www.dsag.de/go/jahreskongress

Dr. Torsten Grünewald

Head of Data & Application Integration EMEA / APAC

Boehringer Ingelheim Pharma GmbH&Co KG

Praktische Anwendung des Prozess Monitorings in SAP BPM

2

AGENDA

1. About Boehringer Ingelheim

2. Motivation for doing BPM

3. Process design

4. Execution

5. Monitoring

6. Lessons learned

ProcessDesign

Exe-cution

Moni-toring

Boehringer Ingelheim in brief (based on 2013)

• Family-owned global corporation

• Founded 1885 in Ingelheim, Germany

• Employees worldwide: 47 492

• R&D worldwide at 5 sites

• Expenses for R&D: EUR 2 743 million

• Net Sales: EUR 14 065 million

• Net Sales per employee: 296 K€

• 20 production facilities in 13 countries

• Affiliated companies: 145 worldwide

• Family-owned global corporation

• Founded 1885 in Ingelheim, Germany

• Employees worldwide: 47 492

• R&D worldwide at 5 sites

• Expenses for R&D: EUR 2 743 million

• Net Sales: EUR 14 065 million

• Net Sales per employee: 296 K€

• 20 production facilities in 13 countries

• Affiliated companies: 145 worldwide

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Boehringer Ingelheim Center Our headquarters in Ingelheim, Germany

3

Net Sales is driven by Prescription Medicine

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg 4

What are we doing and why

We are using SAP Netweaver BPM to handle requests for

• Masterdata Maintenance (Customer, Vendor, Material)

• Handling of Investments (Capital Expenditures - Investitionsausgaben)

• Handling of Accrual Vouchers (Abgrenzungsbuchung)

• Handling of Creditnotes (Gutschriften) Single and Mass

• Handling of General Ledger Postings (e.g. Rückstellungen)

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

What are we doing

To replace manual or informal processes (e.g. by email, formsheets)

• to achieve an approval or to ensure seggregation of duty

• to split and track tasks among different people

• to remove system breaks

• to make transactions easy to use for one time users

• To make transactions efficient and transparent for key user.

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

What is the motivation

Currently about 10000 requests are processed monthly by the MDM system, most of them with a service level of ONE day worldwide.

Delayed processing could mean:

• Delayed customer delivery because of delayed order entry

• Usage of wrong supplier, bundling not used, wrong /late delivery (e.g. Spareparts!)

• Unusable (e.g. incomplete/wrong) materials used in orders

• Handling of dangerous goods / quality topics delayed

• Planning cycles stopped/delayed

• Credit notes with a total amount of up to several hundred thousand € per month are not issued

• Investment Projects delayed because Capital Expenditures not done in time

• ….

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

ProcessDesign

Exe-cution

Moni-toring

Schematic Process Overview

BEFORE

SAP NetWeaver Portal/ SAP BPMNOW

Requester Business Departments

– Experts

• Check

• Enter data

• Advise data creation • Check

• Complement

• Complement• Approve

• Release

• Monitor

• Define rules

• Release

• Enter data

• Check

Plant RequesterProd.Cost.Requester MDM team

Material Master Maintenance

Enter request- Create

- Change- Block

Enter request- Create

- Change- Block

Operations / Demand PlanningMRP views

Operations / Demand PlanningMRP viewsMRP views

Search material- Based on existing

material (BiX@ / PMD)- Check if material exists

in ERP

Search material- Based on existing

material (BiX@ / PMD)- Check if material exists

in ERP

Collect required

data

Collect required

data

Marketing & SalesSales data Marketing & SalesSales dataSales data

Local PurchasingPurchasing viewPurchasing Info

record Local PurchasingPurchasing viewPurchasing viewPurchasing Info

recordPurchasing Info

record

Local Quality (QM)Quality local Local Quality (QM)Quality localQuality local

Production Exec.Work Scheduling Production Exec.Work SchedulingWork Scheduling

Logistics (IL/OL)Warehouse Mgmt Logistics (IL/OL)Warehouse MgmtWarehouse Mgmt

WM/Mgmt RepEHS.

EH&S Substa

nce

EH&S Substa

nce

Units Units

Prod. Hierarchy

Prod. Hierarchy

Approve request(MDM team)

Approve request(MDM team)

Tax

TaxTaxCalcul

ate Price

Calculate

Price

Re-lease ma-

terial

Re-lease ma-

terial

Main-tain

views

Main-tain

views

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

EH&S Substa

nce

EH&S Substa

nce

Material Master Maintenance From Business view…

Enter request- Create

- Change- Block

Enter request- Create

- Change- Block

MRP viewsMRP views

Search material- Based on existing

material (BiX@ / PMD)- Check if material exists

in ERP

Search material- Based on existing

material (BiX@ / PMD)- Check if material exists

in ERP

Collect required

data

Collect required

data

Sales dataSales data

Purchasing viewPurchasing viewPurchasing Info

recordPurchasing Info

record

Quality localQuality local

Work SchedulingWork Scheduling

Warehouse MgmtWarehouse Mgmt

Units Units

Prod. Hierarchy

Prod. Hierarchy

Approve request(MDM team)

Approve request(MDM team)

TaxTaxCalcul

ate Price

Calculate

Price

Re-lease ma-

terial

Re-lease ma-

terial

Main-tain

views

Main-tain

views

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Material Master … to developers view

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Enter requestEnter request

Approve requestApprove request

EH&S SubstanceEH&S Substance

Units Units

Prod. HierarchyProd. Hierarchy

MRP viewsMRP views

Sales dataSales data

Purchasing viewPurchasing view

Quality localQuality local

Work SchedulingWork Scheduling

Warehouse MgmtWarehouse Mgmt

Calculate Price

Calculate Price

TAXTAX

BI QualityBI Quality

Other globalOther global

Ownership, Syndication, Status

Ownership, Syndication, Status

Purchasing Info record

Purchasing Info record

Release MaterialRelease Material

Send emailSend email

Material Master … to developers view

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

ProcessDesign

Exe-cution

Moni-toring

Example Screen layout

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Complex process need transparency for the end userBusiness Rules driven process

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Where is my process?

When can I proceed?

Process TransparencyWhere is my task?

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Process TransparencyWho is working on a record

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

ProcessDesign

Exe-cution

Moni-toring

Reports for Monitoring

Name of the report Description MDM team

Key user All

BPM Allocation Check Shows which tasks are allocated (have a user assigned) or are unallocated (have NO user)

x x

BPM Allocation Statistics Shows how long tasks are allocated by users or unallocated (by country) without processing

x x x

BPM Land Process Overview Shows processing / waiting time per processes and tasks for Country, Object and task

x (x)

BPM Principal Assignment Shows how many processes each user has processed per time interval

x (x) (*)

BPM Process Monitor Shows processes with tasks in open / running stage x x

BPM Service Level Reporting processes Shows for the service level per object x x

BPM Service Level Reporting task summary Shows for the service level per object and task (<1, 1,2,3,4,5,6,7,8,9,>10 days)

x x x

BPM Service Level Reporting Analysis Shows for time needed per object , tasks and user for all tasks x x

BPM Statistics Shows number of processes and tasks per object and country x x x

BPM Statistics Vendor Shows list of tasks per object x x

BPM Number of Changes per Object Shows how many times an object has been changed over a time interval

x x x

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Relate your monitoring data with corresponding events…… and estimate the growth for the future

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Go-Live All Material types

Go-Live Italy Customer

Go-Live Brazil

Go-Live US Customer

Go-Live France

Go-Live China

Go-Live Bundles

Go-Live German SAP Vendor

Go-Live 7 countries

Go-Live US AH

Monitor your business …

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Number of MDM/BPM process Instances per Country

Go-Live China

Major rework of materials in Brazil

r

“…and keep it under control”

Torsten Grünewald, Boehringer Ingelheim Pharma GmbH&Co Kg

Lessons learned

Underestimated Underestimated

• Deployment and rollout

• Stability and Performance

• Integration with ERP and PI

• Role problematic (Emails: Flexible Approver, person to inform, escalation)

• Organizational structure

• Testing efforts

Needed Needed

• Careful planning and effort estimation

• Extensive support of Business department technically and connectional

• Pragmatic approaches

• KPI analyzes within SAP BPM environment

• Structured testing

Works best Works best

• Usage of BPM framework

• Flexibility via BRM-Rules

• Standardization and rapid development

• Agile Approach

• Full Process Transparency for key users, end users and support

Wipe your windshield with

BPM

Would you drive this car?

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Dr. Torsten Grünewald, Boehringer Ingelheim

Thank you for your attention