USER REQUIREMENT Doc.

ID SAP/URS/QM/01
SPECIFICATION
Version
Module: Quality Management 1.2
No.

User Requirement Specification for SAP Quality Management

APPROVAL
Function Name Role Signature & Date

PREPARED BY Mohua Chowdhury SAP QM Consultant  

REVIEWED BY      

APPROVED BY      

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Contents

1.0 Document Management 3

Change History 3
Related Documents 3
2.0 Overview 3
Purpose 3
Functional Team 3
3.0 Process Description 4
3.1 Details of Business Processes for QM in Procurement 4
3.1.1 Business Process for Raw material 4
3.1.2 Business Process for packing material 6
3.2 Details of Business Processes for QM in Production 7
3.2.1 Business Process for in-house production inspection 7
3.3 Laboratory Testing Services 9
3.3. 1 Condition monitoring service monthly, half yearly, yearly provide service 9
3.3.2 Complementary Service 9
3.3.3 Customer Feedback/Complain 9
3.3. 4 Customer Product Testing 9
3.3.5 Subcontracting 9
3.3.6 Research and Development 10
3.3.7 Inspection of Reserve/Retention Samples 10
3.3.8 Field service inspection 10
4.0 User Requirement Specifications 11
4.1 Functional Requirements 11
5.0 Appendix 15

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5.1 Glossary of SAP Terms 15

1.0 Document Management

Change History
Version Change Request Effective Date Reason for Change

Related Documents
Document No. Document Name Notes/Attachment

2.0 Overview
Purpose
This document specifies the user requirements for the Quality Management module for Lub-
rref (Bangladesh) Ltd.

Functional Team
Sr. Role Name Designation
No.
1 Business Process Owner Khandaker Jakir Hossain General Manager - QA/QC
2 Business Process Owner Asst. Manager, Quality
Ashraful Alam Management
3 Business Process Owner Asst. Manager, Quality
Momena Akter (Doli) Management
4 Core Team Member Ehsanul Karim  Senior Executive (Audit&

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MIS)

3.0 Process Description

QUALITY MANAGEMENT

The QM application component supports tasks associated with quality planning, quality inspection and
quality control. In addition, it controls the creation of quality certificates and manages problems with the
help of quality notifications.

3.1 Details of Business Processes for QM in Procurement

3.1.1 Business Process for Raw material

Both base oil and additives arrive at the plant either in Flexi-bag or in drums. Samples are taken from
each flexi-bag or √ (n+1) numbered random drums. Then a composite samples are prepared from received
samples. The composite sample is tested and compared against the Certificate of Analysis (COA)
provided from the vendor. If tested parameters align with COA parameters, Base oil and Additives are
sent to respective storage. If parameters do not match, management decides about the lot.

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The basic process for the incoming raw material inspection processes is demonstrated below

Start

Automatic Inspection Automatic /Manual

Goods Receipt From
Lot Creation Sample Determination
Purchase Order

Usage Decision Result Recording

Stock posting
Pass Inspection Pass or fail Fail Management Decision

End of Inspection

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3.1.2 Business Process for packing material

When the design is finalized packing material then PO will be generated by supply chain
department. Based on the GR on SAP inspection lot will generated. If inspection lot is accepted
then ready for consumption and if the lot is rejected then payment will be automatically blocked
and material will be returned to vendor according to management decision.

The basic process for incoming packing material inspection processes is demonstrated below

Start

Automatic Inspection Automatic /Manual

Goods Receipt From
Lot Creation Sample Determination
Purchase Order

Usage Decision Result Recording

Stock posting Automatic Invoice Block

Pass Inspection Pass or fail Fail

Send Back To Vendor

End of Inspection

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3.2 Details of Business Processes for QM in Production

3.2.1 Business Process in-house production inspection

In-House Product Testing

The in-house production inspection covers the following production process area for inspection.

 Re-refined Oil Production

 Lubricant Oil Production
 In-house Transformer Oil Production
 Grease Reprocessing
 Lube Oil Filtration
 Filling Process
 Reprocessing of Blended Oil

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The basic process for the in-house production inspection processes is demonstrated below

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Start

Production Process Execution

How Inspection lot is

Automatic Manual
generated?

Automatic Inspection Lot

Manual Inspection Lot Creation
Creation

Result Recording Result Recording

Usage Decision Rework Usage Decision

Inspection Pass or fail Fail Inspection Pass or fail

Pass Stock Posting Pass

End of Inspection

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3.3 Laboratory Testing Services

3.3. 1 Condition monitoring service monthly, half yearly, yearly provide service

Lub-rref provides condition monitoring service for finished goods sold to customers for a
definite period of time. This service is done for free of cost. This is done in different time frame:
monthly, half yearly, yearly etc.

3.3.2 Complementary Service

Lub-rref provides complementary testing service to customers for different products which are
not produced in Lub-rref. This type of tests LUb-rref do for free of cost.
In external centrifuging service QM also tests as complementary according to LAB.

3.3.3 Customer Feedback/Complain

Customer compliant is received via sales representative or direct to management. Compliant

comes with or without sample. QM tests sample and generates report accordingly. Report is sent
to customer via sales representative or customer directly or via mail. If customer disagrees,
management decides what to do.

3.3. 4 Customer Product Testing

Customer enquiries and send test check list to Lub-rref. Then Quatation is raised and Purchase
order is generated accordingly. “Sample Information Form” is perceived as PO and most of the
time PO is not generated. QM receives sample and tests and generate report. Report is sent to
customer.
Lub-rref only calculates accumulated costing of a single test, not in micro level chemical
consumption or machine depreciation costing.

3.3.5 Subcontracting

During third party testing, some tests are performed in outside of Lub-rref. Lub-rref declares it as
subcontract and cost of this subcontract must be seen in the system.

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Sometimes Lub-rref can’t perform all the tests customer required. Then Lub-rref informs the
customer and test specific parameters from outside. Lub-rref describes the scenario as sub-
contracting. Another scenario arise when customer disagrees with Lab results. Then again sub-
contracting takes place.

3.3.6 Research and Development

a. OEM (Original Equipment Manufacturer)

An original equipment manufacturer (OEM) traditionally is defined as a company whose goods

are used as components in the products of another company, which then sells the finished item to
users. Lub-rref uses BMW and other company’s formula and prepare products in Lab. Then Lub-
rref send a sample of the product for their approval. After OEM’s approval, Lub-rref goes for
mass production of that product.

b. Other in-house testing

3.3.7 Inspection of Reserve/Retention Samples

If compliant comes without sample, Retention sample is tested for that specific compliant. If
retention sample is not available, specific batch report against compliant is checked.

3.3.8 Field service inspection

During Centrifuging service on the customer end, field report is generated by Centrifuging team.
Centrifuging unit tests some parameters on the spot and one sample is sent to LAB for testing.
After Lab test, one compiled report is generated and sent to customer end.

Field Report Execution

Client quotes for certain test parameters of transformer oil while receiving centrifuging service
from Lub-rref. Centrifuging team may or may not test all the parameters on the field. A sample is
sent to Lub-rref Lab for testing remaining parameters, if required. Centrifuging team generates a
field report by their achieved parameters and Lab provides final report to client irrespective of
centrifuged oil requires Lab testing or not.

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4.0 User Requirement Specifications

URS Quality
Management.V2.xlsx

4.1 Functional Requirements

Sr. ReQM. Sub-process Requirement Description Solution

No. No.
1 QM01-1 Master data Test and In the system, must be maintained the required Standard
Specifications inspection type for the inspection of material
2 QM01-2 Master data Test and The system must contain required master Standard
Specifications inspection characteristics (MIC) & it can be
qualitative/quantitative for the inspection of
materials.
3 QM01-3 Master data Test and In the system, sampling procedure,sample Standard
Specifications drawing procedure, sampling scheme can be
maintained for inspection of material and must
be assigned to inspection plan.
4 QM01-4 Master data Test and In the system, catalog & selected set can be Standard
Specifications maintained for the qualitative master
inspection characteristics.
5 QM01-5 Master data Test and In the system, Certificate profile can be Standard
Specifications maintained.
6 QM01-6 Master data Test and Master data must be associated to a laboratory, Standard
Specifications with at least the following information: code
of the work center or laboratory, name.
7 QM01-7 Master data Test and In the system, must contain the required Standard
Specifications inspection plan for the generation of inspection
lot.
8 QM01-8 Master data Test and In system different Inspection method can be Standard
Specifications created
9 QM01-9 Inward Inspection for The system should allow for an automatic Standard
Raw \ Packing Materials generation of inspection lot after the GRN
against the Purcahse order.
10 QM01-10 Inward Inspection for The system should create automatic generation Standard
Raw \ Packing Materials of inspection lot.

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11 QM01-11 Inward Inspection for Check the inspection lot in standard layout Standard
Raw \ Packing Materials
12 QM01-12 Inward Inspection for The system should allow for Results Recoding Standard
Raw \ Packing Materials of inspection
13 QM01-13 Inward Inspection for The system should allow for Record Usage Standard
Raw \ Packing Materials Decision of inspection
14 QM01-14 Inward Inspection for The system should allow for Usage Decision Standard
Raw \ Packing Materials (Accept/Reject Lot/Others )
15 QM01-15 Inward Inspection for The system should allow for Sample Standard
Raw \ Packing Materials consumption Posting
16 QM01-16 Inward Inspection for The system should allow for Stock Posting Standard
Raw \ Packing Materials
17 QM01-17 Inward Inspection for System should automatically block the Standard
Raw \ Packing Materials payment of invoice if the usage decision is
rejected for the inspection of packing material
18 QM01-18 Inward Inspection for The system should allow for an automatic Standard
Raw \ Packing Materials creation of QM order associated with
particular inspection lot for the cost allocation
of lab operations, i.e., in-house versus
external.
19 QM01-19 Inward Inspection for The system should allow for activity Standard
Raw \ Packing Materials confirmation during result recording for the
inspection lot.
20 QM01-20 Inward Inspection for The system should allow for activity Standard
Raw \ Packing Materials confirmation during Usage decision of an
inspection lot.
21 QM01-21 Inward Inspection for The system should allow for Printing the Standard
Raw \ Packing Materials results of inspection
22 QM01-22 Inspection of in-process The system should allow for multiple manual Standard
material inspection lot creation based on rework after
the release of process order without stock
posting or goods receipt
23 QM01-23 Inspection of in-process Check the inspection lot in standard layout Standard
material
24 QM01-24 Inspection of in-process The system should allow for Results Recoding Standard
material of inspection
25 QM01-25 Inspection of in-process The system should allow for Record Usage Standard
material Decision of inspection
26 QM01-26 Inspection of in-process The system should allow for Usage Decision Standard
material (accept/Reject Lot/others )
27 QM01-27 Inspection of in-process The system should allow for Sample Standard

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material consumption Posting

28 QM01-28 Inspection of in-process The system should allow for Stock Posting Standard
material
29 QM01-29 Inspection of in-process The system should allow for Printing the Standard
material results of inspection
30 QM01-30 Inspection of The system should allow for automatic Standard
intermediate/Finished inspection lot after the Goods receipt based on
material process order stage confirmation
31 QM01-31 Inspection of Check the inspection lot in standard layout Standard
intermediate/Finished
material
32 QM01-32 Inspection of The system should allow for Results Recoding Standard
intermediate/Finished of inspection
material
33 QM01-33 Inspection of The system should allow for Record Usage Standard
intermediate/Finished Decision of inspection
material
34 QM01-34 Inspection of The system should allow for Usage Decision Standard
intermediate/Finished (accept/Reject Lot/others )
material
35 QM01-35 Inspection of The system should allow for Sample Standard
intermediate/Finished consumption Posting
material
36 QM01-36 Inspection of The system should allow for Stock Posting Standard
intermediate/Finished
material
37 QM01-37 Inspection of The system should allow for an automatic Standard
intermediate/Finished creation of QM order associated with
material particular inspection lot for the cost allocation
of lab operations, i.e., in-house versus
external.
38 QM01-38 Inspection of The system should allow for activity Standard
intermediate/Finished confirmation during result recording for the
material inspection lot.
39 QM01-39 Inspection of The system should allow for activity Standard
intermediate/Finished confirmation during Usage decision of an
material inspection lot.
40 QM01-40 Manual Inspection Order Inspection orders must be created manually Standard
( Inspection Lot) according to type of control and triggered by
defined event.

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41 QM01-41 Manual Inspection Order Check the inspection lot in standard layout Standard
( Inspection Lot)
42 QM01-42 Manual Inspection Order The system should allow for Results Recoding Standard
( Inspection Lot) of inspection
43 QM01-43 Manual Inspection Order The system should allow for Record Usage Standard
( Inspection Lot) Decision of inspection
44 QM01-44 Manual Inspection Order The system should allow for Usage Decision Standard
( Inspection Lot) (accept/Reject Lot/others )
45 QM01-45 Manual Inspection Order The system should allow for Printing the Standard
( Inspection Lot) results of inspection
46 QM01-46 Lab Tests Management If Sample Receive without any GR in SAP Standard
47 QM01-47 Lab Tests Management System should allow to Create inspection lots Standard
manually
48 QM01-48 Lab Tests Management System should allow to Check for the Standard
Inspection Lot
49 QM01-49 Lab Tests Management System should allow to Check for the Sample Standard
Size
50 QM01-50 Lab Tests Management System should allow Results Recoding Standard
51 QM01-51 Lab Tests Management System should allow Record Usage Decision Standard
(accept/Reject Lot)
52 QM01-52 Lab Tests Management The system should allow for Sample Standard
consumption Posting
53 QM01-53 Lab Tests Management The system should allow for Stock Posting Standard
54 QM01-54 Lab Tests Management The system should allow for Printing the Standard
results of inspection
55 QM01-55 Reporting & Printing In the system, must allow for printing options Standard
option of recorded results of the particular inspection
lot.
56 QM01-56 Reporting & Printing In the system, must allow for checking the Standard
option details of inspection of a specific inspection lot
57 QM01-57 Tests and Results Once inspection results entered and saved, a Standard
Management result cannot be cancelled.
58 QM01-58 Tests and Results The system must allow for creation of Standard
Management notification for customer feedback tacking and
internal deviation tracking and customer
complain management.

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5.0 Appendix

5.1 Glossary of SAP Terms

SAP Terminology Definition

Inspection plan SAP inspection plan contains a standardized sequence of work,
operation or activities needs to be performed during an inspection
process.
UOM Unit of measure (UOM) in which the material is issued from the
warehouse.
MIC In SAP QM, Master Inspection Characteristic (MIC) is a characteristic in
physical or chemical property of the product that the company want
to monitor and control from a quality view.
UD The usage decision (UD) for an inspection lot confirms that all physical
samples have been valuated and the inspection has been completed.
Inspection Method Inspection Method is used to define procedure and
execution method of an inspection lot.
Sampling Procedure Sampling procedure in QM is used to determine the size of the
inspection lot to be used in inspection plan under Quality planning.
Catalog The catalog contains unique, non-numerical data in the system that is
defined at client level. We use catalogs to manage, uniformly define,
and standardize information. They can help us to record and
subsequently evaluate qualitative data, and to describe problems.

Catalogs are used to encode qualitative contents described in text

form in a format that can be machine processed.

The most widely used catalogs contain:

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● Characteristic attributes.

● Usage decisions.

● Tasks.

● Defect types.

Subsets of codes can be grouped within a catalog according to various

criteria. Selected sets of codes can also be created for a particular
purpose.

Selected set A selected set contains a combination of different codes at plant level,
for example, coded descriptions of characteristic attributes (such as
color, shape, surface characteristics), defect causes or usage decisions
from different code groups.

Selected sets can be used in inspection plans or master inspection

characteristics, depending on the processing status.

● We use selected sets to combine codes from several code

groups for processing that are allowed or useful for a
particular application.

● Codes that are copied into a selected set are known as set
codes.

Notification Notification is a nonfinancial transaction used to report a problem,

request work, or record an event or activity

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