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PROJECT IDENTIFICATION
Project Name Project Location Project Type
LLH Hospital Dubai Implementation
SAP Service Partner(s) Program Manager (Service Partner) Project Manager (Service Partner)
Conversions........................................................................................................................................................................ 20
Interfaces ........................................................................................................................................................................... 20
Enhancement ..................................................................................................................................................................... 21
Forms ................................................................................................................................................................................. 22
Workflow ........................................................................................................................................................................... 22
Assumptions ...................................................................................................................................................................... 23
Annexure ............................................................................................................................................................................. 24
Confidentiality Statement
This document contains information that is proprietary and confidential to Medeor 24X7 Hospital, which shall
not be disclosed outside, transmitted, or duplicated, used in whole or in part for any purpose other than its
intended purpose. Any use or disclosure in whole or in part of this information without express or written
permission of Medeor 24X7 Hospital is prohibited.
Any other company and product names mentioned are used for identification purposes only, and may be
trademarks of their respective owners.
This Business Process Document explains the Inventory and Consumables Procurement, Assets Procurement,
Consignee Inventory, Vendor Returns and Stock Transport Procurement processes.
Item Category
The item category determines whether the material defined in a purchase order item:
Requires a material number
Requires an account assignment
Is to be managed as a stock item
Requires a goods receipt (GR) and/or an invoice receipt (IR)
The following item categories are defined in the standard system:
Source List
The Source list will serve as the listing of approved suppliers for a material. It specifies the allowed (and
disallowed) sources of a material for a certain plant within a predefined period. Each source is defined by
means of a source list record. If a source of supply is "fixed", such sources will be counted as preferred
sources over a certain period of time. Medeor 24X7 Hospitals has determined to maintain source list wherever
it is required or applicable.
Source of Supply
Users will be able to suggest a supplier on the requisition, but this will only be a suggestion. Actual sourcing of
a request will occur through automatic or manual source assignments facilitated by info records and source
lists.
Procurement of Materials
The Vendor Evaluation component helps in selecting sources of supply and facilitates the continual monitoring
of existing supply relationships. It provides accurate information on prices, and terms of payment and delivery.
By evaluating vendors, improves enterprise's competitiveness. On the basis of detailed information, and in
collaboration with the relevant vendors, quickly identify and resolve any procurement problems that may crop
up from time to time.
Procurement of Services
Helps in checking the reliability of the vendors from whom services are procured on a plant by plant basis.
Determine whether the vendors perform the services within the specified timeframes and appraise the quality
of the work carried out.
To create a detailed evaluation, each main criterion can be divided into several sub criteria. The standard
system provides certain sub criteria which suffice as a basis for evaluation. Own sub criteria can also be
defined based on the requirement. The scores for the sub criteria are calculated in different ways.
Scoring Methods
Enter individual scores for important materials, or for the quality and timeliness of a
Semi-automatically
service performed. The system then calculates the higher-level score from these.
Manual maintenance Enter a blanket score for a sub criterion per vendor.
Requisition should be created manually for stock material as well material for direct consumption.
Procurement of materials for stock, direct consumption, assets & external services.
Stock transfer should be approved by competent authority.
Release of purchase order by competent authority.
Changes to purchase orders needs to tracked.
Configuration Considerations
Document Types
Below tabular column explains the document types of Purchase Requisitions and Purchase orders that
considered for Medeor 24X7 Hospital Implementation:
Number Ranges
Medeor 24X7 Hospitals will use numeric number assignment for all purchasing documents. Below tabular
column explains the number ranges of purchasing documents based on company codes:
Release Strategy
Main Store
PO Release Strategy Description PO Release Description
Code
A1 PO Approver A1 Hospital Manager
A1 PO Approver A2 Material Manager
A2 PO Amendment Approver B1 Hospital Manager
A2 PO Amendment Approver B2 Material Manager
Pharmacy Store
PO Release Strategy Description PO Release Description
Code
A3 PO Approver A1 Hospital Manager
A3 PO Approver A2 Pharmacy Manager
A3 PO Approver A3 CFO
A4 PO Amendment Approver B1 Hospital Manager
A4 PO Amendment Approver B2 Pharmacy Manager
A4 PO Amendment Approver B3 CFO
Version Management
Version Management enables you to generate and manage versions of purchase requisitions and external
purchasing documents, such as purchase orders. A version groups together the change documents generated
in the course of subsequent processing of the relevant document. A version thus indicates the revision level of
a document (version 0 = original document, versions 1 + = revisions) and provides the user with an overview of
the various changes that may have been made in the course of time.
Documents with changes to version will be treated as amended and subjected to release strategy. Fields which
effect the value or quantity of the purchasing documents will considered for version change.
Asset Procurement
Asset materials are received at store using 103 movement type (GR blocked stock). After clearance by
requisitioner, materials will be moved to unrestricted stock through 105 movement type. In case of rejection
material will be returned to vendor through 104 movement type. Goods receipt for all other material types
happens through movement type 101 (GR to Unrestricted Stock).
Purchase Info Record
In this implementation Medeor 24X7 Hospitals will be using standard and consignment info records only.
Vendor Evaluation
Below mentioned criteria will be considered for vendor evaluation for Medeor 24X7 hospital implementation.
Quality
Delivery
Service
Support
Procure to Pay
Quotations
Event
Need for
needed from End of Process
Procurement
Vendor
ME11
Purchase Info
Purchase Info
Record Update
Record Update
No
Transmit
Rejection Letter
by Email / Print
Vendor
Quotations
from Vendor
LEGEND
Procure to Pay
Event
Purchase
Requisition
PO Approver
Approve
Yes Purchase Yes
Order
Yes
ME21N ME22N Transmit
Valid No
Create Change Purchase Order
Contract No Need RFQ? No Accurate? No to Vendor (Email/
Purchase Purchase
Exists?
Buyer
Quotation for
Procurement
Return
Material to
Warehouse Clerk
Vendor
No
MIGO Receive goods
Physical
Goods moved to from vendor
Post Goods Yes Verification
unrestricted stock against purchase
Receipt pass?
order
MIRO
Accounts
F-53
Payable
Create Invoice
Create
Post Outgoing
Purchase Receipt by line
Purchase
Payment
Order item
Order
LEGEND
Procure to Pay
Purchase
Event
Requisition with
account assignment
category “K”
PO Approver
Approve
Yes Purchase Yes
Order
Yes
ME21N ME22N Transmit
Valid No
Create P.O Change Purchase Order
Contract No Need RFQ? No Accurate? No to Vendor (Email/
with ref. Cost Purchase
Exists?
Buyer
Quotation for
Procurement
Return
Material to
Warehouse Clerk
Vendor
No
MIGO Receive goods
Material Physical
from vendor
Consumed to Post Goods Yes Verification
against purchase
Cost Center Receipt pass?
order
MIRO
Accounts
F-53
Payable
Create Invoice
Create
Post Outgoing
Purchase Receipt by line
Purchase
Payment
Order item
Order
LEGEND
Procurement of Assets
Procure to Pay
PR with account
Event
assignment category
“A” with ref. asset
master
Approve
HOD
Yes
ME21N ME22N Transmit
Valid No
Create P.O Change Purchase Order
Contract No Need RFQ? No Accurate? No to Vendor (Email/
with ref. Cost Purchase
Exists?
Buyer
Quotation for
Procurement
Receive rejected
Receive payment Receive PO and
Vendor
material and
for goods Submit Invoice ship material
arrange
supplied for Payment against PO
replacement
MIGO
Asset Post Goods
Warehouse Clerk
F-53 MIRO
Payable
LEGEND
Procure to Pay
Purchase
Event
Requisition for
services
Approve
HOD
Yes
ME21N ME22N Transmit
No
Valid Purchase Order to
Create P.O Change
Contract No Need RFQ? No Accurate? No Vendor (Email/
with ref. Cost Purchase
Exists?
Buyer
Quotation for
Procurement
Warehouse Clerk
ML81N
Confirm services
No performed by posting
service entry
ML81N
Manager
MIRO
Accounts
F-53
Payable
LEGEND
Procure to Pay
Event
Purchase
Requisition
PO Approver
Approve
Yes Purchase Yes
Order
Yes
ME21N ME22N Transmit
Valid No
Create Change Purchase Order
Contract No Need RFQ? No Accurate? No to Vendor (Email/
Purchase Purchase
Exists?
Buyer
Quotation for
Procurement
Return
Material to
Warehouse Clerk
Vendor
No
MIGO MIGO Receive goods
Physical
Transfer posting Goods moved to from vendor
Post Goods Yes Verification
from vendor unrestricted stock against purchase
Receipt pass?
consigned stock order
on settlement of
Create Create
Post Outgoing consignment Consignment
Purchase material Purchase
Payment Settlement
Order Order
LEGEND
Return to Vendor
Procure to Pay
Event
Need to return
purchased item
PO Approver
Approve
Yes Purchase Yes
Order
ME21N ME22N No
Create Change Print Purchase
Accurate? No Order
Purchase Purchase
Buyer
Order Order
Warehouse Clerk
Return MIGO
delivery
Post Goods
document
Issue Mvt. 122
Vendor
Receive rejected
Materials and
submit credit memo
MIRO
Accounts
Receive Credit
Payable
Create Memo
Post Vendor
Purchase
Credit Memo
Order
LEGEND
Vendor Evaluation
Procure to Pay
Event
Material
Requirement
PO Approver
Approve
Yes Purchase Yes
Order
Yes
ME21N ME22N Transmit
Valid No
Create Change Purchase Order
Contract No Need RFQ? No Accurate? No to Vendor (Email/
Purchase Purchase
Exists? Fax/ Print)
Buyer
Order Order
Yes
Quotation for
Procurement
Warehouse clerk
MIGO
Goods Receipt
Receive goods
Document
from vendor to
purchase order
Vendor Evaluation
ME63
Create Delivery
Evaluate
for STO
Vendor
LEGEND
Description of Improvements
Sourcing of materials can be controlled through the use of the source list in SAP.
Request for Quotations will have historic data
All purchase order will be created and approved in SAP.
Outline agreements / contracts will be created in system, that increases efficiency of procurement
process
Purchase Orders will be transmitted directly through email from the system.
Buyers will have a more timely view of order statuses and vendor performance trends.
The procurement process will become more focused on sourcing and managing requirements instead of
data entry of paper requisitions. The entire requisition to purchase order process will be on-line.
Verbal Purchase Orders will be eliminated.
Conversions
Interfaces
None identified
Req # Interface Name Interface Description
Reporting considerations
Standard Reports
Req # Report Name Reports Description
General Analysis
Report: Purchasing Display and output materials and amount
MH02-MM-PP-RS-0006 History dirhams / procured by manufacturer.
Quantity Values by
Manufacturer
MH02-MM-PP-FS-0003
Purchase Order Purchase Order form
MH02-MM-PP-FS-0004
Asset Purchase Order Asset Purchase Order form
MH02-MM-PP-FS-0005
Service Order Service Order form
MH02-MM-PP-FS-0006
Stock Transport Order Inter Store Request form
Workflow
Work flow will be utilized for releasing of purchase orders & purchase requisitions.
Req # Workflow Description
Roles Description
Z_MH02_MM_PUR_PO_NB_MAINTAIN Create / Change Purchase Order related to Materials Department
Z_MH02_MM_PUR_PO_NP_MAINTAIN Create / Change Purchase Order related to Pharmacy
Z_MH02_MM_PUR_DISPLAY Display Purchase Order
Assumptions
Purchase requisitions will be generated by stores departments for all non-pharmacy items manually
Purchase Orders will not be distributed to the respective departments (Store, Finance) as they do today.
Interested parties with a general display user role will have the ability to view purchase orders on-line.
Specific field settings (optional, required, display only and suppressed) for purchasing documents will be
reviewed and configured based on business need and confirmation. The settings will be made for each
purchasing document type, transaction code to be used by MH02 Hospitals.
Business Unit Process Owner Mr. Mohd Rilan & Mr. Suthakaran
REVISION HISTORY
Document
Date Document Revision Description Author
Version
20.10.2014 0.0 Original Document Anjaneyulu Muppalla
Details of Key Stakeholders, Business Process
Owner have been added.
05.12.2014 1.0 Hospital Logo has been added Anjaneyulu Muppalla
Scheduling Agreement Form has been removed from
the list