Procure to Pay Process (P2P) in Maximo. Sarah Swanson and Shannon Rotz November 2014

Transcription

1 Procure to Pay Process (P2P) in Maximo Sarah Swanson and Shannon Rotz November 2014

2 DP World Global Reach Over 65 (1) marine terminals across six continents Total throughput of more than 56 million TEU 2012 Expanding to meet future customer needs more than 100 million TEU capacity by 2020, depending on demand Team of 28,000 Top 3 Global Operator (2) Over a year, laid end to end, the containerrs we handle would circle the world eight times 1- As of June 2013, Includes non-container terminals and new developments 2- Measured by equity-based throughput. Source: Drewry Shipping Consultants 2

3 Committed Portfolio More than 65 marine terminals across 6 continents, including new developments underway in India, Africa, Europe, South America and the Middle East.

4 DPW Vancouver DP World s Canadian operations are comprised of terminals in Vancouver & Nanaimo. DP World Vancouver is located at Centennial Terminal (CENTERM) just east of Canada Place and the Seabus Terminal Ship Loading/unloading to trucks and/or rail. We change the mode of transport! 4

5 DP World Vancouver 5

6 DP World Vancouver

7 DP World Vancouver

8 DP WORLD VANCOUVER MAXIMO INSTALLATION 8

9 Maximo - Scope Installed in January 2002 (Version 4.1.1) Adopted Best of Breed strategy hence Maximo! Upgraded June 2013 (Version to ) Sits in the middle of the DPW World system set Receives incoming records from Ops system (NAVIS) (work orders) Receives incoming records from Timesheet system (labor transactions and work order status updates) Sends information to Timesheet system (work order status) Sends information to financial system (Agresso) Sends information to Billing system (CS Billing) 9

10 Maximo Interfaces 10

11 Maximo - Scope Largest cost in Maximo is labor All union labor (Ops and Mtce) 60-70% of total cost of operations 11

12 MAXIMO PURCHASING 12

13 Maximo Purchasing 90% of all purchases at DP World are generated in Maximo. In 2013, this represented 4,334 purchase orders Services: all contracted services Materials: everything from paper clips to quay cranes! Essentially everything except: Employee related expenses Lease payments Remittances (taxes, etc.) 13

14 Maximo Purchasing Users create Purchase Requisitions charged to work orders. Maintenance: Charge to work orders as usual Some standing work orders for shop supplies, etc. Inventory (of course) Operations: Ship files (requests to load or unload a ship) are translated from Operations system as work orders, via Maximo integration Any materials/services needed for an ops ship file are bought via Maximo. Costs are then transferred to the Billing system to pass to the client. 14

15 Maximo Purchasing Capital: Work Orders are created for each capital project Typically only 1 work order per project currently, but in past, work orders have children and grandchildren ( Maximo used to oversee costs for Centerm Phase II - > $100 Million) Other departments: Have standing work orders for charges Includes Safety, IT, Finance (for administrative expenses) Departments use the Work Order Transaction report (via the Work Order Tracking screen) to track their expenses 15

16 Maximo Purchasing 16

17 Maximo Purchasing A Purchase Requisition can be created by anyone, and charged to any budget Once created, PR is submitted to Workflow Basic validations are done to ensure that data is correct (work order # is present, etc.) The PR then is sent to the budget owner for approval, then up the chain depending on cost Users can only cancel the PR via workflow However: after approval, the PR can be unapproved manually if changes are needed (assuming no PO has yet been created) 17

18 PR Workflow 18

19 Purchase Orders Purchase Orders: Are created from approved Purchase Requisitions Purchasing Dept. MUST have an approved PR in order to create a PO No POs can be created from scratch Notification is sent to the requestor when the PO is approved 19

20 Receiving Basic supplies (stationery, etc.) and Stevedoring expenditures are received by Receptionist Most other materials are received by the Storesman Services are received by the requestor (who knows when the service has been performed) A report is ed to each department every month, prior to month-end, as a reminder to enter receipts Upon receipt, work order costs are updated and shown on the work order (out of the box Maximo, of course ) 20

21 Receiving Financial Interface Receipts are also sent to the financial system: Batch job runs every night and saves transactions to a text file on the network Transaction file is then imported manually to the financial system in interim status Report from financial system is then compared to an internal Maximo report for reconciliation purposes Discrepancies are investigated This enables accrual tracking in the financial system (money owed to vendor, i.e. Received But Not Invoiced RBNI) 21

22 Maximo Invoicing Invoices are sent to A/P clerk, who enters invoices directly into Maximo using the out-of-the-box Invoice screen Receipts are required for all POs Includes services except for Standard Services (Freight, etc.) Invoice variances from PO Line/Receipt cost are allowed, if within tolerance (10% or $500, whichever is less) Variances over the tolerance limit follow an additional approval path Invoices: 3500 from Maximo, 1067 into Financial system directly (Jan-July 2014) 22

23 Invoicing Financial Interface When the invoice is approved in Maximo, it is transmitted to the financial system for payment Again, this part of the nightly batch job that runs Finance then imports the invoices from text file to the financial system (similar to receipts) Reconciles the invoices with Maximo report and investigates discrepancies The accrual caused by the Receipt is reversed out (decreases amount owing to vendor) 23

24 RBNI Tracking of outstanding liabilities is done via the RBNI report, which lists the Pos for which DPW has not received invoices Each PO s transactions can also be reviewed at any time, via the RBNI Transaction report 24

25 CHALLENGES 25

26 Past & Present Challenges Two decimal places only, because of financial system restrictions Chart of Accounts: not kept as defined strings in financial system, so has to be entered manually into Maximo when new strings are needed Originally transactions were summarized by vendor, date in financial system hindered transaction auditing. Changed in upgrade Development of tracking reports in response to various challenges reconciling between systems 26

27 Past & Present Challenges A couple of problems with bugs in V7.5, with functionality that was solid in 4.1.1: GL Debit Account missing from certain PR/PO cost lines Can t currently delete a PR line once the PR has been saved GST variance calculation problem on Invoice screen (caused lots of grief)! May still be problem with PST variance for Inventory items (not sure) Hopefully most will be fixed in to be implemented shortly 27

28 CURRENT & FUTURE INITIATIVES 28

29 Current & Future Initiatives Just implemented invoice screen functionality for proration of standard services (freight) to streamline A/P invoice entry New interface from financial system to Maximo with payment data (cheque #, payment date) is planned New interface from financial system to Maximo vendor records is planned (currently dual entry in both systems) New initiative to enable vendor representatives for often-used vendors to enter PRs themselves (remotely) 29

30 DP World Vancouver

31 QUESTIONS 31