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Market Implementation Procedure - Market Setup

Library: Track & Trace Documentation Library
Document: Market Setup
Version: 2
Effective date: October 1, 2023
Source: Track & Trace Documentation Library
Original length: 11 pages

Contents​

1 Standard Description​

This document describes the complete Market Setup & Acceptance process 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 Market Setup & Acceptance
  • Provide the necessary checklist to be filled

2.2 Benefits​

Following the document allows easily to plan

3 Definitions​

3.1 Abbreviations and Terms​

Abbreviation / termExplanation
CRCorporate Repository
SAPPrimary global ERP system used in JTI
3PLThird (3rd) party logistics
WBSWork Breakdown Structure
QAQuality Acceptance: Test environment
PPRPre-production environment
PRDProduction environment
UATUser Acceptance Testing

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

4 Roles & Responsibilities​

#ActivityGSC CPIT BTS T&TGDC T&TMarket
1Define and maintain standardARCI
2Apply the standardR/ARRR/I

Role indicators:

IndicatorMeaning
AAccountable
RResponsible
CConsulting
IInformed

5 Market Setup Overview​

This document describes the process of Market Setup and Acceptance, including:

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

6 Market Setup and Acceptance Process​

6.1 Initial Business Requirements​

The initial requirement gathering is the first and essential step of the market setup & acceptance process. These requirements are obtained from business counterparts initiating a new market implementation. This includes:

  • Destination market requirements – complete list of target markets and respective legislation (and coding types). This step is necessary to determine if legislation is a new one (unique for JTI) or was already implemented within already covered JTI markets
  • List of factories who will/may be producing to a new market (domestic or/and import)
  • Target delivery date – first reception or shipment date
  • Volume estimations, product types

6.2 Business Contacts and Establishing a Project Core Team​

Following is a list of essential business and IT contacts:

  • Market contact person - recommended having one person as a primary contact point for all project activities. Usually is Local Market IT representative. Different contact persons are responsible for the Market (distribution) part if appropriate. Local contacts are project members
  • GSC project member
  • IT BTS project member
  • IT GDC project member

Important: GSC CP team and FC team are not involved since the requirement is not Track and Trace-related implementation. Primary coordination will be between factory/requestor and IT BTS.

Also, the following contacts are required, not as project core team members:

  • Government Repository provider contact person, depending on legislation type

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

  • Contact person(s) from external developer(s) (WorldLine, Inexto, Osapiens etc.)

6.3 Questionnaires and Requirement Gathering​

The main goal for this step is to gather as much information as possible on the current Market warehouses and factories equipment and processes in order to determine all necessary changes of T&T infrastructure. There are two types of documents to facilitate requirement gathering: questionnaires and checklists.

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

6.4 Questionnaires​

Questionnaires are Excel sheets intended to gather T&T relevant information on a market to form a basis of a project’s planning and essentially to perform a fit-gap analysis. The following two questionnaires are:

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

6.5 Checklists​

Market readiness checklists are Excel sheets intended to describe the status of each hardware or software of market-related component relevant to Track & Trace. Going through all lines with business and GDC representatives is recommended, marking all current components’ status. Missing parts of T&T infrastructure are a basis of proper planning of project implementation (it is essentially a fit-gap analysis). See Implementation Framework for an overview of this process as a whole.

Recommended Market Checklists are:

  • Market warehouse checklist: Warehouse IT Equipment Checklist1.xlsx
  • Inexto systems checklist: Market_Implementation_Procedure_Configuration_checklist_INEXTO_solutions.xlsx

6.6 Summary​

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

  • Organizational data on the market warehouses including:
    • Official name(s)
    • GLN(s) (Global Location Number)
    • sGLN(s) (essentially a sub-location(s) under GLN). Note that sGLNs are defined on a machine level as well, and it is necessary to get this information from the business
    • Legal address(es)
    • SAP entity(es)
  • Number of distribution warehouses, T&T equipment (tracking level) for each warehouse
  • What factories (if any) are already sources for the market?
  • T&T servers and applications, current version, status (in use or not):
    • Mobilizer – if it’s used
    • WMS – is used in T&T or not, connected to CR or not
    • SAP
    • iTrack
  • Local contacts are also to be determined on this point
  • Market distribution scheme (a brief description of distribution organization)

6.7 Market Setup: Shipment and Reception​

Market equipment preparation is typically local market team responsibility, but consider the following factors:

  • Which system reports shipments and receptions to CR
  • If SAP is used
  • If shipping option 1 or 2 is in use (if SAP used should be option 1)
  • Source system for all required messages (usually SAP/ERP + WMS/Mobilizer)
  • Scanners/PDAs quantity and configuration

6.8 IT Infrastructure Overview​

Based on the result of preliminary analysis by factory questionnaire, determine the market readiness in terms of IT infrastructure and consider all possible gaps when describing requirements. Follow IT Standard for Distribution Systems for detailed instructions.

Mandatory T&T IT Infrastructure includes:

On the local warehouse level:

  • Mobilizer or WMS to send shipping and dispatch data to CR

On the global market level:

  • iTrack
  • SAP to create documents (Delivery, Invoice, Payment) and consist of data with CR and WMS

6.9 Market Setup: Distribution Warehouse​

Based on the result of preliminary analysis by factory questionnaire, determine how 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:

  • Using local WMS or similar solution. See IP007 GEN WMS Integration Procedure for JTI

6.10 Corporate-Level Systems and External Systems Overview​

On the Corporate level following systems are affected by the Market Setup process:

  • SAP – following interfaces to be configured:
    • SAP to iTrack Masterdata Transfer
    • SAP to MOM/WMS
    • SAP to CR Delivery, Invoice and Payment (as required by corresponding T&T regulation)

Note that T&T-related rules specific to regulation could be applied to the distribution process, so the Accounting department should be adequately informed.

  • CR (Corporate Repository) is a cloud solution maintained by Worldline. When setting up a new market, consider the following:
    • Adding master data to CR - it is necessary to check if Economic Operator, Facility Partner System, Regulation Market, Market Data, Market Production Layout, and Intended Route configured in CR for the market. If not, please follow the explanation below
    • Establishing interfaces with CR for any WMS solutions requires issuing certificates for QLF, PPR and PRD and following Integration Guidelines. (If Movilizer replacing WMS – no new certificates required)
    • CR development for any new regulations - contact Worldline (via IT BTS) to get estimations of new regulations to enable and plan accordingly. Compliance module usually has to be developed for new legislation

6.11 CR Master Data and Connection Explanations​

6.11.1 Partner ID​

To send any data to CR, you need first to set up Partner ID separately for all market systems sending the data. Could be several partners per market as different systems are sending data on different warehouses.

The process is included in separated guidelines for WMS configuration.

Note that for local WMS, if it is not a central solution like Movilizer, assistance could be required for Local IT to set up a new partner in CR.

In case of export to new markets from existing JTI factories, their records have to be updated. Normally it is done via ITSP ticket assigned on Worldline.

6.11.2 Economic Operator​

Is essentially an economic entity for a market warehouse. EOs (and Facilities) are managed via CM Admin functionality of CR. First, check if EO does already exists in CR or not (filter by country). Add if necessary.

6.11.3 Facility​

Facilities are linked directly to Economic Operator. Create if missing.

6.11.4 Machines​

Machines are linked to Facilities. Create if missing.

6.11.5 SGLN Registry​

Add SGLN of EOID, FID and machines if scope includes any DLR markets or Jordan

6.12 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.

6.13 FRS Creation and Project Plan​

All identified requirements should be added to FRS (Functional Requirement Specification) document. FRS consists of three parts.

6.13.1 Part I - Business Requirements​

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

  • INTRODUCTION - a business perspective of the current implementation: Topic, Context, Preferences. Should include process flowchart with involved systems
  • BUSINESS REQUEST DESCRIPTION - explanation of implementation’s required delivery, routing scope (tracking events and documents), integration scope (Government Repository, UID Issuer), out of scope, project timeline, and performance requirements (production and shipment volumes, lines capabilities)
  • IMPACT ON EXISTING BUSINESS PROCESSES - a list of new processes and changes in existing processes to be established on involved factories/warehouses during current implementation (labeling, scanning, finished goods reporting)
  • USER ACCEPTANCE TESTING PLAN - includes a detailed plan of UAT and relevant Acceptance Criteria, which are mandatory for project go-live possibility
  • DEADLINE - indicate expected implementation dates and legal obligation start date

6.13.2 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 (producing facilities, lines, volumes, market warehouses)
  • PROCESS CHANGE MANAGEMENT - For each new (or changing) process identified, two subsections should be in place: Process As-Is and To-Be, with a detailed explanation
  • USE CASES - descriptions in end user’s perspective on situations or scenarios wherein the requirements and functionalities are implemented
  • NON-FUNCTIONAL REQUIREMENTS FOR IMPLEMENTATION - additional requirements to be implemented that may have an impact and must be taken into consideration
  • SOLUTION DESCRIPTION - overview of all changes to be implemented in the scope of the project’s delivery
  • DELIVERABLES - list of all deliverables to be implemented and cut-over plan details to successfully implement the whole solution
  • OUT OF SCOPE FUNCTIONALITY - specific exclusions from the current scope of the requirements

6.13.3 Part III - Technical Specification​

PART III - Technical Specification is to be completed by Development team members and not required at the FRS Approval phase by GSC CP.

It is a list of Deliverables, and for each deliverable technical details are listed, including:

  • Summary
  • Diagrams
  • Data structures descriptions
  • Architecture
  • Modules description
  • Configurations
  • Test scripts
  • Other relevant technical details

You can download the integrated project plan for Market Implementation Procedure for further details.

6.14 Project Implementation​

This section concerns general guidelines on the project’s activities. Assuming that requirements are clear and FRS is drafted, the regular framework is as follows:

  • Create Demand via ITSP, fill all mandatory forms and get approvals assigned by ITSP
  • When necessary, get cost, workload, and time estimations from Factory, GDC, external suppliers and reflect them in the demand and future change and project plan cost, workload, and time estimations from Factory, GDC, external suppliers and reflect them in Change and Project Plan
  • Create Change from Demand via ITSP
  • After the Core Project Team is established, create Sharepoint for all project’s documents and Teams channel
  • Attach FRS and get FRS approval by GSC
  • Establish weekly (or as appropriate) team meetings and issue regular status updates, via both email and ITSP reporting
  • Based on GDC estimations and project plan, create necessary tasks in ITSP to actually implement parts of the solution and follow them up
  • Organize UAT, acceptance, and cut-off activities

6.15 Testing and Go-Live​

It is recommended to organize the testing process via Azure, see detailed standards. Testing should cover all T&T related processes from point to point:

  • Regression Test:
    • Alert and notifications (email)
  • Smoke Test:
    • Master Data tests
    • CR SAGA GUI tests
    • AdminUI tests
    • API tests
  • Integration test:
    • iTrack
    • Movilizer
    • SAP
    • GLA
    • TPM
    • Government repository (validation rules)
  • User Acceptance Test (UAT)

The project plan should be created as well. Use Market Implementation Procedure - Integrated project plan as a template. Only inbound dependencies are subject to manual date settings.

7 Document Control​

7.1 Contact Person​

07/25: Questions and feedback regarding this standard should be submitted to Mikhail Troshev.

7.2 Revision History​

VersionEffective datePurpose of changeAuthor
1October 4, 2021First version of the documentPavel Galuzin
2October 1, 2023Updated market setup and acceptance processSean Policarpio

8 References​

  • IT Standard For Distribution Systems
  • EU TPD Integration Guidelines
  • Integrated Project Plan
  • IP007 GEN WMS Integration Procedure for JTI
  • Testing Standard
  • CL-007-PROD-Market Implementation Procedure-Configuration checklist-Gulf-DLR solutions.xlsx
  • Market and Factory Questionnaire (Required for a new market with factory configuration)
  • Factory Questionnaire (For new market only)
  • Warehouse IT Equipment Checklist