SAP Request Management Training Overview Session II - 8-27 2014 v3

Cutover Presentation - March 20, 2014

SAP Request Management (PRCD) Training OverviewAugust 27, 2014

SAP SharePoint Documentation Tools

Agenda

Catalog of Axaltas SharePoint Site links

AD Groups.Whos Who

How to request new access

PRCD / TMS

Growing pains(AD-group & workflow implications)

Delta load delayed due to system wide network outage

Training Overview of the other databases not covered last week

Tip Sheets

Wrap up

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Axalta Coating Systems

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The Portal will give you a link to:1) go directly to the creation of a new Item or 2) go to the site to look at archives, etc.Most Sites go-live next Monday.Sept-1These 3 sites went live Aug-25: > SAP Request Mgmt> TMS> Issues & Gaps


AD groups drive site security (read/create/edit) and Workflow.(FYI: ALL Axalta personnel will have read accessKey Users, RPS, L2, QRB, ERP Leadership all have create/edit)

In this spreadsheet you can find the AD group appropriate for your access needs:

Use FILTERS to find your role in the SAP Processes

(eventually this will be stored in the training documentation) ======= >

To find who is in the AD group, and then look in Outlook/email/address book:

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2

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Sample of Whos Who in Workflow / AD GroupsNOTE: Regional CIOs and others were inserted where Thomas Domin is waiting for who should actually.Just since 8/26we have had updates based on this approach.


Request New Access

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Eventually the Service Desk will have the experience to navigate the spreadsheet from the previous slide and determine your security needs based on questions you answer.

For now, you can help them and speed up your request by using the spreadsheet yourselves and sending an email such as the below:

Identify AD group(s) needed from spreadsheet.

Help Thomas understand why you need access

Identify Thomas as the approver

Request that the work be done Damien. He is familiar with our project and has been great!


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Todays Tour of 3 SharePoint Sites.we believe that in general, once you know these plus last weeks SAP Request Mgmt. training, youll be able to readily understand the others without much explanation.

1.

2.

3.


Technical Objects and related documents

In DuPont Lotus Notes:

Requirements Definition Database (RDDB) contained:

a hierarchy of business process information down to a level 5 business process

a level 1 technical spec (called a Technical Object).

The TO DB included level 2 technical spec ALSO called a Technical Object!

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Technical Objects and related documents

In Axalta SharePoint:

RDDB Archived if you need to maintain business documentation, add that functionality later

TO DB partial maintain list in place (demo)

Store Level 1 & Level 2 Specs TOGETHER going forward

TO Signoffs Archived

TO DB contains no workflow. Workflow is managed in SAP Request Management site.

Assumes an internal process of code reviews

Add workflow later *only if needed* - trying to keep things simple

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Changing a record with a render

Sharepoint Databases where we maintain the list of documents in place but also reference a render of the Lotus Notes document:

TO

R/3 IMG (for configuration documentation)

For these, we will maintain:

the header data that was in Lotus Notes

some general large fields where you can COPY text from the render into the SharePoint fields

a space to attach updated or new .xlxs, .docs, .pptx, etc.

as well as provide a link the rendered Lotus Notes document

WHY not just bring all the fields??? SimplifySimplify:

TO Database in Notes contained over 400 fields !

In some other SharePoint DBs, we do provide many more fields able to be updated...as well as providing the Lotus Notes render for reference. Example:

Batch Job Requests

Work Products / Org Filters

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Maintain header data

Copy / paste TO details from Render and attach files

View render of the whole Lotus Notes TO


R Auto Tech Dev (R Cluster version of TO DB)

Maintaining TOs for R

Existing TOs archived..without any SharePoint fields to update

New TOs can reference archives (similar to Q TO e.g., you can copy from the Lotus Notes render and then paste into a NEW TO.or copy a .xlsx, .docx, .pptx, etc, edit it, save to C-drive, and then attach into a NEW TO)

Decided merging Q and R Technical Objects would be too difficult for now this decision can be reconsider in the future

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Documenting SAP Configuration Changes

If you need to configure something new in SAP:

Document what you are configuring in the R/3 IMG SharePoint DB

However, for any new or changes to Configuration, first start with the SAP Request Management DB as the method for obtaining approvals (via workflow) for the config changes you document in the R/3 IMG SharePoint site.

We also have an archive of the Config DB

Purely an archive.no SharePoint fields available to maintain

..we couldnt really find people who used it hence just an archive is provided.

APO IMG is also archived and may be refreshed in October after final cutover to OMP+

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Batch Job Requests

All Q Batch Jobs migrated into Confirmed in Production list

Will require some cleanup on your part (should be easier than for PRCDs

All Q, R, *other relevant* Batch Jobs Archived to archive list.

Create New Requests

Request changes to existing requests

View in progress change requests from the Active Requests link

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Batch Job Requests Workflow overview

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Testing with Scenarios and Scripts

Business Scenarios site lists scenarios on the left and corresponding scripts on the right

Functionality includes:

Create a new Scenario or Script

Copy a Script

No workflow

Can export datato Excel to showtest status

Archive includes:

Signoffs

Superscripts

Superscenarios

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The first team to run tests using these Scenarios and Scripts should plan to work with a SharePoint resource for training at that time


Security Databases

SARDB

Archive data to SharePoint

Functionality to Security Weaver

Exception is Org Filters Use a SharePoint site for tracking of business approvals for Org Filter changes / additions (functionality not available in Axaltas new Security management tool: Security Weaver)

Work Roles (Q / R) Use a SharePoint site for same purpose as for Org Filters.

Q data is migrated into this list and maintained in place

R data is archived only and new records added through this list.

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Other databases

A new version of this Catalog landing page to be delivered will provide you links to all sites

The rest of the sites function much like those above

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Other relevant training topics Workflow Active Tasks View

Tasks are grouped by assignee so look for your groups or your name

See By My Groups view for groups to which you belong

All Tasks lists all tasks so you can apply filters just another way to slice the information

These are active workflow tasks awaiting action!

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TIP sheets are under developmentonce completed they will be moved into Production and made available on the various SAP sites

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Path Forward

Schedule for SharePoint DB production use

8/22: STOP using Lotus Notes for PRCD/CDR/PCR and TMS (begin SharePoint 8/25)

8/29: STOP using Lotus Notes for all other DSAP or RP1 Lotus Notes Databases (begin SharePoint 9/1)

Continue to close out PRCDs, PCRs, CDRs, Batch Job Requests, etc. by Friday 8/29

Be sure to TALK with your team members globally.

Axaltas new SharePoint system cant do everything for you

Go-Lives on a new system will certainly have some challengesso.

CALL, MEET, TALK with everyone involved now (and really forever).but certainly during these early startup weeks.

We are sure there will be AD entries to update.refer to slide # 4&6 on requesting access

Review this information with your Key-Users or fellow team-members

Follow-up session to focus on Scenarios & Test Scripts

Consider a network of folks to coordinate a weekly Lunch & Learn.come with your questions.

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Support

Helpdesk Support Email ID: [email protected] Toll free Number: +1 (855) 215 7308

Primary

Thomas Domin

Jose Da Camara

Kirsten Jaschinger

Secondary

Thorsten Laese

Shreeram Wagh

Udo Riemer - Project Sponsor

We suggest that as your consult with Site Administrators or Regional Process Specialiststhat you use the Issues and Gap SharePoint DB to record and route your question to.

The output from such a dialog could then be:

Routed for additional TIP Sheets

Routed for creation of new or updated Standards/Procedures or Position Papers

Routed to Service Desk for an enhancement or fix

Etc.


Technical question or enhancement idea

Help Documentation

Regional Process Specialist

Site Administrator**

Help Documentation

Axalta SharePoint documentation?

Call the Service Desk

Business Question

Need Access?

All security requests flow through the Service Desk

Site Administrators approve access requests

For Reference.

SLIDES from 8/20

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Project Summary

Project Rollout Timeline

SAP Request Management Site Overview

Contents / Navigation

Creating a new Request

Workflow managing a request through its lifecycle

End User Documentation

Support

Next Steps


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Agenda

SCOPE / APPROACH:

Scope included all DSAP Lotus Notes databases as well as a handful that supported the R cluster.

Team consisted of European and US Axalta personnel and contractors

Considered many destination options, including Solution Manager and other SAP-Integrated toolsSOLUTION:

Axalta-relevant databases moved to SharePoint

Migrated useful content

Implemented simplified functionality

Many only archived

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Project Summary - Migration


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Project Summary - Lotus Notes SharePoint


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Project Summary - Migration Strategy

Short simple data entry screen

Historical Lotus Notes data provided for editing

Create new/editable documents

Historical Lotus Notes Data is read-only

Create new/editable documents

Only Historical Lotus Notes data is available. All historical data provides a PDF-like image, but with ability to open Excel, PPT, Word docs etc/ and can copy from it


Simplified Functionality Maintain Existing Data

Project Issues / Gap Tracker

Create New / Archive Old

Work Products

Business Process Procedures

Archive Only

Requirements Definition

Design & Config

Technical Objects

SAP R/3 IMG

Batch Job Requests

Work Roles / Org Filters

Bulletin Board

Position Papers / Standards & Procedures

Risks & Controls

APO IMG

SAP Services

Environment Management

Transport Management

Code Migration

Security Access Requests (ex. Org filters)

SAP Request Management

PRDB / PRDB Archive

Central Data Requests

New Plant Requests

Transport Management (R, BW)

Business Scenarios

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Project Summary User Community

Training these top two groups today

Expectation is that you will train your key-users or other tech-support team-mates


~6Site Admins(Delete, maintain pick list values)

~ 50 Regional Process Specialists ~10 L2 Support Team Leads(Create, Edit, Review)

All Axalta authenticated users (READ)

~300SAP Key Users~45 L2 Support Team Members(Create, Edit, Review)

YOU (RPSs, L2 Support) have a critical role

You are our early adopters

Your peers at your sites will look to you for help with their transition

Our assumptions:

You already have some SharePoint knowledge from prior use or training

You are well versed in the Notes databases this system is replacing

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Project Summary Your Role


Migration from Lotus Notes begins this week and finishes by the end of August

SAP Request Management goes live Monday August 25

Everything else goes live September 2

**FYI: Monday, September 1, is a holiday in the US**

On August 27 an overview with this audience of remaining sites

Final migration of related archived data to be completed early September

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Project Rollout Timeline Overview

SAP Request Management SharePoint site is a combination of 3 LN Databases:

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SAP Request Management Site Overview - SAP Requests


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Current = place to create new requests

Archive = Renders from Lotus Notes, complete with xlsx, doc., ppt ..etc.

Ribbon for tools (click box next to item to show ribbon)

A VIEW (listing) of all the documents for the left nav youve selected..VIEWS are sortable & filterable

PRCD/CDR/Plant Request Archive as of ~July 18, 2014. Archive to be refreshed end August.


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3 steps to create a NEW Item (item = new documentin this case a new PRCD, CDR, Plant

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1. Open new Item

2. Fill out form

3. Save & return to list


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Note: for precise workflow process, see documentation to be found on the web site soon


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SAP Request Management Workflow Overview

Identify a need in SAP & Confirm business value

Champion request to completion through QRB review, testing and confirmation

SAP Quality Review Board

Validate business value for change

Ensure change doesnt negatively impact anyone else

Technical Support Team(s)

Understand and implement change, working with requester as needed

Support change movement through SAP landscape to production

SAP Release Manager

Manage process of releasing implemented changes to production

RPS / BPT Members

Indicate that the change is ready for testing via workflow

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Security AD Groups drive workflow

System and BPT drive workflow

Where Workstream leaders have not been defined for system / region, regional CIOs will receive workflow emails


How to start a workflow

What a workflow email looks like

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1. Click on the ellipsis for the item you want to submit for review.

2. Choose Start or the appropriate workflow.

Initiating a Workflow

When you are ready to submit a request for approval.

The system knows what is the next workflow to initiate based on the requests current status, and thus who needs to get the workflow


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Workflow email task example

Any of the To: recipients can approve this workflow task.

Click here to see the item you are reviewing.

Collaborate with other To: team members as necessary and one person click here to approve the task.


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Optionally, click here to review the item and fill out fields needed at this step

Enter comments here before approving or rejecting.

Click here to either confirm the request or return to requester for more information


SharePoint workflow task example


Here are some training topics that we are not covering today, but tip sheets will be available:

Searching

Finding previous versions

Linking to other SharePoint documents

Etc. Will share full list next week

Development of more Training materials is in process now

There will be a link on each site to general tip sheets

And site-specific tip sheets

How to fill out the form

Workflow process (if relevant)

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SAP Request Management Site Overview - End User Documentation

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Support

Helpdesk Support Email ID: [email protected] Toll free Number: +1 (855) 215 7308

Primary

Thomas Domin

Jose Da Camara

Kirsten Jaschinger

Secondary

Thorsten Laese

Shreeram Wagh

Udo Riemer - Project Sponsor


Technical question or enhancement idea

Help Documentation

Regional Process Specialist

Site Administrator**

Help Documentation

Axalta SharePoint documentation?

Call the Service Desk

Business Question

Need Access?

All security requests flow through the Service Desk

Site Administrators approve access requests

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Project team will provide:

Communications to all users about Notes shutdown

Migration and cutover schedule

RPS Network / L2 Support Team Leaders (YOU !) :

Share this presentation with your teams / networks of key users

Provide local training to interested parties

Re-convene next week for an overview of the rest of sites

We expect you to have started using the SAP Request site (only use real data)

And begin Migration / Cleanup Activities.


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Next Steps / Action Items

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Immediately:

Stop putting into Lotus Notes new PRCD, Plant, and Data requests !

Per current process, raise a ticket with the Axalta Service Desk for emergencies

Try to push as many Lotus Notes PRCD, CDR and Plant requests into confirmed status as possible by August 29, following normal processes

The goal is to accomplish a good cleanup by actually finishing as many requests as practical. without pushing through requests that arent really done**

It will be important that the data in Lotus Notes reflect reality when it is captured and archived into SharePoint so please test/confirm what you can, cancel/close any that arent needed (especially some very old ones), but please do not put erroneous status on you Lotus Notes PRCDs.

If you have a new PRCD, CDR or Plant Request, please hold it till Monday August 25

Migration / cleanup activities


Starting Monday August 25:

Put all new PRCDs, data and plant requests into SharePoint

**FYI: All PRCDs, data and plant requests will be archived to SharePoint as of August 29

Any open PRCDs, data and plant requests, that require further work, need to be re-created in SharePoint starting on September 2:

Create a new Request in SharePoint

Reference the archived PRCD, data or plant request via a link

Initiate the workflow. Communicate with participants to approve the steps up to the last Notes status.

Open requests regarding DuPont BW (CRP) and APO (TCP) PRCDs will be managed by sending in a PQR to DuPont, and with on-going dialog between Axalta and DuPont/Accenture personnel.

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Migration / cleanup activities (cont.)


Link to Production Site: http://apps2.axaltacs.net/GLOBAL/SAPREQMGMT/_layouts/15/start.aspx#/

NOTE: Your access may not be fully activated until Monday August 25

PLEASE: NO TESTING! Only enter real requests!

NOTE: Even if you can get into Lotus Notes after 8/29:

Any new or changed PRCDs (or data, plant requests) that you or anyone makes in Notes will never migrate to Axalta SharePoint !!

This applies to:

PRCD, data, plant requests

Any of the other DSAP Lotus Notes databases

(Hencethe need to re-create in SharePoint those that require further work to be done)

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Finally.Migration / cleanup activities (cont.)


AD Groups for

SAP SharePoint Sites

SAP SharePoint AD GroupsAxalta SAP user or L2 SupportSAP SystemRoleBusiness Process or Support TeamAD GroupL2 SupportQSupportSAP L2 GatekeeperSAP_L2_GATEKEEPERL2 SupportQSupportABAPSAP_ABAP_L2_TEAM; SAP_BASIS_and_DB2_L2_TeamL2 SupportQSupportIntegrationSAP_ABAP_L2_TEAM; SAP_BASIS_and_DB2_L2_TeamL2 SupportQSupportBASISSAP_ABAP_L2_TEAM; SAP_BASIS_and_DB2_L2_TeamL2 SupportQSupportDB2SAP_ABAP_L2_TEAM; SAP_BASIS_and_DB2_L2_TeamL2 SupportBWSupportBWSAP_BW_L2_TEAML2 SupportQSupportCTRL-MSAP_Control_M_L2_TeamL2 SupportQSupportFinanceSAP_Finance_and_Controlling_L2_TeamL2 SupportQSupportDAZELSAP_Dazel_L2_TeamL2 SupportQSupportMDMSAP_Master_Data_Management_L2_TeamL2 SupportQSupportMMSAP_Material_Management_L2_TeamL2 SupportQSupportPMSAP_Plant_Maintenance_L2_TeamL2 SupportQSupportPPSAP_Production_Planning_L2_TeamL2 SupportQSupportPSSAP_Project_Systems_L2_TeamL2 SupportQSupportQMSAP_QUALITY_MANAGEMENT_L2_TEAML2 SupportQSupportArchivingSAP_ARCHIVING_L2_TEAML2 SupportQSupportS&DSAP_SALES_AND_DISTRIBUTION_L2_TEAML2 SupportQSupportSecuritySAP_SECURITY_GRC_L2_TeamL2 SupportQSupportWMSAP_WAREHOUSE_MANAGEMENT_L2_TEAML2 SupportRSupportSAP L2 GatekeeperSAP_L2_GATEKEEPERL2 SupportRSupportABAPSAP_ABAP_L2_TEAM; SAP_BASIS_and_DB2_L2_TeamL2 SupportRSupportIntegrationSAP_ABAP_L2_TEAM; SAP_BASIS_and_DB2_L2_TeamL2 SupportRSupportBASISSAP_ABAP_L2_TEAM; SAP_BASIS_and_DB2_L2_TeamL2 SupportRSupportDB2SAP_ABAP_L2_TEAM; SAP_BASIS_and_DB2_L2_TeamL2 SupportRSupportCTRL-MSAP_Control_M_L2_TeamL2 SupportRSupportFinanceSAP_Finance_and_Controlling_L2_TeamL2 SupportRSupportDAZELSAP_Dazel_L2_TeamL2 SupportRSupportMDMSAP_Master_Data_Management_L2_TeamL2 SupportRSupportMMSAP_Material_Management_L2_TeamL2 SupportRSupportPMSAP_Plant_Maintenance_L2_TeamL2 SupportRSupportPPSAP_Production_Planning_L2_TeamL2 SupportRSupportPSSAP_Project_Systems_L2_TeamL2 SupportRSupportQMSAP_QUALITY_MANAGEMENT_L2_TEAML2 SupportRSupportArchivingSAP_ARCHIVING_L2_TEAML2 SupportRSupportS&DSAP_SALES_AND_DISTRIBUTION_L2_TEAML2 SupportRSupportSecuritySAP_SECURITY_GRC_L2_TeamL2 SupportRSupportWMSAP_WAREHOUSE_MANAGEMENT_L2_TEAMAxalta SAPQSAP LeadershipSQRBSAP_SQRB_TEAMAxalta SAPRSAP LeadershipSQRBSAP_SQRB_TEAMAxalta SAPBWSAP LeadershipSQRBSAP_SQRB_TEAMAxalta SAPHRSAP LeadershipSQRBSAP_SQRB_TEAMAxalta SAPGlobalSAP LeadershipSQRBSAP_SQRB_TEAMAxalta SAPGlobalRPSSAP Functional Master DataSAP Functional Master DataAxalta SAPGlobalRPSPTSAP PTAxalta SAPGlobalRPSLabelingSAP LabelingAxalta SAPGlobalRPSTIPS / R&DSAP R_D_TIPS`Axalta SAPGlobalRPSTech SupportSAP Tech SupportAxalta SAPGlobalSAP LeadershipGlobal ERP Systems TeamSAP Global ERP Systems TeamAxalta SAPGlobalRPSTIPSSAP InterfaceSAP_ TIPS InterfacesAxalta SAPRRPSBPSAP R BPAxalta SAPRRPSM&SSAP R M_SAxalta SAPRRPSPSSAP R PSAxalta SAPBWRPSBWSAP BW BI_RAxalta SAPQRPSSecuritySAP Q SecAxalta SAPRRPSSecuritySAP R Sec Axalta SAPQRPSBPSAP Q BPAxalta SAPQRPSDMSAP Q DMAxalta SAPRRPSDMSAP R DMAxalta SAPQRPSFINSAP Q FINAxalta SAPRRPSFINSAP R FINAxalta SAPQRPSM&SSAP Q M_SAxalta SAPQRPSQMSAP Q MFG_QMAxalta SAPRRPSQMSAP R MFG_QMAxalta SAPQRPSPMSAP Q PMAxalta SAPRRPSPMSAP R PMAxalta SAPQRPSPSSAP Q PSAxalta SAPQRPSRTPSAP Q RTPAxalta SAPRRPSRTPSAP R RTPAxalta SAPQRPSWMSAP Q WMAxalta SAPRRPSWMSAP R WM Axalta SAPGlobalRPSArchivingSAP ArchivingAxalta SAPHRPSHRSAP HRAxalta SAPQKey UserALLSAP Q Key UsersAxalta SAPRKey UserALLSAP R Key UsersL2 SupportRSupportTMS RequesterSAP_TMS_REQUESTORAxalta SAPRRPSTMS ApproverSAP_TMS_APPROVERL2 SupportQSupportTMS RequesterSAP_TMS_REQUESTORAxalta SAPQRPSTMS ApproverSAP_TMS_APPROVERAxalta SAPRRPSTMS RequesterSAP_TMS_REQUESTORL2 SupportRSupportTMS ApproverSAP_TMS_APPROVERAxalta SAPQRPSTMS RequesterSAP_TMS_REQUESTORL2 SupportQSupportTMS ApproverSAP_TMS_APPROVER

Group nameSystemMembers

SAP Q SecQKathleen B Mc Queen ; Ronald Kampmann

; Patricia Ye ; Carlos H Velasquez

[email protected]; Luis Felipe Calderon [email protected]

SAP Q BPQPierre Vidts ; David Sondhauss ; Martin Trost

; Carlos H Velasquez ; Luis Felipe Calderon

SAP Q DMQPatrick Stolz ; Angelia Zhou ; Jamie D Johnson


SAP Q FINQThomas Kranz ; Torsten Goebert ; Anthony

Wang [email protected]; Frank X Yuan ; John L Hughes

; Robin L Sedar ; Eric I Garcia

SAP Q M_SQMathias Sph ; Anita A Van Der Burgt ; Conrad

C Michaels ; Jojo Shan ; Vikas Luthra

; Ceri Danheux ; Clayton Beale

; Thomas Ciccariella ; Carlos H Velasquez

; Luis Felipe Calderon

SAP Q MFG_QMQAndreas Wolf ; Yvonne Schellenberg ;

Anthony Wang [email protected]; Frank X Yuan ; Dave A Dickson

; Doug Poole ; Luis Felipe Calderon

SAP Q PMQManfred Ahlborn ; Jrg Aurich-Heck ;

SAP Q PSQJoachim Cramm ; Manfred Ahlborn

SAP Q RTPQMaria Linderoth ; Patricia Ye ; Jacqueline Capers


SAP Q WMQAndreas Lnenschloss ; Simone Grbner

; David D Latorre ; Anthony Wang

[email protected]; Frank X Yuan ; Brian A Anderson


Group nameSystemMembers

SAP R BPRCeri Danheux [email protected]; Clayton Beale ; Thomas Ciccariella

SAP R M_SRLia Shea

SAP R PSRCeri Danheux [email protected]; Clayton Beale ; Thomas Ciccariella

SAP R Sec RKathleen B Mc Queen ;

SAP R DMRJamie D Johnson

SAP R FINRJohn L Hughes ; Robin L Sedar ; Eric I Garcia

SAP R MFG_QMRDave A Dickson

SAP R PMRCeri Danheux [email protected]; Clayton Beale ; Thomas Ciccariella

SAP R RTPRCeri Danheux [email protected]; Clayton Beale ; Thomas Ciccariella

SAP R WM RBrian A Anderson

Documents

SAP Request Management Training Overview Session II - 8-27 2014 v3