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IBM Global Business Services

SAP EHS - Basic Data &


Tools and Product Safety

© Copyright IBM Corporation 2010


IBM Global Business Services

Welcome

2 SAP EHS - Basic Data & Tools and Product Safety


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Course Agenda

 Module 1: SAP EHS Basic Data & Tools


 Module 2: Substance and Property Tree
Management
 Module 3: Search Hit-list
 Module 4: Generation of Reports
 Module 5: Training Phrase Management
 Module 6: Characteristic and Value
Agenda
Assignment Creation
 Module 7: Report Shipping

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Module 1: SAP
EHS Basic
Data & Tools
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EHS regulations for a specific country

Country /
Overview of EH&S Module
Region
 Canadian Environmental Protection Act
 Clean Air Act
Canada
 Canada Water Act
 Toxic Substance Management
 IPPC
 UNFCCC
 Reach
Europe
 ADR, RID
 Dangerous Substance 67/548/EEC
EHS regulations
 Energy Used In Various Products

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EHS regulations for a specific country (continued)


Country /
Overview of EH&S Module
Region
 IATA-DGR
Global  IMDG
 GHS
 CERCLA: Comprehensive Environmental Response Compensation Liability Act
 CFR: Code Of Federal Regulations
 Clean Air Act
 Clean Water Act
 EPCRA: Emergency Planning And Community Right To KnowAct
United
States of  FFDCA: Federal Food, Drug, And Cosmetic Act
America  FIFRA: Federal Insecticide, Fungicide, and Rodenticide Act
 OSHA: Occupational Safety and Health Administration
 RCRA: Resource Conservation and Recovery Act Of 1976
 SARA: Superfund Amendment Reauthorization Act
EHS regulations
 TSCA: Toxic Substances Control Act Of 1976

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SAP EHS standards

SAP EHS

Health & Safety Environmental


Product Safety
Reporting

• Hazardous Substance • Substance & Material • Water Emission


Management Management Management
• Industrial Hygiene & • MSDS & Label Management • Air Emission
Safety • Product Compliance Management
• Accident & Incident Reporting • Waste Management
Management • Customer & Supplier Reporting
reporting • Environmental Permits
• Support for Legal Processes Management
• Supply Chain collaboration
• Dangerous Goods
Management

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Safety standards

Health & Safety

• Hazardous Substance management: Manage chemical and hazardous substance


inventories, handle the related documents and integrate into correlated business
processes
• Industrial Hygiene & safety: An action, regulation, or other measure to prevent
accidents at the workplace, avoid potential health hazards caused by the work
environment, and make the workplace safer for employees. Detect and analyze work
related hazards, manage risk assessments and corrective actions plans
• Accident & Incident Management: This component supports Organizations with the
recording and processing of work-related events. It allows organization to Comply with
the requirements of national and international law.

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Safety standards (continued)

Product Safety

Product Safety:
• Any company which get involve in produce and sell hazardous substances, Company
must support in protecting humans and the environment from the hazards these
substances pose.
• These Produce must attract numerous laws and regulations on hazardous substances
worldwide.
• This SAP component helps you to handle hazardous substances safely and bring them
safely onto the market, and also comply with all relevant regulations automatically.
Product Compliance:
• Evaluate, calculate, ensure and document product related compliance aspects.

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Safety standards (continued)

Product Safety
Material Substance Declaration Management:
• Maintain regulatory substance date in a harmonized an efficient way.
• Ensure the development and introduction of compliant components, parts and
materials and substances
Supplier & Customer Compliance:
• Manage the data collection process of supplier information regarding component based
compliance data
• Safeguard to meet customers' compliance requirements needs in time and quality*
Transport Compliance:
• Evaluate and conduct legally compliant transportation of substances and products

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Safety standards (continued)

Environmental Reporting

Air Compliance Management:


• Prevention & control of air pollution, Reporting of air emission by plant/organization
level. Comply with emissions regulations/ norms set by respective government agency ,
conserve resource used.
Water Compliance:
• Prevention of water pollution, Reporting of water consumption/recycling by
plant/organization level Comply with water regulations/ norms set by respective
government agency. conserve water usage.

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Safety standards (continued)

Environmental Reporting

Waste Compliance:
• Reporting of waste/Hazardous substance generated by plant/organization level.
Disposal methods used for such waste. Minimize and manage waste in a compliant
manner
Plant Safety Management:
• Comply with equipment or facility related regulations and ensure plant safety meeting
the applicable standards
Enterprise Energy Management:
• Reporting of Energy usage/conservation by plant/organization level. Monitor and
reduce energy use at plant, building and equipment level.

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Demonstration

 System Demo for SAP EH&S Overview:

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Any questions?

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Module 2:
Substance and
Property Tree
Management
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EHS Database
 EHS Database is a central repository to store all the data related to different sub
module in EHS

Dangerous
Good

Product
safety GLM

SPECIFICATIO
N DATABASE

Industry
Waste Hygiene and
management Safety

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Important transaction Code


 Specification Database: CG02BD
 Specification for Substance: CG02
 Specification for Dangerous Good: CGCL2
 Structure of specification:
– Header Data
– Value assignment types (Properties)

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TCODE to access EHS workbench: CG02BD

Header data
icon

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Header Data: Specification categories


 The following are the different specification categories in the EHS workbench:
– Substance: Used in Product safety and in dangerous good management. Includes the
following:
 Global label management
 Reach compliance
 Industrial health and safety
– Agents: Used in Occupational health/ accident management
– Dangerous good classification: Used in dangerous good management
– Waste code: Used in waste management

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Specification Categories

Substance

Agent
EHS
DG Database
Classification

Waste code

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Specification types

 Standard SAP has the following specification types:


– Real substances: Substance which are physically present in the company. One
or more materials can be linked/assigned to substance.
– Listed substances: A listed substance is a substance whose properties has
been described in UN regulation. Listed substances are not produced or sold.
Listed substance is used as a model for real substance by using them as a
reference
– Real substance groups: Real substance groups are used to group together
various substance’s which have common properties.
– Listed substance groups: Listed substance groups are used to group together
all the listed substances which have common properties.
– Copy templates: Templates that contain pre-defined characteristic values. It can
be used as a reference to create new substances.
– Pure Substance: Substance which are 100% pure and these substance can be
used as a composition of a REAL substance. You can customize new type of
substance according to the requirement.
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Overview of Structured Organization of Substance Data with


Substance Management
 We can use EH&S Substance Management to manage any kind of
substance data.
 Different substances can be uniquely characterize by using different
substance identifiers and create data and texts for the substances in a
structured way.
 Substance Management supports the import and export of substance data
between different Systems.
 In the initial substance management screen, a comprehensive drilldown
reporting function allows to access specific substance data in the database.

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Overview of Structured Organization of Substance Data with


Substance Management (continued)
 Can assign as many materials as you like to a substance to create a link to
further logistic processes, thus allowing the automatic shipment of reports to
be performed from delivery for substances that require material safety data
sheets (MSDS).
 Substance Management can be used to define a dangerous goods
classification for Dangerous Goods Management and assign materials or
substances.
 In delivery and in transport, the system automatically checks that dangerous
goods regulations have been complied with.
 In Engineering Change Management for Substances, changes made to
substances are logged and validity periods are assigned, thus helping you to
fulfill legal requirements with regard to keeping historical records.

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Structure of Substance

 A substance defines / describe a compound, mixture of chemical element or a


pure chemical element.
 The substance contains header data relating to the substance category,
administration and authorization data. You can specify reference substances in
the substance header, thus reducing the amount of data need to enter in the
system.
 Substance identifier uniquely identify the substance.
 In material assignment, you can assign materials to a substance.
 In substance characteristic value assignment is done for the various substance
data. For example, details regarding compositions, physical-chemical data,
and data relating to Regulation.

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Identifiers

 Identifiers are Unique Identification devises using names, numbers, and formulas
 In EH&S, substances are uniquely characterized using substance
identification.
 Several substance can be assigned to identifiers in the form of names,
numbers, and formulas and output them specifically on substance reports.
 When entering the initial screen of Substance Management, can also enter
substance identifiers as search criteria.
 Identifiers can be maintained in different languages so that it eases the search
option.

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Identifiers (continued)

 Identifiers are categorized according to ID category and ID type.


 ID category determines whether the identifier is a name, number or formulae.
 ID type further refines the ID category with a more specific name.

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Identifiers (continued)

 Name: Common identification categories in the R/3 System. These categories


include, for example, CAS, IUPAC, product and common names. As with
other identification types, it can set up further identification categories in
Customizing. All names can also be language-dependent.
 Number: It can originate in different official substance registration systems.
Each newly published substance is, for example, recorded in the Chemical
Abstract Service and is then given a CAS number. Further registration
systems include the European Inventory of Existing Commercial Chemical
Substances (EINECS), the European List of Notified Chemical Substances
(ELINCS), and the UN list for transport (UN number). It can also set up own
identification categories of the type Number, for example, for company’s own
numbering system.
 Formula: Another typical identification categories of identification type
Formula. These categories include molecular, empirical, structural, and
rational formulas (structure of formula according to functional groups).

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Relationship between material and specification

 Generally it is preferred to have 1:1 or n:1 relationship of material and


specification.
 But there can exist different combination. It is decided at the blueprint of
project how to handle them.
1:1
Material Specification

Material
N:1
Material Specification

Material

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Relationship between material and specification (continued)

 Restriction: It provides you additional authorization and restriction to a


specification.
 Referencing of Specification: Referencing is one of the technique to
maintain data in the property tree for similar kind of material effectively and
efficiently.

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Property tree: Value Assignment

 Properties (value assignment type ) can be created with the characteristic and
class concept.
 Different characteristics are created and assigned to the class.
 These characteristic can be assigned to different property tree.
 Property tree can be created in the customizing .
 Different property tree is created to group the data for different purposes.
 Since we are using class system so there is no data redundancy and same
characteristic can be used for different property tree

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How to create a Specification

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Customizing Settings
 Step 1: Creating a specification type
– SAP Customizing Implementation Guide => Environment, Health & Safety =>
Basic Data and Tools => Specification Management => Specification Master =>
Specify Specification type

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Customizing Settings
 You should start on level one in the dialogue structure on the left side and
then continue to the other levels

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Customizing Settings
 2nd Step: Assign A Specification category to the specification type created.
 3rd Step: Assign property tree which are relevant to the specification type
created.
 4th Step: Create a specification with the specification type which is created
above (CG02BD) and check whether the property tree and specification
category is appearing correctly.

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Customizing Settings for creation of Identifiers

 SAP Customizing Implementation Guide  E n v i r o n m e n t , Health & Safety



Basic Data and Tools  Specification Management
 S p e c i f i c a t i o n Master
 Check identification types

 The newly created identification type is needed to be assigned to the


specification category where you intend to use it.

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Customizing Settings for creation of Identifiers

 SAP Customizing Implementation Guide  E n v i r o n m e n t , Health & Safety



Basic Data and Tools  Specification Management
 S p e c i f i c a t i o n Master
 Check identification listing

 This customizing is done to enable the search option for the newly
created identifier type

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Methods to populate/Maintain data in property Tree

 Manual Maintenance: Properties of specification is stored in various tab


strips, the major information is stored in 2-3 tab strips.
 Substance Characteristic Type: It determines the data type for each data
record you entered. The following substance characteristic types are available
in the standard system.
– Substance property(Normal property)
– Substance composition
– Substance listing
– Additional data for dangerous goods
– Transport classification

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Methods to populate/Maintain data in property Tree


(continued)

 Normal property: In the normal property fields can be maintained with


numerical values or phrases. Unit of measure by default comes from
customizing.
 Synonym used for property is Value assignment. Characteristic can have
following data:
– Numerical value
– Number range
– Text assigned in form of Phrases
 The data covers a wide area, for example physical-chemical data such as
Density, Color, and Form, as well as advice on first aid and details concerning
storage and transport.

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Methods to populate/Maintain data in property Tree


(continued)

 Table Based Value assignment: There can be no of characteristic in this tab


which can be populated with the appropriate data. For example:

S.No Characteristic 1 Characteristic 2 Characteristic 3


1 Value Value Value
2 Value Value Value

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Methods to populate/Maintain data in property Tree


(continued)
 You can change the axis for viewing using the highlighted Icon:

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Methods to populate/Maintain data in property Tree


(continued)
 Composition: Many substances which exist in the physical sense are made up of
several substances and can contain detectable impurities. For this reason,
entering compositions is the second basic element of the substance database,
after substance properties. We can use the substance characteristic type
Substance composition to enter constituents with details of their concentration.
 Different details are required for substance compositions depending on the
purpose of use and address data. For example, the details of the composition are
distinguished according to which components are specified and the degree of
accuracy to which the quantitative values are required.
 The properties tree already contains different predefined compositions, for
example, Exact composition based on compounds, Standard composition,
Components with occupational exposure limits and Hazard inducing components.
It can be defined and use further compositions as company requires.

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Substance Characteristic Category

 Data is actually entered in the substance characteristic categories, each


category being assigned to a substance characteristic type.
 Examples of substance characteristic categories of the type Substance
property include Flash point, Density, First aid eye, and Acute oral toxicity.
 Substance characteristic categories of the type Substance composition or
Substance listing are, for example: Exact chemical composition, Additives and
Substances to be monitored at the workplace.

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Substance Listing

 Substance Listing: It is often necessary to list substances related to the


substance that are actually working with. Generally, quantitative entries are
not made for these substances listed.
 For example, substances used to manufacture the real substance, or
substances that the real substance may release under certain conditions.
 In EH&S, it can be used the substance characteristic type Substance listing
for substances such as these. Two examples of the substance characteristic
categories of the type Substance listing are Decomposition products and
Substances to avoid.
 Additionally, it can be set up characteristics and then entered relevant data for
the substance characteristic categories of type Substance composition and
Substance listing.

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Dangerous Goods Additional Data


 Dangerous Goods Additional Data: It can be used the substance characteristic
category Dangerous goods regulations (of the characteristic type Dangerous
goods additional data) to enter dangerous goods data.
 Can assign a UN number to the data, as long as created the number beforehand
as a substance identifier for a substance of type UN listed substance. We can
define the appropriate dangerous goods data for the UN number in accordance
with dangerous goods regulations and the dangerous goods class.
 Can also be used the so-called hazard potential to assign each set of dangerous
goods data to a dangerous goods letter and/or a packing group. Dangerous
goods data covers the following areas:
– Risk classification: Depending on the hazard potential, for example, define the
quantity that may be transported per transport unit, and which PIN number is valid.
– Packaging code approval: Depending on the hazard potential and the packaging
code we can specify the maximum quantity permitted. We can also enter
characteristics such as MFAG number, subclass, and danger label number in
accordance with dangerous goods regulations and the dangerous goods class.

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Transport Classification
 Transport Classification can help link dangerous goods data to a material or a
real substance using a substance category Dangerous goods classification of
type Transport classification
 In Dangerous goods classification, you can assign a UN number and a hazard
potential for each dangerous goods regulation, thus producing the link to the
dangerous goods data.
 This unique assignment of dangerous goods regulation, UN number, and
hazard potential forms the dangerous goods classification.
 It can then be assigned the dangerous goods classification to a material via
the material-substance assignment, or to a real substance via substance
reference.
 You will find further information about EH&S Dangerous Goods Management.

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Copy From Template

 Copy From Template is a data filling technique which helps us to copy data
from one specification to the new specification.
 In copy from template there will be no link between the two specification and
they have no effect on each other.
 Path: Create a new specification  Menu  Copy Template
 Enter the key for the source specification  Select the tabs which you need
to copy

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Copy From Template (continued)

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Copy From Template (continued)

 Customized template can also be created as shown in the next slides

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Customized Templates

 Customized templates can be created in which you can select fields which
are needed to be copied.
 Go to specification workbench  Menu  Inheritance 
edit tempaltes

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Referencing

 Referencing is another technique to copy data from one specification to


other.
 In this case there will be connection between the source and target
specification.
 If some values are changed in the source the same will be replicated in the
target specification.
 One specification can be referenced with one or more specification, but
there should not be data overlap. Some property should be getting
updated from 1 specification and some from other.
 Multilevel references is not permitted in Specification.

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Referencing (continued)

Reference:
Target Specification Specification 1
Specification2
Prop 1 Prop 2 Prop 3 prop4

Specification:1 Specification:2

Prop 1 Prop2 Prop 3 Prop 4

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Referencing (continued)
 In the header data in the references tab you can enter the specification from
which you need to link the specification to as can be seen below:

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Referencing (continued)

 Reference and target specification are linked, so changes are handed over
automatically

 Further value assignments can then be made by overwriting value


assignments. In case you delete your changes the referenced data will be
written in the target specification again.

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Relationship between specification in referencing

Source Specification Target Specification


Initial Value: Property = 2345 Initial Value: Property = 2345
In target specification over righting with new value:
Property = 2345 Property = ABC
Changing value in source specification will not have any effect on target:
Property = 789 Property = ABC
Deleting the instance in the target specification will result in copying from the
source again:

Property = 789 Property = ABC (Deleted)


New Value: Property = 789 New Value: Property = 789

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Inheritance
 This functionality enables to pass value assignments and identifiers from
source specification to target specification.
 To do this, we need to create an inheritance relationship in which the source
specification, the target specification and the template are defined.
 The inheritance template controls the following:
– Which all identifiers and value assignments needed to be passed on
– If the value assignments passed on can be edited and whether the data changes
made are temporary or permanent
– If the relationships can be deactivated and reactivated if required

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Relationship between specification in inheritance

Source Specification Target Specification


Initial Value: Property = 2345 Initial Value: Property = 2345
In target specification over righting with new value:
Property = 2345 Property = ABC
Changing value in source specification will have any effect on target:
Property = 789 Property = 789
Deleting the instance in the target specification will result in copying from the
source again:

Property = 789 Property = ABC (Deleted)


New Value: Property = 789 New Value: Property = 789

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Properties of Inheritance

 Inheritance can be multi-level


 Inheritance and referencing can not be used for one specification.
 You can activate and deactivated the inheritance on 1 click.
 You can define multiple inheritance for one specification.

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Secondary Data: Expert rules

 The values stored in specification management is sometimes


interdependent and other properties can be derived from other properties
using rules.
 Using the EH&S Expert application we can:
– Define Rule SET
– Derive secondary data for specification data using these Rule Set
– Example, Determining of Hazardous phrases after checking certain properties

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Determining Secondary Data

• Sap EHS • EXPERT


System BAPI SERVER
Sends primary data

Calculates
data

Secondary data is
determined
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Creating customized set of rules


 It helps in creating rules in case if some mass changes are required.
 Following is the procedure to create the rules:
– Go to Utilities  Set of Rules  New.
– If you want to add/delete or replace certain values with other values you can
define that.
– Ex - property: Color adding one more color Green if the specification has blue
color defined in it.

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Creating customized set of rules

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Structure

Specification:1

component1
Component 2

component3 Component 4 Component 1

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Component

 Component 1: Direct as well as indirect component


 Component 2: Direct component
 Component 3 and 4: Indirect component.
 This concepts helps in determining the hit list for where used list .

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Any questions?

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Module 3:
Search Hit-list
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 Creating Tailor-Made Documents Using Report Generation


 Individually Laid-Out High-Quality EH&S Documents
 Documents in the substance database, and particularly those that are
intended for external addressees, require the highest levels of quality as
regards their layout which only state-of-the-art word processing programs
can provide. The layout of these documents requires the embedding of
graphics such as company logos, hazard symbols, and pictograms, color
print, displaying tables, and controlling special printers, for example, for
printing labels. Owing to the large number of documents, it is necessary for
every user to be able to structure the appearance and content of his/her
documents individually.

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 The layout functions provided in EH&S are designed to fulfill the requirements for
creating the following documents, for example:
 Material safety data sheets according to European guidelines
 Material safety data sheets (MSDS) according to North American guidelines
 Hazardous substance labels
 Danger labels (dangerous goods transport)
 TREM cards (dangerous goods transport)
 Standard operating procedure (in accordance with hazardous substance laws in
Germany)
 EH&S reporting uses Microsoft Word as its word-processing software.

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 General Process

 The layout of the document in Word can be created by assigning data from the
substance

 database to specific positions in the document using symbols from a list of


proposals.

 At the time that the report is generated, the system accesses the key
information assigned via the symbols in the R/3 substance database or other
R/3 tables. Special additional functions prepare the data delivered, transfer the
formatting, determine suitable font sizes, and adjust text and graphics to fit the
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 System Overview
 EH&S reporting recognizes the following elements:

 Report template
 Specifies the layout of the doc. and references the contents of the substance DB
and other R/3 data using symbols.

 Symbols
 Forms link between the report template and the R/3 data and are used to control
the data formatting in the doc to be created.

 Substance report generation variant (SRGV)


 Links the report template with a validity area and one or more substance
characteristic value ratings. If the document is intended for a number of validity
area/language combinations, such as a multilingual hazardous substance label,
these assignments also form part of the substance report generation variant.
69 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Final report
 Based on a report and completed with other R/3 data during a further generation
run. This data could be, for example, material data, customer data (address), and
SD order data. A report completed in this way (ready-to-ship report) can be sent
to an addressee.

 Report request
 Generated from an R/3 business process and transferred to the EH&S reporting
module. The requests are processed by means of periodically started processing
runs (mass processing).

70 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Relationships in EH&S reporting

71 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Report Templates for Creating Your Own Documents

 R/3 Document Management


 The report template is a Word document that is managed using the R/3
document management system. (DMS) Various administrative information
about the document is kept in the R/3 System, for example, a short description,
the processing status, and an authorization group that protects the document
against unauthorized changes.

 Link Between R/3 System and Word


 To maintain a report template or to generate a document, the R/3 System
opens Word. This establishes communication between the R/3 System and
Word. You edit only the Word document. Once you have finished working in
Word, you return to the R/3 System. There is a permanent link to the R/3
System while you are working with Word so that, for example, certain checks
can be run.

 Word Functions
 All Word functions can be used for the report template. This means you can
115 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
insert graphics, use character formatting, define headers and footers, use the
IBM Global Business Services

 Substance Report Generation Variant


 Many EH&S documents are subject to statutory requirements regarding their
layout and content. The statutory requirements apply for a specific jurisdiction
area. Regulations that apply to groups of countries (for example, to the European
Union) can be extended or changed by national regulations. EH&S reporting
must be able to map this situation as flexibly as possible. This means that the
EH&S data in the substance database and other applications should reach the
correct addressee automatically without the user having to intervene in the
generation process or distribution process.
 Link Between Report Template and Validity Area
 The substance report generation variant forms the logical link between the
report template and the validity areas. A validity area can group together a
number of jurisdictions in which substance data is commonly valid.
 Rating
 EH&S data is sensitive data that must be protected against unauthorized access.
Data in the substance database must be assigned a rating. This rating can
specify, for example, that the data is meant for general access or only for a group
of persons responsible for the data in the research department. By entering
the rating in the substance report generation variant (see Fig. 5-15, upper section
116 of the screen) yoSuAPdEeHtSe-rBmasincieDawtah&icToholsdaantdaPriosdupcrtiSnatfeetdy on the re© Coorpt.yrightIBM
©pCopyright IBMCorporation
Corporation2010
2010
IBM Global Business Services

 Usage:

 The rating and validity area together determine the so-called “usage.” If the
document is intended for several validity area/language combinations for
Multilingual Documents.
 Example - A multilingual hazardous substance label, these assignments
are also part of the substance report generation variant.
 Fig. shows the header data for the substance report generation variant.
This is, for example, the validity area, the report type, the report template
assigned, control specifications for report management (see chapter
“Report Management”) and display options.

 TCODE to check the generation Variant: CG2B

74 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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TCode: CG2B

75 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Fig. shows an example of the assignment of ratings to the substance report


generation variant and, in the lower section, the combination of validity area
and language.

76 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Condition schema for RGV selection

 Customizing path:
 SPRO  EHS  Product safety  Report Shipping  Basic setting
for Shipping from SD document  Condition schemas for RGV selection

77 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Report Generation

Final Report ( Stored in

)
report information system

SD + MM data

EHS specification Template (Report Body)


Database

Generation variant +
language selection +
date

78 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Condition For Shipping of MSDS automatically in report shipping:

 A valid report in released status should be present in the report information


system.
 With the valid generation variant

 Report information system can be checked with transaction code:: CG54

 Report once created in the system is in created status which needs to be checked
by PRS author and once confirmed is moved to the released status.

 TCODE::CG50 , used to put the generated report to the released status

79 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

• Tcode: CG02
EHS • Report generated with valid generation variant
database

• Created report needs to check and move to released status


• CG50
Report

• Report information system (To view report later)


• CG54
RIS

80 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Generation failed

Report Request Generation possible Generation


RA GB successfully

Generation Generation possible


System error
failed with warning

Maintenance
required in Report can sti ll be
Check the EHS database
WWI server some phrase is generated
missing or
phrase is not translated in the
report language

81 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Generated
report in the
form of a Word
document in the
 Print Preview
view.

82 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Final Report
 The final report (also known as the ready-to-ship report) is based on a report
and was filled with R/3 data during a further generation run. This data could be,
for example, material data, customer data (address), and SD order data. A
report completed in this way is sent to an addressee. Material safety data sheet
management, which is described in chapter 7, refers back to reports to add
material data and order data to the material safety data sheet (MSDS).

83 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Reports in Different Languages


 EH&S is capable of generating reports in all languages in the world that are
supported by Microsoft Windows character sets. These include:
 Danish, German, English, Spanish, French, Italian, Malaysian, Dutch,
Norwegian, Portuguese, Swedish, Finnish
 Hebrew, Japanese (Shift JIS), traditional Chinese, simple Chinese, Korean, Thai
 Czech, Croatian, Hungarian, Polish, Romanian, Slovakian, Slovenian, Bulgarian,
Russian, Ukrainian, Turkish, Greek
 R/3 Multinational Language Support (R/3 MNLS)
 The R/3 System allows you to work in a system with a number of character sets
(code pages). An application server is set up for each character set. EH&S
multinational language support (EH&S MLS) is compatible with this scenario.

84 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

EH&S Multi-Language Support (EH&S MLS)


 If you do not work in the R/3 System with R/3 MNLS, you can also generate
EH&S reports in languages that you have not set up as R/3 user languages.
For example, you do not have any users that work in the R/3 System in
Eastern European languages or Asian languages, but you want to send
material safety data sheets to Eastern Europe and Japan. In this case, you
only need to set the corresponding ‘locale’ for Eastern European languages
on a Windows front end computer. For Asian languages you will need the
corresponding language version of Windows NT (for example, Windows NT
Japanese). You can then enter and display data. EH&S MLS ensures the
characters are converted correctly and EH&S WWI ensures that the
document is printed correctly. At the end of this chapter you can see a sample
material safety data sheet in Shift-JIS Japanese.

85 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Examples of EH&S Reporting Capability


 The following examples should give you an impression of what integrated EH&S
reporting is capable of. below show extracts from sample documents:
 Material safety data sheet according to EU guidelines in English
 Material safety data sheet in Japanese
 Multilingual hazardous substance label

 Sample EHS Documents -

Sample EHS
Documents.doc

86 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Releasing Reports
 The number and sequence of the various release statuses depend on how you
have defined the status network and generation variant. In every release status,
the person responsible can accept or reject the report. Accepting the report
leads to the next release status. If it is rejected, the report is deleted.

87 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Versioning of reports
 A report can be created any number of times for a substance, a generation
variant, and a language. As long as a report is not released and does not have a
version assigned, the new report replaces the old one. If, however, a report has
already been released and a version requirement exists, a new report version is
created for the newly generated report.
 Controlling Using the Relevancy Indicator
 Versioning is dependent on whether the relevancy indicator was set. You can set
the relevancy indicator:
 In substance characteristic usage Reports that contain relevant substance
changes are automatically included when the work list is generated.
 In the report header
 You can also set the relevancy indicator in the header data of a report that has
been generated but not yet assigned a version.

88 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Numbering:
 If the relevancy indicator is set, the main version of the report with a version
requirement is incremented and the sub-version is set to zero.
 If the relevancy indicator is not set, the sub-version of the report with a version
requirement is incremented.
 Reports that do not have the version requirement indicator set are always
assigned the version 1.0. To ensure that the version remains unique, the current
released version is always replaced by the new version.
 The following rules guarantee that report versions remain unique in the R/3
System:
 No gaps are permitted when main version numbers are assigned.
 Once a version number has been assigned to a report, it cannot be changed.
 Report shipping always accesses the most recent released version of a report.
The most recent version is always assigned to the last report generated,
regardless of its key date..

89 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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Any questions?

90 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Module 5:
Training Phrase
Management
IBM Global Business Services

Module 5: Objectives

At the completion of this module, you should be able to:


 Explain Phrase Management
 Describe Phrase Content
 View and Edit Phrases
 Manage Phrase Sets
 Display and Edit Phrase Sets

136 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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Phrase Management
(Functionalities)
 Allows to handle texts in standardized modules effectively in a number of
languages.

 Phrases are managed in phrase libraries and grouped together in phrase
groups.

 Using phrase sets, can assign phrases to the individual characteristics of the
substance properties.

 SAP EH&S can manage a number of phrase libraries, one of which is selected
as the active library for data maintenance.

2010
137A wide range of uSsAePrEfHuSn-cBtaiosicnDsa,a
t & To ols a nd P ro du c tS af ety
s uc h as s e arch in g according©to©CoCopyright
spyprieghctia IBlMCorporation 2010
IBM
IBM Global Business Services

Topic 1: Phrase Management

 In this topic, you will learn:


 Definition of Phrases
 Types of phrases
 Usages
 Use of phrase libraries
 Use of phrase groups

139 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Phrase Definition
 Phrases are standardized text that is assigned to values to characteristic, or
used as text patterns on substance report . Phrases can be translated into
different languages based on the customizing defined in product safety.

 Phrases can be used to create a link to graphic

 Different type of Phrases


 - R Phrases (Risk)
 - S Phrases (Safety)
 - Hazard symbols

140 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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Structure of Phrases:

 Phrase Library: This defines the origin of the Phrases and the type
 of phrase assignment .

 Different company’s has different hierarchy for storing phrases, phrase library
can be used for the same.

 Phrase Group: for each Phrase library different phrase groups can be
assigned.
 This is to define Phrases more precisely and each phrase can
 be assigned to only one phrase group

141Phrase Code: ItSiAsPlEaHnSg-uBaasgiceDdateap&eTonodsleadndaPrbobdurcetvSaiafettiyonfor a P©hr©CaCopyright


ospyers
i gh.tIBM Corporation
IBM 2010
Corporation 2010
IBM Global Business Services

Phrases Components:
 Header Information.

 Item Information

 Header information contains the administrative information like:

 Phrase group for that Phrase


 Phrase Library
 Creator
 Any Passive library references are existing.

 Item Data:

 At Item level different translation of Phrases can be done. For every language

phrase item
142 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
 contains Phrase text, phrase code and link to graphic.
IBM Global Business Services

Phrase Management:
 Purpose
 To provide centralized text management
 To facilitate the Import of standardised Passive phrase library
 To facilitate the Import of 3rd party content provider phrases
 To facilitate the assignment of texts to substance properties
 To add texts to reports, for example, MSDS, labels, etc.

98 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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Different Libraries in Phrase management


 Passive library
 Active library

 Only the phrases in the active phrase library can be used for value
assignment in the property tree.

 The SAP system enables us to import purchased ( 3rd party content provider)
or company-specific phrase libraries into the SAP system, and to merge them
with the active phrase library so that it can be used in the property tree and
templates.

99 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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Phrase Libraries

Passive Library Third Party passive lib Company specific lib

Active Lib

 Phrases are created/imported into the passive libraries


 The phrases from the passive libraries are merged into the active library
 Only one active library exists from which phrases are used to create reports or
 assign texts to substance properties

100 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
Phrase Management and Usage of
IBM Global Business Services

Phrases
Step1

Passive Library Active Library Phrase set 1

Phrase set 2

reference phrase
Creation / Updation to merge
phrases
Phrase set n

Step2 Step3
Property Tree
Report
Chapter 1….
Property A Phrase Chapter 9
Chapter 1
Characteristic 1: Phrase x Set 1 (Phrase xy
….
in German)
Phrase x Chapter 9
Phrase y (Phrase xy
Phrase xy in English)

101 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Phrase Groups

Phrase Library Phrase Group Description Phrase Key


CUST 07 Only use in well... G000000010052

CUST 11 Severe irritation G000000011493


CUST 15 class II G000000010778
CUST 15 class II G000000010777
: : : :

 Keeping related phrases for ex- all marketing phrases under a single
Phrase Group, simplifies retrieval of them. By using the phrase group
code as the search criteria, all related phrases can be retrieved at the
same time
 A phrase can be assigned to one phrase group only
102 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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Topic: Creation/ Editing of phrases:


 In this topic, you will learn how to:
 View Phrases
 Edit Phrases
 Display the Where Used list

103 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Edit Phrases – Update the Active Library


 The Phrase Hit List is Displayed

Click
Extras

Click
Merge

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Edit Phrases – Update the Active Library cont.


 The Merging Phrases to Active Library window is Displayed

Check the details are correct


and the check boxes ticked

Click
Choose

105 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Edit Phrases – Check the Active Library


 In the displayed Hit List the new or modified phrase of the active library is
 already ticked

Click Item

The active library


now contains the
new text

106 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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 In this topic, you will learn how to:


 Manage Phrase Sets

107 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Phrase Set Management


CUST-G000000011283
Harmful
Phrase Set Language Phrase Set Description

SAP_EHS_1023_001_SYMBOL EN Hazard Symbol

SAP_EHS_1023_005_COMMENT EN Add. Comment class./label

 Phrase Sets group all phrases together to be used in one characteristic.


 Each phrase can be used in different phrase sets.

108 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Phrase Sets
phrase 1
Phrase Set 1 Phrase Set 4
phrase 2

phrase 3
Phrase Set 2 phrase 4

phrase 5 Phrase Set 5

phrase 6

phrase 7

Phrase Set 3 phrase 8

109 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Topic: Display and Editing


Phrase set
In this ItBoMpGilcob,alyBouusinewssilSlelrveicaersnhow to:

 Display Phrase Sets


 Edit Phrase Sets
 Delete Phrase Sets

111 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Display Phrase Sets


 Access Display Phrase Sets using transaction code CG1C

Click
Hit List

Enter
Phrase Set

112 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Display Phrase Sets – Hit List

Click Phrases to
Tick the display the
Check phrases in the
Box Ph

113 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Display Phrase Sets – Phrase Assignment

114 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Edit Phrase Sets


 Access Display Phrase Sets using transaction code CG1B

Click Enter
Hit List Prase Set

115 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Edit Phrase Sets – Hit List

Click Phrases to
Tick the display the
Check phrases in the
Box Pr S

116 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Edit Phrase Sets – Assign a Phrase

Click in the
next
available Click on the
Phrase field Possible Entry
Button

117 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Edit Phrase Sets – Assign a Phrase cont.


Enter the
Phrase Group

Click
Transfer (Enter)

Click on the
required phrase

Click
Transfer (Enter)

118 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Edit Phrase Sets – Assign a Phrase cont.

Click Enter
to display Click Exit
the Text

Click
Save

The phrase key is


transferred

119 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Phrases: Where Used List

 This functionality determines where the phrase has been used. For Ex-

 As a Substance characteristic vale


 On a substance report template

 There is a logical check in the background that restricts the deletion of


phrases in case it is being used in a characteristic or report template

 Following information is retrieved by using where used list:


 Substance Key for the various characteristic
 Validity area, creator for that specific characteristic
165 Report templateSAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Deletion of Phrases:

 While deleting a phrase below points should be always considered:

 If the phrases are used as characteristic value for a property tree


 Phrase is being defined in a active library or Passive library

121 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Course Summary
 In this course, you learnt how to:
 Search for phrases and phrase sets
 View phrases and phrase sets
 Maintain phrases
 Assign phrases to phrase sets
 Merge phrases into the active library
 View “Where-Used List”
 Delete Phrases and Phrase Sets …

122 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Any questions?

123 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Module 6:
Characteristic
and Value
Assignment
Creation
IBM Global Business Services

Module 6: Objectives

At the completion of this module, you should be able to:


 Maintain property tree
 Create a new property and enter characteris tic in this
property
 Define value assignment type
 Assign phrase sets to characteristics

125 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 1st Step:

 Create a characteristic
 SAP Menu  Cross Application Components  Classification system

ataMaster Characteristics
d (Transaction: CT04)

126 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 In the characteristic you need to define the following parameters:

 Data type
 Number of characters
 Decimals
 Unit of Measure
 Lower and upper limit
 Description

127 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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 Assigning the created characteristics to the class

 SAP Menu  Cross Application Components  Classification system


 Master data  Class (Transaction: CL02)

 Class type is always 100 For EHS

128 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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 Assigning class to the value assignment type: Customizing


 SPRO  Environment, Health & Safety  Basic Data and Tools
 Specifcationmanagement  Specify value assignment type

129 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 In Value assignment type you define the following parameters:

 Corresponding Class
 New value active
 Change active
 Value assignment category
 Usage profile
 Specification type assigned to value assignment type

 Generally it is recommended to have same name for the class and the value
assignment type for the sake of simplicity.

130 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Assignment of the value assignment type to the property tree

 SAP Customizing  Environment, Health & Safety  Basic Data and


Tools Specification Management  Specification Database Structure
 setting for value assignment  Set up property Tree

131 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Phrase set are assigned to the value assignment type


 TCODE CGAB

 Assignment of Phrase set to the value assignment type will be


discussed in detail in Phrase Mangement.

132 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Any questions?

133 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Module 7:
Report Shipping
IBM Global Business Services

Introduction

 Any organization which produce and sells environment hazardous material


must protect and educate about the hazards these materials pose.

 Organization has to comply with the laws and regulations on hazardous


material/substance worldwide.

 This module helps in bringing the hazardous material safely into the market
and comply with the relevant regulation in that place

135 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Following SAP component must be installed to use all the functionality of Product
safety

 Basic data and Tools


 Material master
 Sales and Distribution
 Document management system

136 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Following function of basic data and tools are used in the product safety

 Specification Management
 Specification information system
 Import Export functionality for uploading phrases, specification.
 Global label management

137 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Substance structure

138 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Material and Specification Comparison

 Specification:
 It contains all the information pertaining to the various material.
 Ex- physical and chemical properties .
 Specification is not sold .

 Material:

 Material is a physically available entity.


 Material can be purchased
 It can be sold by an organization

139 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Relationship between substance and material

 Material assignment defined with 1:1 or n:1 relationship are correct with in
Product
 Safety
140 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Saleable
material

Semi Finished Raw material

Raw material

Raw material

141 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Substance type used in Product Safety

 REAL_SUB
 PURE_SUB
 LIST_SUB
 REAL_GRP
 LS_UN_SUB
 DG_CL_SUB

 Substance type used in the system cannot be deleted.

 A listed substance is listed in regulatory list


 Listed substance are not used to assign to material.
142 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Specification types

 Standard SAP has following specification types:

 Real substances:
 Substance which are physically present in the company eg: finished products,
raw materials
 One or more materials can be linked/assigned to substance.

 Listed substances
 A listed substance is a substance whose properties has been described in
UN regulation
 Listed substances are not produced or sold .Listed substance is used as a
model for real substance by using them as a reference
143 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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 Pure Substance:
 Substance which are 100% pure and these substance can be used as a
composition of a REAL substance. It is the lowest level of composition. It is
not assigned to material directly.

 You can customize new type of substance according to the requirement,

144 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

Saleable Paint Real Substance


product

Real Substance
Semi finished varnish alcohol

Pure substance
Raw mat. methyl ethylene Benzene

UN listed
Un Listed
Substance Substance

145 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
IBM Global Business Services

 Fulfilling Legal Requirements Automatically Using Report Shipping

 Overview

 Determining Data Automatically


 Using EH&S report shipping, can ship reports containing substance data
automatically or
 manually. Automatic report shipping is then integrated as part of a higher-level
business
 process. For example, the R/3 System supports in shipping the material safety
data
 sheets in advance of the delivery of certain chemical products. As well as the
recipient, the
 report language and the relevant report are determined automatically. The R/3
19S5ystem SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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 Check Functions

 Allows to set up report shipping in accordance with the legal requirements in the
recipient country and region. The whole shipping procedure, from triggering the
shipping process to the actual shipping, is subject to business checks. If
required, the person responsible in organization must check the output for the
report shipping order and post the receipt of the acknowledgement of rec eipt.

147 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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Various Functionality within Product Safety:

 All released reports already contain the generated substance data. The R/3
System determines the logistic data, for example, address or product name,
relevant for shipping and adds this data to the substance report.

 This means that the same substance report can be sent to a number of different
recipients. You can also set up the R/3 System so that it re-determines the most
up-to-date released substance report before generating..

 Reports can be shipped as an e-mail, a letter, or as a fax. If required, can specify


that reports with the same recipient and of the same communication type can be
shipped together. The system automatically distributes this bundle of reports
among the existing shipping units (for example, letter formats).

148 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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 In European Union countries, if relevant changes are made to certain data, an


updated material safety data sheet must be resent within a legally prescribed
period of time. The system automates this process.

 As well as shipping substance reports that were created in the R/3 System, It
can also ship inbound reports. Inbound reports are reports that were imported
from external systems.

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 Controlling Shipping Centrally Using the Shipping Reason

 EH&S report shipping allows to control the shipping process centrally


depending on the shipping reason. It allows to define the shipping reason and
its parameters in customizing.

 Shipping reason

 Shipping could be triggered by the following causes:

 Shipping triggered from Sales and Distribution is the shipping reason for
automatic shipping of MSDS.

 As the result of a relevant substance or phrase change, the R/3 System
automatically generates new report versions. This means that subsequent
Shipping may be required as the shipping reason.
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151 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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 Reason type

 The reason type allows to specify the shipping reason more exactly. For
shipping triggered by Sales, can differentiate between triggering by delivery
and by order.

 Business process Link to the Report Type

 The link to the report type is made via the business process. The report type is
assigned to a report via the corresponding generation variant with which the
report was created. When MSDS are shipped, only those reports whose report
type is assigned to the business process MSDS are selected as standard.

 Initial Status

 Can be used the initial status to control whether the report shipping order must
be released manually by the person responsible in your company before
processing. Alternatively, you can specify that the report shipping order is
201immediately procSeAsPsEeHdS-fuBarstihceDra.ta& Tools and Product Safety © Copyright IBM Corporation 2010
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Control Parameters

 Depending on the shipping reason, reason type, and business process you can
also specify the control parameters. Following parameters can be conrolled

 Whether the report shipping order should be taken into account in subsequent
shipping
 Whether the person responsible has to check the output of the report shipping
order
 Whether the person responsible has to post the acknowledgement of receipt
 Whether the R/3 System has to reselect the most up-to-date released report
before
 generating the final report
 Whether the report shipping orders have to be bundled
 Whether a cover sheet is to accompany the report
 Whether an acknowledgement of receipt is to accompany the report

 Other Dependencies
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Communication Types

 Depending on the communication types, the routines for bundling, generating,


packing, and sending are assigned as standard. Whether a number of report
shipping orders are actually bundled together does not just depend on the
control indicator in the shipping reason, but also on whether the bundling
routine is assigned to the communication type that was selected for this
shipping reason. You can find more information on shipping in the section
Letter, E-Mail, Fax – Routes to the Recipient.
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 The routines for checking and saving report shipping orders are assigned
directly to the shipping reason. The check records the report shipping orders
first and then, in a second stage, runs the actual check function.

 Depending on the shipping reason ,can also assign a cover sheet and
acknowledgement of receipt. As a selection criterion you can also enter the
initiator (sales organization) and the recipient country. In addition, you can
directly specify the cover sheet and acknowledgement of receipt for the
business process.

 This assignment is then used for shipping order bundles that contain report
shipping orders with different shipping reasons and belong to the business
process in question. For the R/3 System to output the documents must have
set the appropriate control indicators for the shipping reason.

 The assignment of the following also depends on the shipping reason:

 The parameter values to be saved


204 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
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 Recipient of the MSDS report

 1) R/3 partner determination


 Selects the respective recipient for automatic shipping using Partner
Determination
 . The languages in which the report must be shipped are also linked to the
recipient country.

 2) Partner Functions

 R/3 System uses partner functions to differentiate between business partners


(for example, customers, vendors, forwarding agents). These partner functions
are grouped together using partner determination procedures and are assigned
to the corresponding business partners via an account group.

 3) MSDS Recipient/Ship-To Party



205 A partner determSiAnPaEtHioSn-BparsoiccDeatdau&rTeoohlsaasndbPeroedunctsSeaftetuyp specific©alCly
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shipping, and the recipient (MSDS recipient) and ship-to party have been
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 Contact Person

 You can define a number of contact persons for one MSDS recipient. If you have
also assigned the function of contact person for material safety data sheets to a
contact person, this contact person and not the higher-level business partner
receives the relevant material safety data sheets from the R/3 System.

 Manual Shipping

 In manual report shipping, you have a choice of more recipients. You can ship
reports to another R/3 office user or to a general report recipient as well as to
business partners (customers).

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Report Recipients

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 Determining the Correct Substance Reports


 Valid Report Template ----- Permitted Substance Data
 The generation variant defines which report template must be used for
generating and what usage the substance data on the generated report must
have. Only those substance data that have the same usage, meaning the same
rating and the same validity area as the generation variant, are displayed on the
substance report.
 The report type is also linked directly to the generation variant. A report can be
identified using the report type, for example MSDS. Only reports of the Material
safety data sheet type can be sent in the material safety data sheet shipping
function. This is controlled via the business process Material safety data sheet
shipping.
 Selecting the Generation Variant
 Relevant generation variant will be selected by using a special condition
schema. The assignment can be made at different levels of accuracy. For
example, assign a generation variant directly to a ship-to party. If the system
cannot find a generation variant from this table it checks the second table and so
on. You can therefore specify a generation variant directly for a particular report
type.
159 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010

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 Selecting the Language

 The language of the report recipient determines the language of the MSDS.
You can assign other languages to the report recipient’s country in Customizing
if the report is to be shipped in a number of languages.

 Selecting the Key Date

 Substance data can have different validity areas. For automatic shipping, you
can use Customizing to define which key date is to be used as the
procurement date depending on the shipping reason. During generation, the
substance data that is valid on the key date is used. If required, you can set up
a lead time for report shipping depending on the country. This ensures that the
report reaches the recipient before the material delivery.

 The Sender of the Material Safety Data Sheet

 The sender’s details must be entered on a material safety data sheet. example,
209
the address of theSAcPoEmHSp-aBnasyic,Deamate&rTgoeolsnacnydPteroledupcthSoanefeyt number, ©anCopyright
©CodpynriaghmtIBIBM
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contact persons who can provide information about a material safety data
IBM Global Business Services

 Report Data at a Glance (Header data)

 Report Shipping Order


 A report shipping order containing all the information on shipping is created
when shipping is triggered.
 A report shipping order is assigned to a recipient and a report when it is
created.

 Report Shipping Order Parameters

 The report shipping order contains all specific parameters in its header:
 Shipping reason (for example, generated manually, generated by Sales)
 Business process (for example, material safety data sheet shipping)
 Target shipping date and shipping date with time of shipping
 Report shipping order type (report, cover sheet, or acknowledgement of
receipt) and shipping unit
21
0 (for example, enSAvPeEloHpSe-BtahsacitDhatoal&dTsoo1sl0ansdhPeroedtusctoSaffeptyaperor e-m©C
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IBM Global Business Services

 Starting Automatic Report Shipping


 In many countries, the law specifies that recipients of chemical products must
receive a material safety data sheet (MSDS) before taking delivery of the
products. The EH&S material safety data sheet management system
automates this process and enables customers to fulfill legal requirements.
Shipping can currently be triggered either from the delivery or from the order.
One of the conditions is that the posted shipping or sales document contains
a material that was flagged as environmentally relevant in the material mast er.

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 Prerequisites in the SD System


 Posting a Sales Document
 As the delivery follows the order, the R/3 System, as standard, runs the
complete shipping process only when the delivery document has been posted.
When posting a sales document, the R/3 System only checks that an
appropriate report can be selected after the data has been transferred to
EH&S. If necessary, the R/3 System creates a report request. Using
Customizing, you can also set up the whole report shipping process from the
order.
 Selecting an Output
 The R/3 System’s output control is used to execute report shipping. The
technical prerequisite for this is that the delivery item of the material has an
item category to which an output of a particular type is assigned via an output
determination procedure. The R/3 System must be able to select this output
using a condition schema in Sales.
 Data Transfer to EH&S
 When the output is processed, Sales-specific data (for example, recipient data
212and sender data)SiAsPeEvHaSl-uBaatseicdDabtay&tThoeolsRan/3dPSroydsuctteSmafeatyndtransfe©rrCe
©odpyrtigohtEIBH
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 Selecting the Report


 The R/3 System selects the relevant reports for all substances found that
require material safety data sheets according to the following criteria:
 Generation variant selected via the EH&S condition schema
 Language assigned to the country of the material safety data sheet recipient
 Key date in accordance with the procurement date defined in Customizing
 Substance determined from the material-substance assignment

 Creating the Report Shipping Order


 The R/3 System creates a report shipping order for each report and each
respective recipient. As a number of contact persons may be defined, the R/3
System may create a number of report shipping orders. The sales organization
specified for the sales document is entered as the sender.
 The report shipping orders are created in the shipping log. Here, the person
responsible can view the progress of the process at any time. The R/3 System
starts processing (checking, generating, bundling, packing, shipping) as soon
as the shipping time
164 SAPis reached.
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 If No Suitable Report is found:

 If the System does not find a report that matches the selection parameters, it
creates a report request in addition to the report shipping order. The final report
can only be generated if a released report results from the report request.
Therefore the R/3 System checks the status of the report before generating. If the
report status is not set to released, the R/3 System sets the status of the report
shipping order to Errors. When the report is finally released, the person
responsible can reset the report shipping order status manually.

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 Shipping Reports Required by Law Only


 EH&S report shipping send the substance reports required by law to your
customers.
 You can either use the standard check routines supplied by SAP or
implement your own.
 The first stage of the check covers all newly released report shipping orders.
The second stage covers as standard the report shipping orders that were
generated automatically by Sales.
 For these report shipping orders, the system checks whether shipping is
required by law. This check is also dependent on the country and region of
the ship-to party.
 Using Customizing you can also set up the check for manually triggered
report shipping orders. In this case, there is no ship-to party with the result
that the R/3 System uses the country and region of the report recipient.
 To avoid unnecessary Shipping of Reports, system always checks before
carrying out a report shipping order whether there are any reasons for
rejecting it.
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For the USA, System ensures that a MSDS is always sent for the first
delivery in a calendar year of a product that requires a MSDS. If further
purchase orders are received, then a MSDS is sent whenever a relevant
change is made that results in a new main version. For this reason,
subsequent shipping is not required in the USA. If a new report shipping
order for a new main version is created, the R/3 System checks whether a
material safety data sheet recipient in the USA has already received this
version. If an existing report shipping order is identical in all of the following
criteria, the new report shipping order is rejected:

Report recipient
Sales organization of sender
Name of the material for which the report is being sent
Substance ID for which the report was generated
Generation variant for which the report was generated
Language in which the report was generated
Main version of the report

If all these criteria apart from the language are identical, the R/3 System
does not
reject the report shipping order. The report is sent in the new language.

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 Checking in the Validity Area European Union

 In European Union countries, the twelve-month rule applies to the shipping of


MSDS
 The R/3 System accepts a new report shipping order only if no equivalent report
shipping order has been received by shipping or subsequent shipping within the
last twelve months.

 The check runs through a total of three steps. In steps one and two, the R/3
System runs the check for report shipping orders whose target shipping date wa s
within the last twelve months. By using the target shipping date, the shipping lea d
time is also taken into account.

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Master Data In procurement

 Report Shipping Orders to Be Checked

 The existing report shipping orders are checked in all statuses apart from
report shipping orders with the status Start of work or Released. As these
report shipping orders have not yet been checked, it is possible that they may
be rejected and are then no longer relevant. As subsequent shipping orders
are never rejected once they are generated, they are also taken into account
in the status Released. The R/3 System also includes manually generated
report shipping orders in the check.

 If the Report Shipping Order Fails the Check...
 If a report shipping order is rejected after it has been checked, the person
responsible can reset the status of the report shipping order manually to In
work. The R/3 System always saves the report shipping order that was
rejected last in order to retain the date of the last purchase order for the
218 product. All otheSrArPeEpHoSr-tBsahsicipDpaitnag&Tooord
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Automatic Subsequent Shipping

 The R/3 System supports subsequent shipping of reports that have already been
shipped if a new main version of the report is created. To make this possible, SAP
provides a solution that automatically takes the legal guidelines for the validity
area European Union into account. Depending on the recipient country and
region, you can modify the delivered function for subsequent shipping or develop
and implement your own routines.

 Determining subsequent shipping orders can be set up to run automatically in
cycles. Using the validity date, the R/3 System also takes into account reports that
have already been released but only become valid at a date in the future.
Subsequent shipping orders are created by the R/3 System as follows:

 The System selects all new released reports that have a new main version. A new
main version is created automatically in the R/3 System when a report is
created by the R/3 System as the result of a relevant change to a substance or
phrase. Using a generation variant indicator can also specify that all relevant
changes should be indicated in the generated report.

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 The system checks whether previous versions of the reports exist. However,
only report shipping orders are included whose target shipping dates from the
R/3 component Sales and Distribution (SD) are not older than twelve months.
This means a purchase order for a material must have been issued within the
last twelve months.

 The R/3 System checks whether the subsequent shipping indicator is set for
the previous versions of the report shipping orders.

 The R/3 System compares the selected reports and the new reports for the
following assignments:
 The report-substance assignment set in the report header
 The material-substance assignment set in substance management

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Creating Subsequent Shipping Orders

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Triggering Shipping Manually

 Can trigger a report shipping order manually from the report information
system. All reports that select using the search functions in the report
information system have already been released.

 Whether a report is available for MSDS shipping then only depends on the
report type that the generation variant assigns to the report. The report type
must be assigned to the business process Material safety data sheet
shipping and this business process must belong to the shipping reason
Manual shipping.

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 Screenshot need to be attached to demonstrate sending of MSDS manually

 TCODE: CG54
 Report Information System  Select the release MSDS
 Report  Send

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 You can select the recipient and mode of communication

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Further Procedures:

 You can modify the remaining procedure using your own processing routines.
 The individual stations are logged by the R/3 System. These include:

 Bundling
 Generating
 Packing
 Shipping
 Checking goods issue
 Posting acknowledgements of receipt
 Data backup

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Material Master Tables

 Generating the Most Up-to-Date Shipping Data


 Once a report shipping order has been successfully checked and bundled,
the R/3 System checks the relevant ready-to-ship reports for it. Several steps
are required to generate the final reports:
 If you have set the check indicator for the corresponding shipping reason, the
R/3 System re-determines the most up-to-date report version before
generating. It loads the report that is to be shipped (for example, *.DOC file)
from the document management system (DMS)
 If symbols in the symbol group Parameters are contained in reports, the R/3
System completely replaces these symbols with actual data. The up-to-date
sales and distribution data such as the address of the customer is then
determined ready for shipping.
 The R/3 System determines the size of the individual final reports (in pages
and bytes) so that it can then pack the bundles of report shipping orders into
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Generating the Final Report

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 Using Shipping Material Optimally by Packing


 Shipping Order Packages
 After the R/3 System has bundled the report shipping orders, it divides the
bundles up into shipping order packages using shipping units. Each shipping unit
has its possible length defined in bytes or pages. The R/3 System selects the
shipping units available depending on the communication type. If you wish, the
business process, the initiator, and the recipient country are also taken into
consideration here.
 The following steps are processed:
 If a number of shipping units are available to select from, the R/3 System assigns
the shipping order bundle to a suitable shipping unit. If the shipping order bundle
is too big, it is split up.
 For each shipping order package, the R/3 System records which reports were
assigned to the package. If, for example, you defined a cover sheet template
accordingly, this information can then be printed on the cover sheet.

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 Cover Sheet / Acknowledgement of Receipt


 Selecting a cover sheet and an acknowledgement of receipt is optional and
dependent on the shipping reason. In addition, can also set an option to take the
initiator and country into account when selecting a cover sheet and
acknowledgement of receipt. Cover sheets and acknowledgements of receipt
never contain subst ance data. This means that the documents can be ful ly
generated when pa ckaged as long as it has been decided exactly how m any
pPaacckkaaggiensgeSxhisipt.pingOrder
Bundles

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 Letter, E-Mail, Fax . Routes to the Recipient


 The shipping order packages can be shipped by mail or electronically as e-mail
or fax. You can determine which route is used by means of the communication
type. You must have specified the permitted communication types for all
business partners and contact persons to whom you want to send a report. You
can set a communication type as the default communication type. In
Customizing, you define the priorities for the permitted communication types
dependent on the shipping reason. The default communication type always has
the highest priority and must also exist in Customizing so that it ca n actually be
used to ship documents.

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 Tracking the History of the Data


 You can control the way in which completed report shipping orders are stored via
 the final report indicator that can be set under the shipping reason.

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 Cover sheets, acknowledgements of receipt, and print jobs are always deleted
by the backup routine as standard. In Customizing, you can set the number of
days after which a completed report shipping order is to be stored.

 The stored data is entered in the shipping history. This enables you to prove that
a specific substance report has already been sent to a recipient. If the report has
to be sent subsequently, the data is readily retrievable.

 If you set the final report indicator, the completely generated report is stored in
the R/3 document management system. The parameter values that are therefore
no longer required are deleted. However, you can specify in Customizing the
parameters that you explicitly want to store depending on the shipping reason.
You can open the complete report and the list of special parameters in the
shipping log.

 If you have not set the final report indicator, the finally generated report is deleted.
All the corresponding parameter values and the special parameter values you
want to save are stored. If you call the display for the final report in the shipping
log, the R/3 System generates it using the stored parameter values.
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 Flexible Report Shipping


 The R/3 System allows you to replace all the standard routines for
processing
 report shipping with your own routines. In addition, a series of SAP
enhancements
 (customer exits) allows you to integrate individual routines in the standard
function
 processes, for example:
 To determine the report type
 To determine the material name
 To check whether a material safety data sheet is obligatory
 To determine the language for the material safety data sheet
 To determine the substance report generation variant
 To ship the material safety data sheet from SD
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Customizing setting------ Product safety


 Check shipping reasons
 Assign templates: cover sheet
 Assign name for user exit
 Language selection
 Specify Business process
 Communication type
 Condition schemas

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 Specify Shipping reason:

 Here we assign the reason for a report shipping order to a business process.
Depending on the shipping reason, we can set specific indicators with which
further control on the report shipping can be done.

 IMG  Environment, Health and Safety  Product Safety  Report


Shipping
Basic Settings  Check shipping reasons

 The system does have standard settings and it is generally recommended no t to


change them

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 In this customizing of reason type you can define following setting:

 Whether the process type will be in Background or not.


 The subsequent shipping is to be executed or not.
 A cover sheet has to be sent and acknowledgement receipt.
 Report shipping to the same customer are to be bundled

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 Assignment of the coversheet:


 IMG  Environment, Health and Safety  Product Safety  Report
Shipping
Basic Settings  Assign Templates: Cover Sheets/ Acknowledgements of
receipt.

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 TCODE to edit coversheet: CG4B

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 Check for the manual report shipping

 IMG  Environment, Health and Safety  product safety  Report


Shipping
Basic Settings  Assign name for user exit.

 User exit is defined in basic data and tools  manage user exits.

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 Specify Business Process:


 Here we define the business processes for which specific reports are shipped.

 Specify Communication:
 For EH&S installations that are based on a 4.X standard release, the
communication types required are delivered as standard. The following
communication types are supported for report shipping:
 INT (Internet)
 FAX (fax)
 LET (letter)
240 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010
 RML (R/Mail)
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 Specify Shipping reason:


 Here we can check the assignment of a reason for a report shipping order to a
business process. Depending on the shipping reason, specific indicators can be
set with which you can further control report shipping.

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 Automatic Report Shipping – Assigning communication type

 IMG  Environment, Health & Safety  Product safety  Report


Shipping
Basic Setting  Assign Communication type

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 If the default communication type is not found in the IMG assignment table, the
SAP System checks if other communication types exist for this recipient in the
IMG table. If the system finds several corresponding communication types, it uses
the communication type with the highest priority.

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 Language assignment for the MSDS

 IMG  Environment , Health and Safety  Product Safety  Report


Shipping Basic Settings for shipping from SD Documents  Assign
language and lead time to country.

 Assignment of languages to the country , so that EH&S documents can be


created in all official languages of a country.

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 Automatic report Shipping – Condition Schemes:


 IMG  Environment, Health & Safety  Product Safety  Report
Shipping
 Basic Settings for shipping from SD Documents  Condition schemas
for RGV selection

 There are 5 tables which can be defined. As per the business requirement
one of the table is used for the selection of RGV

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Changes in the regulatory data


 Example – Suppose the classification of the pure substance methylene changes
to
 “Dangerous to marine animals”. Add this new information to the regulatory data
of North America (OSHA).

 By adding this property to Standard property tree -> regulation  Classification



North America
 Different properties can be updated when expert rules are run.
 EX- R phrases , S phrases. These changes might be relevant to the customers.

 This case we need to release a new version of the report so that the newly
created MSDS with the updated properties can be shipped to the customers. This
process will be taken care by the SUB_CALL(Subsequent Shipping).
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IBM Global Business Services

199 SAP EHS - Basic Data & Tools and Product Safety © Copyright IBM Corporation 2010

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