ORG01: MAINTAIN EMPLOYEE MASTER DATA

PROCESS FLOW PROCEDURE RESPONSIBLE

Start

Enroll New Enroll New employee to

Employee In FR URC
FR Device
Device

Update the New

Employee Tagging in
Update the Tagging if Organic or TPM
URC & IDS
U-Time

U-time – Collection Auto Collection Punches in URC Staging

of Punches
IDS
Server

Display Punches in Inform the IDS If have a missing URC & IDS
Punchviewer Punches.

Manual Extraction Missing IDS

End Manually Collecting and Pushing
of Logs Punches?

Insert Logs to
Punchviewer IDS

Punches Confirmation if
Display Punches in URC
Punches are shown Already
Punchviewer
in Punchviewer

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM02: SERVICE MASTER DATA INTERFACE

Start

TPM06:
SERVICE
MASTER
MAINTENANCE

iDoc data will be created to SAP PI. Interface 1 hour

iDoc Data - Activity Number
- Service Short Text

SAP PI

Webservice will run every time

Interface
Webservice there are changes or additional on
(XML) the Service Master in SAP

TPMS will automatically update the

TPM Central Service Master Table everytime
(SONEDCO) there is a changes on the Service Interface
Master Data
- Service Number/Activity Number
- Description

TPM Plants
(URSUMCO, TPM Central will publish/replicate
TOLONG, PASSI,
DISTILLERY, the updated Services Master to TPM Interface
CARSUMCO, Plants
BALAYAN and HEAD
OFFICE)

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM03: PO DETAILS INTERFACE

Start

RFC Call Request:

TPMS will request to SAP ECC to
provide quantity using SO/PO Interface 1 hour
TPMS (Billing)
number

RFC Call Response:

SAP PI will response by showing the
RFC Call quantity and rate from SAP ECC.
RFC Call
Request Response

SAP PI will run the RFC Call request

SAP PI Interface
and RFC Call Response

Webservice Webservice
Request Response
Webservice will run request/
Interface
(XML) (XML) response using XML file to SAP ECC

RFC Call Reponse:

Web Service response will run the Interface
SAP ECC
XML file with SO and quantity from
SAP ECC

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM04: SERVICE ENTRY SHEET INTERFACE

Start

TPM Plants
(URSUMCO,
Other Plant will connect to TPM
TOLONG, PASSI, Third Party 1 hours
DISTILLERY, Central to process their request
CARSUMCO,
BALAYAN and HEAD
OFFICE)

TPM Central will process Other

TPM Central
(SONEDCO) plants request to SAP ECC
Interface

TPMS System will generate XML file

Webservice Note: No error defined on the qty,

(XML)
rate validation

SAP PI will generate iDoc Data to Interface

SAP PI create SES to SAP

iDoc Data

SAP SES will automatically

SAP ECC generated.

Email notification will be sent to

Send Email TPM representative for the SES
Notification number created in SAP

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM05: BUDGET PREPARATION

Start

Create IO
number COG will creates an Internal Order series
COG 72 hours
series Template. Without amount.
template

Upload the IO Upload the IO Template to SAP using

COG
Template to SAP ZT_U_INTORD

Create IO COG will create IO budget template with

budget COG
amount
template

Upload the IO Upload the IO Template to SAP using

COG
Budget Template ZT_U_BUDGET

Send
email COG will send the IO with budget to
COG
notificati TPM Manager thru email
on

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM06: SERVICE MASTER MAINTENANCE

Start

COG will create/update service master

number series template to be uploaded COG 48 hours
Create/Update
to SAP
Service Master
number series
template

Upload the Service Master Template to

TPM02: SAP using ZMMSERVMASS COG
Upload the Service
SERVICE
Master Template to
MASTER DATA Service Master Data Interface will run
SAP
INTERFACE automatically once there is an update Interface
on the Service Master

Create/Update COG will create Service Master with rate

Service master COG
template with amount to be uploaded to SAP
with rate
template

Upload the Service

Upload the Service Master Template to
COG
Master with rate SAP using ZMM_SERVPRICE
Template

Send
email COG will send the updated/new service
notificati
COG
master to TPM Manager thru email
on

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM07: SERVICE ORDER CREATION IN SAP ECC

Start

Create Service Order in SAP once they

Create PO (Service received the approved IO using ME21N
Order) 1 BU Department 48 hours
<ME21N>
Note: One line item per position

Approve Purchase Change/Cancel PO in BU Department Head

Approve Purchase Order (SO) in SAP
Order (SO) SAP and Operations
<ME29N> <ME22N> Manager

No

Approved PO?
Budget
If yes, BU Department will submit/send
PO Approved? No via email the reference SO number to
Exceeded?
TPM Provider and Plant HRD as
reference to Billing Processing BU Department

Yes Yes If No, check if budget exceeded:

If no, proceed to change/Cancel PO
Submit/Send
TPM11: in SAP
the Sales Order SERVICE If yes, request for contingency
number to TPM ORDER –
Provider
CONTINGENCY
budget then change the PO to add
Service
Order BUDGET new IO.

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM08: TIMEKEEPING PROCESS

Start

Collect all IN/OUT from Handpunch

Collect IN/OUT from
Handpunch
Machine every 16th and 1st of the
Machine month.
Third-Party Provider 48 hours
Note: Real-time collection of IN/OUT

Check Unapproved Check if there’s an unapproved value Third-Party Provider

Value
Overtime? If yes, seek an approval to
TPM HRD

Note: HRD will approved the position

allowed/entitled for OT based on the contract
Overtime? No Change Shift?
Overtime? If No, check if this is
No subjected for Change Shift code?
If yes, Change the Shift code vs actual
Yes Yes IN/OUT

Note: Changing code is applicable to those

Change the shift position who are not entitled for OT but need
Approve? code vs actual IN/ to extend due to lack of headcount. They will
OUT paid as Regular Working Days

No If No, proceed to Run Timekeeping

Yes Process without Overtime Pay

Auto Approve OT for maximum of 4

hours for Regular OT and maximum 8
Approve OT hours for restday to those position/s TPM System 24 hours
who are entitled for overtime.

In excess to 4hrs(reg OT) and 8

hrs(restday) OT will be subjected to
special approval validated by the
department
Run Timekeeping
Process Run the Timekeeping Process Third-Party Provider

Print Daily Time Print the Daily Time Record Data and
Third-Party Provider
Record Data and Detailed Attendance Summary
Detailed Attendance
Summary
DTR and DAS

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM09: BILLING PROCESS

Start

Input Service Order Input Service Order/Purchase Order Number to Third-Party 24 hours
Number to TPMS TPMS.

Interface will run automatically create SES in

SO/PO. Also to reference the Rate and Interface
TPM03: PO Quantity
DETAILS 1
INTERFACE
Validation:
- Service Master quantity should be less
than or equal to TPMS Billing quantity
If Quantity in TPMS is less than or equal to
System Error
Notification will SAP SO, proceed to Service Entry Interface
TPMS Qty <= Third-Party and
No appear that the
SAP SO Qty?
Budget is already If No, system error notification will appear TPM HRD
exceeded. that the Budget is exceeded with certain
amount.
Yes
Proceed to Off-Page 1 (TPM07: SERVICE
ORDER CREATION IN SAP ECC)
TPM04:
SERVICE ENTRY Process Billing
SHEET Invoice Run the SES Interface to create auto SES Interface
INTERFACE Billing with one line item
Detailed
Report Billing
Report Process/Print Billing Invoice and Billing
summary report per paycode for approval
Third-Party 48 hours
Submit Billing
Approve SES document to TPM
Submit Billing Invoice and Billing summary
HRD report to TPM HRD

Approve SES,
If yes, Email notification will be sent to TPM TPM HRD
Email Notification HRD for the reference SO, SES and GR
Approve? Yes will send to TPM
HRD number
If No, delete Service Entry Sheet BU Dept.

No

TPM HRD will stamp

Delete Service Entry or input the SES and TPM HRD wil stamp or write the SES TPM HRD Head
Sheet GR number to and GR number to Billing Document
<ZT_SERVDEL> Billing Invoice

TPM HRD will Submit stamped (SES/GR) Billing

submit the Billing TPM HRD Head
End
Document/Invoice Document to Accounting Department
to Accounting
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM10: PAYMENT PROCESS

Start

Review/Submit Review/Submit Billing document to

Billing document Accounting department TPM HRD 24 hours
to Accounting

Process MIRO Process MIRO

Plant Accounting 1 hour

Generate Vendor
List Doc
Generate Vendor List Doc
Plant Accounting 1 hour
ZU_FIVENDORDOCLI
ST
Billing
Invoice/Doc

Submit
Billing Submit Billing document to ASPEN via LBC or Plant Accounting 2 days
document
Billing
JRS
to ASPEN Invoice/Doc

Payment Run Payment Run ASPEN – Accounts 15 days

<F110> Payable

Credit Payment to
Third-Party Provider Credit Payment to Third-Party Provider Bank
Bank Account Account ASPEN - Bank Control

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM11: SERVICE ORDER – CONTINGENCY BUDGET

Start

Request for Department to request contingency BU Department 48 hours

contingency budget budget

Approve Department to approve BU Department

Contingency Budget Contingency Budget

Approve Contingency Budget?

If yes, forward to COG to maintain BU Department
Approved? No on the system

If No, End

Yes

End Forward approved Contingency BU Department

Forward to COG
Memo Budget to COG

No

Maintain additional COG to maintain the additional budget

budget to SAP PO Approved? to the existing PO Internal Order using COG
<ZT_U_BUDGET> ZT_U_BUDGET

Yes
COG will send an email notification to
COG
BU Department

Approve Purchase
Email/Notify the BU Order (SO) BU Department to change/update PO in
Dept. <ME29N> ME22N BU Department

Approve PO?
If yes, proceed to Billing process
BU Department
If No, END
Change/Update PO TPM09:
<ME22N> BILLING
PROCESS
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM12: PAYMENT TO URC AS SERVICE AND MAINTENANCE FEE

Start

Create Statement of Account.

Create Statement of
Account (Services Charge as Other Income BU Accounting 48 hours
ans Maintenance SOA will be based on the headcount
Fee) x service fee amount per cutoff

Note: Vatable and it includes

Witholding Tax

Submit SOA to TPM Accounting will forward the SOA to BU Accounting

Provider TPM Provider for payment

Process Payment thru check, bank TPM Provider

Process Payment deposit, cash, etc...

Issue Official Receipt to TPM

Provider
Issue Official Receipt
BU Accounting
Note: Vatable and it includes
Witholding Tax

End
 PROCESS FLOW PROCEDURE RESPONSIBLE

TPM13: END-TO-END PROCESS

Start

TPM05:
BUDGET Budget Preparation COG 168 hours
PREPARATION

TPM06:
SERVICE Maintain/Update Service Master COG
MASTER
MAINTENANCE

TPM01: Maintain/Update Employee Master Third-Party Provider

MAINTAIN Data
EMPLOYEE
MASTER DATA

TPM08:
TIMEKEEPING Third-Party Provider
Process Timekeeping
PROCESS and TPM HRD

TPM09:
BILLING Third-Party Provider
Process Billing and TPM HRD
PROCESS

TPM10:
ASPEN
PAYMENT Process Payment and TPM HRD
PROCESS

TPM12:
PAYMENT TO
URC AS Process Payment to URC SURE BU Accounting
End
SERVICE AND
MAINTENAN
CE FEE
PROCESS FLOW PROCEDURE RESPONSIBLE