Centralizing Winshuttle at HMH
October 9-11
“Centralizing” Winshuttle at HMH Brandy Perdue, Senior Inventory Analyst Super User Lead Winshuttle Group October 10th, 2011 [email protected]
Agenda • About Houghton Mifflin Harcourt • Situation • Process Review - Implementing User Administration • Best Practices • Going Forward • Q&A
About Houghton Mifflin Harcourt (HMH) • HMH is a leading global education company committed to addressing education's dynamic challenges through individualized content, innovative technology and a holistic approach that inspires achievement and a lifelong love of learning.
SAP at HMH • HMH has been using SAP solutions since 2005 • Current SAP version: 4.7 • Modules – FI/CO, SD, CFM, MM, PP, PS, APO plus other SAP products such as BW and BPC
• Single global instance supporting 1,268 SAP users
About Me • Joined HMH in March 2007’ • SAP- Order 2 Cash – VA01, VA02, MB1A, VL01N, ME51N, ME21N
• Winshuttle User since Jan 2008’ – Winshuttle Transaction – Winshuttle Query (Oct 2011)
• Winshuttle Super User Lead 2010’ • Reporting and Creative Thinking – BW and Crystal Report 2008
6
Centralizing Winshuttle at HMH
SITUATION…
Issues • Data overload… • Synchronizing Templates & Scripts • Managing Users, Authorizations, Licenses Usage Reporting, ROI
Coordinating IT & Business Needs • Requirements validation w. IT Process for enlisting executive sponsorship • Developing and delivering the business case for “centralizing” • Key metrics, justification points
9
Coordinating IT & Business Needs Module
FICO
Values TCODES SAP Records Processed Sum of FTEDays XD02 1,246,934 3,450 Apparel and Footwear 463,911 1,734 Travel and Logistics 355,427 716 Chemicals 158,156 434 Food and Beverages 136,807 316 Industrial Machinery and Components 81,977 129 Medical Devices and Instruments 21,412 52 Engineering, Construction and Operations 11,322 36 Professional Services 4,806 Oil and Gas 4,755 14 Media 4,021 9 Consumer Products 1,551 3 High Tech and Electronics 1,458 6 Public Sector 1,331 1 FBL5N 1,238,391 3,138 FS10 1,213,865 1,770 XK02 437,332 1,662 FD32 420,220 789 ZOTC_ACHIER 298,964 925 FB60 257,435 1,275 AS02 172,910 260 FB09 171,541 240 KS02 170,084 161 Grand Total 5,627,676 13,669
ME11 Create Purchasing Info Record 141 VA02 Change Sales Order 153
ME01 Maintain Source List 87
XK02 Change vendor (centrally) 185 XD02 Change Customer (Centrally) 229
XD99 Customer master mass maintenance 130
Other 221
JP28 Change Media Issue 326
JP27 Create Media Issue 60 MIRO Enter Incoming Invoice 45 MB1B Transfer Posting 30
Centralizing Winshuttle at HMH
PROCESS REVIEW - IMPLEMENTING USER ADMINISTRATION
Design and Implementation • • • • •
Requirement Gathering Process Review Implementation Process Initial Training Iterating Process Improvement • User Acceptance, Feedback
Production Roll-out • Technical and Administrative Support • Training – Ongoing • Change Management • Script & Template Management • Workflow Approval Processes
Usage – Growth • User Productivity • Transaction Scripts & Templates • Accelerated Acceptance • JP28, XD02, VA02…
Platform Expansion • Bringing on New Groups • Identifying Process Improvement Groups and Candidates • Ongoing Value Assessment – Transaction and User ID
Centralizing Winshuttle at HMH
BEST PRACTICES
1
Executive & IT Sponsorship • Who – business and IT leadership • Why – critical for overall user acceptance • How – BVA, demonstrations of capabilities, good requirement gathering
Mentorship Program • What – Super User Support Program • How – Selected key people in various departments w. certain skills to act as Winshuttle experts for users in their areas of focus • Why – Develop and maximize ROI by leveraging in-house expertise in supply, finance and customer service
Communication • Who – Execs, IT, Users and other key stakeholders (Winshuttle for instance!) • What – weekly newsletter for Executives and IT sponsors – Also an internal user communication
• How – Email & SharePoint
Summary – Centralizing Administration at HMH Sponsor
Mentor
Communicate
•Executive Sponsorship is Critical •Implement Super User Mentoring •Ongoing and Overt Communication
Questions & Answers
Thank-you Brandy Perdue, HMH [email protected]
“Centralizing” Winshuttle at HMH Brandy Perdue, Senior Inventory Analyst Super User Lead Winshuttle Group October 10th, 2011 [email protected]
Agenda • About Houghton Mifflin Harcourt • Situation • Process Review - Implementing User Administration • Best Practices • Going Forward • Q&A
About Houghton Mifflin Harcourt (HMH) • HMH is a leading global education company committed to addressing education's dynamic challenges through individualized content, innovative technology and a holistic approach that inspires achievement and a lifelong love of learning.
SAP at HMH • HMH has been using SAP solutions since 2005 • Current SAP version: 4.7 • Modules – FI/CO, SD, CFM, MM, PP, PS, APO plus other SAP products such as BW and BPC
• Single global instance supporting 1,268 SAP users
About Me • Joined HMH in March 2007’ • SAP- Order 2 Cash – VA01, VA02, MB1A, VL01N, ME51N, ME21N
• Winshuttle User since Jan 2008’ – Winshuttle Transaction – Winshuttle Query (Oct 2011)
• Winshuttle Super User Lead 2010’ • Reporting and Creative Thinking – BW and Crystal Report 2008
6
Centralizing Winshuttle at HMH
SITUATION…
Issues • Data overload… • Synchronizing Templates & Scripts • Managing Users, Authorizations, Licenses Usage Reporting, ROI
Coordinating IT & Business Needs • Requirements validation w. IT Process for enlisting executive sponsorship • Developing and delivering the business case for “centralizing” • Key metrics, justification points
9
Coordinating IT & Business Needs Module
FICO
Values TCODES SAP Records Processed Sum of FTEDays XD02 1,246,934 3,450 Apparel and Footwear 463,911 1,734 Travel and Logistics 355,427 716 Chemicals 158,156 434 Food and Beverages 136,807 316 Industrial Machinery and Components 81,977 129 Medical Devices and Instruments 21,412 52 Engineering, Construction and Operations 11,322 36 Professional Services 4,806 Oil and Gas 4,755 14 Media 4,021 9 Consumer Products 1,551 3 High Tech and Electronics 1,458 6 Public Sector 1,331 1 FBL5N 1,238,391 3,138 FS10 1,213,865 1,770 XK02 437,332 1,662 FD32 420,220 789 ZOTC_ACHIER 298,964 925 FB60 257,435 1,275 AS02 172,910 260 FB09 171,541 240 KS02 170,084 161 Grand Total 5,627,676 13,669
ME11 Create Purchasing Info Record 141 VA02 Change Sales Order 153
ME01 Maintain Source List 87
XK02 Change vendor (centrally) 185 XD02 Change Customer (Centrally) 229
XD99 Customer master mass maintenance 130
Other 221
JP28 Change Media Issue 326
JP27 Create Media Issue 60 MIRO Enter Incoming Invoice 45 MB1B Transfer Posting 30
Centralizing Winshuttle at HMH
PROCESS REVIEW - IMPLEMENTING USER ADMINISTRATION
Design and Implementation • • • • •
Requirement Gathering Process Review Implementation Process Initial Training Iterating Process Improvement • User Acceptance, Feedback
Production Roll-out • Technical and Administrative Support • Training – Ongoing • Change Management • Script & Template Management • Workflow Approval Processes
Usage – Growth • User Productivity • Transaction Scripts & Templates • Accelerated Acceptance • JP28, XD02, VA02…
Platform Expansion • Bringing on New Groups • Identifying Process Improvement Groups and Candidates • Ongoing Value Assessment – Transaction and User ID
Centralizing Winshuttle at HMH
BEST PRACTICES
1
Executive & IT Sponsorship • Who – business and IT leadership • Why – critical for overall user acceptance • How – BVA, demonstrations of capabilities, good requirement gathering
Mentorship Program • What – Super User Support Program • How – Selected key people in various departments w. certain skills to act as Winshuttle experts for users in their areas of focus • Why – Develop and maximize ROI by leveraging in-house expertise in supply, finance and customer service
Communication • Who – Execs, IT, Users and other key stakeholders (Winshuttle for instance!) • What – weekly newsletter for Executives and IT sponsors – Also an internal user communication
• How – Email & SharePoint
Summary – Centralizing Administration at HMH Sponsor
Mentor
Communicate
•Executive Sponsorship is Critical •Implement Super User Mentoring •Ongoing and Overt Communication
Questions & Answers
Thank-you Brandy Perdue, HMH [email protected]
