Company Profile

Takeda Pharma AG entered the Swiss market in 1986 and merged with Shire Switzerland GmbH in 2019. The headquarters for Europe and Canada is located in Opfikon-Glattbrugg, Zurich. As the world's largest biopharmaceutical company with Japanese roots, Takeda is committed to improving patient care through transformative medical solutions. The research and development activities focus on oncology, rare diseases, neuroscience, gastroenterology, as well as plasma-based therapies and vaccines. Takeda employs over 50,000 people in more than 70 countries and drives growth through new products and markets.

Problem Statement

Takeda Pharma AG faces the challenge of ensuring efficient and transparent processing of accruals generated from the SAP Ariba system and imported into the SAP ERP system. Currently, the transfer of these financial positions is done manually, leading to delays and potential errors in the accounting process. Additionally, the approval process for these accruals, particularly the validation and approval of the relevant amounts, is inefficient and non-standardized, affecting Takeda's compliance and financial reporting.

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Core Project Requirements:

1. Automation of Import:
   • Financial data originating from files generated by Power BI must be regularly and automatically transferred from an exchange directory into the SAP ERP system. This includes the automatic detection and processing of new files, as well as the prevention of duplicate processing through precise identification and logging of each file.
2. Establishment of Approval Workflows:
   • Efficient and transparent approval processes must be set up for the transferred accruals. These workflows should apply to both Purchase Order (PO) related positions and those without direct order reference (Non-PO). The workflow must be able to identify the responsible parties for each transaction and manage the approval process through internal system notifications and email links.
3. Integration into Existing Systems:
   • The approved accruals must then be transferred to the Finance module of SAP. Additionally, the system should be capable of reporting the information back to Power BI to support data analysis and reporting.

Project Objective

The main objective of this project is to create a seamless, automated system that simplifies data capture from SAP Ariba, processing in SAP ERP, and final posting in the Finance module of SAP. By implementing the described workflows, Takeda aims to significantly reduce manual interventions and errors, speed up the entire process, and strengthen compliance in handling financial accruals.

Solution

Conactive GmbH, as a subcontractor, implemented a customized SAP workflow for Takeda Pharma AG, specifically designed to manage accruals efficiently and compliantly. The solution automated the data import from SAP Ariba into the SAP ERP system and integrated a robust approval process for financial accruals to ensure accuracy and compliance in Takeda's financial management.

Core Components of the Solution

1. Automated Data Transfer:
   • A system job was set up to regularly import CSV files generated by the Power BI system automatically from an exchange directory. This job recognized the files based on unique identifiers such as order number and creation timestamp, thereby avoiding duplicate processing. A log table recorded each import process to ensure complete transparency and traceability of the data.
2. Approval Workflows for Accruals:
   • The SAP workflow was configured to initiate a workflow item for each line in the imported CSV file. The workflows distinguished between transactions with purchase order reference (PO) and without (Non-PO). Responsible persons were identified by the system and received notifications to start the approval process. The solution provided a user interface for reviewing and approving/rejecting accruals and enabled efficient bulk processing of transactions.
3. Integration and Feedback:
   • After approval, the data was transferred to the Finance module. Additionally, feedback was provided to the Power BI system to document the completed workflows and support reporting requirements. This included the ability to send status updates (approved/rejected) and adjustments of accrual amounts back to Power BI.

Additional Features and Support

• Multilingual Support: The solution included multilingual support to facilitate global use at Takeda.
• Workflow Monitoring Cockpit: A cockpit for monitoring the workflows was developed in SAP upon request, to improve the overview of ongoing processes and enable quick response to any deviations.

Added Customer Value

1. Increased Efficiency in Financial Processes:
   • Automation of import and approval workflows significantly reduced manual interventions and associated error sources. This led to a noticeable acceleration of financial processes, allowing accruals to be processed more quickly and accurately.
2. Improved Data Integrity and Transparency:
   • The introduction of a standardized protocol for data import and transparent tracking of each transaction through the workflow system significantly improved data integrity. This enabled more reliable financial reporting and strengthened trust in Takeda's financial data.
3. Strengthened Compliance:
   • The implementation of defined approval processes and the automatic documentation of all steps in the workflow helped ensure compliance with internal and external regulations. This is especially relevant in a highly regulated environment such as the pharmaceutical sector.
4. Scalability and Flexibility for Future Requirements:
   • The developed solution offers high scalability and can be easily adapted to future requirements and changes in the business environment. This secures Takeda's long-term investment in technological infrastructure.
5. Optimization of Resource Allocation:
   • By reducing the manual effort in managing accruals, employee resources could be used more effectively. This allowed teams to focus on more strategic tasks and promoted a culture of continuous improvement.
6. Improved Decision-Making:
   • The improved data quality and accessibility enabled by the solution led to faster and more informed decisions in Takeda's financial management.

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