1. TDSB – Sales and Distribution
Doug McArthur - Business Specialist Materials Management
Gurjeet Dhaliwal – Sr. SAP Business and System Specialist

2. Agenda 1) Introductions/Purpose 2) Who we are 3) SAP Landscape
4) Distribution Centre
5) Sales and Distribution Implementation
6) Lessons Learned
7) Future Initiatives
8) Questions

3. Who We Are Toronto District School Board (TDSB) 595 Schools
Educate more than 240,000 full-time and 160,000 part-time students
Largest school board in Canada, 4th largest school board in North America
Operating budget of $3 billion

4. SAP Landscape Current Version SAP ERP 6.0 Enhancement Package 7
Leverage CO, FI, FM, IM, MM, SD, PM, PS, RE, AA, CATS, CRM, BW, SM, OM, PA, TIME, PAY, BENEFITS, ESS/MSSTIME, PAY, BENEFITS, ESS/MSSPortal, Mobility, AP automation (Readsoft), SpinifexIT, EPI-USE
Original implementation go live September 1999
TDSB SAP operations committee, representing by the key stakeholders. Business Process Team, HRIS Team, SAP support (ABAP, Basis, Security), BW and CRM
Supporting over 36,000 employees

5. Distribution Centre Located at 7 McCulloch, Etobicoke
24,000 square feet
Provides a wide range of quality products directly related to our school classrooms, caretaking and trades
Operates on a fully cost-recovery basis
Provides standardization of instructional, caretaking and facility supplies while ensuring health and safety requirements are met
Adheres to the Broader Public Procurement Directive (BPS)

6. The Numbers Supports over 4,000 SAP users
Stock over 2,000 items, Shipping to over 2,000 delivery locations
Over 140 vendors with over 150 contracts
25 different commodities
Over 300 external clients
Average inventory value is $1.4 million with a fill rate of 99.7%
On average pick 618,000 lines, 225,000 boxes shipped yearly
Over $9 million of inventory shipped each year
40-60 skids of materials shipped daily
28,000 Internet Catalogue hits each year

7. Sales and Distribution

8. Implementation Project team selection
ASAP Methodology and Solution Manager
Communication of project (engage stakeholders)
Focus groups – what is in the market place
Scoping and mapping of business design
Evaluation of solutions (CRM e-commerce sale, SAP internet sale e- commerce and ABAP standard SAP)

9. Implementation Integration points SD, MM, FM, CO, OM, BW, BP, PM, PS
Resources, Training
Solution Manager
Configuration and testing
Conversion
Extended Project Team
Target go live

10. Structure of Solution
Customer Master leveraging sold to and ship to parties
School Cost Centre structure is defined within a cost centre group, each individual cost centre with in group represents a program or grade
Classification was used within the customer master to capture the cost centre structure
Customers updated nightly from HR OM/BP
Procurement of materials against Work Orders and reported within PM
Conditions applied to each material to generate revenue
Transportation

11. Ordering Process
Teachers, online catalogue (web), or SAP ABAP transaction shopping basket approach
Upload directly into SAP (ABAP front end)
verification sent to creator, which can be forward to the teacher for their records
Commitment created in FM to support availability checking
End user has the ability to create a return request within SAP
Delivery schedule divided into areas

12. Picking of Orders
Sale orders converted to a delivery document based on a published delivery schedule. (Rush service provided)
Predetermined picking layout based on pick locations (sequential structure)
Orders picked at the classroom level and consolidated into complete skid shipments
Bar code scanning of delivery document and labels
Weight calculated on each delivery document

13. Picking of Orders
Stock keeper can adjust the pick value on or before posting the order
In the event of a shortage, a back order report will be automatically generated which will be included with the shipment
Billing occurs at the time of the posting of the delivery document
Automatic creation of skid form is generated for identification of delivery

14. Delivery of Orders
Delivery document included with each classroom order
Summarized shipping document listing of the classroom orders within the shipment
Electronic signatures, punch out to cartage provider for POD and visibility in SAP
Leveraging transportation module within SAP

15. Training Trained more than 4,000 users
Used video training (Captivate tool, maximum one minute) and step- by-step training documentation
Created a SAP folder within the SAP menu to direct the end users to the training materials
Focused on primary audience, support teams
Incorporated SD Training into TDSB staff course selection

16. Reporting
SD transaction VA05 is the key report with customized variants
Cost Centre reporting, expense is controlled at the department and/or program level
BW reports (user and department)
FM availability checking (FM Reporting)

17. Benefits Eliminated more than 30 ABAP programs,
Integrated Current SAP MM modules, MRP, Purchasing, and Inventory Management
Innovative design
Security controls
Reporting
Improved management of Inventory Management
Familiar process for end users
Opportunity for future expansion

18. Lessons Learned
Focus groups were a key point in design to meet the customer needs
Communication to end users and stakeholders ( s, newsletters, customer service updated clients, surveys, Union support to bargaining members)
Selection and involvement of Project Team, empower and communicate project progress (ownership of tasks)
Following SAP ASAP mythology (Testing, testing and more testing)
Strong Project Management Planning to keep on task, minimized scope creep
Define the objectives and scope of the project (Project should meet the needs of the requirements)

19. Lessons Learned
Training of staff, realistic about training goals, focus was placed on supporting groups, help desk, super users, customer service staff, and purchasing staff
Training documentation, video training (no longer than one minute), along with step by step training documentations
Created a SAP folder within the SAP menu to direct the end user to the training materials
Routing software solution, didn’t work, over complicated a somewhat simple requirement
Timing of the implementation was a key point of the training plan (unrealistic to train 4,000+ users),
Contingency (back out plan)

20. Future Initiatives Forecast Planning
Delivery notice and the time staging of the shipments
E-procurement
Expansion integration of web catalogue with SAP
Solution Manager
Implementation of SAP Business Object BI Solutions
Account management (IDM)

21. Questions