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Department of FinanceOffice of the Mississippi Manage
Workshop Presentation –
Pool V
01/05/2
1/9/2012
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1. Workshop Ground Rules
2. Workshop Guiding Principles
3. Workshop Objectives
4. Workshop Agenda in Detail5. Workshop Roles
6. Workshop Content
7. Workshop Wrap-up
1/9/2012
AGENDA
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1/9/2012
• All participants should be familiar with the requirementtopics to be covered;
• The workshop scribe is responsible for documenting the
issues and
follow
up
questions;
• The workshop facilitators are responsible for keeping thcentered on the topic being discussed. If an issue is dethat cannot be resolved during the workshop, the facilitnote the issue for future resolution and enter it into theoutput document; and
• Parking of discussion item if the required knowledge is room.
Workshop Ground Rule
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Workshop Guiding Princi
1/9/2012
Workshop Participant
– Demonstrate how requirements are met
using Standard SAP functionality
– Utilize
standard
SAP
functionality
(80/20
rule)
– Avoid the “what won’t work” mindset
– Be attentive and ope
– Explore questions an
– Encourage input
from
– Refrain from absolut
– Focus on current issu
– Avoid “war stories”
– Manage cell
phone,
interruptions
– Keep the conversatio
Essential to dos:• Review Business Process Model
• Update/Create process Flow
Diagrams
• WS Output
Documents
• Identify RICEFW Objects
• Document process
changes/implications
• Solution Manager:
•Create Business Blueprint
documents
• Identify Issues and Risks
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Workshop Objectives
1/9/2012
M6 Notification
Pool Creation & Editing
Reservation Process
Issuing Process
Return Process
Financial Process – TBD?
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Workshop Agenda
1/9/2012
Date
Topics
Deliverables
Team Logistics – Fleet Management
[01/05/2012
Pool Vehicle Request
Pool Vehicle
Assignment
Pool Vehicle Reserved
Pool Vehicle Issued
Pool Vehicle Returned
Financial Process – TBD?
Workshop Minutes
Parking Lot
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Blueprint Workshop - Ro
1/9/2012
SAP Facilitator Terry Heinze
Customer Facilitator Logan Litchliter
Sharetha Batts
Scribe Jon Sanford
OCM Dorothy Preston
A successful workshop is the result of interaction and participation!
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Business Area, Fund, Functional
11/03/2011
Fund
The Fund has the same meaning as the SAAS Fund
New fund numbers will be assigned by funding source
The field is 10 digits and the appropriation number will be
Functional Area
The Functional Area may be used for program budgetin
The field length is a maximum of 16 digits
Business Area
The Business Area will be used for the Agency Numbe
The field is 4 digits and new numbers will be assigned
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General Ledger Account, Cost C
11/03/2011
General Ledger Account
General Ledger (G/L) accounts will include Assets, Liabilities, Fund
Revenue and Expenditure
The field is 8 digits and the Major Object Code will be built into the n
Cost Center
The Cost Center represents a division or area within an agency for rec
reporting budgets, revenues and expenditures
The field is 10 digits and may be set up as Agency/Bureau/Location/Agency D
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Project & WBS Element, Internal O
11/03/2011
Projects
Projects are made up of Work Breakdown Structure (WBS) Elements- 24
Funded Program – Could be used to control budget at the project or WBS
WBS Elements will be used for:
Capital Projects
ITS Services
MDOT Projects
State Aid Road Maintenance
Internal Order
A flexible cost collector that can be defined by the agency to meet a variet
10 digits
Internal Orders may be used for:
• Internal Services
• Events
• Activities
• Locations
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1/9/2012
State of Mississippi MAGIC Pro
Fleet Management
[content]
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1/9/2012
SAP Glossary
Equipment records – Vehicle (cars, pick‐up trucks
into a functional location.
Pool – Grouping of vehicles in a Functional Locatio
M6 Notification
(Pool
Request)
– Creates
the
initia vehicle.
Pool Asset Management (PAM) – Graphical tool u
manage vehicles in a pool. Has the ability to:
CREATE (YELLOW) a demand for a vehicle (dat
characteristics,
etc). Actual vehicle not determined at this time
ASSIGN (YELLOW) demand to a specific vehicl
Select by availability and preference.
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1/9/2012
SAP Glossary
RESERVE ( RED) vehicle.
Requestor receives SAP express mail.
ISSUE (GREEN) vehicle.
Mileage
recorded RETURN (BLUE) vehicle.
Mileage recorded
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Contents
1/9/2012
Process
Technical informati
Integration
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Requesting Vehicle
1/9/2012
1. Creation of requirement
2.
3. Reser
confir
4. Vehicle issue
+
5. Vehicle return
+
6. Cost allocation
Vehicle usage costs are calculated and allocated
to the account assignment object. TBD!
Requester receiv
Vehicle is returned.
Mileage and time of return
are entered.
Mileage and time
of issue are entered.
Vehicle is issued.
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Entry of Requirement
1/9/2012
• Features:
• Users enter vehicle requirement on a user‐friendly interface
into the system .
• They specify the time and duration of the trip and have the
vehicle class and desired equipment.
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Online Entry of Requiremen
1/9/2012
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Booking Overview
1/9/2012
• Features:
• In the
overview
of
bookings,
Requestors
can
display
all
ve
they have made.
• These are listed in Vehicle Requests.
• The
vehicle
requirement
history
can
also
be
displayed.
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Booking Overview (ERP)
1/9/2012
This example shows a possible
layout in the ERP environment
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Assigning Vehicle
1/9/2012
1. Creation of requirement
2.
3. Reserv
confirm
4. Vehicle issue
+
5. Vehicle return
+
6. Cost allocation
Vehicle usage costs are calculated and allocated
to the account assignment object. TBD!
Rr
Fr
Requester receive
Vehicle is returned.
Mileage and time of return
are entered.
Mileage and time
of issue are entered.
Vehicle is issued.
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Vehicle Planning – Requirement Sch
1/9/2012
• Features:
• The pool is represented as an OrgUnit (an Agency) in the
• Planning board
for
vehicle
requirement
scheduling.
• Vehicle requirements are dragged and dropped to the po
• An overall display gives a clear overview of the vehicle po
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1/9/2012
Vehicle Planning – Requirements Sc
Schedule by
drag & drop
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Process Overview of Vehicle Fleet Ma
1/9/2012
1. Creation of requirement
2.
3. Reser
confir
4. Vehicle issue
+
5. Vehicle return
+
6. Cost allocation
Vehicle usage costs are calculated and allocated
to the account assignment object. TBD!
Requester receiv
Vehicle is returned.
Mileage and time of return
are entered.
Mileage and time
of issue are entered.
Vehicle is issued.
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Confirmation of Booking
1/9/2012
• Features:
• Vehicle requestors utilize M6 Notification – Pooled Asset
post vehicle requests in SAP.
• The Individual requesting a vehicle automatically receives
the vehicle requirement has been scheduled by the Fleet
Manager/Custodian.
• The vehicle requirement is given the status ‘RESERVED’.
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Confirmation of Booking
1/9/2012
Double‐click
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Vehicle Handling
1/9/2012
1. Creation of requirement
2.
3. Reser
confir
4. Vehicle issue
+
5. Vehicle return
+
6. Cost allocation
Vehicle usage costs are calculated and allocated
to the account assignment object. TBD!
Requester receiv
Vehicle is returned.
Mileage and time of return
are entered.
Mileage and time
of issue are entered.
Vehicle is issued.
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Vehicle Issue
1/9/2012
• Features:
• The issue
time
and
mileage
is
entered.
• A checklist can be created when the vehicle is collected (p
feature).
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Vehicle Issue
1/9/2012
Change
to “coll
If requi
Enter t•Milea• Time
Double‐click
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Vehicle Handling
1/9/2012
1. Creation of requirement
2.
3. Reser
confir
4. Vehicle issue
+
5. Vehicle return
+
6. Cost allocation
Vehicle usage costs are calculated and allocated
to the account assignment object. TBD!
Requester receiv
Vehicle is returned.
Mileage and time of return
are entered.
Mileage and time
of issue are entered.
Vehicle is issued.
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Vehicle Return
1/9/2012
• Features:
• Time of vehicle return and mileage are entered in the syste
as the basis for cost allocation. TBD?
• Checklist is
handed
in
when
the
vehicle
is
returned,
comple
signature.
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Vehicle Return
1/9/2012
Change n
“returned
Update di
equipmen
Double‐click
Enter th•Mileag• Time o
Double‐click
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Allocating Costs – TBD!
1/9/2012
1. Creation of requirement
2.
3. Reserv
confirm
4. Vehicle issue
+
5. Vehicle return
+
6. Cost allocation
Vehicle usage costs are calculated and allocated
to
the
account
assignment
object.
TBD!
r
Fr
Requester receiv
Vehicle is returned.Mileage and time of return
are entered.
Mileage and time
of issue are entered.
Vehicle is issued.
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Cost Allocation – TBD
1/9/2012
• Features:
• Cost allocation is based on the difference between collect
time and the mileage.
• Different charge rates can be assigned to different vehicle
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Cost Allocation – TBD!
1/9/2012
Cost al
Notific
data is
Double‐click
Double‐click
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Integration
1/9/2012
• Mapping of vehicles:
• Car pools are mapped as organizational unit.
• Vehicles are mapped as equipment.
• Mileage are entered as a measurement document for th
• Vehicle
request:• The vehicle request is mapped as a notification.
• The vehicle requester’s details are taken from user data a
• It is possible to choose vehicle category and desired equi
• Status tracking.
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Main Benefits
1/9/2012
• Fully integrates into SAP environment:
• No interfaces required with controlling, accounting, o
maintenance.
• User-friendly.
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Pool Asset Managemen
1/9/2012
Pool
Vehicle Is
Required
Create Pool
Vehicle
Request
Cancel Pool
Vehicle
Request
Assign
Request To
Schedule
Cancel
Scheduli
Demand
Financial Process??
•YES…Deletes Vehicle
Demand•NO…Continue
Processing Request
•YES…Dele
On Plannin
•NO…Cont
Processing
•Mileage recorded
Cancel
Reservation CloseNotifica
Requested
Vehicle
Issued
Pool Vehicle
Returned
•YES…SAP Express
Mail to Requestor
•NO…Continue
Processing Request
•M6 Notification
•Vehicle Type
•Date &
Time
•Scheduled To
Demand
•Vehicle Availability
& Preference
•Phone
•Walk‐up
•Mileage recorded •Financial Impact??
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Workshop Objectives
1/9/2012
M6 Notification
Pool Creation & Editing
Reservation Process
Issuing Process
Return Process
Financial Process
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Let’s verify that we are on the same pa¾Clarify any Strange Jargon
¾Validate Parking Lot Items
¾Record Key Decisions
Wrap-up
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Questions
1/9/2012
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1/9/2012
+’s
What worked well today?
• ∆’s
What can
we
improve
for
future
meetings
and
pr
Plus/Delta
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Thank you!
1/9/2012
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MAGIC Project
WORKSHOP MINUTES/OUTPUT DOCUMENT
PROJECT IDENTIFICATION
Project Name CPI/Project Number Project Type(CBI, Implementation, CSS, Upgrade, Internal, other)
MAGIC Implementation
Customer Name Customer Number Planned Start/Finish
State of Mississippi 600260
SAP Customer Partner Project Sponsor Program Manager
SAP Project Director Customer Project Director Partner Project Manager
Bill Bevil Becky Thompson
GENERAL INFORMATION
Workshop Title PRO-40 Fleet Management – Pool Vehicles
Workshop Facilitators Terry Heinze, Logan Litchliter, Sharetha Batts
Scribe J on Sanford, J ack Ladhur
ATTENDEES
Name (including Role/Organization)
Logan Litchliter (DFA/MMRS) Retha Gregory (MDOT) Preston Ware (MSH)
Sharetha Batts (DFA/MMRS) J ulie Ethridge (MDOT) Bettye Rimmer (DFA/MMRS)
J ackie Robinson (EMSH) Leah Chittom (DFA/MMRS) Aaron Stein (SAP)
Lena Patterson (EMSH) Tammy Rankin (DFA/MMRS)
Terrence J ones (DFA/MMRS) Kenya Gardner (MDE)
J ack Ladhur (STA Consulting) Michael Swofford (MDE)
Brenda Benson (DFA/MMRS) Kelvin McClee (MDWFP)
Shelley Walker (DFA/MMRS) J on Sanford (SAP)
Mark Hayden (MDOT) Mark Taylor (MDOT)
Darren Crotchett (MDOT) Marilyn Cox (ITS)
Susan Thames (MDOT) Yolanda Tillman (DFA/MMRS)
Steve Tucker (MDOT) Kenneth Dixon (MSH)
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KEY DECISIONS ANSWERED REFERENCE DOCUMENTS
FOR DETAILS REFER TO THE FOLLOWINGKEY DECISION DOCUMENT
Require Odometer reading
Require financial billing functionality for the Feds (MDOT)
Use Work Center’s to capture rate per mile, per class off vehicle
State Hospital requires LSMW for Mileage, Fuel Consumption and Cost
ID GAPS IDENTIFIED OWNER DUE DATE
0102
03
04
05
ID ACTION/PARKING LOT ITEM OWNER DUE DATE
01 AI – Determine if the Asset#can be used on PAM Planning Board Terry Heinze 1/12/2012
02 AI – Mileage Report for Specific Date Range(s) Terry Heinze 1/12/2012
03 AI – Verify the system can allow for going back to correct an odometerreading (reading entered is less than last reading)
Terry Heinze 1/12/2012
04 AI – On the M6 notification, a one-step approval to the supervisor maybe needed
Terry Heinze 1/12/2012
05 AI – When billing back usage of the vehicles for the Feds (MDOT),
Daily Rates are associated with vehicles classesI. Need to check if this is feasible as we may not want to turn it on
Terry Heinze 1/12/2012
06 AI – May potentially add M6 Notification (Vehicle Request) to the portaltransaction (ESS)
Terry Heinze 1/12/2012
07 AI - Odometer readings need to be captured on return of a vehicle –Need to ensure that this is a measuring document on all of the fleetvehicles
Terry Heinze 1/12/2012
08 AI - OPTFM Meeting Request
I. Discuss Mapping VIN Intelligence to SAP
II. Discuss Characteristics
Terry Heinze 1/12/2012
09
10
2
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ID ORG CHANGE MANAGEMENT (OCM) IMPACT IDENTIFIED CROSS TEAM IMPACT
01 SOM current system(s) are driven by Asset#, since SAP is not drivenby Asset#- this could potentially be a large impact to the Pool Vehicle
process
02
03
04
05
ID MISC NOTES
01 MDOT currently uses TPS (internal system to manage pool vehicles)
02 SOM tracks pool vehicles by asset number (not License PL#) 11 characters(first 3 are agency#)03 MDOT – has need to assign mileage to a project (Federal Billing)
04 MDOT – Federal Billing=Rental Rate x Mileage, not limited to Pool Vehicles – Dummy Work Center’s can be
used to accommodate that functionality
05 MDOT – has multiple activity rates – not just a flat rates