SOWTECHNICAL SUPPORT SERVICES FOR ENTERPRISE RESOURCE PLANNING PROCESSES.pdf

SCOPE OF WORK

TECHNICAL SUPPORT SERVICES FOR ENTERPRISE RESOURCE PLANNING PROCESSES

1. Description of Requirement: We have an ongoing requirement to automate and expand our Enterprise Resource Planning (ERP) business processes in order to support mission goals. We have requirements for extended technical support in order to automate our invoicing, schedule capacity reservation, job creation, deletion and other processes.

2. Project Requirements Overview: The process functionality shall include, but is not limited to the following:

Automating current workflows for shop scheduling, estimating, and invoicing, establish an automated process for deleting jobs prior to incurring costs including order links and invoices. Tech support is defined as offsite technicians as needed to complete the requirements.

3. Concurrent user requirements for the workflow processes:

3.1.0 Simultaneous transactions from a minimum of 35 administrative/office users.

4.0 Required Support Services.

4.1 Tech Support Requirements for workflow process development.

Tech support is defined as all vendor support required for proper creation and utilization of the workflow processes as designed and defined in this document or addendums utilizing the customer’s business model. Initial requirements are listed as follows;

4.1.1 All required tech support for process development in order to Automate Invoicing and Cash Receipts as defined in Addendum A: Automate Invoicing, Cash Receipts, Job Creation and Deletion for Capacity Reservation

Specifically section 6, line 6-a and 6-b, section 7 line a-i-1, section7 line a-i-2, section 7 line c, and section 9 in its entirety lines a through d and all sub sets.

4.1.2 All required tech support for process development in order to - Automate Job Creation and Deletion for schedule Capacity Reservation as defined in Addendum A: Automate Invoicing, Cash Receipts, Job Creation and Deletion for Capacity Reservation

Specifically section 4, lines d through h, including all sub sets, section 5 lines i and line ii, section 6 line c, section 7 line b.

4.1.3 All required tech support for process development in order to - Deleting Jobs Including Order Links and Invoices as defined in Addendum B: Deleting Jobs Including Order Links and Invoices

This document applies in its entirety.

4.1.4 All tech support for additional process development in support of the customer’s business model as defined in additional addendums as required. Addendums to be documented when initiated and will be quoted on a line item basis for cost and delivery.

5.0 Incorporated Documents to this SOW: The following documents are incorporated as a part of this statement of work and require confirmation of compliance or the notation of an exception on a line item basis as to whether products or services meet the specified requirements.

5.0.1 Addendum A- Automate Invoicing, Cash Receipts, Job Creation, Deletion for Capacity Reservation; Description and functionality of process flow modification or creation. (Also referenced under 4.1.1 and 4.1.2 above).

5.0.2 Addendum B- Deleting Jobs Including Order Links and Invoices; Description and functionality of process flow modification or creation to delete jobs prior to starting work. (Also referenced under 4.1.3 above)

5.0.3 Addendum C- Workflow Process Functionality Checklist for Addendum A and B (also referenced under 6.1.1 below)

5.0.4 Addendum documents to be incorporated as added (also referenced under 6.1.1 below)

6.0 Acceptance and Validation of System;

6.1 Acceptance Requirements, Period of Performance and Customer Technical Authority definitions:

6.1.1 Acceptance of overall system shall be on a line item basis as outlined under 5.0.3 and 5.0.4 which shall be reviewed by the customer’s designated Technical Authority representative(s).

6.1.2 Period of Performance:

15 Months ARO

6.1.3 Deliverable Schedule:

2 Modules validated by Functionality Checklist – 3 Months ARO Optional Deliverables to be determined:

Additional Modules validated by Functionality Checklist – 7 Months ARO Additional Modules validated by Functionality Checklist – 11 Months ARO Additional Modules validated by Functionality Checklist – 15 Months ARO

6.1.4 Customer Technical Authority is defined as customer representatives tasked to evaluate technical performance.

Addendum A

Automate Invoicing, Cash Receipts, Job Creation and Deletion for Capacity Reservation

1. A Fund Transaction Table and User Interface will be created to keep track of changes to the values of Funds being distributed or reimbursed

2. Automate the creation of the Customer using the 6 digit WBS root as the Customer ID if it does not exist

3. Automate the creation of the project with the Fund-WBS ID’s if it does not exist

a. Enter the Project utilizing the next system generated project ID sequential number

b. Add a UDF for Fund, WBS, Functional Area, Funded Program Desc, WBS Desc, Procurement, Labor, Travel, Program Year, Fiscal Year, Sum Balance, Used Balance & Available Balance

c. Enter Project Fund and WBS information

d. SAP Budget Information is derived by querying the existing SAP SQL database per screen shot below

i. Received Balance will be calculated by all additions/deductions made via Project

Funding Entry interface per screen shot below (updating Fund Transaction table)

ii. Used Balance will be calculated by all Sales Order Lines that are linked to this project using a BPM

iii. Available Balance will be calculated using the Received Balance minus total Used

Balance using a BPM/Customization

iv. Transfers from one project to another will be made via the Project Funding Transfer interface per the screen shot below (updating Fund Transaction table and project balances)

e. Project Contract Customer will automatically populate with the Customer ID (6 digit WBS root)

f. Use the Project Funding Entry to note changes, reductions and additions

i. In The Actions Menu add a menu for Project Funding Entry to bring up this User

Interface to enter the appropriate data

g. Use the Project Funding Transfer to note changes, reductions and additions

i. In The Actions Menu add a menu for Project Funding Transfer to bring up this User

Interface to enter the appropriate data

** Rules for Transfer

ii. Fund roots can only transfer to Fund roots (SPTX -> SPTX)

iii. WBS roots can only transfer to WBS roots (000278 -> 000278)

4. Create quote

a. Enter appropriate Quote information

b. Need to add four UDF’s for Fund, WBS, Labor WBS and Cost Center

c. Select Project ID – this will link the quote to the project for traceability of what has been quoted whether it was awarded or not

i. The Fund, WBS, Labor WBS will auto populate using a BPM (these are UDF’s added to the Project Line Detail

ii. Enter the Cost Center and Labor WBS if the Labor WBS does not exist. The Labor WBS requires SAP lookup validation when not inherited

1. On the Save the Labor WBS will need to be validated against the SAP table and a prompt will display if the record cannot be found

2. Create a BAQ Search, limited to the customer (first 6 digits of the customer) selected for the project and display WBS – Labor WBS and Fund Balance

d. From the Actions menu select the Create Sales Order and run the Order Job Wizard – Get All Methods and Schedule All should be defaulted to true and Release All should be defaulted to non-selectable if the Available Balance is less than the Quote Line total for Expected Qty

i. This will create the job and hold the machine resources and not allow manufacturing to apply time or materials to it

ii. Create a BPM that will populate the Ship By date with the linked Job due date on both the linked Sales Order line/release and the Quote line

iii. Auto-Populate Job with the Fund, WBS, Labor WBS and Cost Center UDF’s (this will only be populated if the quote line is marked “Won”)

iv. Need to add four UDF’s to Job Entry and Tracker for Fund, WBS, Labor WBS and Cost Center

v. After the creation of the Sales Order Reopen the quote

e. Add a UDF to the Quote Line to mark it “Won”

f. Add a UDF to the Quote Line for Line Create Date – does not need to display on the line

g. Add two UDF’s to the Site Maintenance > Detail > Planning Tab that will specify the number of days to hold a job reservation and a sales order reservation for a quote that has not been “Won” per the “Won” UDF on the quote line

i. Job Schedule Reservation Duration (in business days based on company Production Calendar)

ii. Sales Order Reservation Duration (same as above)

h. Create an automation that will review the quote lines and determine if Today’s date is beyond the Line Create Date plus the Job Reservation Duration (i) and Sales Order Reservation Duration

(ii) and if it is beyond the number of days the quote has not been “Won”

i. In Job Entry - Un-Engineer and Remove from Schedule

ii. Delete the demand link to the Sales Order from the Job – Delete the Job & the Sales

Order

5. Update Information on Sales Order that is needed

i. Add four UDF’s for the Fund, WBS, Labor WBS and Cost Center field to auto-populate from Project ID using a BPM when the Sales Order is created. (This will only be populated if the Quote line is marked as “Won”)

ii. Disable/Remove the functionality from Sales Order Entry to Add Opportunity Quote and Add Quote Line. We will not be allowing the Sales Order to pull Quotes or Quote lines

6. When the Quote line is marked as “Won” an invoice will be automatically created

a. The auto-create process will create/add to an Invoice Group

i. The Invoice Group ID will consist of the first 4 alpha & last 2 numeric characters of the Fund (e.g. Fund SCEX22019D = Group ID SCEX19)

ii. The Invoice will be added to its corresponding Fund based Group

b. The linked Sales Order Line Fund, WBS, Labor WBS and Cost Center will be updated

c. The linked Job, Fund, WBS, Labor and Cost Center will be updated and the job will be released and scheduled

7. In Job Entry when a change in scope requiring an addition or reduction needs to be applied

a. Select Scope Change from the Actions menu and the Scope Change Entry Window will appear to apply the appropriate updates

i. The Fund, WBS, Labor WBS and Cost Center will auto-populate based on the line information

1. In the amount field an addition will create an invoice and a reduction (negative amount) will create a credit memo once the Save button is selected

2. This entry will also update the unit price on the line

3. This entry will also be entered in the Fund Transaction Table identified above in

#1

**the Scope Change Entry will be in both Job Entry and Sales Order Line Entry

b. Un-Engineering the Job to alter the MOM will require a BPM to automatically remove the Job from schedule

c. The linked Sales Order, Quote and Project will be updated with the new cost and the Project Balances will be updated

8. When a transfer needs to be applied select Sales Order Funding XFER from the Actions menu and the Sales Order Funding Transfer Window will appear to apply the appropriate updates. This menu selection shall be hidden, not greyed out, from users with insufficient access rights

a. The Fund, WBS, Labor WBS, Cost Center and Amount will auto-populate based on the line information

i. Fund roots can only transfer to Fund roots (SPTX -> SPTX)

ii. WBS roots can only transfer to WBS roots (000278 -> 000278)

b. A change will create a credit memo for the “From” Project and an invoice for the “To” Project once the Save button is selected

c. A change will update the Quote Line and Job with the new Fund, WBS, Labor WBS and Cost Center once the Save button is selected. The Project Balances will also be updated

9. Invoicing

a. Create an Updateable dashboard that will allow the user to see all unposted invoices in any open groups and select invoices that are determined ready for invoicing

b. Once the user selects the invoices press the process button and the process will move those invoices from the group they are currently in and create a new group for processing

i. The process will create a new Group ID with today’s date

ii. The process will transfer the invoice from its current Group to the new Group created

iii. Delete the group if the group is empty

c. The user will then open the new group, run the edit list, print invoices if necessary, print the Assessment Report, export the Assessment Upload File then post the group

d. Create a process that will automatically apply Cash Receipts to the invoices created in this group.

i. This process will create a group with the default bank information and bring in the invoice lines that need to be processed

ii. Create a Dashboard or widget on Active Homepage to identify Groups that need to be reviewed, run edit list and post

Reporting:

1. Excel Budget Summary Report –

a. We will re-create the existing report (which can be exported to excel) and determine the values based on the Project ID Fund Amount – Invoices that have not been posted and Invoices that are posted that align with the Project and Fund ID’s

b. We will allow for Filters which will need to determined

2. Fund Balance Tool

a. We can create a dashboard for a quick look up that will display the Project Fund-WBS and available funds based on the calculation provided in the first screen shot under 1. Create the Project

3. WBS Funding Report

a. Based on the information showing this may be easily re-created using our Sales Order Data as we will be able to show the Customer, Sales Order, Contact, Order Date, Part Number, $$ and linked quote

4. WBS Time Card

a. Create a summary of time entries from Jobs that linked to the project.

5. WBS XRef Report for specific Fund for a date range

a. This will probably come from both the Sales Orders and Projects for that Fund

i. Sales Order, Customer, Contact, Quote, Order Date, Part Number, Part Description and total payments (both unposted and posted? TBD)

6. WBS XRef By WBS

a. Incorporate a filter in #5 to allow for the entire Fund or just a specific WBS to be reported

7. Assessment Report

8. Assessment Upload File

Addendum B Deleting Jobs Including Order Links and Invoices

Requirements

1. Job Deletion Automation – Applicable only to Jobs with no activity

2. After the user Un-Engineers a job and pushes the Delete button the automated process flow is:

A. Delete the Sales Order to Job Link B. Analyze the Sales Order IF condition

IF the Sales Order is for a single Line/Release Delete the Invoice Delete the Sales order entirely

IF the Sales Order has multiple Line/Releases Delete the related Invoice Delete the related Sales Order Line/Release

C. Delete the Job

Addendum C Workflow Process Functionality Checklist for Addendum A and B

Automate Invoicing and Cash Receipts

When an Invoice is created:

o The Projects available balance is reduced by the Invoice amount o The Invoice is added to its corresponding Fund based Invoice Group

When a Credit Memo is created:

o The Projects available balance is increased by the Credit Memo amount o The Credit Memo is added to its corresponding Fund based Invoice Group

When a Quote line item is “Won” an Invoice is created Line item changes in scope update the Sales Order line unit price , Quote line unit price & the Project balance:

o Funding additions create Invoices o Funding reductions create Credit Memos

Invoicing & Credit Memos:

o Via a dashboard view, sort & filter Groups that need to be reviewed, run edit list and posted o Via an updateable dashboard:

View, sort & filter all unposted Invoices/Credit Memos Select unposted Invoices/Credit Memos for processing Process Invoices/Credit Memos into a new Group ID with today’s date Group is deleted once posted or if empty o On the new Group Run the Edit List Print the Assessment Report Export the Assessment Upload File Post the group o Confirm Cash Receipts are applied to Invoices/Credit Memos processed

Automate Job Creation and Deletion for Capacity Reservation

In the Site Maintenance > Detail > Planning Tab there are user configurable number of days settings for Job Schedule & Sales Order Reservation Duration When a Sales Order & Job are automatically created from a Quote:

o Ship By date(s) propagate to the Quote line, Sales Order line release & linked Job o The Job is scheduled in a released state to reserve capacity if sufficient funding exists & the Quote line item is marked “Won” o The Job is scheduled in an un-released state to reserve capacity if insufficient funding exists & the Quote line item is not marked “Won” o When a Quote line item is marked “Won” Fund, WBS, Labor WBS and Cost Center data propagate to the Sales

Order, linked Job & the Job is released o If the Quote line item is not “Won” by dates calculated from Job Schedule Reservation Duration the Job is un-engineered & removed from schedule to release capacity o If the Quote line item is not “Won” by dates calculated from Sales Order Reservation Duration the Sales Order demand link, Job & Sales Order are deleted & the Quote closed Functionality from Sales Order Entry to Add Opportunity Quote and Add Quote Line is disabled/removed Un-engineering a Job automatically removes it from schedule

Deleting Jobs Including Order Links and Invoices

Delete an un-engineered Job with no activity & validate:

o The related Sales Order to Job Link is deleted o The related Invoice/Credit Memo is deleted o The related Sales Order line Release is deleted o The related Sales Order is deleted if it has only the single line Release