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SIS @ LH - Project Setup

SIS @ LH - Project Setup. Michael Uebber Director Global Financial Clearing, Closings & Group Functions. ICH UG KUL, 22.10.2010. SIS @ LH – focus of this presentation. How did we set up our project to cover all involved business areas?

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SIS @ LH - Project Setup

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  1. SIS @ LH - Project Setup Michael Uebber Director Global Financial Clearing, Closings & Group Functions ICH UG KUL, 22.10.2010

  2. SIS @ LH – focus of this presentation • How did we set up our project to cover all involved business areas? • What were the essential questions that needed an answer? • How many process design needs to be done before we can start developing? • What is still unclear from our perspective? SIS @ LH - Project Setup ICH UG KUL, 22.10.2010

  3. SIS project is part of several e-Invoicing initiatives eInvoicing Overall initiative One overall initiative to coordinate and streamline all e-Invoicing activities, exchange of experiences eInvoicing External suppliers eBilling LH-internal e-Invoicing LIBERO technical basis eInv/eBill Airl SIS SIS @ LH SIS project @ LH coordinates all SIS activities for relevant Group Companies and all Billing Categories eInv/eBill Airl M, U ICH Settlement Clearing, AP, AR SIS Rev. Acc. P SIS @ LH - Project Setup ICH UG KUL, 22.10.2010

  4. LH‘s approach, 1st step - how do the processes work today? First we got an overview of all today’s processes that are part of the „airline accounting“, divided into Accounts Payable and Accounts Receivable… SIS @ LH - Project Setup ICH UG KUL, 22.10.2010

  5. LH‘s approach, 1st step - how do the processes work today? Accounts Receivable Accounts Payable …and then got a close look at both processes, including posting on GL accounts, posting on AP and AR accounts, transmission to ICH, preparation of invoices etc. SIS @ LH - Project Setup ICH UG KUL, 22.10.2010

  6. LH‘s approach, 2nd step – what do we need to change for SIS? We tried to paint the „big picture“ for each AP and AR of what the future process could look like, assigned the processes to the sub-project teams and each team worked on the following questions to define the new process: SIS @ LH - Project Setup ICH UG KUL, 22.10.2010

  7. LH’s approach – Questions Accounts Receivable I SIS @ LH - Project Setup ICH UG KUL, 22.10.2010 • Who will be authorized to send data to SIS and who enters the postings on the accounts? Different solutions for different billing categories possible? • All decentralized processes seemed to be a problem (access rights, posting on accounts, archiving of legal documents) • When do we enter the postings on our accounts? Before or after the invoice was generated within SIS? • How do we cope with dual processes during migration phase?

  8. LH’s approach – Questions Accounts Receivable II SIS @ LH - Project Setup ICH UG KUL, 22.10.2010 • How can we produce the xml-files? Is the system capable and can the system manage supporting documents? • What needs to be changed within data flow (e.g. no F12 anymore)? • How can we guarantee for unique invoice numbers considering all involved LH group companies? • How can we organize the obligation to send paper copies for 3 months after implementation (need to print all invoices that are produced by SIS)?

  9. LH’s approach – Questions Accounts Payable SIS @ LH - Project Setup ICH UG KUL, 22.10.2010 • How do we distribute incoming invoices to the respective departments / group companies? – there is no reliable criterion for us • How can we transfer maximum information from the IS-xml automatically into our internal approval and posting system? • How do we cope with dual processes during migration phase? • How can we archive all documents (legally compliant)? • Are all invoices compliant with German legislation, especially German Tax Law?

  10. LH’s approach – General Questions SIS @ LH - Project Setup ICH UG KUL, 22.10.2010 • How can group companies participate? • Who needs which instruments (Dashboard, User Administration, Member Profile) along the process, who owns the „master rights“? • Error handling during the whole process • What internal controls do we need on the SIS system (e.g. do we receive all outgoing invoices or do we miss some?) • How can we manage to use the „IATA IS XML Invoice Standard“ for all eInvoices from/to LH?

  11. LH’s approach – Conclusion SIS @ LH - Project Setup ICH UG KUL, 22.10.2010 • 1st step: analyze the WHOLE process as it is today • 2nd step: develop a new SIS process • 3rd step: determine the necessary process changes • 4th step: develop, change or purchase system • Throughout the whole process: get familiar with the eInvoicing regulations in your country • Most important: Design the internal process before start thinking about IT-system design!

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