10 techniques for leaner, faster, and globally wired SAP Master Data (and other

Transcription

1 10 techniques for leaner, faster, and globally wired SAP Master Data (and other process) efficiency Kathy Hill Home Meridian

2 Abstract Learn how Home Meridian International, a global multinational manufacturer, streamlined work and improved efficiencies with SAP Master Data and other key business processes using more than 180+ Winshuttle Transaction/Runner scripts covering 45+ transactions within five SAP modules. See how HMI was able to decrease time for material master data by processing over new stock keeping units (SKUs) per year using a master Excel template with master data field level validation and 15 linked Winshuttle scripts. HMI will show how they were able to improve standard business processes globally while saving full time employee resource, all with little to no internal IT support required.

3 Overview Introduction & Background Our SAP System Landscape Challenges Solutions - Process of Defining Expanding Usage Crawl, Walk, Run Results Log Analysis BVA Best Practices Our Future Plans Questions?

4 Introduction -Home Meridian International (HMI)

5 HMI - Who we are 106 US and 108 International employees Global design and marketing company that ranks among the top 5 case goods suppliers to US Furniture retailers. Ship 10,000+ transpacific containers per year. Headquarters: High Point, NC and operate distribution centers on both coasts. Showroom in High Point, NC. Offices : Dongguan China and Ho Chi Minh City, Vietnam. Operating Divisions: Pulaski Furniture, Samuel Lawrence Furniture, SL Hospitality, Prime Resources International, Right2Home and Sourcing Solutions Group.

6 HMI - Our Products

7 Kathy Hill Senior SAP Analyst 24 years IT experience 9 years SAP experience 4 years Winshuttle experience Enjoy Fitness Bootcamp & Kickboxing classes, Golf, Hiking and Beach/Lake Trips

8 POLL Question for Audience What is your role at your company? IT Management IT Programmer/Analyst Business Analyst Line of Business Management Other

9 HMI SAP System Landscape Single SAP ERP 6.0 Instance in U.S. SAP Finance & Controlling SAP Sales & Distribution & Material Management SAP Supply Chain, Logistics & Warehouse Management SAP Business Objects 3.1 Running on MS SQL 2008 Winshuttle 10.5 in U.S. & Vietnam Transaction Licenses Runner Licenses

10 Results Frequently used Scripts Top 10 Most Frequently used Winshuttle Scripts (excluding Master Data usage) 1. VA02 - Update/refresh pricing on sales orders (for all materials on order) 2. VA02 - Change requested delivery date on sales orders 3. VL02N - Output (or re-output) deliveries to factory 4. VA02 - Remove delivery block on sales orders 5. VL01N - Create delivery 6. VA02 - Delete sales orders 7. VL02N - Delete deliveries 8. VA02 - Update SCAC code (freight carrier) on sales orders 9. VA01 - Create sales order for single material (Drop-Ship/Customer) 10.VA 01 - Create sales order multiple materials

11 HMI SAP System Landscape Winshuttle Usage covers following areas: Materials Sales Orders Customers Rebate Agreements Deliveries Shipments Info Records and Source Lists Pricing Conditions Purchase Orders Journal Entries

12 Challenges BEFORE Winshuttle Master Data Process BEFORE Winshuttle : Several different users from different roles would request data to be set up Used several different forms including excel, , word documents Information was ed to the Master Data Coordinator from several different users and had to be compiled Questions went back and forth as to numbering, missing information, and approvals Data was finally set up 3-7 days later

13 Challenges BEFORE Winshuttle HMI s Key Process Challenges: Only one Full-time Employee in Master Data No one person took ownership Major Quality Issues No validation of data (time restraint) No set process on requests High Volume - too many requests and not enough time Very time consuming and manual process

14 POLL Question for Audience What types of Material Management Challenges do you face today? Managing creation and maintenance process Approvals, governance Validation of data Visibility into creation and maintenance, reporting, KPI monitoring Quality Issues

15 Solutions Process of Defining HMI often uses a Kaizen Event for Process Improvements and Winshuttle is always considered as a solution. An improvement tool that brings together employees from various departments to examine a problem, propose solutions, and implement changes. Kaizen events usually take place over one or two days.

16 Solutions Process of Defining LEAN A philosophy of eliminating all forms of waste, continuous improvement and the simplification & standardization of business processes SUPPLY CHAIN Inbound / outbound logistics, operations, sales and marketing, service, admin. infrastructure management, human resources, PD, and procurement LEAN VALUE CHAIN By focusing on speed (lead-time) and cutting waste at every point in the supply chain, you create greater value for your customers and/or end-users

17 Solutions Process of Defining Kaizen Breakthrough Event TEAM-BASED ENERGY AND CREATIVITY DRIVES IMMEDIATE PROCESS IMPROVEMENT Day 1 Lean Training Day 2 Discovery Day 3 Implementation Day 4 Validation Day 5 Celebration Conceptual Training On: 7 Wastes Progressive 5S Value Chain Mapping Kaizen Breakthrough Methodology Analyze Current Work Processes Time Processes Team Formulates Process Improvement Hands-On Workplace Improvement Team Leader Meeting Continue Workplace Improvement Conduct 5S Conduct Point Kaizen Team Leader Meeting Refine Improvements Establish Standard Operations Teach All New Procedures Re-Time Processes and Validate Results Review Key Learning Establish 30-Day Homework Prepare Presentation Present Results and Future Challenges Recognition and Celebration At the end of the week, each Kaizen team has achieved dramatic operational improvements

18 Solutions Process of Defining Kaizen Event Example Customer Master Creation Documented current process step by step with ALL users involved in our case 5 users from 3 departments to get one customer created.

19 Solutions Process of Defining During our Customer Creation Kaizen event several options for improvement were discussed: Make one person responsible for all data input but still use the SAP transactions one by one Create and use a Winshuttle Script to automate the entire process including using an enhanced excel with dropdowns, data validations and formula s Develop a customized ABAP program to enter all the data Make no changes and keep as is today

20 Solutions Process of Defining Solution Chosen Create a Winshuttle We printed EVERY SAP screen to map & highlight input fields based on the process defined in Step 1 Then we performed a practice run in SAP to walk thru the transaction s Determined that several scripts were needed and could then be linked together off one upload file Mapped each script and then went thru the linking Further enhanced the excel upload file with formula s, drop-downs, and comments for ease of use

21 Solutions Process of Defining Final Result of Kaizen using a Winshuttle Solution: 4 Linked Scripts to create/extend new customers: XD01 Create Customer New Account FD32 Create Credit Management View SM30 Create Customer Ship Minimum XD01 Extend Sold To Party to ALL Sales Areas (up to 18) One easy excel with formula s, drop-downs and comments for ease of use and time savings One person does ALL creating from one spreadsheet

22 Expanding Usage CRAWL WALK.RUN! Crawling.started very slow with baby steps Simple update Scripts with easy everyday transactions and limited screens involved Used basic upload files with very few fields Examples: Uploading basic script for pricing upload (VK11) Update basic fields on existing Sales Order and Deliveries (VA02 & VL02N) Price Lookups for Pricing Conditions (VK13)

23 Expanding Usage CRAWL WALK.RUN! Walking.gaining confidence Learned IF Then statements Started creating Scripts for more complicated transactions Used Scheduler within Transaction for scheduling larger runs at night Started learning how to directly change a script mapping without having to redo the recording Example can change field names and add columns if you forget one during recording

24 DEMO Material Creation We use one upload file and 14 scripts linked together.

25 Expanding Usage CRAWL WALK.RUN! Running.Mastered Winshuttle and took off Create scripts for ALL area s of SAP (SD,MM,FI,LE, EDI) Learned Header/Detail Scripts with Looping Linked multiple scripts Expanded and enhanced excel upload files instead of just listing data in a column. Created an easier upload file to save time!

26 Expanding Usage CRAWL WALK.RUN! Looping Example Creating a Material BOM To create a LOOP you double click around the area within the screen/fields that needs looping logic

27 Expanding Usage CRAWL WALK.RUN! Next you create the Loop logic as follows: Start at row 15 and end Row 24 Use Column A to determine the Header and Detail Lines

28 Expanding Usage CRAWL WALK.RUN! Upload File Will loop thru each header which is a KIT item and create this KIT with all of the components in each of our plants

29 Expanding Usage CRAWL WALK.RUN! Results shown from CS01 transaction:

30 Results Winshuttle Log Analysis Usage July 2010 to August ,271 Winshuttle Script Executions 1,011,170 SAP Records Processed 2,825 Days Saved

31 Days Saved / Records Processed (1,000's) Results - Winshuttle Log Analysis Transaction View Home Meridian SAP Transaction Optimization Results July August MM01 ME22N VD01 MM02 VA02 VK11 MR21 MM03 VL02N MC86 Days Saved Records Processed (1,000s)

32 Results - Winshuttle Log Analysis User View Days Saved - Records Processed (1,000's) 600 Thomas - Days Saved / Records Processed (1,000's) September August Create Material Create Customer (Sales) Change Material Create Condition Change Product Groups MM01 VD01 MM02 VK11 MC86 cthomas Days Savings Records (1,000's)

33 Results - Winshuttle BVA Analysis Home Meridian BVA Process Extract Analyze & Interview & Transcribe Review, Extract Analyze Identify & Interview Shadow & Review, Transcribe Codify, Identify Shadow Codify, Analyze & Analyze Extrapolate & Extrapolate Deliver Deliver Home Home Meridian SAP SAP transaction and and usage usage data data key users, key users, transaction, transaction, transaction transaction volume and volume and frequency frequency key key users && managers based on on SAP SAP log log extract analysis recorded recorded interviews, interviews, document & document index & index findings findings key Home process key Home Meridian process improvement Meridian process improvement plan process candidates plan candidates

34 Results - Winshuttle BVA Analysis Home Meridian Winshuttle Capacity Enablement Target High Volume Users High Yielding SAP Processes Estimate FTE overall by SAP Module FICO 27% IM 6% MM 6% Other 7% PP 5% SD 54% IT 2%

35 Results - Winshuttle BVA Analysis Prioritizing Transactions Complexity & FTE Potential Target SAP process improvement candidates Prioritized on basis of complexity & time savings potential

36 Best Practices Establish your Master Data owners Manage Scripts & Upload Files Central location on Corporate Server Keep a log of Available Scripts (see our excel list) Put effort into excel creation to reduce manual work Ex. use drop downs, instructions, and formula s Link Scripts as much as possible Inform ALL users as to what Winshuttle can do for them

37 Our Future Plans Identify further areas to use Winshuttle Master Data Coordinator is currently working on presentation of what Winshuttle can do Implement Winshuttle Query Empower Master Data Coordinator and eliminate IT support for current SQ01 Queries Determine Feasibility of Connect Determine Feasibility of Central Determine Feasibility and Use of Winshuttle Forms Need to improve Vendor relations with manufacturer s in Vietnam and China

38 Questions