Project Deck

MIS Automation in SAP

Geo: Australia

Agenda
Implementation Approach Phase Wise
Technical Process Flow
Functional Process Summary P/L
Detailed Evaluation P/L
Technical Evaluation Integration (SAP & Cognos)

Implementation Approach
Phase I : Custom Development of P & L and Revenue Format
28 Man Days
5 Man Days

BBP/FS Sign
of

15 Man Days

Realizati
on

Scope
Consolidated* P&L format
month wise
All feasible data(Finance & Non
Finance) will be built in
revenue report from FI & SD

5 Man Days

Unit
Testing

2 Man Days

UAT

1 Man Day

Go Live
Phase I

Assumptions
Common Cost Bifurcation is
outside SAP and uploaded
manually
Payroll Data will be manual
upload as followed currently

Project wise P& L is avl. to the

extent of direct cost bookings in
FI
* - All Australia & NZ Entities put
together

Implementation Approach
Phase II :Automation of Manual Common Cost Allocation Cycles

32 Man Days

5 Man Days

7 Man Days

BBP Sign of

Realizati
on

5 Man Days

Unit
Testing

10 Man Days

UAT

5 Man Days

Go Live
Phase II

* Allocation Cycle BBP can be started once FS of Phase I is complete

Scope
Project wise P&L will be avl. for
direct / indirect cost bookings in
FI

Assumptions
Statistical keys to be finalized
and entered before running the
allocation cycle

Technical Process Flow - SAP

For Australia

Non Financial
Data (Like Seats,
FTE etc:) via BDC
Upload in Z Table

Preceda
Payroll Data
via
Flat File BDC
Upload

FICO

SD

Account
Determination
Configuration

ABAP Development
(Custom Tables)

Allocation Cycle

Intra
Compa
ny
Common
Cost

Report Output
1) P & L
2) Revenue

** - Australia is not on SAP HCM platform and hence the HCM data will be populated via an excel upload from legacy system

Functional Process Summary Profit & Loss A/c

Line Items

Changes Required in SAP +

Business Process Change

Revenue

Ops Support Payroll Cost

a
a

Center Support Cost

Overhead & Other Cost

Unidentified

Ops Payroll Cost

Other Direct Cost

No Changes Required

Facility Cost

Admin Overheads

Local SGA

Corporate SGA

Others before PBT

Taxation

Non Financial Data

a
6

Detailed Evaluation Profit & Loss Account

Line Items

Revenue

Other Direct Cost

Overhead & Other Cost

Non Financial Data

Changes Required in SAP

New GL A/c Creation in FI module

A/c determination in SD module

New GL Account Creation in FI module for:

Recruitment Referral
Others (Advertisement/Ref Check/
etc)
Pass Thru Cost
Outsourced Ops cost
New GL Account Creation in FI module for:
Technology A: Manpower
Outsourced
Technology B: Others

Changes in the Business Process

Material Creation in SD Module
Sales Invoices to be booked basis the above
material
Accounting level changes to book such
expenses in various GLs
Project wise allocation*

Project wise allocation*

Data to be maintained in the SAP tables to be Upload of all data in SAP for the same to be
pulled in the MIS
maintained in the tables

* Project Allocation strategies/accounting flows to be confirmed with business for each cost line of P/L.

Technical Architecture
SAP<>CSV Flat
File<> TM 1
Pros

Quick Deployment

SAP<>SQL
Server<> TM 1
-

Faster Deployment
Reconciliation is
system driven
Track and Trace avl

SAP<>SAP
BI<> TM 1
-

Cons

Preferenc
e

Manual in nature
File Format Verification
is mandatory
Transaction Reversals
& Accounting are time
consuming
Unstable Environment
No Track and Trace
Duplicate Data Storage
in manual format

Least Preferred

File Format
verification is
mandatory
Duplicate Data
Storage apart from
SAP

Best Option

Stable
Environment
Real time
reconciliation
possible
Real time track
and trace
Implementation
Lead time is high
TCO is higher
compared to
other two
options

Recommended

Annexures

SAP CSV Flat File Cognos TM1

10

SAP SQL Server Cognos TM1

11

SAP SAP BI Cognos TM1

12

Project Charter
Project Name
(Description)
Project Sponsor
Business Project
Leader

MIS Automation in SAP & Integration of Actuals to Cognos for Variance Reporting
CM Sharma
Project Champion

Reena Shah

Mandeep Singh

Landscape

Problem Statement

In order to facilitate unified reporting and have one global

system across all businesses for plan vs. variance reporting
it is necessary to have all Plan and Actuals in Cognos
This project is to identify the Corporate reporting
requirements for actual reporting in SAP & integrate the
data back to Cognos against the Plan data
Currently the finance and accounting work on the manual
extracts from SAP and prepare the variance data on Plan vs
Actuals. All the plan data reside on Cognos which is
extracted to excel for MIS reporting purpose on demand

A) Cognos TM-1 is the mandated plan & budget &

variance solution and data outside the system pose
challenge/risk with regard to : Consolidation of global accounts , multiple sources of
accounting information for MIS and decision making.
Controllership and compliance.
Accuracy and reliability of Statutory and Regulatory
Reporting
Human Intensive processes for Statutory and Regulatory
Reporting
Project
Benefits
Forecast & Predictions
difficult
in the current process
since
being
manual
Unified Version of Truth for Reporting, MIS, consolidation

Goal Statement

Implement Cognos / SAP Integration for plan vs. actual

with reporting across all Aegis legal entities (in scope)
by end of June 2013.

across Aegis
Standardization of processes
Higher reliability and controllership with enhanced
compliance.

Project Scope
In-scope: All Aegis Geos which are in Cognos TM-1 for Budgeting Cycle. Aegis Geos which are in SAP will follow the
process defined on integration of Cognos / SAP
Out-Scope: Any Transactional Data from SAP
Any other functionality /module & custom reports if any required by business which are not a part of the BBP

13

Project Charter Contd

Project Name
(Description)
Project Sponsor
Project Leader

MIS Automation in SAP & Integration of Actuals to Cognos for Variance

Reporting
CM Sharma
Project
Mandeep Singh
Champion
Reena Shah

Project Resourcing
Project Leader
Team Member Name
Paresh Pitroda
Swati Shirgaonkar
Navneet Goyal
Sandeep Verma

Purva Shirarang Oka

Project Milestones
Project
Start Date:

Role

Enter Start
Date

Target
End Date

IT Project Lead SAP

<MS1>

Enter MS Date

Project Team Member

SME
Project Team MemberAccounting Team SSC
Transitions Team Member

<MS2>

Enter MS Date

<MS3>

Enter MS Date

<MS4>

Enter MS Date

Project Category
SAP Financial Implementation

Project
End Date:
Actual
End Date

June 2013
Status

Project Methodology
Business
Transformation

14

Project Milestones

SAP / Cognos TM -1(Plan & Actual Integration)

Implementation
IMPLEMENT
DEFINE PHASE

Identify team, Reporting

Reqmts in scope
Project approach,
Implementation
approach
Signof from stakeholders
on project approach.
Determine Risks and
constraints
Finalize high level
timelines for the project

DESIGN PHASE

Fact finding and

additional business
requirements.
Prioritize in scope
requirements.
Signof from CTO /
CIOs / CFOs on
requirements
Roll out blueprint
Determine hardware /
software/manpower
requirements

PHASE
- Technical Setups &
Configs
- Unit Testing
- User Acceptance test

GO LIVE PHASE
Data Migration /
Cleansing
Parallel run
Handover to Operations
Team
Go live

15

Project Governance Plan

Project Team

16

Level
2

Level 1

Executive
Steering
Committee

Project
Management
Office

PMO

Level
3

Project Team

Steering
Committee

Meets once in a month

Strategic Guidance
Project Review
Transformation Management

Fortnightly Meetings
Review of Progress against Plan
Project Issues Resolution
Mentoring to Functional Teams
Communication to stakeholders

Daily Weekly meetings.

Plan & Project execution
Issue Identification & Resolution
Issue Escalation

Mandeep Singh
CM Sharma

Saugata Basu
Purushothaman
Paresh Pitroda
Swati Shirgaonkar
Reena Shah
Purva Oka

PMO Team
Functional , IT ,
Business and
Accounting Team

16