Implementing SAP Management of Change
at Colgate-Palmolive
Joseph Jeffs
Abstract
Learn how Colgate Palmolive will leverage SAP
Management of Change as a global system to define,
document, and effectively implement site-wide change
control systems so changes affecting quality, safety,
environment, production, and operations are fully
understood, thoroughly evaluated, formally approved, and
properly implemented. Colgate will share their
implementation experiences working with Management of
Change from customer validation through ramp-up.
Colgate Palmolive will discuss some of the design options
they reviewed in configuring the system and identify some
best practices based on their experience.
Key Points
 Review the types of changes that Colgate will be using:
SAP Management of Change and the business
challenges the software addresses
 Learn about the Change Management Business process
supported by SAP Management of Change
 Learn design tips regarding organization of tasks,
approvals, and security
Agenda
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About Colgate Palmolive
Objective of Management of Change
Benefits and Design
Process Flow
Screen Shots
Design Considerations
Customer Validation/Ramp up Experience
About Colgate Palmolive
$17.1 + Billion in
Sales
Products Sold in 223
Countries &
Territories
Sales by Division
39,000
Colgate People
Hill’s
Greater
Asia/Africa
20%
13%
North
America
18%
Europe/South Latin America
Pacific
29%
20%
ORAL CARE
PERSONAL CARE
HOME CARE
PET NUTRITION
Objective
A global system to define, document, and
effectively implement a site-wide change
control system so changes affecting
quality, safety, environment, production
and operations, are fully understood,
thoroughly evaluated, formally approved,
and properly implemented
Business Goals
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Documentation of Change
Task Follow-up
Document Approval of Change
Support Standardization
Ensure Consistency
Decommission various site specific solutions including:
•Access Databases
•Lotus Databases
•Manual Processes
Focusing on the End User
 Build on out of the box functionality configured in
Customer Validation
 Modify terminology to match CP terms
 Review configuration and custom developments
Key Design Decisions by Business Team
 Criteria to use Change Management
 Type of Change to Document
 Approval Process for Change
How many approval steps
Who approves at each step
 Tasks and their Descriptions
 How to select tasks
Manually
By Change Type
By Question Answer
Types of Change
Document change management for local site for things
like:
Test Method
Process
Facilities / Utilities
Equipment
Computer
Recipe
Material
Regulation
Process Flow
Log Change
Pre-project Approval
Assign Tasks
Pre-Startup tasks
Approval to Startup
Startup Tasks
Project Closure Approval
Close Change
 The requestor enters information
about the change.
Issue
Proposed Resolution
Type of Change
Assigns Coordinator
Object being changed
Process Flow
Log Change
Pre-project Approval
Assign Tasks
Pre-Startup tasks
 The Coordinator assigns key
functional leads to review and
approve the proposal to change.
Approval to Startup
Startup Tasks
Project Closure Approval
Close Change
 Functional leads review and
approve the change
Process Flow
Log Change
Pre-project Approval
Assign Tasks
Pre-Startup tasks
Approval to Startup
Startup Tasks
Project Closure Approval
Close Change
 The functional leads reviews a
checklist of potential tasks.
 The appropriate tasks for this
change are selected and assigned
to a responsible individual.
Process Flow
Log Change
Pre-project Approval
Assign Tasks
Pre-Startup tasks
Approval to Startup
Startup Tasks
Project Closure Approval
Close Change
 A subset of the tasks need to be
completed prior to the Startup of
the change.
 Responsible parties update the
system as they complete each
task.
 Supporting documentation can be
attached to the task or change
request as required.
Process Flow
Log Change
Pre-project Approval
Assign Tasks
Pre-Startup tasks
Approval to Startup
Startup Tasks
Project Closure Approval
Close Change
 Once Pre-Startup tasks are
complete, Functional leads review
the supporting documents and
approve Startup.
Process Flow
Log Change
Pre-project Approval
Assign Tasks
Pre-Startup tasks
Approval to Startup
Startup Tasks
Project Closure Approval
Close Change
 The remainder of the outstanding
tasks need to be completed to
ensure proper execution of the
change.
 Responsible parties update the
system in the same fashion as in
pre-Startup
Process Flow
Log Change
Pre-project Approval
Assign Tasks
Pre-Startup tasks
Approval to Startup
Startup Tasks
Project Closure Approval
Close Change
 The functional leads make a final
review to ensure the change and
its documentation are recorded
properly
Process Flow
Log Change
Pre-project Approval
Assign Tasks
Pre-Startup tasks
Approval to Startup
Startup Tasks
Project Closure Approval
Close Change
 Once the functional leads have
approved the change, the
coordinator can close the change
request.
Change Request - Screen Shots
Change Request - Screen Shots
Change Request - Screen Shots
Change Request - Screen Shots
Questions are asked based on the type of change being requested.
Selecting a question will trigger a task to be created once the request is approved.
Change Request – Screen Shots
Activities
Change requests contain Activities to collect
information and record completion of work
 Questionnaire – Collection of Question Lists.
Has its own section on screen.
 Question List - Collection of Questions. Gives
a title to the questions.
 Questions – Drop down questions or check
box selections to categorize the change
request and drive task creation
 Activity Tree – Section on the screen.
 Structure Node – Grouping like folders and
subfolders of activities.
 Approvals - An activity where the processor
reviews the overall change request and signs
off that it is acceptable
 Tasks – Activities that need to be completed
to execute the change
Change Request
Questionnaire
Question List
Question
Activity Tree
Structure Node
Task or Approval
Activity Templates
 Boiler plate activities which include standard text and
descriptions.
 Assigned a unique identifier
Allows for tracking of tasks across multiple
change Requests
Naming conventions make it easier to keep
track of configuration
Activity Conventions
CPQSU00100Q Have the calibration requirements been defined
for the new equipment?
CPQS00100T Define calibration requirements
Assure the calibration requirements have been defined for
the new equipment. They must be added to the site
master calibration plan.
Naming Code
CP
Q
SU
00100
Q
CP – Change type
Q – Functional Area
SU – Startup Task
00100 – Sequence Number
Q – Question (T-Task)
Activity Conventions
Most questions use a generic CP (Colgate Palmolive)
identifier for the change type since they can be used for
multiple change types.
Change Request types have different questionnaires which
determine which questions are presented.
BRF+ rules come pre-loaded from SAP to create tasks
based on question responses. An Excel table can be
uploaded to configure the relationship between each
question and task.
Approvals
 Approval to move forward can take a number of
approaches
 The Approve Button on the Change request can be
assigned a signature strategy the includes multiple
people
 A separate activity can be created for each approver
that has different security associated with it. A custom
exit blocks the Change request from being approved
until each approval task is approved.
Example: Quality Manager Pre-Project
Approval
Security
 We included a number of security roles for
management of change. Each role applies to a specific
plant where the change request occurs.
Requestor
Coordinator
Each Functional Area Approver
Task Processor
 Security to process tasks is based on the task type, so
specific groups of tasks can be limited to specific users
Extensibility
Technology
Comments
SAP NetWeaver Business Client (NWBC)
Navigation, Personal Object Work List
Business Object Processing Framework
(BOPF)
Enhancement tool for application to add validations
and value assignments
Floor Plan Manager BOPF Integration (FBI)
Ability to configure own screens with some
predefined elements
Business Rules Framework
(BRF Plus)
Rules delivered by SAP to create Tasks in the change
request
Operational Data Providers (ODP)
BI tools to access backend tables directly
New Enhancement Framework for Netweaver
Adds Pre-exit, Post-exit, Overwrite exit to all SAP
Class methods.
The Customer Validation & Ramp up
Experience
 Close relationship with SAP product owners and
developers
Gives them insight into customer use of the
product
Gives us influence into the future designs
 Final Review before general release to customers.
Dedicated developer support
 Expert SAP guidance in implementation
Benefits of SAP Management of Change
 Consistency
Each site works off of a global task list
 Visibility
Central functions can monitor progress
 Resources
Reduce report preparation time
Timely monitoring of task follow-up
 IT Benefit
Leverage existing SAP investment in IT resources and infrastructure for
ongoing support
Joseph Jeffs
Manager
Global Supply Chain
Global Information Technology
191 E Hanover Avenue
Morristown, NJ 007960
Telephone 973-630-1462
E-Mail joseph_jeffs@colpal.com
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System Requirements
SAP Netweaver 7.31 EHP 2 SP 04 or higher
or
SAP ERP EHP 6 SP 05 or higher