CAPEX Business Process
Responsible
Time Process Flow T-Code Documents / Remarks
Person
Normal BUDGETED
Project Definition
1st - Identify and propose
Project Manager /
2nd Quarter CAPEX list (for PDP)
Proponent
Jan -June
Project Planning - Request for Sourcing (RFS) or Tender Document.
- Conduct PMA (Phase I & II) meeting.
1st - Technical, Commercial and
Project Manager / Financial data gathering
2nd Quarter
Proponent Data Gathering
Jan -June
- Conduct PMA Phase I & II meeting
- Investment Cost Estimation (ICE) based on actual
Project Executive Summary (PES), budgetary or firm offer/s from supplier / contractor
1st - Investment Cost Estimation (ICE) - CVT document must be attached if required
Project Manager /
2nd Quarter and PMA Lite (Phase I & II) - PMA lite not needed for Replacament CAPEX
Proponent
Jan -June
CAPEX Manager Submit Proposed Project and Budget List
Mid-August to
Plant Manager / (3yr plan) PDP to MTP
late Sept
Business Unit Head
Endorse Budget CAPEX List to EXCO and waits
Aug 18* for their Approval
Region
- Sept
No Postpone
Approve
Sept Region / EXCO / Defer
Yes Project Def and WBS level 1 created for Projects
with Cash out / Spending on the first year
CAPEX Admin and Create Project coding Mask / WBS Code and Upload - Project Release is blocked
4th Quarter CJ20N / LSMW - Mass upload & Overall Budget is Uploaded
HEAB Projects in SAP PS.
Prerequisite for Routing and Approval
PES, ICE, RFS, Reallocation Form
CAPEX Manager / Attach supporting documents in Project Definition Level
4th Quarter Project Manager and Creation of Activities (PR) CJ20N
4th Quarter No
Complete
Yes
- CAPEX Admin to route only those with
complete supporting documents attached in
4th Quarter CAPEX Admin Initiates Routing Process ZPS_0007 Project Def level
Cost > Php 5.0 Mio - Budget Controller inputs breakdown of budget in
CJ30 as necessary based on the proposed and based
on what was approved in the PES / ICE
Budget Controller,
4th Quarter Functional Head, Approve in CJ20N
CEO* SAP-PS
Fund Release
Note that Fund Release will not be possible if Project
has not secured or completed Project Approval up to
Approve Fund Release FH / CEO
Jan of Budget in SAP-PS
CFA for all budgeted CAPEX CJ32
year
Project Execution - Project Release enables AUC to be generated
CAPEX Manager /
Enforce Project and Network Release CJ20N
after fund release Maintenance
WBS-all
Manager /
Jan of Budget Procurement,
year Purchasing Process
Boxes in blue require SAP PS
CAPEX Business Process
ngayon lng meron long lead time kasi hindi nakaplan last year
Responsible
Time Process Flow T-Code Documents / Remarks
Person
Normal Long lead time BUDGETED
Project Definition
1st - 1st - Project Manager / Identify and propose
2nd Quarter 2nd Quarter Proponent CAPEX list (for PDP)
Project Planning - Request for Sourcing (RFS) or Tender Document.
- Conduct PMA (Phase I & II) meeting.
Technical, Commercial and
1st - 1st - Project Manager / Financial data gathering
2nd Quarter 2nd Quarter Proponent Data Gathering
- Conduct PMA Phase I & II meeting
- Investment Cost Estimation (ICE) based on actual
Project Executive Summary (PES), budgetary or firm offer/s from supplier / contractor
1st - 1st - Project Manager / Investment Cost Estimation (ICE) - CVT document must be attached if required
2nd Quarter 2nd Quarter Proponent and PMA Lite (Phase I & II) - PMA lite not needed for Replacament CAPEX
Equivalent to Midterm Plan (MTP)
CAPEX Manager Submit Proposed Project and Budget List
Mid-August to
July Plant Manager / (3yr plan) based on PDP
late Sept
Business Unit Head
Project Def and WBS level 1 created for Projects
with Cash out / Spending on the first year
3rd Quarter CAPEX Admin and Create Project coding Mask / WBS Code and Upload - Project Release is blocked
4th Quarter CJ20N - Mass upload & Overall Budget is Uploaded
(July) HSEA Projects in SAP PS.
Prerequisite for Routing and Approval
PES, ICE, RFS, Reallocation Form
CAPEX Manager / Attach supporting documents in Project Definition Level
4th Quarter 3rd Quarter Project Manager and Creation of Activities (PR) CJ20N
4th Quarter 3rd Quarter No
Complete
Yes
- CAPEX Admin to route only those with
complete supporting documents attached in
4th Quarter 3rd Quarter CAPEX Admin Initiates Routing Process ZPS_0007 Project Def level
Cost > Php 5.0 Mio - Budget Controller inputs breakdown of budget in
CJ30 as necessary based on the proposed and based
on what was approved in the PES / ICE
Budget Controller,
4th Quarter 3rd Quarter Functional Head, Approve in CJ20N
CEO* SAP-PS
- T&E to list all projects that have completed approval
process and endorse to Budget Controller cc
Functional Heads, CAPEX Manager / Dept Mgrs
- Approved list will be based only on those projects
Endorse Pre approved Budget CAPEX List to that have completed approval in PS up to FH or CEO
EXCO and waits for their Approval level
- Any project that is not included in this list will be
Aug Aug
considered as UNBUDGETED or any project from the
list that incurs changes in cost will go through Re-
allocation process
No Postpone
Approve
18-Aug 18-Aug EXCO / Defer
Yes
Fund Release
Note that Fund Release will not be possible if Project
has not secured or completed Project Approval up to
Approve Fund Release
FH / CEO
Jan of Budget in SAP-PS
3rd Quarter CFA for all budgeted CAPEX CJ32
year
Project Execution - Project Release enables AUC to be generated
CAPEX Manager /
Enforce Project and Network Release CJ20N
after fund release 4th Quarter Maintenance
WBS-all
Manager /
Jan of Budget
4th Quarter Procurement,
year Purchasing Process
Boxes in blue require SAP PS
CAPEX Business Process
Responsible
Time Per MBantiyan Process Flow T-Code Documents / Remarks
Person
BUDGETED
Project Definition
1st - 1st - Project Manager / Identify and propose
2nd Quarter 2nd Quarter Proponent CAPEX list (for PDP)
Project Planning - Request for Sourcing (RFS) or Tender Document.
- Conduct PMA (Phase I & II) meeting.
Technical, Commercial and
1st - 1st - Project Manager / Financial data gathering
2nd Quarter 2nd Quarter Proponent Data Gathering
- Conduct PMA Phase I & II meeting
- Investment Cost Estimation (ICE) based on actual
Project Executive Summary (PES), budgetary or firm offer/s from supplier / contractor
1st - 1st - Project Manager / Investment Cost Estimation (ICE) - CVT document must be attached if required
2nd Quarter 2nd Quarter Proponent and PMA Lite (Phase I & II) - PMA lite not needed for Replacament CAPEX
CAPEX Manager Submit Proposed Project and Budget List
2nd Quarter Mid-August to
Plant Manager / (2yr plan) based on PDP
(June) late Sept
Business Unit Head
Long lead
time?
Project Def and WBS level 1 created
- Project Release is blocked
CAPEX Admin and Create Project coding Mask / WBS Code and Upload - Mass upload & Overall Budget is Uploaded
3rd Quarter 4th Quarter CJ20N
HSEA Projects in SAP PS.
Prerequisite for Routing and Approval
PES, ICE, RFS, Reallocation Form
CAPEX Manager / Attach supporting documents in Project Definition Level
3rd Quarter 4th Quarter Project Manager and Creation of Activities (PR) CJ20N
3rd Quarter 4th Quarter No
Complete
Yes
- CAPEX Admin to route only those with
complete supporting documents attached in
3rd Quarter 4th Quarter CAPEX Admin Initiates Routing Process ZPS_0007 Project Def level
Cost > Php 5.0 Mio - Budget Controller inputs breakdown of budget in
CJ30 as necessary based on the proposed and based
on what was approved in the PES / ICE
Budget Controller,
3rd Quarter 4th Quarter Functional Head, Approve in CJ20N
CEO* SAP-PS
See Approval Limits for Investments
Pre ordering from Next Year's budget
Secure Pre Approval Proposed CAPEX Project
3rd Quarter 3rd Quarter FH and Budget List ( 2yr plan)
Approve No Postpone
3rd Quarter 3rd Quarter BoD
/ Defer
Yes
- T&E to list all projects that have completed approval
process and endorse to Budget Controller cc
Functional Heads, CAPEX Manager / Dept Mgrs
- Approved list will be based only on those projects
Endorses Pre approved Budget CAPEX List to that have completed approval in PS up to FH or CEO
EXCO and waits for their Approval level
- Any project that is not included in this list will be
Aug Aug
considered as UNBUDGETED or any project from the
list that incurs changes in cost will go through Re-
allocation process
No Postpone
Approve
18-Aug 18-Aug EXCO / Defer
Yes
Fund Release
Note that Fund Release will not be possible if Project
has not secured or completed Project Approval up to
Approve Fund Release FH / CEO
After 18 in SAP-PS
After 18 Aug CFA for all budgeted CAPEX CJ32
Aug
Project Execution - Project Release enables AUC to be generated
CAPEX Manager /
Enforce Project and Network Release CJ20N
4th Quarter 4th Quarter Maintenance
WBS-all
Manager /
4th Quarter Procurement,
Purchasing Process
Boxes in blue require SAP PS
