Business Blue Print Document

TP-SVC-005-01

Document Name Business Process Document

Document Location Project Repository
Project Name UPMPL
Project ID <Project ID>
Client Name Unitech Property Management Pvt. Ltd.
Prepared By Sameer Vaidya
Prepared On 21/04/2012

Document Version History

Reviewed
Version Document Name Date Author Change Control
By
V1.0 Service Receipt - 21/04/2012 Mr.Sameer Mr.Manish
UPMPL_BPD_MM3E Vaidya Sawant

Document Approvals

Name Responsibility Signature Date

Highbar technologies
25/04/2012
Consultant Mr. Sameer Vaidya
25/04/2012
Project Manager Mr. Manish Sawant

Reviewed By

Unitech Property Management Pvt. Ltd.

Core Team Mr. Ankur Tiwari

Core Team

Process Owner Mr. Sukhbir Singh

Process Owner

Project Manager Mr. Gaurav Balhara

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Table of Contents
1. Executive Summary ................................................................................................ 3
1.1. Background ........................................................................................................ 3
1.2. Business Blueprint Overview......................................................................... 3
2. ORGANIZATION STRUCTURE ................................................................................. 6
3. Master Data .............................................................................................................. 6
4. BUSINESS PROCESS.................................................................................................. 7
5. MODULE INTEGRATION........................................................................................... 8
6. STANDARD INFORMATION SYSTEM ...................................................................... 8
7. DESCRIPTION OF FUNCTIONAL DEFICIT ............................................................. 8
8. DEVELOPMENT CONSIDERATIONS ........................................................................ 9
8.1. Data Conversion Considerations ................................................................... 9
8.2. Interface Considerations ................................................................................ 9
8.3. Reporting Considerations ............................................................................... 9
8.4. Form Considerations ....................................................................................... 9
8.5. Enhancement Considerations...................................................................... 10
9. CHANGE MANAGEMENT ........................................................................................ 10
10. ANNEXURE............................................................................................................ 10
11. CHECKS & VALIDATIONS ................................................................................... 10

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1. Executive Summary

This document is prepared to give a fair idea to core team members, support team
members and process owners of UPMPL about the TO BE processes mapping with
current AS IS processes based on industry and SAP best practices.

1.1. Background

A work order or contract is given to service provider. Work order or contract

contains information like scope of work, quantities & rates, work completion
schedules and other terms and conditions. Based on the work order or contract,
service provider gives bill to the UPMPL. Work executed by service provider will be
verified by a concerned person / Estate Manager. Acceptance is given on the
invoices raised by service providers and then same are forwarded to accounts
department for further verification and payments.

1.2. Business Blueprint Overview

This blueprint document is concerned with the process of Service Entry Sheet
(Vendor’s Work completed Bills etc.) against Service Order that is performed by
service vendor.

Entering and accepting services in external services management is analogous to

goods receipt posting in case of material procurement. The Entering and accepting
Services is with reference to Service/Work orders.

However, it consists of two levels:

1. Entry of services performed

2. Acceptance of Service entry sheet

1.2.1 Entry of Services Performed

The services actually performed (work actually done) by a service provider are
recorded in a Service Entry Sheet with reference to the Work order.

Process flow is as under:

1. Creation of Service Entry sheet

2. Acceptance of Entry sheet

3. Invoice Verification w.r.t Service entry sheet

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While preparing service entry sheet user can/shall mention following details:

 Quantity of Service(s) received (Total Qty which can be acknowledged in WO

line item quantity).

 Changing of Account assignment (different than mentioned in Work Order), this

will cause the expenses to be booked to Changed Cost Object (WBS/ Cost
Centre etc.)

 Period of Service entry sheet: From Date – to Date to which service entry sheet
belongs.

Amendments/Extra Services rendered

Any extra services received from Vendor can be incorporated by amending the
Service Work Order.

Process steps:

1. Service entry sheet should be created for planned services.

2. After amendment of WO already created service entry sheet can be

changed and new services can be added in same service entry sheet.
Or Separate service entry sheet can also be created.

1.2.2 Acceptance of Service Entry Sheet

After services that have been performed and recorded in the service entry sheet,
one or more responsible persons (depending on the system settings) must check
that the work is satisfactory and formally accept the services.

For the approval or acceptance of service entry sheet, Release procedure will be
configured as per the UPMPL policy.

Accounting affects:

 Creation of Service entry sheet : No accounting document created

 Acceptance of Service entry sheet :

Dr. Service expenses

Cr. GR/IR clearing account

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 Invoice verification w.r.t. Service entry sheet

Provision is debited and Vendor liability is booked i.e.

Dr. GR/IR clearing account

Cr. Vendor

Once Service entry sheet is released no changes in the service entry sheet
will be possible.

Process Flow

Creation of
Approval of
Service
Work Order
Entry Sheet

Release of
Service Entry
Sheet

Acceptance of Invoice
SES Verification

Major Improvements /Benefits

1. Single point of information shared across all modules so it’s better to maintain
service master centrally at HO.

2. Service master is at client level so reports can be viewed for different plants.

3. Same work executed by different service providers, with same or different

price at service level across all plants can be compared with variations, if any.

4. Service entry sheet at activity level will give status of completion of activity in
a planned manner and incomplete activities can be measured.

5. Billing and payment can be done based on the completion of activities i.e.
quantities entered in service entry sheet.

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2. ORGANIZATION STRUCTURE

For details, kindly refer organization structure document

 Company Code
 Purchase Organization
 Plant

3. Master Data

 Service Activity Master Data

 G/L Accounts
 Vendor Master Data

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4. BUSINESS PROCESS

Start

As per Authorization
Matrix Work Order Approval

No
Approved
Service Order

If Yes
Booking of Service Entry
Billing Department Sheet as per actual work
Done
No Booking of
Service Entry
Sheet

Acceptance of
Service Entry Service entry sheet
Sheet as Per acceptance
Approval matrix

End

Step Activity Responsibility / Authorization T. Code Remarks

This process
Vendor Bill
should be
against
1 done
Services/Works
manually out
Performed.
side SAP.
Physically Estate Manager/Responsible This process
2 Checking of Person where services are should be
Services done performed done
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against Work manually out

Order and Vendor side SAP.
Invoice for
Service/Work
Performed.
Entering Records Site
against Services Officer/Engineer/Responsible
3 ML81N
done in Service Person where services are
Entry Sheet. performed
Approval of
4 Service Entry As per Authorization ML85
Sheet

5. MODULE INTEGRATION

Finance and Controlling

 Accounting entries when Services are approved.

6. STANDARD INFORMATION SYSTEM

Standard SAP Transaction codes are available as follows:

 MSRV6 – Report for Services.

 ML84- List of service entry sheets

7. DESCRIPTION OF FUNCTIONAL DEFICIT

Recommendation to fulfil functional

Ref Description of Functional Deficits
Deficits

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8. DEVELOPMENT CONSIDERATIONS

8.1. Data Conversion Considerations

Description of Objects / Data to be Data Conversion Reference Document

Ref
converted Method Specification Number
NA

8.2. Interface Considerations

Reference Document
Ref Description of Interface
Specification Number
NA

8.3. Reporting Considerations

Reference Document
Ref # Description of Report Required
Specification Number
NA

8.4. Form Considerations

Reference Document
Ref # Description of Form Required
Specification Number
NA

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8.5. Enhancement Considerations

Reference Document
Ref # Description of Enhancement Required
Specification Number
NA

9. CHANGE MANAGEMENT

NA

10. ANNEXURE

AS IS document reference:

MM3A4- Bills Forwarding Scroll (Bill+MRN+PO)

11. CHECKS & VALIDATIONS

NA

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