System Management Process
This section covers the specific procedures relevant to the Company ERP system. The company has implemented and is operating the system ‘SAP’ as its single ERP system.
Organization structure
The current organization structure and hierarchy is mapped In the system. Future changes to the organization structure shall follow the approval process to maintain the proper hierarchy and also with a view To avoid the redundancy of data.
Changes to the organization structure
Changes to the organization structure shall be initiated by filling a request form and submitting the same to the system Administrator with required approvals to proceed with the change. Requestors need to allow a reasonable time in submitting a request form for the approval process and system change process to avoid delays in transaction processing With new entities.
Organization processes
Organization processes mapped in the system are the agreed processes during the blueprint and realization phases of the ERP implementation Project. These processes are individually also documented in the blueprint documents for each module implemented, and these documents were signed off by The core team and process owners of the ERP implementation project.
Further the Processes have been approved and validated by the Management. Therefore any requests to change or enhance processes shall follow a defined process to allow proper evaluation and documentation.
Further the Processes have been approved and validated by the Management. Therefore any requests to change or enhance processes shall follow a defined process to allow proper evaluation and documentation.
Changes to the process
Changes to the organization processes shall be initiated by filing a request form (Annexure 2) and submitting the same to the system Administrator with required approvals to proceed with the change. Requestors need to allow a reasonable time for the approval process and system change process (most of the changes approved will have to be redirected to the system Implementation partner) to complete a request.
Master Data Management
In a business, Master Data Management (MDM) comprises the Processes, governance, policies, as well as standards and tools that consistently define and manage the critical data of an organization to provide a single point of Reference. The data that is mastered may include the business objects for transactions and the dimensions for analysis.
The Master Data Management process can be used to support master data management by eliminating duplicates, standardizing data (mass maintaining), and including rules to eliminate incorrect data From entering the Master Data Management system to create an authoritative source of master data. Master Data Management has an intention toward providing processes for collecting, aggregating, matching, consolidating, quality-assuring, persisting and delivering that kind of data throughout an organization to ensure consistency and control in the existing maintenance and application use of this information. In the Company, the creation, and maintenance of master data
will be done under the supervision of the core team (of ERP implementation project) with a few key nominated users who are assigned for this purpose. However, based on the nature of the master data certain data maintenance can be assigned to end-users as well.
Master Data – Description | SAP Module | Responsibility |
Asset master | FI | Nominated centralized person |
G/L master data | FI | Nominated centralized person |
Activity price master | CO | Nominated a person at PMD level |
Activity type master | CO | Nominated a person at PMD level |
Customer/ Recipient master | SD | Nominated centralized person |
Pricing master | SD | Nominated centralized person |
Credit master | SD | Nominated Centralized Person |
Material master | MM | Nominated Centralized Person |
Vendor master | MM | Nominated Centralized Person |
Service master | MM | Nominated Centralized Person |
Work center master | PP | Plant Manager |
Routing master | PP | Plant Manager |
Bill of material master | PP | Plant Manager |
Person responsible | PS | Nominated Centralized Person |
Standard WBS template master | PS | Project Manager |
Work center master PS | PS | Project Manager |
Equipment master | ETM | Nominated a person at PMD level |
Tasklist | PM | Nominated Person at PMD level |
Maintenance plan | PM | Nominated A person at PMD level |
Characteristics | ETM | Nominated Person at PMD level |
Insurance – ETM | ETM | Nominated A person at PMD level |
ETM catalogue | ETM | Nominated Person at PMD level |
ETM BOM | ETM | Nominated Person at PMD level |
ETM order | ETM | Nominated Person at PMD level |
Maintenance strategy | PM | Nominated A person at PMD level |
PM – catalog | PM | Nominated Person at PMD level |
Measuring points | PM | Nominated A person at PMD level |
Work center | ETM | Nominated Person at PMD level |
Class | ETM | Nominated A person at PMD level |
The detailed process for requesting and creating master data for main and frequently changed master data types are described below.
Asset master data creation
In this process, the Accounts Executive needs to request to create or change asset master data. This request must be approved by the Accountant. Upon approval, the Asset Accounts Executive can create or change asset master and notify the relevant personnel.
GL master data creation
The first The phase of this process is the requisition for creating or changing a new or existing GL account/s, or blocking an existing GL account using the GL creation or change template. The requests can be made by Site/PMD or CO-Accounts Executive. It is not possible to delete master data, which is created in the system; instead, they can be blocked against postings and marked for deletion. The Accountant then checks the necessity of creating GL accounts and approves to create or change new GL accounts or change existing GL accounts. It is required to create a house bank, account ID, and update the master data by the Accountant if a bank GL account is created. Creation of new or existing GL accounts and communicating with relevant parties can be done once these steps are done. Updating FSV and other relevant accounts groups are the closing phase of GL master data creation process.
Vendor master data creation
In the Procurement process once a vendor is chosen to supply a material/service, before raising a PR, a vendor master data creation can be requested (after Checking the system for the existence of the vendor). If the vendor is not available in the system, a formal request will be made to the Vendor Master Controller (Vendor Master Controller will be a nominated centralized person). Upon receiving the request, the Vendor Master Controller will check whether the vendor exists in the master data and if it exists, the requisitioner will be informed of the existing vendor code. If the vendor does not exist, the request is approved, and a new entry for the specific vendor will be created. Once it is updated to the system, a new vendor code is created in the system, and the new code will be notified to the requisitioner.