TP-SVC-005-01 Business Blue Print Document

Document Name Business Process Document

Document Location Project Repository
Project Name SAP Implementation at UPMPL
Project ID NA
Client Name UPMPL
Prepared By Mr. Domesh Jamwal
Prepared On 13/04/2012

Document Version History

Reviewed
Version Document Name Date Author Change Control
By
V1 UPMPL_BPD_PM4A - Mr.
Capital, Material & Domesh
Service Procurement Jamwal

Document Approvals

Name Responsibility Signature Date

<Highbar technologies>
13/04/2012
Consultant Mr. Domesh jamwal
13/04/2012
Project Manager Mr. Manish Sawant
17/04/2012
Reviewed By Mr. Manish Sawant

<Client>

Core Team Mr. Ram Kewal

Core Team Mr. Amit Yadav

Core Team Mr. Akram Ali

Process Owner Mr. N. K. Datta

Project Manager Mr. Gaurav Balhara

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Table of Contents
1. Executive Summary ......................................................... 3
1.1. Background ................................................................... 3
1.2. Business Blueprint Overview .............................................. 3
1.2.1 P&M requirement, Material & Service Indenting ...................... 4
2. ORGANIZATION STRUCTURE ............................................... 6
3. Master Data ................................................................... 6
4. BUSINESS PROCESS .......................................................... 7
5. MODULE INTEGRATION ..................................................... 8
6. STANDARD INFORMATION SYSTEM ........................................ 8
7. DESCRIPTION OF FUNCTIONAL DEFICIT .................................. 9
8. DEVELOPMENT CONSIDERATIONS ......................................... 9
8.1. Data Conversion Considerations .......................................... 9
8.2. Interface Considerations ................................................... 9
8.3. Reporting Considerations .................................................. 9
8.4. Form Considerations ........................................................ 9
8.5. Enhancement Considerations ............................................. 9
9. CHANGE MANAGEMENT .................................................... 10
10. ANNEXURE ................................................................... 10
As Is Refference ............................................................ 10
11. CHECKS & VALIDATIONS ................................................... 10

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1. Executive Summary

This document is prepared to give an insight to core team member and process
owners of UPMPL about the TO BE Process mapping with Current AS IS Process
based on industry and SAP best practices

1.1. Background

This document provides overview of purchasing activity of P&M, related to

spare procurement & services procurement. This only covers procurement
requisition in the system & thereafter processes are covered in MM.

To have clear idea, this document should be read with KDS (Key Data Structure)
documents, AS IS documents referred in this process & other module processes
referred.
1.2. Business Blueprint Overview

In UPMPL, all procurement is controlled through budget. As per requirement

indents are raised by site / HO.

Site P&M & HO P&M procures services / material as per UPMPL policies.

In SAP it is tracked through,

- Purchasing Spares & Consumables.

- Purchasing Services.

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1.2.1 P&M requirement, Material & Service Indenting

The respective user department executes various maintenance activities, needs

to create material or service indents to place new requirements to procure
spares and services. In SAP these new requirements are addressed through
purchase requisitions. Purchase requisitions can be created for the capital
purchase, stock material, required external services and hiring of the
equipments.
PR includes the material number, material group, service number or text
description and details, quantity, item tentative cost and the delivery date i.e.
date on which the material is required for the usage.

In UPMPL, HO P&M/Site P&M raises the indent for Spares & Consumables, with
applicable Annual budget. This spares & Consumables are booked against
project wise which are being used at project/Site.

All indents are forwarded to Procurement Department, for procurement.

In SAP, Annual Requirement of Spares & Consumables identified & Budget is
created accordingly.

HO P&M will raise the Purchase Requisition & will follow the MM Procurement
Process.

If Purchase Requisition is created at Project site, release & procurement will

be done as per MM Process

Purchase department will arrange to send require material to respective site &
after receipt site inventory is updated.

Capital procurement:

1. Capital PR is created with account assignment category asset ‘A’.

2. Capital PR is approved by respective dept HOD.
3. Capital PO is created by purchasing department with reference to
capital PR.
4. Capital PO is approved by P&M procurement team.

Material procurement (HSD, O&L, Spares and Consumables):

1. Through normal MM route by placing stock item PR

2. Material PR is converted in to the purchase order, by the store or P&M
or purchasing authority. Purchase order contains release strategy to
define approval sequence.

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Service procurement:

1. Through normal MM route: By placing direct service PR. We can

alternatively manage the service for maintenance order by creating the
service / subcontracting PR & PO with the account assignment category
‘U’ unknown. At the time of entering service entry sheet we can change
the account assignment category from earlier ‘U’ to ‘F’. And can assign
maintenance order number as cost object.
2. Through maintenance order: By triggering service PR through
maintenance order based on service master or simply as service
description. Once the service is received against the service entry
sheet, the actual cost is booked on the respective maintenance order
only and is possible to analyze external service cost at equipment level.
3. Hire equipment procurement: Can be triggered through service PR
based on service master or simply against service description. Actual
cost booked through service entry sheet.

In UPMPL, service procurement includes Lifts Inspection, Non-

comprehensive/Comprehensive maintenance etc.

As per the purchase order, equipment/good/service is received and

placed in the respective plant/site stock.

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2. ORGANIZATION STRUCTURE

 Company Code
 Plant
 Business Area
 Maintenance plant
 Maintenance Planning Plant

3. Master Data

 Function Location Master

 Equipment master
 Material Master
 Vendor Master
 Service Master

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4. BUSINESS PROCESS

P&M requirement, Material & Service Indenting

Start

Services Procurement Spares/Capital

Site P&M or HO P&M

Site P&M or HO P&M
Incharge raises PR for
Incharge raises PR For
required services at
required Services
Central Yard or Project

Follow Process of Follow Process of Spare

Service Procurement Procurement
(UPMPL_BPD_MM02A (UPMPL_BPD_MM02A
05 -Procurement of 01 - Procurement of
Services) Material)

End

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Step Activity Responsibility / T. Code Remark

# Authorisation
Service Procurement
1 Create PR As per auth matrix ME51N
2 Change PR As per auth matrix ME52N
3 Display PR As per auth matrix ME53N
4 Release PR As per auth matrix ME54N
6 Create PO As per auth matrix ME21N
7 Change PO As per auth matrix ME22N
8 Display PO As per auth matrix ME23N
9 Release PO As per auth matrix ME23N
10 Service Entry Sheet As per auth matrix ML81N
11 Release Service Entry Sheet As per auth matrix ML85
Material Procurement
1 Create PR As per auth matrix ME51N
2 Change PR As per auth matrix ME52N
3 Display PR As per auth matrix ME53N
4 Release PR As per auth matrix ME54N
6 Create PO As per auth matrix ME21N
7 Change PO As per auth matrix ME22N
8 Display PO As per auth matrix ME23N
9 Release PO As per auth matrix ME23N

5. MODULE INTEGRATION

 With MM
- For procuring & hiring of equipment, services (Refer UPMPL_BPD_MM02A01
- Procurement of Material, UPMPL_BPD_MM02A05 -Procurement of
Services & UPMPL_BPD_MM02E01 - Work Order documents).

 With FICO
- Invoice Processing & Vendor Payment.

 With PS
- Budget Control

6. STANDARD INFORMATION SYSTEM

Following Standard SAP codes are available in system.

1) ME53N Display Purchase Requisition

2) ME23N Display Purchase Order
3) ME5A List Display Purchase Requisition
4) ME2K List Display Purchase Order
5) MSRV3 Service List
6) ME2M Purchase Order List
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7. DESCRIPTION OF FUNCTIONAL DEFICIT

Recommendation to fulfil functional

Ref Description of Functional Deficits
Deficits
NA

8. DEVELOPMENT CONSIDERATIONS

8.1. Data Conversion Considerations

Description of Objects / Data to be Data Conversion Reference Document

Ref
converted Method Specification Number
NA

8.2. Interface Considerations

Reference Document
Ref Description of Interface
Specification Number
NA

8.3. Reporting Considerations

Reference Document
Ref # Description of Report Required
Specification Number
NA

8.4. Form Considerations

Reference Document
Ref # Description of Form Required
Specification Number
NA

8.5. Enhancement Considerations

Reference Document
Ref # Description of Enhancement Required
Specification Number
NA

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9. CHANGE MANAGEMENT

 None

10. ANNEXURE

As Is Reference

 PM2A1- P&M Requisition (Indent) from Site

 PM2A2 - Approval (Transfer/ Hire/ New)
 PM2C4- Material Approval

11. CHECKS & VALIDATIONS

 None

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