Coles Liquor 2024 Best Run Award: Apollo Transformation
As part of the ERP Merchant and Finance Apollo Transformation program, Coles Liquor leveraged SAP Signavio as a "Single source of truth" for future processes which can be referenced elsewhere (e.g. in Business Process Design deliverables). Download the DocumentSAP Australia and New Zealand
Best Run Awards 2024
Best Run Awards 2024
Best Run SAP
Industry WebsiteProduct and Services Featured SAP Solutions
Retail First Choice Liquor | Buy Wine, Beer, Cider & Spirits Online
Buy Alcohol Online | Beer, Wine, & Spirits Delivery | Liquorland
Australia's Fine Wine Specialist | Buy Wine Online | Vintage
Cellars
Sales of Beer, Spirits and Wine to
Australian consumers and
businesses throughout Australia
Coles Group is home to some of Australia’s iconic and most trusted brands and is one of the country’s biggest employers with 120,000 team members. In their
ongoing pursuit of increased efficiency and agility, Coles undertook a transformative initiative aimed at documenting and optimising business processes across
their Liquor businesses.
Coles Liquor operates under three banners; Liquorland, First Choice and Vintage Cellars, and in addition to multiple online channels (websites, Doordash, Uber
and Coles Online) have approximately 970 Bricks and Mortar stores across all Australian States and Territories.
As part of the ERP Merchant and Finance Apollo Transformation program, Coles Liquor leveraged SAP Signavio as a "Single source of truth" for future processes
which can be referenced elsewhere (e.g. in Business Process Design deliverables). Coles implemented Signavio for Liquor SAP processes and set-up a Centre
of Expertise (COE) for controlling governance, meta data standards and definitions. The COE is being scaled to support broader Coles Group and other
processes within Apollo/Liquor.
Apollo Program, Coles Liquor
Best Run SAP Business
Transformation
SAP Signavio: Incorporating: Process
Manager, Process Governance,
Process Collaboration hub
Industry WebsiteProduct and Services Featured SAP Solutions
Retail First Choice Liquor | Buy Wine, Beer, Cider & Spirits Online
Buy Alcohol Online | Beer, Wine, & Spirits Delivery | Liquorland
Australia's Fine Wine Specialist | Buy Wine Online | Vintage
Cellars
Sales of Beer, Spirits and Wine to
Australian consumers and
businesses throughout Australia
Coles Group is home to some of Australia’s iconic and most trusted brands and is one of the country’s biggest employers with 120,000 team members. In their
ongoing pursuit of increased efficiency and agility, Coles undertook a transformative initiative aimed at documenting and optimising business processes across
their Liquor businesses.
Coles Liquor operates under three banners; Liquorland, First Choice and Vintage Cellars, and in addition to multiple online channels (websites, Doordash, Uber
and Coles Online) have approximately 970 Bricks and Mortar stores across all Australian States and Territories.
As part of the ERP Merchant and Finance Apollo Transformation program, Coles Liquor leveraged SAP Signavio as a "Single source of truth" for future processes
which can be referenced elsewhere (e.g. in Business Process Design deliverables). Coles implemented Signavio for Liquor SAP processes and set-up a Centre
of Expertise (COE) for controlling governance, meta data standards and definitions. The COE is being scaled to support broader Coles Group and other
processes within Apollo/Liquor.
Apollo Program, Coles Liquor
Best Run SAP Business
Transformation
SAP Signavio: Incorporating: Process
Manager, Process Governance,
Process Collaboration hub
Challenges
Coles Liquor has embarked on a multi-year Business Transformation journey (the “Apollo Program”) to replace their current ERP and realise a vision to
become a simpler, more accessible and locally relevant drinks specialist. As part of this program, the “To Be Processes” of the Merchant and Finance ERP
Project were defined with S/4 HANA Retail at its core. These processes have been approved by the business and key stakeholders across the organisation.
The following challenges existed:
• Current process documentation was decentralized and inconsistently defined.
• In earlier phases of the Apollo program the Level 4 processes were defined and maintained in Microsoft Visio, however, a concise audit log and evidence
of adherence to BPMN standards was not apparent.
• Processes were manually copied into Business Process Designs, resulting in duplication of effort and lost productivity whenever there were changes.
• The processes were not linked to each other and were spread across a huge number of files.
Further challenges:
• Non-standard process maps - Limited use of process mapping language and lack of standard application of objects in the Visio process map
• Process Data exists in multiple and isolated applications for a map - Capture of process information like system and interface and Fiori app were in
different software e.g: Visio had task, system and interfaces and Fiori app and task description in Confluence
• Duplication of roles and systems in the maps - Same system, roles etc with different naming conventions across process maps in different Visios.
Incorrect Fiori apps or Interfaces used with a different Excel repository to look up information
• Lack of upstream and downstream process harmony - Limited connection within flows (upstream and downstream connections) of different business
functions and how they were related to each other
• Lack of a centralised repository for process management - SMEs used confluence as a tool for sharing and review however this method had low
accuracy as static data was used like Visio process map pictures and description tables with non-standard columns details
Coles Liquor has embarked on a multi-year Business Transformation journey (the “Apollo Program”) to replace their current ERP and realise a vision to
become a simpler, more accessible and locally relevant drinks specialist. As part of this program, the “To Be Processes” of the Merchant and Finance ERP
Project were defined with S/4 HANA Retail at its core. These processes have been approved by the business and key stakeholders across the organisation.
The following challenges existed:
• Current process documentation was decentralized and inconsistently defined.
• In earlier phases of the Apollo program the Level 4 processes were defined and maintained in Microsoft Visio, however, a concise audit log and evidence
of adherence to BPMN standards was not apparent.
• Processes were manually copied into Business Process Designs, resulting in duplication of effort and lost productivity whenever there were changes.
• The processes were not linked to each other and were spread across a huge number of files.
Further challenges:
• Non-standard process maps - Limited use of process mapping language and lack of standard application of objects in the Visio process map
• Process Data exists in multiple and isolated applications for a map - Capture of process information like system and interface and Fiori app were in
different software e.g: Visio had task, system and interfaces and Fiori app and task description in Confluence
• Duplication of roles and systems in the maps - Same system, roles etc with different naming conventions across process maps in different Visios.
Incorrect Fiori apps or Interfaces used with a different Excel repository to look up information
• Lack of upstream and downstream process harmony - Limited connection within flows (upstream and downstream connections) of different business
functions and how they were related to each other
• Lack of a centralised repository for process management - SMEs used confluence as a tool for sharing and review however this method had low
accuracy as static data was used like Visio process map pictures and description tables with non-standard columns details
Solution
Accenture was chosen as an implementation partner to define BPM Operating Model and transform 140+ processes in Signavio for an 8 week engagement.
Metamodel Setup
• Defined and captured
metadata at process and
task levels to be captured
across all processes
• Creation of a central
object library (Dictionary)
for reusing the standard
business terms across
Defined Governance
• Created Centre of Excellence (CoE) to
perform process management effectively
• Defined ways of working to ensure
continues value delivery using Signavio
Gap Analysis
• Performed gap analysis at existing
processes across different applications
to identify the information accuracy and
standardization
• Reported out the inaccuracies and
conducted sessions with business SMEs
to validate those
Implemented Workflow
• Designed Approval Workflows for major
and minor changes in the process diagrams
Setup Business Process Hierarchy
• Designed processes across 4
workstreams - Procurement, Supply
Chain, Sales & Finance.
• Introduced 6 L1 processes areas - Plan,
Source, Buy, Move, Sell and Support.
These are adapted across all of Coles
Accenture was chosen as an implementation partner to define BPM Operating Model and transform 140+ processes in Signavio for an 8 week engagement.
Metamodel Setup
• Defined and captured
metadata at process and
task levels to be captured
across all processes
• Creation of a central
object library (Dictionary)
for reusing the standard
business terms across
Defined Governance
• Created Centre of Excellence (CoE) to
perform process management effectively
• Defined ways of working to ensure
continues value delivery using Signavio
Gap Analysis
• Performed gap analysis at existing
processes across different applications
to identify the information accuracy and
standardization
• Reported out the inaccuracies and
conducted sessions with business SMEs
to validate those
Implemented Workflow
• Designed Approval Workflows for major
and minor changes in the process diagrams
Setup Business Process Hierarchy
• Designed processes across 4
workstreams - Procurement, Supply
Chain, Sales & Finance.
• Introduced 6 L1 processes areas - Plan,
Source, Buy, Move, Sell and Support.
These are adapted across all of Coles
Impact
1 – Single source
of Truth
Once published, the
processes represented
a single source of truth
across multiple
media/applications
11 - Governance
processes
designed to bring in
operational
standardisation like
License Management,
Monthly Access
Review, Dictionary
Maintenance and
Modification, etc.
Key Value Metrics
146 - L4 Business
Processes
migrated and
transformed to
Signavio across
Procurement, Supply
Chain, Sales &
Finance
Single COE
designed and
established for
organization
structure, services,
interaction model, etc
40+ Signavio
Users
trained and upskilled
on Collaboration Hub
• SAP Signavio was used to create an agile and robust Centralized Knowledge Management Repository to access all process information, anytime
across different geographies for Coles.
• Established a single source of truth with traceability for Solution Elements (IT systems, Fiori Apps, Transaction codes, WRICEFS, etc.)
• Established system driven approval workflows to ensure Functional & Technical validation and auto publishing of processes prost approval
• Expedite the Apollo project value delivery for Coles Liquor and to reap its benefits across other verticals of Coles Retail
• Integrated Signavio with Confluence - used iFrames to ensure single source of information for consumption
1 – Single source
of Truth
Once published, the
processes represented
a single source of truth
across multiple
media/applications
11 - Governance
processes
designed to bring in
operational
standardisation like
License Management,
Monthly Access
Review, Dictionary
Maintenance and
Modification, etc.
Key Value Metrics
146 - L4 Business
Processes
migrated and
transformed to
Signavio across
Procurement, Supply
Chain, Sales &
Finance
Single COE
designed and
established for
organization
structure, services,
interaction model, etc
40+ Signavio
Users
trained and upskilled
on Collaboration Hub
• SAP Signavio was used to create an agile and robust Centralized Knowledge Management Repository to access all process information, anytime
across different geographies for Coles.
• Established a single source of truth with traceability for Solution Elements (IT systems, Fiori Apps, Transaction codes, WRICEFS, etc.)
• Established system driven approval workflows to ensure Functional & Technical validation and auto publishing of processes prost approval
• Expedite the Apollo project value delivery for Coles Liquor and to reap its benefits across other verticals of Coles Retail
• Integrated Signavio with Confluence - used iFrames to ensure single source of information for consumption
“”“This initiative has provided an understanding of advanced process management tools, online collaboration
tools and functions, and workflows to manage the governance of process changes. The business has also
gained a deeper, broader understanding of the Coles Liquor businesses and the importance of process
documentation in a business transformation program. This will provide a baseline to manage our adherence to
process and identify additional opportunities as our Transformation is enabled”
Cameron Borley, Head of Finance Procurement and Technology
“Embarking on a large transformation program requires the use of the right technology to support it and we are
extremely happy with the decision to use Signavio as our tool of choice for process modelling. Not only was it
easy to use and quickly adopted by the team, but it integrated seamlessly with the other collaboration tools used
to support the project.
Our ability to update our process maps and have those changes reflected in real-time within our project
documentation resulted in increased accuracy and efficiency within the team. In addition, the level of detail that
is captured within the process model itself will simplify future phases of the program, as it will be used as an
integral part of end-to-end process testing and user training.
The implementation of Signavio by Accenture has set the foundation for the Coles Liquor Group to maintain a
critical business asset that will benefit the business throughout its transformation and beyond.”
Joseph Pouliotis, Senior Project Manager
tools and functions, and workflows to manage the governance of process changes. The business has also
gained a deeper, broader understanding of the Coles Liquor businesses and the importance of process
documentation in a business transformation program. This will provide a baseline to manage our adherence to
process and identify additional opportunities as our Transformation is enabled”
Cameron Borley, Head of Finance Procurement and Technology
“Embarking on a large transformation program requires the use of the right technology to support it and we are
extremely happy with the decision to use Signavio as our tool of choice for process modelling. Not only was it
easy to use and quickly adopted by the team, but it integrated seamlessly with the other collaboration tools used
to support the project.
Our ability to update our process maps and have those changes reflected in real-time within our project
documentation resulted in increased accuracy and efficiency within the team. In addition, the level of detail that
is captured within the process model itself will simplify future phases of the program, as it will be used as an
integral part of end-to-end process testing and user training.
The implementation of Signavio by Accenture has set the foundation for the Coles Liquor Group to maintain a
critical business asset that will benefit the business throughout its transformation and beyond.”
Joseph Pouliotis, Senior Project Manager