Success Story CSS: Optimization of the budget and projection process
- Success stories
- Analytics, automation, data science, modelling, SAC, visualization
- 5 min reading time
Philipp May
The CSS Group has its eye on the future: Optimization of the budget and projection process using an SAP planning solution
The success story highlights the challenges and initial situation of a project at the CSS Group dealing with the budget and projection process. Previously, these processes were carried out manually using Excel files, which led to time losses, susceptibility to errors and inaccurate planning. The aim of the project was to improve this process, enable precise planning and carry out efficient extrapolation. The focus was on implementing an automated planning and extrapolation solution in the SAP Analytics Cloud to enable improved control, more efficient planning and transparent evaluation.
The solution offers a number of advantages, including the automation of processes, a clear structure for data entry and the option to add comments. The website presents the results achieved and the various functions of the implemented solution, including input templates, administration cockpits, comment overviews and SAC reporting. The advantages of the solution are emphasized, such as the consistent analysis of figures, time savings and improved transparency.
Challenges and starting point for the project
The CSS Group's budget and extrapolation process was previously carried out using Excel files and manually transferred to the SAP S/4HANA system. This method was time-consuming, error-prone and impaired planning accuracy. Excel reached its limits in terms of scalability and handling large amounts of data, and simultaneous processing led to versioning problems, delays and inconsistencies. In addition, the security guidelines for confidential data in Excel were not sufficiently defined, verifiable and traceable.
Objective of the project
The CSS Group aimed to improve the budgeting process by creating precise cost center and cost type planning as well as administrative cost budgets. In addition, a monthly forecast for administrative costs was to enable efficient extrapolation in order to identify potential deviations at an early stage and ensure financial stability. In reporting, the focus was on analyzing relevant financial data in order to gain sound insights into financial performance.
The implemented solution - An optimized budget and projection process
The CSS Group is switching to an automated planning and extrapolation solution in the SAP Analytics Cloud to enable improved control, more efficient planning and transparent evaluation. A joint planning model for extrapolation and budgeting is being created that integrates both master and transaction data. This data is imported daily to ensure it is up to date. Six applications are built on this basis, including two administration cockpits, two input screens, a reporting overview and a comment overview.
The changeover has several advantages: Firstly, the manual effort required for data processing and transfer is no longer necessary, resulting in considerable time savings. Secondly, the streamlining of processes enables budgeting and extrapolation to be carried out more efficiently. Thirdly, data entry is made clearer thanks to color coding and a predefined structure, making it easier for planners to view their relevant data.
In addition, the implementation offers an overall process overview and an integrated calendar function that facilitates structured planning and coordination. Finally, the option to lock entries contributes to the security and integrity of the data.
Results achieved with the planning and extrapolation solution
1. input template
The input screens have a clear and simple structure to minimize distractions and shorten training times. They contain explanations via a "Show help" function to support the user. In the reports, scaling can be changed, zero lines can be suppressed, data can be exported (Excel/PDF) and comments on the plan data can be stored, which are later available in the comments application.
2. admin cockpit
The administration cockpits were developed to provide finance and accounting with bundled administrative tasks. In addition to calendar functions for data entry and locking tasks, the main functions include the ability to create and delete copies of existing data statuses, manually lock or unlock cost centers and make subsequent changes without having to restart the calendar process. In addition, bulk loading and consolidation can be carried out.
3. comment overview
The s-peers comment application sets itself apart from the standard SAP solutions by offering the option of displaying all comments created in an overall list. It also allows comments to be filtered and sorted, which enables efficient management and analysis. These functionalities allow users to quickly find relevant information, follow discussions and react to important points. This improves collaboration and communication within and outside the company and ultimately increases productivity and effectiveness.
4 SAC reporting
SAC reporting has replaced the manually created Excel overviews. It provides a clear overview per division or G/L account including variances with flexible selection of base, comparison version and time. Ad hoc analyses can therefore be carried out flexibly. In addition, SAC Reporting can integrate the predefined overviews in Excel with just a few clicks and display a flexible year-to-date or the latest extrapolation status. The corresponding deviations can also be calculated for these key figures. Overall, the effort required for these evaluations has been significantly reduced.
Benefits of the solution
- Possibility of continuous analysis of the figures
- High level of transparency for all business managers throughout the planning process
- Time savings thanks to largely automated and context-related support processes
- All documentation for users, finance & accounting and IT
- Upload options for mass data: Manual transfers to ERP S/4HANA are taken over by predefined export jobs and offer additional security here, as transmission errors are prevented
- Clear and uniform presentation of data
- Clear presentation of all comments created in the planning, budgeting and extrapolation process
- High transparency and structuring of the overall process with the help of the SAP Analytics Cloud calendar
Technologies used in this project
