined if an upgrade of its BPC system (version 7.5 MS) is necessary as part of the SAP ERP upgrade. If Offeror recommends an upgrade of GPA s BPC system, Offeror should quote the cost of the BPC upgrade separately. GPA does not anticipate any new development as part of the BPC upgrade. Offeror may choose to bid or not bid on this additional product upgrade. SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 2 of 36

3 Appendix B ABAP Technical and Development SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 3 of 36

4 B.10 Existing SAP R/3 Installed Components Technical Details Software Component Release Level Highest Support Package Description SAP_BASIS SAPKB62036 SAP Basis Component SAP ABA SAPKA62034 Cross-Application Component SAP_APPL SAPKH47018 Logistics and Accounting SAP HR SAPKE47010 Human Resources EA-IPPE SAPKGPIA06 SAP R/3 Enterprise ippe PI SAPKIPZF53 R/3 Plug-In PI_BASIS 2002_1_ SAPKIPYF56 PI_BASIS ST-PI SAPKITLRB5 SAP Solution Tools Plug-In EA-APPL SAPKGPAA06 SAP R/3 Enterprise PLM, SCM, Financials EA-FINSERV SAPKGPFA06 SAP R/3 Enterprise Financial Services EA-GILTRADE SAPKGPGA06 SAP R/3 Enterprise Global Trade EA-HR SAPKGPHA10 SAP R/3 Enterprise HR Extension EA-PS SAPKGPPA06 SAP R/3 Enterprise Public Services EA-RETAIL SAPKGPRA06 SAP R/3 Enterprise Retail ST-A/PI 01N_620_R Application Service tools for R/3 470 SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 4 of 36

5 B.20 GPA SAP R/3 4.7 Customizations Customizations B.20-1 B.20-2 B.20-3 B.20-4 There are at least 3 user exits (MV45AFZZ, MB_CF001, and MM06E005) and 1 scale base formula (901) currently used in the SAP system. It is possible that some may no longer be needed as the functionality may be provided with standard SAP functionality in the new SAP release. The table KOMK has been extended to allow for a custom field. This will require to be re-tested in order to make sure the corresponding functionalities still work with SAP ERP 6.0 There are approximately 30 custom SAPscript programs, some of which are no longer used. These will need to be thoroughly tested for correct execution under SAP ERP 6.0. There are approximately 197 custom ABAP programs, a number of which are obsolete and will not be migrated. For the programs identified for migration to SAP ERP 6.0, if any standard SAP function modules or programs are called within these programs, and that function has changed or no longer exists, that functionality will need to be recreated. GPA expects technical analysis, code modifications, potential configuration and testing of the programs that are still required as part of SAP ERP 6.0. B.20-5 Four Business Ad-Ins (BAdIs)have been developed: ZME_GUI_PO_CUST: Custom PO Header Tabs and Fields ZME_PROCESS_PO_CUST: Customer Process PO Cust ZZI_VENDOR_ADD_CS: GPA Implementation for additional Vendor Data Subscreen ZZI_VENDOR_ADD_Data: GPA Implementation for additional Vendor Data B.20-6 Nine customer tables have been created, primarily for importing data from text files. SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 5 of 36

6 SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 6 of 36

7 Appendix C EXISTING BUSINESS PROCESSES OF THE GEORGIA PORTS AUTHORITY SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 7 of 36

8 GPA Existing Business Processes Area Scenario Group Process External accounting (FI Module) General Ledger Processing Posting to general ledger G/L parked documents G/L account posting Enter G/L Account Posting Preliminary Posting Document reversal (general ledger) Recurring entry Mass Reversal of Documents Reverse Document Accrual/deferral posting Offsetting Account analyses and evaluations Line item analysis Enter Recurring Entry Reverse Posting for Accr./Defer.Docs Enter Accrual/Deferral Doc. Post with Clearing Post Incoming Payments Post Outgoing Payments Display Vendor Line Items SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 8 of 36

9 Change Vendor Line Items Display G/L Account Line Items Change G/L Account Line Items Display Customer Line Items Change Customer Line Items Balance analysis Customer Account Balance Vendor Account Balance G/L Account Balance Standard reports ABAP Editor Spool Administration (Test) Manual account clearing Manual clearing Clear G/L Account Clear Customer Clear Vendor Automatic clearing ABAP/4 Report: Automatic Clearing Planning G/L planning Maintain Planning Display Planning Interest calculation Account balance interest calculation for general ledger G/L: Acct Bal.Interest Calculation SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 9 of 36

10 Closing activities GR/IR clearing accounts maintenance Maintain GR-IR Clearing Account Flat value adjustment due to breakdown or credit risk Balance sheet readjustment Balance sheet/p+l creation ABAP reporting Display Report Tree ABAP Editor Balance carried forward FI-SL: Balance Carry Forward Vendor handling Down payments Vendor down payment Post Vendor Down Payment Vendor down payment request Down Payment Request Vendor down payment clearing Clear Vendor Down Payment Invoices and credit memos Vendor document parking Park Vendor Invoice Park Vendor Credit Memo Posting of parked documents Post Parked Document Change Parked Document SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 10 of 36

11 Display Parked Document Vendor invoice Enter Vendor Invoice Vendor credit memo Enter Vendor Credit Memo Document reversal (general ledger) Mass Reversal of Documents Reverse Document Recurring entry Enter Recurring Entry Release for payment Vendor payment request Payment Request Release for payment Change Document Manual outgoing payments Payment with Printout Post Incoming Payments Post Outgoing Payments Payment with Printout Automatic payment Parameters for Automatic Payment Manual account clearing Manual clearing Clear G/L Account Clear Customer SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 11 of 36

12 Clear Vendor Correspondence Customer processing Down payments Correspondence Invoices and credit memos Customer down payment request Customer down payment Customer Down Payment Request Post Customer Down Payment Customer down payment clearing Customer document parking Clear Customer Down Payment Park Customer Invoice Posting parked document Customer invoice Customer credit memo Park Customer Credit Memo Enter Customer Invoice Enter Customer Credit Memo Document reversal (general ledger) Recurring entry Reverse Document Internal transfer posting Enter Recurring Entry SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 12 of 36

13 Enter Transfer Posting Internal transfer posting with clearing Post with Clearing Account analyses and evaluations Line item analysis Display Vendor Line Items Change Vendor Line Items Display G/L Account Line Items Change G/L Account Line Items Display Customer Line Items Change Customer Line Items Balance analysis Customer Account Balance Vendor Account Balance G/L Account Balance Standard reports ABAP Editor Spool Administration (Test) Payments Payment advice note processing Create Payment Advice Change Payment Advice Display Payment Advice Delete Payment Advice Manual incoming payments Payment with Printout SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 13 of 36

14 Post Incoming Payments Post Outgoing Payments Automatic payment Parameters for Automatic Payment Payment card settlement Payment Cards: Settlement Manual account clearing Manual clearing Clear G/L Account Clear Customer Clear Vendor Automatic clearing ABAP/4 Report: Automatic Clearing Dunning Automatic dunning Dunning Run Correspondence Correspondence Balance-relevant valuations of inventories Material price change Material price change Price Change Material debit/credit Material Debit/Credit Entry of future material price Change Material SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 14 of 36

15 Activation of future material price SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 15 of 36

16 GPA Existing Business Processes Area Scenario Group Process Revenue and cost controlling (CO Module) Master data processing (Controlling) Profit and cost planning Master data processing, Overhead Cost Controlling Cost center planning Processing the cost center standard hierarchy Cost center processing [standard] Processing alternative cost center groups Cost/revenue element group processing [standard] Processing of statistical key figures [standard] Activity type processing [standard] Processing of internal orders Internal order processing [standard] Preparation for planning Plan accrual costs [standard] Plan cost distribution Planned activity price calculation Preparation for planning Manual planning of statistical key figures Activity type planning [CO] Definition of an activity type for a cost center SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 16 of 36

17 Primary cost planning (proportional/fixed) Secondary cost planning (proportional/fixed) Plan assessment (cost center costs) Plan indirect activity allocation (indirect entry) Profit planning Profit and contribution margin analysis [standard] Execute profitability report Display Report Tree Planning of receipts and expenses [standard] Maintain Financial Budget Standard cost estimate Costing analysis [standard] Price flag (standard) Preparation for costing (proportional/fixed) Standard cost estimate Price update for standard costing with material ledger Actual cost/revenue allocation Overhead cost allocation Transfer of primary costs to cost center/order Manual entry of statistical key figures SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 17 of 36

18 GPA Existing Business Processes Area Scenario Group Process Asset Accounting (AM Module) Handling Fixed Assets Asset Maintenance Receipts Creation of Master Record for Tangible Assets Create Asset Master Record Create Asset Sub-Number Creation of Group Asset Create Group Asset Create Group Asset Sub-Number Asset Master Record Change Asset Shutdown Mass Change Change Asset Master Record Change Group Asset Change Asset Master Record Call Asset List Substitution: Mass Changes to Assets Down Payment on Asset under Construction Post Vendor Down Payment Direct Acquisition of Internal Activity Acquisition from in-house production SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 18 of 36

19 Acquisition from purchase w. vendor Processing of Asset Acquisition Subsequent Acquisition Asset acquis. autom. offset. posting Acquisition from purchase w. vendor Post-Capitalization Depreciation Creation of Reserves from Gain from Asset Retirement Call Up Asset Retirement List Manual transfer of reserves Reserves Carryforward Manual transfer of reserves G/L Acct Pstg: Single Screen Trans. Depreciation Processing Periodic Asset Postings Create depreciation posting log Post depreciation Manual Depreciation Planning Unplanned depreciation Manual depreciation Miscellaneous Transactions Write-up Manual transfer of reserves Depreciation Posting Post depreciation Batch Input Monitoring SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 19 of 36

20 Unit-of-Production Depreciation Post depreciation Change Asset Master Record Business Transactions Settlement of Asset under Construction AuC Assignment of Dist. Rule Transfer Asset under Const. Reverse Settlement of AuC Change asset document Display Asset Document Post-capitalization Post-capitalization Write-up Write-up Reposting Transfer within Company Code Intercompany Asset Transfer Retirements Retirement Asset Sale Without Customer Asset Retirement by Scrapping Subsequent Revenue Subsequent Costs Asset Retire. frm Sale w/ Customer Mass Retirement Call Asset List SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 20 of 36

21 Substitution: Mass Changes to Assets Closing Operations [Asset Accounting] Multiple Valuations Periodic Asset Postings Physical Asset Inventory Call Asset List Inventory with Automatic Return (Fixed Assets) Fiscal Year Change Fiscal Year Change Year-End Closing Preparations for Year-End Closing in Asset Management Balance Display Depreciation Simulation / Forecast Call Up Depr.Simulation Depreciation Simulation Mass Change Call Asset List Substitution: Mass Changes to Assets Recalculation of Depreciation Recalculate Depreciation Post depreciation Depreciation posting Post depreciation Batch Input Monitoring Carry Out Year-End Closing in Asset Management Year-End Closing SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 21 of 36

22 Take back FI-AA year-end closing C AM Year-end closing by area Fiscal Year Change Integrated Planning in CO Call Up Prim. Cost Plan. Dep./Int. Primary Cost Planning Dep./Interest Periodic Reports Asset Balances Asset History Sheet Depreciation SAP Standard Variant Asset Transactions Gain for Transfer of Reserves G/L Account Balances Asset Acquisitions Asset Retirements SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 22 of 36

23 GPA Existing Business Processes Area Scenario Group Process Materials Manageme nt (MM Module) Procurement of consumable materials Purchase requisition Purchasing Release of purchase orders Purchase requisition processing (consumable material) Purchase requisition assignment [standard] Release of purchase requisition [standard] Purchase order processing (consumable material) Release of purchase orders Transmission of purchase orders Release Purchase Order Transmission of purchase orders Contract rel. order Message Processing for Purch. Docs. Purchasing Docs.: Urging/Reminding Purchase Orders: Urging/Reminders Messages from Purchase Orders Message Output: Purchase Orders Purchase Order Price History Create Purchase Order Change Purchase Order SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 23 of 36

24 Display Purchase Order Maintain Purchase Order Supplement Service entry sheet Entry of services performed Maintain Service Entry Sheet Create Message: Service Entry Change Message: Service Entry Display Message: Service Entry Goods receipt Goods receipt processing with reference (consumption material) Evaluated receipt settlement [standard] Invoice verification Invoice processing with reference (material) Invoice release [standard] Invoice overview [standard] Procurement of MRO / stock material Purchase requisition Purchase requisition processing (stock material) Purchase requisition assignment [standard] Release of purchase requisition [standard] Purchasing Release of purchase orders Transmission of purchase orders Purchase order processing: vendor unknown (stock material) Purchase order processing - vendor known (stock material) Goods receipt SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 24 of 36

25 Goods receipt processing with reference [stock] Reservation processing [standard] Goods receipt processing [pool of orders/operations] Evaluated receipt settlement [standard] Invoice verification Invoice processing with reference (material) Invoice release [standard] Invoice overview [standard] Procurement of external services Purchase requisition Purchase requisition processing (external services) Purchase requisition assignment [standard] Release of purchase requisition [standard] Purchasing Purchase order processing (external services) Confirmation processing Release of purchase orders Transmission of purchase orders Invoice verification Invoice processing with reference (services) Invoice release [standard] Invoice overview [standard] Source administration for stock materials and consumable materials RFQ/quotation Processing of RFQs issued to vendors (material) Vendor quotation processing [zero variant] SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 25 of 36

26 Release of RFQs Transmission of RFQs/quotations Vendor Vendor block [standard] CPD-account processing Vendor master processing Subsequent (end-of-period rebate) settlement Arrangement processing [standard] Settlement of conditions requiring subseq. settlement [standard] Sources of supply Source list processing [0 variant] Quota arrangement [0 variant] Purchasing information Purchasing info record processing [standard] Vendor evaluation Vendor evaluation (standard) Conditions Aut. doc. adjustment f. conditions [standard] Conditions processing (Purchasing) Source administration for external services RFQ/quotation Vendor quotation processing [zero variant] Release of RFQs Transmission of RFQs/quotations Vendor Vendor master processing SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 26 of 36

27 Outline agreements Contract processing (external services) Transmission of contracts Service master Service master processing [standard] Conditions Aut. doc. adjustment f. conditions [standard] Conditions processing (Purchasing) Goods movements Reservation Reservation processing Create Reservation Change Reservation Display Reservation Reservations by Material Reservations by Account Assignment Goods receipt Goods receipt processing Other Goods Receipts Output Processing for Mat. Documents Change Outbound Delivery Deliveries for Goods Issue Return delivery Return Delivery per Mat. Document Stock transfers/transfer postings Two-step stock transfer SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 27 of 36

28 Transfer Posting Stock transfer 1-step Transfer Posting Stock transfer Create Transfer Requirement Confirmation Confirm Transfer Order Item Difference processing Clear Inventory Differences in MM-IM Goods issue Goods issue processing Goods Withdrawal Output Processing for Mat. Documents Physical inventory & cycle counting Physical inventory Specification of cycle counting phys. inv. ABC Analysis for Cycle Counting Phys. inventory preparation, cycle counting Create Physical Inventory Document Change Physical Inventory Document Display Physical Inventory Document Determination of scope for periodic and continuous inventory Create Physical Inventory Document Change Physical Inventory Document Display Physical Inventory Document Batch Input: Block Material SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 28 of 36

29 Btch Inpt:Ph.Inv.Docs.for Cycle Ctng Physical inventory document printout Print physical inventory document Phys. inv. count Enter Inventory Count with Document Change Inventory Count Display Inventory Count Enter Inventory Count w/o Document Analysis of phys. inv. Create List of Differences with Doc. Create List of Differences w/o Doc. Print List of Differences Recount Physical Inventory Document Recount Post inventory differences Process List of Differences Batch Input: Post Differences SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 29 of 36

30 GPA Existing Business Processes Area Scenario Group Process Sales & Distribution (SD Module) Sales order handling Sales quotation processing Sales order Create Quotation standard Create Quotation Strip/Stuff Change Quotation Display Quotation List of Quotations Customer contract processing Billing Collective Processing for Quotations Sales order processing Sales order processing with text Sales Order processing with zero price line item Sales Order processing with different partners Message transfer for sales documents Create Rental Contract Change Contract Display Contract List of Contracts Invoice list processing [standard] Cancellation of billing doc.[standard] SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 30 of 36

31 Message transfer for billing documents Pro forma invoice processing Billing processing Information system Evaluations: Logistics Information System [SD] SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 31 of 36

32 GPA Existing Business Processes Area Scenario Group Process Plant Maintenance management (PM Module) Technical objects Functional location Functional Location Structure Create Functional Location Create Reference Location Equipment Create Equipment Equipment Structure Equipment Structure Display Equipment Equipment BOM Create Equipment BOM Change Equipment BOM Display Equipment BOM Maintenance task lists General task list Create Equipment Task List Change Equipment Task List Display Equipment Task List Evaluate Maint.Task List Change Docs Task list for equipment SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 32 of 36

33 Create Equipment Task List Change Equipment Task List Display Equipment Task List Maintenance plans Single cycle maintenance plan Create Maintenance Plan Change Maintenance Plan Display Maintenance Plan Additional master data Counter / Measuring point Create Measuring Point Change Measuring Point Display Measuring Point Damage-related maintenance processing Maintenance notification Maintenance notification creation and processing Create PM Notification - General Change PM Notification Display PM Notification Maintenance order Maintenance order creation and processing Material Where-used List Create PM Order Change PM Order Display PM Order Maintenance order release SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 33 of 36

34 Change PM Order Maintenance order printout Change PM Order Display PM Order Maintenance order execution Goods Withdrawal Goods movements Goods issue processing Goods Withdrawal Output Processing for Mat. Documents Change Outbound Delivery Completion confirmation Maintenance order completion confirmation Enter PM Order Confirmation Display PM Order Confirmation PM Order Collective Confirmation Cancel PM Order Confirmation Time sheet processing CATS: Display Data CATS: Maintain Times CATS: Document Display Time sheet Approval CATS: Approve Data Transfer of time sheet data to PM/SM Data Transfer CATS -> PS Transfer External -> Time Management SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 34 of 36

35 CATS: Transfer Data to CO Data Transfer CATS -> PM/SM Time sheet report CATS: Display Data Display Report (Structure-Related) Entry of services performed Maintain Service Entry Sheet Create Message: Service Entry Change Message: Service Entry Display Message: Service Entry Entering technical findings Change PM Notification Measurement document processing Create Measurement Document Change Measurement Document Display Measurement Document Settlement and completion Maintenance order settlement Actual Settlement: Order Maintenance order completion Change PM Order SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 35 of 36

36 GPA Existing Business Processes Area Scenario Group Process Supply chain planning Consumption-based planning Forecasting Forecast (standard) Material requirements planning Material requirements planning entry (standard) Material requirements planning - total planning Material requirements planning - single-item Material requirements planning - evaluation Processing planned orders [consumption-based planning] Converting planned orders [Logistics: Planning] SAP ERP 6.0 Upgrade for the GPA Appendix A C, Page 36 of 36

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