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Market Implementation Procedure - Sourcing Factory Setup

Library: Track & Trace Documentation Library
Document: Sourcing Factory Setup
Version: 2
Effective date: October 1, 2023
Source: Track & Trace Documentation Library
Original length: 13 pages

Contents​

1 Standard Description​

This document describes the complete process of Sourcing Factory Setup in the scope of the Market Implementation Procedure—in case of market-specific requirements.

2 Document Objectives and Benefits​

2.1 Objectives​

The objectives of the document are:

  • Describe the process of Sourcing Factory Setup
  • Provide the necessary checklist to be filled

2.2 Benefits​

The document helps to identify steps to implement a Sourcing Factory Setup within the scope of the Market Implementation Procedure.

3 Definitions​

Abbreviation / termExplanation
CRCorporate Repository
SAPPrimary global Enterprise Resource Planning system used in JTI
3PLThird-party logistics
WBSWork Breakdown Structure
QAQuality Acceptance: test environment
PPRPre-production environment
PRDProduction environment
UATUser Acceptance Testing

Please refer to the IT Glossary in the IT P&P portal for further definitions.

4 Roles & Responsibilities​

#ActivityGSC CPIT BTS TTGDC TTMarket / Factory
1Define and maintain standardARCI
2Apply the standardR/ARRR/I

Role indicators:

IndicatorMeaning
AAccountable
RResponsible
CConsulting
IInformed

5 Factory Setup Overview​

This document describes the process of Sourcing Factory Setup and includes:

  • Business requirements gathering and factory questionnaires
  • Notes on project activities
  • IT infrastructure and IT systems setup notes

6 Sourcing Factory Setup Process​

6.1 Initial Business Requirements​

The first and essential step of the sourcing factory setup process is initial requirement gathering. These requirements are obtained from business counterparts initiating a new market implementation.

This includes:

  • Destination market requirements—full list of target markets and respective legislations and coding types. This step is necessary to determine if legislation is a new one, unique for JTI, or was already implemented within JTI factories
  • Target delivery date—first production-run date and first shipment date
  • Volume estimations and product types

6.2 Business Contacts and Establishing a Project Team​

The following is a list of essential business and IT contacts:

  • Local factory contact person—it is recommended to have one person as a single contact point for all project activities. This is usually a Local IT representative. If appropriate, different contact persons are responsible for the factory, production part, and the distribution part. Local contacts are project members
  • GSC project member
  • IT BTS project member
  • IT GDC project member

In addition, the following contacts are required, but not as project team members:

  • Government Repository contact person, depending on legislation type

In case any external development is required, usually in the case of new legislation:

  • Contact person or persons from external developers, such as WorldLine, Inexto and Osapiens

6.3 Questionnaires and Requirements Gathering​

The main goal of this step is to gather all possible information on the current factory’s equipment and processes to determine all necessary changes to the T&T infrastructure.

Two kinds of documents exist to facilitate requirements gathering: questionnaires and checklists.

  • Questionnaires are needed to gather all necessary information from business representatives
  • Checklists are needed to keep track of all necessary technical tasks and states of IT infrastructure components

6.3.1 Questionnaires​

Questionnaires are Excel sheets intended to gather T&T-relevant information on a market or factory, form a basis for project planning and, essentially, support a fit-gap analysis.

The two questionnaires are:

  • New market and a factory: Market and Factory Questionnaire
  • New market only: Factory Questionnaire

6.3.2 Checklists​

Factory readiness checklists are Excel sheets intended to describe the status of each hardware or software factory-related component relevant to Track and Trace.

It is recommended to go through all lines with business and GDC representatives, marking the status of all current components. Missing parts of the T&T infrastructure form a basis for proper planning of project implementation. It is essentially a fit-gap analysis.

See the Implementation Framework for an overview of this process as a whole.

Recommended Factory Checklists are:

  • Factory’s Line Equipment Checklist.xlsx
  • Factory IT Equipment Checklist
  • Warehouse IT Equipment Checklist

6.3.3 Summary​

Information gathered through questionnaires and maintained in checklists can be summarized as follows:

  • Organizational data on the factory, including:
    • Official name
    • GLN, Global Location Number
    • sGLN, essentially a sublocation or sublocations under the GLN. Note that sGLNs are defined at machine level as well, and it is necessary to obtain this information from the business
    • Legal address
    • SAP entity
  • Number of production lines and T&T equipment, tracking level, for each line
  • Markets and respective legislation already sourced by the factory
  • T&T servers and applications, including current version and status, in use or not:
    • GLA
    • Inexto Gate and Liz clients
    • TPM and FC clients
    • SAP
    • WMS—whether it is used in T&T and whether it is connected to CR
    • MOM and Movilizer, if used
    • Inexpress
  • Local contacts, which must also be determined at this point
  • Factory scheme, providing a brief description of the production organization

6.4 Factory Setup: Line Equipment and Palletizing​

Line equipment preparation is normally the local factory’s responsibility, but the following factors should be considered:

  • Template creation and update—all printing templates should be created and tested in coordination between factory-floor personnel and IT, because local equipment and the local GLA system are necessary for testing. Plan this activity accordingly
  • The templates for master cases and pallets can only be created by local personnel. Resources for this task and testing should therefore be planned
  • If new printers are being installed within the scope of a new line installation, modifications to existing printing software, such as Gate, Liz and GLA, may be required and should be properly planned. According to the case-printer decision, licence registration should be completed:
    • If a Markem printer will be used, the Coloss licence should be purchased and registered
    • If a Zebra printer will be used, the LPSA licence should be purchased and registered
  • Additional equipment could be installed, with an FC Rework station as a standard and legislation-specific equipment such as PLA for DLR. Ensure that the local factory has taken all such equipment into account
  • Standard line equipment is LAS-LCE. Check whether this applies to the factory. In the case of a local, non-standard solution, additional estimations should be completed for the local line connection to the FC, TPM and GLA systems
  • Pallet-level equipment is usually local. If it is not connected to GLA, check whether master-case-to-pallet aggregation is necessary for implementing the market and estimate any required local-equipment upgrades to ensure a GLA connection

6.5 IT Infrastructure Overview​

Based on the result of the preliminary analysis using the factory questionnaire, determine the factory’s readiness in terms of IT infrastructure and take all possible gaps into account when describing requirements.

Follow the IT Standard for Factory Infrastructure for detailed instructions.

IT infrastructure includes:

  • JTI network and JTI perimeter network
  • Server infrastructure
  • JTI office workplace
  • ALOHA Load Balancer for High Availability

6.6 Factory IT Systems Overview​

Based on the result of the preliminary analysis using the factory questionnaire, determine the factory’s readiness in terms of IT systems relevant to Track and Trace and take all possible gaps into account when describing requirements.

6.6.1 Non-standard Regulations and Systems​

Non-standard regulations may require new and unique software not covered by current T&T IT Standards.

It is therefore necessary to analyze the regulations identified in the initial requirements and determine whether they can be covered by the existing software stack.

In case of uncertainty, check the requirements of the new legislation with software vendors such as Inexto, Fracture Code and Worldline.

If the factory uses pre-existing, non-standard IT systems, it is necessary to check the feasibility of implementing a CR interface for those systems.

6.6.2 Standard Regulations and Systems​

Follow the IT Standard for Factory Systems for detailed instructions.

Mandatory T&T IT infrastructure includes the following.

On the line level:

  • Liz to generate codes
  • Fracture Code Packer Unit, FCPU, or Case Packer Unit, FCCPU, and Fracture Code Rework Station, FCRS, to scan codes for aggregations up to master-case level

On the factory level:

  • Gate to control Liz clients and communicate with Vault
  • GLA, Global Label Application, to provide work-order data and master-case-to-pallet aggregation
  • TPM to collect all aggregation data to be sent to corporate-level systems
  • Inexpress to collect aggregations for the legacy repository, iTrack
  • WMS, Warehouse Management System, covered in the Factory Setup: Warehouse section

6.7 Factory Setup: Warehouse​

Based on the result of the preliminary analysis using the factory questionnaire, determine a way to integrate the factory’s warehouse IT systems into the Track and Trace process.

For factories with no T&T in place, the following options are available:

  • Use the JTI standard solution, MOM. See IP-008-PROD - MOM Implementation procedure [ADDRFF]
  • Use a local WMS system. Check with the Local IT team whether it is possible to upgrade the local WMS, where the primary goal is connection to CR, within the project timeframe. See IP-007-GEN - Generic WMS Implementation procedure

6.8 Corporate-Level Systems and External Systems Overview​

At the corporate level, the following systems are affected by the Factory Setup process:

  • SAP—the following interfaces must be configured:

    • SAP-to-GLA production orders
    • GLA-to-SAP production-order confirmations
    • SAP-to-MOM or WMS
    • SAP-to-CR delivery, invoice and payment, as required by the corresponding T&T regulation

    T&T-related rules specific to a regulation could be applied to the distribution process, so the Accounting department should be properly informed

  • CR, Corporate Repository—a cloud solution maintained by Worldline. When setting up a new factory, consider the following:

    • Adding master data to CR—it is necessary to check whether the Economic Operator, Facility and production lines are configured in CR for the factory. If they are not, follow the explanation below
    • Establishing interfaces with CR for any WMS solutions—it is required to issue certificates for QLF, PPR and PRD and follow the EU TPD Integration Guidelines
    • CR development for new regulations—contact WorldLine through IT BTS to obtain estimates for enabling new regulations and plan accordingly

  • Vault—a cloud solution by Inexto for code generation and reporting. The new factory should be added through the administrative interface as part of the Gate connection if Vault is required by legislation

  • iTrack/Inextrack—a cloud solution by Inexto for distribution reporting. Any new location should be added through the administrative interface as part of the Inexpress connection

6.8.1 CR Master Data and Connection Explanation​

6.8.1.1 Partner ID​

To send any data to CR, first set up a Partner ID separately for all systems sending data.

There could be several partners for a factory because different systems send data from the same factory. Usually, this process is included in separate guidelines for each system being installed in a factory, such as TPM and Movilizer.

For a local WMS that is not a central solution such as MOM or Movilizer, assistance may be required for Local IT to set up a new partner in CR.

Normally, this is completed through a WorldLine ticket created in ITSP under assignment group GDC-TTDC-WL and automatically replicated to Worldline’s JIRA.

6.8.1.2 Economic Operator​

An Economic Operator is essentially an economic entity for a factory.

Economic Operators, Facilities and Machines are managed through the CM Admin functionality of CR.

First, check whether the Economic Operator already exists in CR by filtering by country. Add it if necessary.

6.8.1.3 Facility​

Facilities are linked to an Economic Operator. Create the Facility if it is missing.

6.8.1.4 Machines​

Machines are linked to Facilities. Create Machines if they are missing.

6.9 SAP Configuration and Setup​

Please check the SAP configuration and setup document that describes the process within the scope of the Market Implementation Procedure for further details.

6.10 FRS Creation and Project Plan​

All identified requirements should be added to the FRS, Functional Requirement Specification, document.

The FRS consists of three parts.

Part I—Business Requirements​

PART I - Business Requirements clearly describes the new implementation from the business perspective.

It includes:

  • INTRODUCTION—a business perspective of the current implementation
  • BUSINESS REQUEST DESCRIPTION—an explanation of the required implementation delivery, what is in scope, such as location, market, product and line, what is out of scope, and any required performance requirements, including production and shipment volumes and line capabilities
  • IMPACT ON EXISTING BUSINESS PROCESSES—a list of new processes and changes to existing processes to be established at the factory during the current implementation, including labelling, scanning, warehouse and shipping areas
  • USER ACCEPTANCE TESTING PLAN—a detailed UAT plan and relevant Acceptance Criteria, which are mandatory for project realization
  • DEADLINE—the expected implementation dates and legal-obligation start date

Part II—Functional Specification​

PART II - Functional Specification is a detailed list of all requirements from a functional point of view.

It includes:

  • SCOPE STATEMENT—detailed scope, including location, lines and volumes
  • PROCESS CHANGE MANAGEMENT—for each new or changing process identified, two subsections should be included: Process As-Is and Process To-Be, with a detailed explanation
  • SOLUTION DESCRIPTION—an overview of all changes to be implemented within the project’s delivery scope
  • USE CASES—descriptions from the end user’s perspective of situations or scenarios in which the requirements and functionalities are implemented
  • NON-FUNCTIONAL REQUIREMENTS FOR IMPLEMENTATION—additional requirements to be implemented that may have an impact and must be considered
  • DELIVERABLES—a list of all deliverables to be implemented and cut-over-plan details required to implement the complete solution successfully
  • OUT OF SCOPE FUNCTIONALITY—specific exclusions from the current requirements scope

Part III—Technical Specification​

PART III - Technical Specification is to be completed by Development team members and is not required during the FRS approval phase.

It is a list of deliverables. Technical details are listed for each deliverable, including:

  • Summary
  • Diagrams
  • Data-structure descriptions
  • Architecture
  • Module descriptions
  • Configurations
  • Test scripts
  • Other relevant technical details

See the FRS template for T&T Implementation.

The project plan should also be created. Use the Market Implementation Procedure—Integrated Project Plan as a template.

Only inbound dependencies are subject to manual date settings.

6.11 Project Implementation​

This section contains general guidelines for project activities.

Assuming that requirements are clear and the FRS is drafted, the regular framework is as follows:

  • Create a Demand through ITSP, complete all mandatory forms and obtain the approvals assigned through ITSP. A new Change will be created from an approved Demand
  • When necessary, obtain cost, workload and time estimates from the factory, GDC and external suppliers, and reflect them in the Change and project plan
  • After the Core Project Team is established, create a SharePoint site for all project documents and a Teams channel
  • Attach the FRS and obtain FRS approval from GSC
  • Establish weekly, or otherwise appropriate, team meetings and issue regular status updates through both email and ITSP reporting
  • Based on GDC estimates and the project plan, create the necessary tasks in ITSP to implement the parts of the solution and follow them up
  • Organize UAT, acceptance and cut-off activities

6.12 Testing and Go-Live​

It is recommended to organize the testing process through Azure. See the detailed testing standards.

Testing should cover all T&T-related processes from point to point:

  • Code generation, from order creation to actual printing and code reporting to any required repositories
  • Scanning and aggregation, from the production line through reporting to any required repositories
  • Distribution, from delivery creation and warehouse scanning through reporting to any required repositories

7 Document Control​

7.1 Contact Person​

07/25: Questions and feedback regarding this standard should be submitted to Merve Calis.

7.2 Revision History​

VersionEffective datePurpose of changeAuthor
1December 1, 2021First version of the documentKonstantin Vasiliev
2October 1, 2023Updated sourcing factory setup processSean Policarpio

8 References​

  • IT Standard for Factory Infrastructure
  • IT Standard for Factory Systems
  • EU TPD Integration Guidelines
  • Market Implementation Procedure—Integrated Project Plan
  • Testing Standard
  • Implementation Framework
  • Configuration checklist: DLR Middle East
  • Market and Factory Questionnaire—for a new market and factory
  • Factory Questionnaire—for a new market only
  • Factory Checklist: Factory’s Line Equipment Checklist
  • Factory Checklist: Factory IT Equipment Checklist
  • Factory Checklist: Warehouse IT Equipment Checklist