10 techniques for leaner, faster, and globally wired SAP ... · PDF file• Enjoy Fitness...

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

Winshuttle User Group | San Diego 2013

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 8000+ 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.


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?


Introduction -Home Meridian International (HMI)


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.


HMI - Our Products


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


POLL Question for Audience

What is your role at your company? • IT Management

• IT Programmer/Analyst

• Business Analyst

• Line of Business Management

• Other


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


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


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


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, email, word documents

• Information was emailed 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


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


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


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.”



SUPPLY CHAIN Inbound / outbound logistics,

operations, sales and marketing, service, admin. infrastructure

management, human resources, PD, and procurement

LEAN A philosophy of eliminating all forms of waste, continuous improvement

and the simplification & standardization of business processes

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



Kaizen Breakthrough Event

Day 1 Lean Training

Conceptual Training On: 7 Wastes Progressive 5S Value Chain Mapping Kaizen Breakthrough Methodology

Day 2 Discovery

Analyze Current Work Processes

Time Processes

Team Formulates Process Improvement

Hands-On Workplace Improvement

Team Leader Meeting

Day 3 Implementation

Continue Workplace Improvement

Conduct 5S

Conduct Point Kaizen

Team Leader Meeting

Day 4 Validation

Refine Improvements

Establish Standard Operations

Teach All New Procedures

Re-Time Processes and Validate Results

Day 5 Celebration

Review Key Learning

Establish 30-Day Homework

Prepare Presentation

Present Results and Future Challenges

Recognition and Celebration

TEAM-BASED ENERGY AND CREATIVITY DRIVES IMMEDIATE PROCESS IMPROVEMENT

At the end of the week, each Kaizen team has achieved dramatic operational improvements



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.



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



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



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


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)



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


DEMO – Material Creation

We use one upload file and 14 scripts linked together.



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!



Looping Example – Creating a Material BOM

To create a LOOP you double click around the area within the screen/fields that needs looping logic



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



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



Results shown from CS01 transaction:


Results – Winshuttle Log Analysis

Usage – July 2010 to August 2013

• 30,271 Winshuttle Script Executions

• 1,011,170 SAP Records Processed

• 2,825 Days Saved


Results - Winshuttle Log Analysis – Transaction View

MM01 ME22N VD01 MM02 VA02 VK11 MR21 MM03 VL02N MC86

Days Saved 849.72 276.97 239.15 183.35 169.44 151.77 133.47 96.13 95.54 89.88

Records Processed (1,000s) 102.386 81.389 29.868 107.502 104.588 71.007 140.91 37.431 49.293 32.167

0.00

100.00

200.00

300.00

400.00

500.00

600.00

700.00

800.00

900.00

Day

s Sa

ved

/ R

eco

rds

Pro

cess

ed

(1

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0's

)

Home Meridian SAP Transaction Optimization Results July 2010 - August 2013


Results - Winshuttle Log Analysis – User View

Create MaterialCreate Customer

(Sales)Change Material Create Condition Change Product Groups

MM01 VD01 MM02 VK11 MC86

cthomas

Days Savings 565 193 136 97 68

Records (1,000's) 62.744 17.693 77.191 42.152 23.578

565

193

136

97 68 62.744 17.693 77.191 42.152 23.578

0

100

200

300

400

500

600

Day

s Sa

ved

- R

eco

rds

Pro

cess

ed

(1

,00

0's

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Thomas - Days Saved / Records Processed (1,000's) September 2011 - August 2013


Results - Winshuttle BVA Analysis

Home Meridian BVA Process

Extract Analyze &

Identify

Interview &

Shadow Transcribe

Review,

Codify,

Analyze &

Extrapolate

Deliver

Home

Meridian

SAP

transaction

and usage

data

key users,

transaction,

transaction

volume and

frequency

process

improvement

plan

key Home

Meridian

process

candidates

recorded

interviews,

document &

index findings

key users

& managers

based on

SAP log

extract

analysis

Extract Analyze &

Identify

Interview &

Shadow

Transcribe Review,

Codify,

Analyze &

Extrapolate

Deliver

Home

Meridian

SAP

transaction

and usage

data

key users,

transaction,

transaction

volume and

frequency

process

improvement

plan

key Home

Meridian

process

candidates

recorded

interviews,

document &

index

findings

key users

& managers

based on

SAP log

extract

analysis



SD

54%

FICO

27%

IM

6% MM

6%

PP

5%

IT

2%

Other

7%

Estimate FTE overall – by SAP

Module

Home Meridian Winshuttle Capacity Enablement Target High Volume Users – High Yielding SAP Processes



Prioritizing

Transactions Complexity & FTE Potential

Target SAP process

improvement candidates

• Prioritized on basis of

complexity & time savings

potential


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


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


Questions

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