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Managing Global and Local Data Elements

Managing Global and Local Data Elements. Gavin Cockayne and Ash Patel, IBM-Consulting Hans Kolbe, Celantra Systems. Global Data Elements – What is the problem ? .

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Managing Global and Local Data Elements

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  1. Managing Global and Local Data Elements Gavin Cockayne and Ash Patel, IBM-Consulting Hans Kolbe, Celantra Systems OAUG Multi-National SIG Group

  2. Global Data Elements – What is the problem ? • Global Instances come at a price. There are numerous data elements which are global in nature and are shared across the instance. This creates challenges for global implementation and support teams: • Global Visibility can lead to confusion through inconsistent and duplicate data • Compliance and Control Issues through unauthorized access across organizations • This is a critical issue for global implementations. It has not been sufficiently addressed in project preparation or functionality. It will not surface, until the project is well underway.

  3. Global Data Elements – General Approach All data elements must be included in the analysis. In most cases, potential issues regarding “Global Data Elements” can be resolved using the following methods: Naming convention - Develop a global naming convention so that users are aware of their elements. Restricted setups - In some cases, restriction to certain setups can avoid issues. Education – Educating ALL parties of the potentials issues they could cause and other could cause them is sufficient. Global Police - A team of functional experts who role is to monitor and control global elements Automation of Data Visibility and Access Control – what tools are available?

  4. Perspectives for Naming Conventions and Data Access Process Definition • Operators: • Find the right customer, vendor, payment term quickly. • Operators in countries and factories, Operators in Shared Service Centers • Analyst: Certainty of data - an apple is an apple • Ease of sorting and extracting: same data element is in the same spot (descriptions – codes) • Application Support: know where to find a problem, quickly resolve user issues • Interfaces and extracts: Banking, CRM Systems, warehouse and inventory systems • Data Migration: Identify data elements that are touch points, Identify missing data elements and defaults, Methods to identify and eliminate duplication, Reconciliation methodology • Compliance: Determine impact of each data element, Assign owner to each data element, Assign process of entry and updates, Assign controls and process to measure compliance

  5. Example Listing of Data Elements

  6. Example of Identification Needed

  7. Examples of Solutions - GL Journal Sources - Sources can be used globally and in most cases seeded sources are used globally, however, if changes are made to one of these sources e.g., requires approval then this change will affect all locations that use this source. Cross Validation rules – Since cross validation rules can be accessed by anyone who has access to setup, it is critical that access is restricted and users are educated in the potential issues this could cause if not taken seriously. Solutions Police all seeded sources and do not allow changes to any seeded source. Use naming conventions to differentiate sources belonging to different entities.

  8. Examples of Solutions – AR, AP, OM AR Payment terms: Since this is functionality drives credit checking, discounts and due dates, it is imperative that this is looked at globally. Solution: Education and Naming convention. Customer headers - Customer headers are Global since some critical info is held at this level this could cause serious problems. For example if you are using “Sales Channel” as a qualifiers in pricing, if this is changed all pricing will be affected. Solution: Custom pll – to associate customer to responsibility and restrict changes to customer setups if it is not your customer. AP Payment terms - Since this drives when you pay your suppliers and discount you take, changes to this could be costly. Solution: Naming convention , education OM Price Lists – Price lists headers are global and if the same items are used in various orgs then the prices for those styles are available to all orgs Solution: Custom pll - to associate pricelist header to responsibility and restrict changes to price lists if it is not your price list. Pricing Modifiers are global - Access to modifiers and qualifiers are global Solution: Functionality - Use Selling Org as first qualifier..

  9. Detail –Customer Naming Convention - 1 -

  10. Detail – Customer Naming Convention - 2 -

  11. Questions - Discussion • Has anyone encountered any other global data elements? • Purchasing/AP tolerances, Order Holds, AP Aging Periods, PO Approval Groups • Customer Headers are now Org stripped!? • Has anyone suggested any other solutions to global data issues? • How much time on your project is dedicated to discussing global elements? Not enough • How do you think Oracle should address global elements? • Not sure yet. Reference Data – like inventory items with Master Org. • What tools exist to help in this process?

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