WebFOCUS User Group Conference September 23 rd 2011 RNA5 Alert Dashboard An Overview

1. WebFOCUS User Group Conference September 23rd 2011 RNA5 Alert Dashboard An Overview

2. What information does our Organization Require from SAP? • Customer Sales Representatives Is the information on my Order complete? Will I make my requested Dates to the Customer? What are my Priority Items to satisfy the customer? Are there delivery or billing blocks? What are they? Has Purchasing submitted PO’s for my Order? Are there any Approvals required? Will a Vendor make my shipping date? Will I bill the customer on Time? Are there export issues on International Orders?

3. What information does our Organization Require from SAP? • Buyers and Planners: Do I have any outstanding Requisitions? Will the Vendor make the ship date? Did the Vendor acknowledge my Purchase Order? Am I ordering a major component that I may not need? Are there any Approvals required? What shipments should I be expecting? Were any planned orders missed?

4. Where does this information come from? • SAP • In SAP, Reports are available to look this information up. The problem is, there are Lots of places to look! • Order Status Report • Forecast Report • Credit Memo Approval Status Report • RFQ Status Report • RMA Approval Status Report • Online Inquiries There is no One Place to quickly see what needs to be done Today!

5. Where does this information come from? • SAP • Here at Siemens Energy we use SAP to: • Create Quotes and Orders • Create Requisitions and Purchase Orders • Deliver and Bill to the Customer • Replenish Inventory • Process Repaired Parts • Approve Credits and Returns We do this using Standard and Custom SAP Transactions and Reports.

6. Our Problem? • SAP Actually, SAP isn’t really a problem. It’s just that there is so much information stored in SAP that sorting through it all is difficult and time consuming. To properly track everything Customer Sales Representatives and Buyers need to know requires dozens of Reports and SAP Transactions. In addition, you have to know to look for certain things. It is difficult to keep track of the ever changing condition of all of the Orders, Credits, Returns, Requisitions, PO’s, etc. Customer Satisfaction can be impacted if we drop the ball!

7. Our Solution? • The Alert Dashboard! OK, Maybe calling it our Solution is a slight exaggeration! The Alert Dashboard may not be a solution to all of our problems, but it is intended to make it easier to keep track of issues that may affect our ability to completely satisfy our customers. The intent is to provide an easy to use WebFOCUS Based System that allows information related to issues we encounter in our day to day activities to be consolidated into a single dashboard.

8. What is the “Alert Dashboard”? • The “Alert Dashboard” is a Reporting Tool designed to give users a quick look at real or potential problems that they we may not be aware of. SAP Dashboard Inquiries Quotes Sales Orders Purchase Requisitions Purchase Orders Planned Orders Approvals Returns Deliveries Billing Reports SAP Extracts Alerts Reports Emails

9. What is an “Alert”? • An “Alert” is a Notification of a situation that warrants attention. • Examples of an Alert: • An Order Due to Ship has a Delivery Block • A Credit Memo Requires an Approval • Alerts are classified as: • Green – Notification Alert • Yellow – Warning Alert • Red – Alert requiring Email Notification • Date Specific - Alerts may go from Green to Yellow to Red depending on how far in the future an Event occurs • Alerts do not necessarily require an action to be taken.

10. How does it work? • Every morning a process runs that pulls data from SAP:

11. How does it work? Extracts are read looking for certain criteria that will create an “Alert”. This involves: • Find an Alert Condition based on predefined Criteria • Example: A Delivery Block has been applied to an Order • Determine an Alert Due Date • Example: Shipment Due Date is the Alert Due Date • An Alert Type must be created based on predefined Criteria • Green – Notification Only • Yellow – Potential Issue • Red – An issue exists and an Email Notification is requested • Example: Due Date is within “x” Days or is Past Due so it should be “Red”. Due Date is more then “x” Days but less than “y” Days so it should be “Yellow”. Due Date is more the “y” Days so it should be “Green”.

12. How does it work? There is not always a Green, Yellow, Red progression on Alerts. Some Alerts may always be Green meaning you are being made aware of a situation and it is a notification only. Some Alerts may always be Yellow notifying you of a potential problem although action may never be required – or even possible. Some Alerts may always be Red because they are always an issue, or simply because you always want an Email Notification of an event. Red Alerts are not Always an Error, they Are Always an Alert for which an Email Notification is requested. Red is NOT always Bad!

13. How does it work? All of the Extracts are read and when Alert Conditions are found, the Due Date is set and the Alerts are saved in FOCUS Databases. The Alerts are assigned to individuals based on the appropriate ID from the extract involved. For Order Related Alerts it would be assigned to the “CSR” that is assigned that Order. For a PO or Requisition it would be assigned to the “Buyer Desk” associated with it. For an MRP Associated extract it would be based on the MRP Controller ID associated with it. There is a Table in WebFOCUS that associates these various IDs with a persons Name, Manager, and Email Address.

14. How does it work? After all the extracts are read and all the Alerts have been created, the Alerts are scanned to group all “Red” Alerts by the Name of the person assigned. This allows All Alerts for All IDs (CSR Name, Buyer Desks, and MRP Controller IDs) for one person to be grouped together and reported on as a complete set of Alerts all available in one place: The Alert Dashboard. Any person that has at least one Red Alert will get an Email listing ALL the Red Alerts assigned to them every morning. Clicking on a Link in this Email will cause the Dashboard to be displayed showing ALL Alerts – Green, Yellow, and Red – assigned to that person. A Calendar shows what is due on what date.

15. How does it work? This is a sample Email

16. Sample Email

17. Sample Email All “Red” Alerts are listed here

18. Sample Email Clicking the link in the email will bring up the dashboard listing only that persons Alerts

19. Alert Dashboard • The Alert Dashboard will Appear:

20. Alert Dashboard • The Alert Dashboard will Appear: Click “Display Alerts” to see All of the Alerts

21. Alert Dashboard Alerts Will Appear Here

22. Alert Dashboard Click on an Alert …

23. Alert Dashboard And a Report will Display for all of the Related Alert Information

24. Alert Dashboard Notice it’s restricted to Just Rob’s Assigned Items

25. Alert Dashboard These Reports also allow you to Drill Down into Other Related Reports

26. Alert Dashboard If you Click on an SD Document Number

27. Alert Dashboard The Sales Order Information Report will Appear …

28. Alert Dashboard Drill Down Reports like this one are Real Time SAP Inquiries

29. Alert Dashboard If you Click on an Alert Button for a specific Day, You will see the Alerts for Just That Day

30. Alert Dashboard If you Click on an Alert Button for a specific Day, You will see the Alerts for Just That Day

31. Alert Dashboard The Calendar is Scrollable by Clicking on the Arrow Buttons on either side of the Month

32. Alert Dashboard In this case, there is 1 Yellow Alert for October

33. Alert Dashboard Clicking “Display Alerts” will reset the Display

34. Alert Dashboard Clicking “Display Alerts” will reset the Display

35. Alert Dashboard Clicking the Heading of the Report Screen will Create an EXCEL Extract of all Alerts Displayed

36. Alert Dashboard Clicking the Heading of the Report Screen will Create an EXCEL Extract of all Alerts Displayed

37. Alert Dashboard Clicking the Heading of the Report Screen will Create an EXCEL Extract of all Alerts Displayed

38. Alert Dashboard Notice there are Multiple Tabs in the Spreadsheet

39. Alert Dashboard Notice there are Multiple Tabs in the Spreadsheet

40. Alert Dashboard Clicking the Alert Summary Shows what all is included in the Spreadsheet

41. Alert Dashboard Clicking the Alert Summary Shows what all is included in the Spreadsheet

42. Alert Dashboard There are also Reports Available

43. Alert Dashboard There are also Reports Available

44. Alert Dashboard You can Select ALL, Or Pick from a Drop Down List

45. Alert Dashboard You can Select ALL, Or Pick a specific Person …

46. Alert Dashboard Or Manager, Or any Combination!

47. Alert Dashboard Here is an example of How to Run the PO Unacknowledged Item Report

48. Alert Dashboard Click “Run Report”

49. Alert Dashboard This is a Sample Report

50. Alert Dashboard All Reports can be Created as EXCEL Spreadsheets as well, Just Click the EXCEL Button, Then “Run Report”