Vendor Communication / Training Pack

Transcription

1 Rolls-Royce Energy Systems Inc. ERP Implementation Vendor Communication / Training Pack 2003 Rolls-Royce plc The information in this document is the property of Rolls-Royce plc and may not be copied or communicated to a third party, or used for any purpose other than that for which it is supplied without the express written consent of Rolls-Royce plc. This information is given in good faith based upon the latest information available to Rolls-Royce plc, no warranty or representation is given concerning such information, which must not be taken as establishing any contractual or other commitment binding upon Rolls-Royce plc or any of its subsidiary or associated companies.

2 Introduction Rolls-Royce is moving towards a Global Organisation and therefore we have created this training pack to guide you and your team through the opportunities and changes associated with the Rolls-Royce introduction of Enterprise Resource Planning (ERP) into Energy Systems Inc. and the computer system designed to support it SAP Our new working practices are described in the following document in a format suitable for presenting to members of your team. We would also like to offer you the opportunity to participate in a webmeeting, where we will walk through this documentation. All participants will be able to ask questions which will be answered by our specialists. Not all of the described processes / documents are necessarily relevant for your business (e.g. Delivery Schedules for indirect suppliers) however, we have created one training pack for all suppliers. Suppliers, with the help of their Rolls- Royce representative, will be able to determine the future format of their purchase documentation from Energy Systems Inc.

3 Contents 1. New Organization 2. New Roles Rolls-Royce terminologies 3. Purchasing Documents and Schedule Management 4. What to expect at Go-Live (5th August 2005) 5. Quality Documents 6. Delivery Documents SABRe Label requirements, i.e. Bar Coding 7. Invoicing Requirements 8. Processes C Class Parts, Operation Offload 9. Implementation Sequence 10. What Next? - Further Training for Suppliers (Webinars) 11. Summary of Essentials 12. FAQs 13. Foreign Trade Data

4 1. New Organization Company Code Rolls-Royce is separated into a number of Company Codes, e.g. Airlines, Defence, Energy, RRD and Operation s. Each company code operates with a degree of independence. As a Vendor, you may supply the same part number to more than one company code and therefore you may receive more than one purchasing document. Plant A plant is a subdivision of a company code and is a unit where manufacture or storage takes place. You will be required to deliver to individual plants and storage locations within them. If you supply the same part number to more than one plant, you will receive purchasing documents with multiple line items.

5 2. New Roles With the New Organisation comes new roles for Rolls-Royce: Operational Buyer The Buyer will be responsible for all of the commercial aspects of procuring components. MRP Controller (MRPC) The MRP Controller will be responsible for all of the logistical aspects of procuring components and is the prime point of contact for commitment acceptance for running parts. i.e. Agreeing a doable schedule Changes to the delivery schedule are made by agreement between you, the Vendor and MRP Controller. Product Technical Controller (PTC) The PTC will be responsible for all of the quality aspects of procured components. The above Rolls-Royce team working with you will be responsible for the commitment acceptance process.

6 3. Examples of Rolls-Royce Output Documents Below are the documents you will be expected to understand. These have been separated into the likely departments or functions within your business that will deal with them. Please use the following hyperlink to preview our purchasing documents: Procurement Request for Quotation (RFQ) Request for Information (RFI) Schedule Agreements Delivery Schedules Purchase Orders Contracts Sales Order Processing Delivery Schedules Commitment Acceptance Return Notes Quality First Article Inspection Requirement s (FAIR) Concessions Reject / Debit Note Return Note Problem Improvement Request Accounts Invoices Reject / Debit Notes Despatch Delivery Note Advice Note (Packing Slip) Barcoding

7 3. Commercial Paperwork Requests For Quotation (RFQs) An RFQ is a request for the Vendor to quote against Rolls-Royce requirements. The document contains the quantity of the material number required, an estimated requirement date, unit of measure and any other details as required, such as technical specification details, packaging requirements etc. Within your quotation, you should provide an accurate Planned Delivery Time which should cover the first make lead-time (including any time required for tooling manufacture). We will regard this lead-time as your commitment to deliver. Requests for Information (RFIs) An RFI is a request for information from the Vendor. The document contains the same information as an RFQ, e.g. material number, requirement date, but can also be used to request information using free text. e.g. request for packaging details etc.

8 3. Commercial Paperwork Schedule Agreements A Schedule Agreement is used primarily to buy MRP materials, (e.g. production components) The document defines that the demand for a material will be sourced on a Vendor for a period of time (e.g. 2 years) It includes contractual information including the agreed price, commercial terms and technical requirements. The Schedule Agreement does not authorise delivery. You will need to acknowledge schedule agreements. Delivery call-off is defined by the Delivery Schedule (effectively the part 2 of the SA). Delivery Schedules The delivery schedule is an instruction to deliver against the schedule agreement. It defines the quantity, required delivery date into Rolls-Royce and delivery address. The delivery schedule will reflect both the doable schedule negotiated by you and the Rolls-Royce Procurement team and the planned delivery time you quoted for the first delivery. Any future changes to this schedule will be negotiated first with the vendor and then reflected onto the delivery schedule.

9 3. Commercial Paperwork Framework Orders A framework order can be used with service providers for the purchase of utilities, such as gas or electricity, where that commodity can be called off directly by the customer, without the need to use SAP purchase requisitions. Contracts These take on a similar format to schedule agreements. However, they are not used for standard MRP parts and are not called off using delivery schedules. Instead, a purchase order is used to communicate requirement dates and quantities, referring back to the contract. Contracts will be used for C class parts and Operation Offload. C Class is defined as Consigned Material for Rolls-Royce Energy Systems Inc. Operation Offload is defined as outsourced manufacturing processes. Purchase Orders A Purchase Order in SAP is used primarily to buy non-mrp goods or services, (e.g. special to product tooling) It may also be used to call-off requirements on contracts (e.g. Operation Offload). It includes all information including agreed price, delivery date required, delivery terms, and so forth.

10 3. New Information Flow Schedule Agreements and Delivery Schedules will be the main SAP documents used to communicate our requests for production requirements. In general there will be one part number (material) per Schedule Agreement / Delivery Schedule. The total requirement for that part number may be split on two or more schedule lines, these are called Line items. Line items flow from Plants. So if you see more than one line item on a Schedule Agreement, it means that you will need to deliver the same part number to more that one Plant (i.e. there may be more than one delivery address). This means that you will pack each line item separately, label it separately and where necessary deliver each item to a different address!

11 3. SAP Purchasing Documents & Number Ranges The following table identifies the number ranges (pre-fixes) of the purchasing documents detailed on the previous pages. Vendors should be aware that our Purchasing document references are up to 10 characters in length. You will also need to reference our Item Number which is 4 characters. Document Schedule Agreements Standard Purchase Order SAP Number Range Prefixes (10 Characters) 55******** 50******** Item Number (4 Characters) Framework Order 45******** 0001 Contract 46******** 0001 Request for Quotations 60******** 0001 Request for Information 70******** 0001

12 3. Schedule Management Lead-times in SAP are known as Planned Delivery Times (PDT). When quoting for Rolls-Royce requirements, the Vendor is asked to provide a PDT which will represent the time from despatch of the Rolls-Royce purchase order to delivery. PDT is the lead-time at which you are able to manage schedule change. When MRP is run it plans all new requirements at lead-time (PDT). Where requirements fall outside lead-time the schedule is considered doable. The PDT is used for creating delivery schedule lines and is your reaction time. Delivery schedules will be subject to lot sizing rules. A lot size is the delivery quantity as called-off by Rolls-Royce. It effectively regulates the frequency of deliveries according to the unit cost of the material. Deliveries made up to 7 days earlier than the required date will not impact vendor evaluation, late deliveries will have an adverse effect on evaluation.

13 3. Schedule Management = Demand Planned Delivery Time (PDT) E.g. Vendor s Lead Time (PDT) = 4 Weeks MRP will always place demand at 20 weeks ( outside of lead-time) If the Rolls-Royce requirement is earlier than 4 weeks, the MRP Controller and Vendor will negotiate to bring the delivery forward, this is called Commitment Acceptance PDT - 20 Wks Today (1 Aug 05) 15 Aug 05 1 Sept 05

14 3. Commitment Acceptance Commitment acceptance starts when MRP uses the Planned Delivery Time (PDT) to plan the demand and create or change the schedule. Automatic Commitment Acceptance It would be impossible to handle all commitment acceptance manually, so a large proportion of this activity is carried out automatically at PDT. You own PDT and the Rolls-Royce Procurement team manage it. Manual Commitment Acceptance By exception, where the Rolls-Royce Procurement team request changes within PDT, this will need to be accepted as a commitment by you and will be reflected by a change to the order. By exception, where, outside PDT, you consider an automatically proposed commitment to be unachievable, we expect you to contact the Rolls-Royce Procurement team to negotiate a revised commitment. When this is agreed, it will be reflected by a change to the order. Renegotiating Commitments If due to exceptional circumstances, you recognise within PDT that you are unable to meet a previously committed date, you must inform the Rolls-Royce Procurement team of the problem and agree new delivery dates immediately. When this is agreed, it will be reflected by a change to the order. This will be regarded as a failure of commitment.

15 4. What to expect at Go-Live (5 th August 05) Purchasing Changes When SAP goes live, Schedule Agreements will be created which will replace the current purchase order format for all production materials. To enable an effective cross over to the new documents we will reference your old CICS purchase order number on each schedule agreement in the Item text. A new Purchase Order format will be used for all indirect, repair and expense type orders. Current buyer to vendor assignments may change. Rolls-Royce require all orders to be acknowledged, please complete the Schedule Agreement and/or acknowlegement and return to the address provided in a timely manner. Delivery Requirements We expect that the first delivery schedules generated in SAP will be very similar to the current ones. We only expect minor changes in terms of moving a delivery a couple of days forward or backward, based on our assembly schedule.

16 4. What to expect at Go-Live (5 th August 05) Delivery Schedule Distribution We will be using Faxination to issue our delivery schedules which allows our demand to be sent directly out of SAP to our Vendors via fax. Therefore it is important to make sure that your contact information is up to date. If you are a current supplier to Rolls-Royce plc and are using Exostar to receive your Delivery Schedules, this will continue after go-live. Vendor Reference When Vendors are created in SAP they will be allocated a 6 digit Vendor Code which will be visible on all purchase documents you receive from Rolls-Royce. Goods Receiving Our goods receiving department will have a cross reference table in order to match the old CICS order numbers with the new SAP order numbers. As from 1st September onwards, we will not accept any deliveries which do not state the correct purchasing document information. Such deliveries will be returned at your cost.

17 4. What to expect at Go-Live (5 th August 05) SABRe Label / Bar Coding Requirements Optional from June 15th 2005 Mandatory for all deliveries after August 1st 2005.

18 4. Rolls Royce Energy Ship to locations Mt Vernon Rolls-Royce Energy Systems Inc. 607 West Chestnut St Mount Vernon OH., North Norton Street Mount Vernon OH., Marion Warehouse Rolls-Royce Energy Systems Inc Cheney Avenue Marion, OH Singapore Rolls-Royce PTE LTD. # International Business Park Singapore, Liverpool Rolls-Royce Power Engineering PLC Atlantic Industrial Complex-Dunnings Bridge Road Bootle, Merseyside L30 4UZ UK Houston Rolls-Royce Energy Systems Inc. Engineered Solutions Richmond Ave. Houston, TX, 77042

19 5. Quality Paperwork First Article Inspection Reports First Article Inspection is required on the 1 st delivery of every new material, thereafter, inspection reports requirements are as defined by purchasing documents Quality Notifications SAP Quality notifications (QNs) are used to record and investigate all nonconformance. There are seven main types of QNs: Concessions, Complaints, Inspection Rejects, Investigations, Audit and Reissue Concessions, PIR (3 in 1) Concession Application Rolls-Royce expects all products to be delivered to meet Rolls-Royce specifications. In the rare instance when a manufacturing process yields a component that is functionally acceptable but not meeting specifications, the Vendor may request a concession from the PTC. Rolls-Royce will evaluate the Vendor request and if the part is deemed usable, a concession will be granted and the part will be accepted. If the concession is not acceptable the Vendor will be expected to supply product that meets requirements.

20 5. Quality Paperwork continued.. Returns Note This document will be used when the non-conformance has been caused by Rolls- Royce. We will only pay for correcting non-conformance at defined rates. Rejection / Debit Note This document will be used to reject vendor non-conforming material. The second part of this document is the debit note, which will advise you of the amount by which your account has been automatically debited. This cost will be shown on the debit part of the reject/debit note. Problem Improvement Request (3 in 1) For both Procurement and Internal Manufacturing a new QN type is used, with the main 3 in 1 process being held inside this QN process. The 48hr containment check sheet and level 1&2 forms can be ed directly to the Vendor to update and directly back to Rolls-Royce. In all instances refer to SABRe for further information, using the link SABRe

21 6. Release Notes / Delivery / Advice Notes and Bar-coded receipting label All delivery documentation submitted after August 15 th 2005 must now include: Delivery / Release / Advice note number Material part number Plant Storage location Purchase document number Purchase document Item number The quantity Serial Number (S) (if applicable) Refer to SABRe for further information

22 6. Deliveries to RR For all information concerning deliveries to Rolls-Royce, please open the following hyperlink in the Internet: Rolls-Royce frequently updates this information, please ensure that your company always has the latest information available. The next slide gives you a brief overview of what we expect from our suppliers. However this information shall only illustrate the main topics. It is vital for a smooth process that you implement all requirements stated in SABRe. Any mismatches in the barcode format or the information provided on the delivery tag may result in a delay of goods receipt or in a complete rejection of the delivery. Without having received a delivery into our systems no payment transactions will be triggered. You will be required to produce a test-label according to the specifications in SABRe. Based on the expierience with other suppliers, we see this exercise as very important to avoid any problems after go-live. Details are provided on the next page.

23 6 The Perfect Delivery for one Batch into Rolls-Royce The Release Note It Should: Have a unique reference number Contain details of conformity Have a bar-coded receipting label attached to the reverse Be placed in a clear document wallet on the outside of the batch And, if possible: Make the Release Note Number and Invoice Number identical Avoid special characters in the reference number (e.g. /,*, leading zeros or I s) Documents Enclosed Release Note No: A Part LK Quantity 4 Deliver to: 1203 ENGD PSC Gate 8, Wilmore road Derby DE24 8BJ Note: All information must match 12kg Part Identification Label The only acceptable Qty on this label is 1 Therefore it must be attached to the part (or box for Qty 1) Documents Enclosed Release Note No: Deliver to: 1203 ENGD PSC Gate 8 Wilmore road Derby DE24 8BJ A The Bar coded Receipting Label One copy must be attached to the reverse of the release note. Another identical copy must be attached in a prominent scanable position on the outside of the batch C O L O U R C O D E Weight Each Batch should be detailed with it s overall weight to prevent handling injuries. The heaviest side should also be noted if this is applicable For full details please refer to SABRe Consolidation For effectiveness of transportation an external container may be used to consolidate a number of parts though it is not a preferred method of delivery. All suppliers must provide detail on the outer box how many items are contained within. Something like This outer contains X batches All batches within the outer must still have all R- R paperwork presented as shown above Serialised Parts All parts requiring serial number traceability must have a bar coded label fixed to their inner packaging In addition they must also have the serial number on the Part Identification label

24 7. Invoices After August 4 th 2005, Invoice payment will be managed by the Rolls-Royce plc Finance Service Centre in the United Kingdom (with the exception of Rolls- Royce Pte Limited in Singapore) The Invoicing address is shown on all Purchasing documents: FAO Accounts Payable Rolls-Royce plc P O Box 31 Derby DE24 8BJ United Kingdom Where Vendors have the ability to send scanned images of their invoices / credit notes, they may use the following FSC address: invoicefscde248bj@rolls-royce.com The address should only be used to send invoices or credit notes. Invoices / credit notes need to be sent in a PDF format. Any invoices / credit notes sent through this route must not also be sent via the post. Any other s received through this address will be deleted and not responded to.

25 7. Invoices Where Purchasing documents are created by Rolls-Royce Pte Limited in Singapore, these invoices must be sent to: FAO Accounts Payable Rolls-Royce Pte Limited 16 International Business Park #03-09 Singapore Rolls-Royce in Singapore will log these Invoices and forward details to the Finance Service Centre in the UK for payment. Please be aware that the FSC address to receive scanned invoices / credit notes should not be used by Vendors to Singapore.

26 7. Invoices To enable invoice verification (automated payment) to be successful, the following must be included on the invoice: Invoice number (preferably the same as the Release note number) Invoice date Purchase Document number Purchase Document item number Delivery / Release / Advice note as quoted on delivery paperwork that accompanied the goods Quantity as per the delivery paperwork Same unit of measure as the purchase document Same currency as the purchase document Same value as shown on the purchase document Correct VAT calculations Final invoice total

27 8. Processes C Class Parts C Class Parts were previously defined as Consignment Stock. These are parts where Rolls-Royce has an agreement with a Service Provider / and or manufacturer to maintain stock at Rolls-Royce location. The commercial and technical terms as well as the price are maintained with the Rolls-Royce vendor by the buyer responsible for this vendor as today. The Service Provider / manufacturer will deliver and replenish Rolls-Royce shop floor bins. There will be no schedule agreements issued for these parts. Contracts are raised on the manufacturing vendor to record pricing and commercial / technical requirements for the components. You will receive one contract per Rolls-Royce company code.

28 8. Processes - Operation Offload Operation Offload is defined as the outsourcing of manufacturing operations. A SAP Contract will be issued to Vendors defining the length of the Contract, the number of units covered by the Contract and any Commercial and Technical requirements. When an offload batch is ready to be despatched to the Vendor, a Purchase Order will be raised automatically and the order number will be referenced on the despatch paperwork issued to the supplier (there is no separate issue of PO). The vendor will then deliver completed parts against delivery paperwork ensuring the purchase order number is quoted. Invoices must also quote the purchase order number.

29 9. Implementation Sequence July 15th This is the final day on which we will book received goods into CICS before closing it down. Therefore, Vendors should deliver all orders before July 15th. August 2005 During the second half of August, Rolls-Royce will start sending out the new Schedule Agreements and the latest delivery schedules. Commencing September 2005, you will receive delivery schedules on a weekly basis.

30 10. What Next? - Webmeetings Rolls-Royce Energy Systems Inc. offers you the opportunity to participate in a meeting via the Internet where we will guide you through this document. To participate in such a meeting you will need a PC and an Internet Browser. A Webmeeting will enable all participants to view the same document via Internet and all participants will be connected via telephone in order to communicate. Your participation is not compulsary. However we recommend that you work through this document with the relevant department mangagers in order to understand our requirements and the actions you have to undertake to achieve them. If you have questions concerning a specific topic you should contact your current Rolls-Royce Buyer.

31 10. What Next? - Webmeetings If you have a general problem in understanding the new processes / our requirements then we strongly recommend that you will participate in one of the following sessions: June 17th June 23rd & 24th June 27th & 30th July 7th July 11th During the session we will go through this documentation page by page. Each participant can raise questions and our specialists will answer them. Please confirm your attendence to gina.zak@rolls-royce.com Rolls-Royce expects you to meet all of our requirements in a timely manner. Please ensure your team fully understands the importance of these new requirements.

32 11. Summary of Essentials 1. Ensure everyone in your company is aware of SAP and the changes that will affect them. 2. Within SAP you are the owner of your data and must inform Rolls-Royce of any data changes as and when required. 3. Be ready to enter SAP data into your system when available. 4. Understand the implementation sequence as it affects your cut-offs / deliveries etc. 5. We can only accept deliveries in SAP if you quote line item numbers, plants and storage location on your labels and delivery paperwork. 6. We can only pay you when your invoice quotes item numbers! 7. Prepare for commitment acceptance you must play your part in manual commitment acceptance, and you must keep the commitments you make. 8. To understand the implication, if any, of C class parts on your company. 9. Ensure that your working practices are aligned to SABRe. 10. All deliveries after August 1 st must include the SABRe compliant receiving label.

33 12. Frequently Asked Questions What is the difference between ERP and SAP? Enterprise Resource Planning is about two things, namely providing an integrated set of working practices along with supporting these with an integrated set of information systems. In other words ERP is the cultural change which the company is undergoing, whilst SAP is the supporting tool to help it do so. Should tooling & Raw Material lead-time be included in the Planning Delivery Time for first make scenarios? Yes, the PDT can then be progressively reduced. How many characters are SAP Purchasing Documents and Item Numbers? Purchase Order No is 10 characters Item No is 4 characters

34 12. Frequently Asked Questions Will the CICS Purchase Order numbers be transferred into SAP? No, SAP will generate a new purchase order number. However, you will find the CICS purchase order number as a reference printed on the new schedule agreements How much visibility will Vendors see on SAP Delivery Schedule? Between 6 and 24 months (including forecasts) Can a Vendor suggest alternative quantities if they consider the Lot Size matrix not to be the most economical? Yes, but they must negotiate with their Rolls-Royce contact

35 12. Frequently Asked Questions Will my Rolls-Royce Vendor Number be transferred to SAP? No, each Vendor will be allocated a new unique numerical code Will there by any affect on Payments to Vendors? If we have accurate data in the system, single unit prices and accurate documentation this should help to reduce the level of Invoice Query Notes and improve payment to Vendors Remember: All invoices should be sent to Accounts Payable in the UK. If raw material has a long lead-time, will Rolls-Royce accept a Planned Delivery Time of up to a year even on running parts? Although one must have realistic, achievable lead times, we expect the Vendors to manage their business to agree shorter PDTs, given that they have WIP, Raw Material stock and pipe lines on running parts

36 12. Frequently Asked Questions How do we handle Rework material in SAP? There is a Rework procedure in SAP for handling these parts on separate POs Will Rolls-Royce schedule demands within the planned delivery time? No, not without your agreement. Will the Purchasing Documents call up a Drawing Issue Number? No How will conflicting requirements of the same material to different locations be prioritised if short deliveries need to be made? Advise Rolls-Royce contact of such short delivery who will make the allocation decision in conjunction with the relevant MRP Controllers.

37 12. Frequently Asked Questions How will delivery performance be evaluated in SAP? Material is considered on-time when delivered 5 working days early and zero days late to delivery date. When will we be given the details of Vendor Evaluation? Vendor Evaluation via scorecards will continue and be expanded from its current position to include all Vendors When SAP is implemented what will happen to arrears carried forward from CICS, i.e. will it be commitment accepted? Ideally all orders will be satisfied within CICS, where this does not happen it will be the MRP Controllers job to re-commitment accept.

38 12. Frequently Asked Questions What if I want to change my Vendor or Material data in your system? Discuss with your Rolls-Royce contact. We have dealt with Rolls-Royce for many years, why should we believe anything will be different? The need to change behaviour is more important than the software. We have a new internal organisation, introducing new roles to accommodate the necessary change. We have commitment from the top down to encompass the required behaviour and we have significantly invested in training programmes for all roles specifically on behaviours. How often will I receive updates of Purchasing Documents? Delivery Schedules will be faxed every week following an MRP driven change. Where required this can be overridden and printed locally by the Buyer/Parts Controller. All other output documents will be printed locally and issued as and when required.

39 12. Frequently Asked Questions How does SAP handle Lot Sizing? SAP allows Rolls-Royce to order exactly what they want. Where current demand is 101 pieces, which are delivered in batches of 10, SAP will ensure that for the final delivery, this is a quantity of 1. Can anyone at Rolls-Royce agree to an additional charge without changing the purchase order documents? No, the invoice received by Rolls-Royce must match the SAP purchase document. The buyer is the only person authorised to modify the purchase document. Will Rolls-Royce stop continuously expediting me? Yes, if you adopt the new behaviours in order that everything will happen on time, in accordance with your data. Exceptions should be highlighted to the MRP Controllers at the earliest opportunity, therefore late deliveries / expediting becomes the exception not the norm.

40 13. Foreign Trade Import Data Rolls-Royce require the Country of Origin, US content, Harmonized Tariff code and Schedule B number to be disclosed for every item used in our products. This will be required on all quoted items in the future.