This project charter outlines a plan to automate the sending of billing invoices to leaseholders in Argentina. The current manual process of renaming and sending over 600 invoices each month takes 30 hours to complete and often results in errors. The proposed automated solution will extract invoice attachments from emails, organize them in a database, send the invoices to leaseholders by email, and track delivery metrics and errors. Success will be measured by a 90% reduction in processing time from 30 hours to 3 hours per month. Key contacts include the project lead, two subject matter experts, the business unit sponsor, and stakeholders from Accounts Receivable, Collections, and Create Receivables departments. The project is estimated to be completed over four stages from July to September 2016

1. Date:
Role
SME
SME
SME
Supervisor
Supervisor
Name: Title:
Name: Title:
Name: Title:
Name: Title:
Executive Sponsor: Position/ Title: Sr. Director
Project Charter
Project Name: Auto-Sending Billing Leaseholders Argentina Jul 05, 2016
Section 1: Business Unit Information
Organization:
Business Unit: AR
Department: Create Receivable & Collections
Section 2: Key Contacts
Project Goal: Reduce the processing time by 90% of 30 Hours/Month with an average volume of 600 invoices.
Business Unit Sponsor: Position/ Title: Sr. Manager
Project Lead: Leandro Jiménez Cordero Position/ Title: Analyst I
Section 3: Project Information
Enterprise Initiative: Every day low cost
Business Case: (Problem to be Addressed)
The activity of rename the invoices from SAP and send it to the customers takes 30 hours per month at least. And it causes frequent errors
because leaseholders do not receive billing and we can not collect the account receivable on time. Also there is no error handling to handle
sending errors.
Scope:
Includes: Excludes:
[+] Save attachment from emails. [Generated SAP Spool].
[+] Create a batch with this files (Attachments in a computer folder).
[+] Create an UserInterface to handle this batch (VBA Form)
[+] Create a MS Access data base to maintein leaseholders information.
[+] User Interface to maintein the Data Base (Visual Studio or VBA User
Interface)
[+] Report (Pivot table) of results of the process, scorecard % success [1
report], and keep historical data in the folder of the project.
[+] Send the batch to leaseholders by email. (Using the generic address)
[+] Data base (Leaseholder) initial load.
[+] Ensure BCP. [+]
Develop an Error handling interface to manage rejected emails.
[-] Billing priorization or Billing needs.
[-] Automatic Billing Process SAP.
[-] Billing Control.
[-] Report from SAP (FBL5N, ZARF0045 and such).
[-] Request Invoices from SAP (Generate the spool SP01 and such).
[-] Develop an AutomaticTicket to manage Data Base maintenance
requirements.
[-] Data base (Leaseholder) debugging.
[-] Controls desing or any discussion related (SOX, FCPA, Internal).
[-] Provide or request Access to SharedDrives, and/or Adobe Acrobat X Pro.
[-] Project ShareDrive maintenance (10.77.225.67gsslaarcamcl&arg).
[-] Diferent wording and /or attachement of the automatic email according the
billing type.
How will success be measured? It will be measured with decreased processing time.
What metric does the project impact? Productivity
Section 4: Scope
Section 5: Resource Plan
Stage Gate Timeline
Estimate
Phase Completion Stage Gate Date:
Team Members
Name
Plan Jul 15, 2016
Do Aug 22, 2016
Check Aug 30, 2016
Act Sep 16, 2016
Manager Dept. Collections
Section 6: Key Stakeholders
Manager
SME Dept. Accounts Receivable
Dept. Create Receivables
SME Dept. Accounts Receivable