Creating and Managing a Compliance Scenario in the System

The Compliance Scenario business object stores the following information:

• Creation of a generic compliance scenario

• Valid-from date

• Location

• Compliance requirement

• Compliance scenario name

• Responsible person

• Description

• Revision

The foundation of the overall environmental compliance of your company includes the environmental compliance of all pieces of equipment (or locations) across the company. Therefore, to control and monitor the compliance on a global company level, you have to plan and carry out environmentally-relevant activities for the various locations at the company. On the other hand, these activities are bound to the industry-specific chemicals that play a role either as raw materials, or as products at the company. The activities include the collection of environmentally-relevant data from the multiple measurement devices across the company; sampling and lab analysis of chemicals and the corresponding chemical properties; emission calculations, and aggregations, based on the collected, sampled, or calculated data; constant monitoring of this data for potential environmentally-related issues.

To organize all these environmental activities at a given location in the company, you can use an object known as compliance scenario, in which you can plan and carry out as many instances of these activities as the specific business case requires. For example, you can plan and execute individual data collections for the specific chemicals that are in use at the location. You can also plan multiple samplings and execute multiple emission calculations based on the records that come from data collections, samplings, or other calculations. To verify the environmental data, when you prepare the compliance scenario, you also provide information about the compliance requirement paragraphs to which it must adhere and later on the environmental limits or regulatory lists that are specified in these paragraphs. To carry out the actual data collections, you can assign the environmental technicians at the given locations and notify them by e-mail about the activities they have to perform.

Similarly to other objects in Environment, Health, and Safety, the compliance scenarios that you create have a specific lifecycle that is controlled by their status at a given moment. To ensure the correct usage of the compliance scenarios, the statuses introduce some restrictions to the actions that you can carry out. This means that depending on how you wish to use the compliance scenarios, you must consider the following statuses and the actions that are allowed in each of them:

• Inactive: When you create a compliance scenario, the system sets its status to Inactive. At this point, you cannot use the compliance scenario productively, but you can carry out any changes to the compliance scenario details or set the status to Active.

  Note

  When you activate the compliance scenario, you can send notifications to the environmental technicians.

• Active: When you set the status to Active, you enable the compliance scenario (together with its activities) for productive usage. At this point, you cannot carry out any changes to the compliance scenario. To change the scenario, you must set the status back to Inactive or you can create a new revision.

• Historic: When you set the status to Historic, you disable the compliance scenario for active usage, and you cannot carry out any changes to its details. You cannot change the status back to Active or Inactive.

• Closed: This shuts down all activities and notifies the owners of linked scenarios that may be affected.

You can change the compliance scenario status using the Set Status button.

This is a two-stage procedure starting with the provision of some preliminary details and basic information, followed by the organization of compliance scenario activities that are relevant for the particular business.

To trigger the data collection processes in the selected compliance scenario, the environmental manager can add activities of type Data Collection. In the Compliance Scenario Activities section, choose Add and then Data Collection.

The environmental manager can specify a data collection name that is unique in the current compliance scenario. Unlike the data collection title (that is set automatically to the data collection definition and is a combination of the data period, subject, unit of measurement and data collection ID); the data collection name is a free text heading that is specified by the user and serves for the identification of the data collection across the applications. Note that the data collection name is optional and if you do not provide an entry, the application automatically sets the title of the collected data as a data collection name.

A data period has to be entered. The data period is the time period that is used to characterize the collected data in terms of usage or validity.

The environmental manager must enter the subject (a chemical substance, mixture, listed substance, or chemical/physical property) for which data collection will be scheduled.

A unit of measurement of the subject must also be specified.

Optionally, specify the method that you want to use for data collection: Manual or Automatic. Important to know is that when you create hourly data collection activities, the input method can only be automatic.

In case data from another system has to be used in the emissions calculation process, an external source must be specified. An external source tag is mandatory for data collection activities with an automatic input method.

As a result, a new data collection is created in the compliance scenario.

When the activity is created, an overview of the data collection definition is displayed to the environmental manager with the information that was entered in the initial creation step.

You can change or update the details of an existing data collection definition. You can update the list of persons responsible for carrying out the data collection or the due period. However, to prevent changes to definitions that are in productive usage within the compliance scenarios, the system restricts the editing of active data collection definitions. To edit the data collection definition, the status of the compliance scenario revision must be Inactive.

After the data collection is defined and the compliance scenario is activated, a background job will be executed in a back-end system at a predefined interval.

It checks for missing or not yet scheduled data records in all active data collection definitions. A key element is the processing of the due date for a specific data collection definition. The background job automatically defines the day on which the next data collection value should be entered. This is based on the scheduling information specified in the data collection definition (start date and due period) and the data period.

The data period of the data collection, and the input method of the data, are interdependent. If the check of the background job detects missing data for daily, monthly, or yearly data period, the system recognizes that the collection for those data records, is manual. For the hourly data collection periodicity, the system identifies that the data is imported automatically by an import interface. It responds by sending a notification with the missing data records to the assigned environmental manager.

When the Assign Environmental Limits option is selected, a dialog box opens and displays all environmental limits that are created in the compliance requirement paragraph that is assigned to the compliance scenario and are valid for the same subject as the data collection definition, the calculation result, or the location-based aggregation.

The environmental manager can change or update the details of an existing data collection definition. To edit the data collection definition, the status of the compliance scenario revision must be Inactive.

Under the data collection details, the following details can be changed:

• Name

• Input Method– In the Details section, choose Manual or Automatic input method, depending on the way you want environmental data to be collected.

Manual: An environmental technician receives a notification by the system, which contains information about the data that must be collected.

Automatic: The system is configured to receive the data automatically via a data import interface. Persons responsible are not assigned or involved. The system uses a technical name SAP_WFRT for the role, which is assigned to specify that the data collection is automatic.

• Allow Overwrite

• Automatic Approval

• Schedule

The assignment of environmental technicians for a Location can be edited in the Persons Responsible for Location section in the location master data details.

In the Schedule section, the environmental manager can specify the due date for collecting a concrete value.

By default, each value is expected by the system and not marked as Missing within the span of the data period of the corresponding data collection activity.

For example, data collection activities of the data period Daily are expected to receive data all through the day, data collections of the data period Monthly- throughout the entire month, and data collections of the data period Yearly - during the course of the year.

The Due Date (calculated by the system from Due Within) that was entered controls for how long the value should be expected in the system after the expiry of the data period. After the expiration of that due date, the concrete record is marked as Missing, and the environmental technician is notified of the overdue data collection value by e-mail. If the value is still not supplied a day after the notification has been received, a separate notification for the overdue data collection value is also sent to the environmental manager.

The start date in the Schedule section cannot be changed.

The start date denotes the Valid From date of the compliance scenario revision. After you activate the scenario and the data collection activities, the system allows you to choose whether you want to use the start date or the date of activation as a beginning for the data collection.

The section Environmental Technicians Responsible for Location shows the assignment of the environmental technician at the location of the compliance scenario.

To be able to trigger a sampling activity in the compliance scenario, the environmental manager has to create the appropriate sampling methods.

A Sampling Method is an object that contains information about the details of the sampling procedure of a given material or a listed substance and the expected results (analytes).

The creation of a new sampling method can be done either directly upon adding the sampling activity in the compliance scenario or by using the Sampling Method – Environment Management app.

The sampling definition enables the environmental manager to set up and organize sampling collection activities to ensure environmental compliance of industrial processes. The sampling definition can be accessed and edited in the compliance scenario.

Using the sampling definition, the environmental manager can:

• Plan the schedule of sampling activities.

• Enter sampling results, once collected or received.

• Monitor sampled data and change already entered data as needed.

• Assign limit checks to the individual sampling results.

To add a sampling activity, the environmental manager has to enter the following data:

• Sampling Name

• Sampled Subject – a substance/material which will be sampled and sent to a laboratory for analysis.

• Sampling Method – the procedure for taking, storing, and transporting samples.

Adding analytes and expected sampling results to the sampling can be done manually. Alternatively, choosing Autofill Components from Chemical can be used to automatically populate the analytes based on the sampled subject, sampling method, or a combination of both. After confirmation of the dialog box, the sampling activity is added to the compliance scenario.

The sampling activity has been added to the compliance scenario.

At a glance, the environmental manager can view the sampling definition and the composition of analytes.

If required, environmental limits can be assigned based on the compliance requirement setup. The system checks the incoming sampling data against the limits and indicates if the warning or exceedance levels have been reached.

The environmental manager can edit and further refine the sampling definition.

The following fields can be updated:

• Sampling Name

• Planned Number of Samples

• Instructions and Hints

Additional analytics can be added to an already initiated sampling in the same app.

The Sampling Overview screen provides the environmental manager with a means for handling and overview of the different sampling processes by status.

The planning of the sampling can be triggered from the Sampling Overview page.

The environmental manager can schedule sampling dates and process-sampled data in organized sampling processes. The handling of all sampling activities and process steps is done within the compliance scenario. The planning of the sampling is completed as soon as the sampling dates are defined, and the dialog box is confirmed.

The sampling process can be performed also retrospectively by selecting sampling dates in the past. This allows the environmental manager to keep a record of all performed activities even if they were done ad-hoc.

The environmental manager can schedule sampling dates in the future and process the sampled data in organized sampling processes.

In this case, the Planned Samples section displays all future sampling dates that the sampling process will be triggered on.

When the results from the laboratory have been received, the environmental manager can enter the values in the Finalize Samples section of the Sampling Overview page.

The data can be saved and finalized later.

If the environmental manager submits the values, sampled data is saved and the samples for the respective date are moved to Completed Samples where the results can be viewed.

Upon submission of sampling results, the system can perform the follow-up limit checks and calculations.

Once the results have been submitted, the system carries out follow-up limit checks and calculations on the data.

The limit checks are applied only to the final data.

The additional aggregation functions support experts to finalize the sampling result faster, especially for activities where multiple physical sample results need to be handled.

If required, the sampling can be invalidated.

If the values are submitted, the sampled data is saved and the samples for the respective date are moved to the Completed Samples section where the results are displayed. The invalidated samples are displayed on the Sampling Overview page. Additionally, the system makes the finalized sampling results available as input for calculation activities.

The environmental manager can use the sampled data (for example, composition and wastewater results) as input for follow-up calculations.

The environmental manager can define and schedule calculation of environmentally-related data at a given location through a compliance scenario. To calculate environmentally-related data, a calculation activity has to be created.

The calculation can be created by one of the following options:

• A local expression created ad-hoc (mathematical formula).

• By a reusable equation from the compliance requirement paragraph that is assigned to the scenario.

A local expression (mathematical formula) created ad-hoc that is used only in the specific calculation and is also enclosed in the calculation setup. The expression is a linear representation of a mathematical formula that is extracted from the corresponding environmental regulation, permit, or internal policy.

A calculation expression is the mathematical formula that you use for the calculation of environmentally-relevant data. It has input variables of environmental data, such as collected or sampled values that are recorded in the system, the results of other calculations, regulatory lists, or locally defined fixed values.

The result of a calculation is an environmentally-relevant value, such as the amount of substances or compounds emitted at the company. When a calculation setup with a locally used expression is created, only the result to be obtained with the calculation is specified.

The environmental manager has to enter the following information:

• Calculation Name

• Result Data Definition

• Data Period - A data period is the time period that is used to characterize the calculated data in terms of usage or validity. It can be set to Hourly, Daily, Monthly, Quarterly, Half-Yearly, and Yearly.

• Subject - a material, listed substance, or chemical/physical property.

• Unit

The environmental manager can calculate data for rolling periods, such as results for the last 24 hours, for each hour, or the value for the last 12 months each month.

The rolling calculation results are supported by an aggregation function with the following parameters:

• SUM (input; periods)

• AVG (input; periods)

• MIN (input; periods)

• MAX (input; periods)

Further setup of the calculation can be done by navigating to the Calculation Setup Details page.

The Calculation Setup section can be further edited by the environment manager.

The Calculation Mode can be defined as:

• Automatic - the system performs the calculation automatically as soon as possible. If the period is not over or the input data is incomplete, the calculation result is marked as preliminary.

• Automatic for Complete Data Only - the system performs the calculation automatically at the end of the calculation period only if a complete set of input data is available.

• Manual - the system does not perform the calculation automatically.

The environmental manager enters the expression manually.

These are valid operations and functions that the environmental manager has used in the expression definition.

The preceding table shows a list of all available operators with their possible use with the other elements of the expression.

A list of aggregation functions and their possible use with other elements of the expression is displayed in the table.

All aggregation functions work with numbers, variables, functions, and other calculations.

The following principles apply in the use of aggregation function parameters:

• Variables (VAR_A, VAR_B, and so on) accept variable data sets from sources such as data collections, calculations, and location aggregations.

• N accepts constant data source with positive integer value. Default value is N=1.

• FROM and TO accept data with a valid date format.

In the tables, you can find a list of the mathematical functions and their possible usage with other elements of the expression. All functions work with numbers, variables, and other calculations.

To complete the setup of the calculation, the environmental manager has to complete the definition of the variables.

The input variables of the expression are the placeholders for the real environmental data that should be used in the calculation.

The data source type (Calculated Data, Collected Data, Location Aggregated Data, Fixed Value, Regulatory List, Sampled Data, Date, Location Data) and the data source have to be defined.

The environmental manager has completed the setup of the calculation.

The environmental limits can be assigned. This triggers automatic system checks when the calculation is being performed.

An alternative to the locally created expression is the use of equations in the calculation setup.

The Environment Management component enables the environmental manager to be able to create calculations with the help of predefined equations that are pulled from the compliance requirement paragraph, assigned to the scenario. When a calculation setup is created based on an existing equation, the expressions and optionally the results are defined already. Therefore, when editing the calculation setup, any part of the equation, such as the output variable, the expression, the input variables, the intermediate or predefined final results cannot be edited.

If the equations are defined originally with specific expected data, such as for example, a specific subject and unit of measurement, this data is visible in the corresponding section. When the environmental manager edits the calculation and maps real values to the input variables, it is critical that he or she specifies the correct environmental data.

To add a calculation based on an equation from the compliance requirement, the environmental manager has to enter:

• Calculation Name

• Equation Name – using a F4-Search Help, the system returns a list of possible equations. They have been defined in the compliance requirement assigned to the compliance scenario.

The calculation has been added with the initial data. The calculation result is automatically prepopulated.

After adding the calculation activity, the system informs the environmental manager that the data sources for the calculation have not been defined. The calculation has to be further set up through the Calculation Setup Details page.

The calculation name and description can be further refined and updated.

If the result title is not defined in the equation, the functions Set Title and/or Set Period should be used to finalize the definition.

The details of the equation are not editable.

The equation name is presented as a link which can be used by the environmental manager.

The environmental manager has to set the title of the result.

The subject and the unit of measurement are already populated by the system from the equation.

A data period is the time period that is used to characterize the calculated data in terms of use or validity.

It can be set to Hourly, Daily, Monthly, Quarterly, Half-Yearly, and Yearly.

The subject is a material, listed substance, or chemical/physical property for which the calculation will be performed. The subject and the unit of measurement are not editable as they are predefined.

The environmental manager can calculate data for rolling periods, such as results for the last 24 hours, for each hour, or the value for the last 12 months each month. The rolling calculation results are supported by an aggregation function with the following parameters:

• SUM (input; periods)

• AVG (input; periods)

• MIN (input; periods)

• MAX (input; periods)

The result type has been defined.

The environmental manager has to complete the definition of the variables. The input variables of the expression are the placeholders for the real environmental data that should be used in the calculation. The data source type can be calculated, collected, location-based aggregated, sampled data or location data, fixed value or regulatory list. The solution allows a chain of calculations and aggregations one after the other to support more complex scenarios.

For example, on an equipment level the user can have a conversion from fuel to emissions. Then, on a plant level, there could be an aggregation per emissions and then another calculation to convert the emissions to equivalent (for further information, refer to the process walk-through).

Location-based aggregation of data enables you to get a quick view of your environmental information for a particular location structure within a specified period of time. All activities necessary for the handling of location-based aggregations are contained in the aggregation setup. As a first stage in operating with aggregations, you can define the required initial parameters and save them into the system. After that, you can return to the aggregation setup to run a location-based aggregation manually.

The environmental manager can define a short name for the location-based aggregation. The field is optional. If not manually filled in, the system generates a name automatically.

The Result Data Definition section of the dialog box requires the following aggregation parameters:

• Data Period - defines the periodicity for the data sets to be aggregated. It can be set to Hourly, Daily, Monthly, Quarterly, Half-Yearly, and Yearly.​ It acts as a filter for the Matching Data list.

• Subject - identifies the type of material data, listed substance, or chemical/physical property, for which the system aggregates data. If a listed substance group is selected in the subject, the matching data finds all data sets for the listed substances part of the same group.

• Unit - used to specify the unit of measurement for the selected subject.

The Aggregation section of the dialog requires a Function to be selected as aggregation parameters. This is a mathematical function to be used for the aggregation activity.

You specify which mathematical function you want to use for your aggregation activity. The following aggregation functions are available:

• Arithmetic Sum (SUM)

• Arithmetic Average (AVG)

• Maximum Value (MAX)

• Minimum Value (MIN)

• Count of Elements (COUNT)

Under the Assign Environmental Limits section, the environmental manager can assign an environmental limit. The Assign Environmental Limits dialog box displays the environmental limits defined in the compliance requirement used in the compliance scenario.

Once the new aggregation activity is saved in the system, further details in the aggregation setup can be entered.

Under the Location Aggregation Details section, the details of the location-based aggregation can be refined and further edited.

The aggregated data and the function can no longer be changed. The name and the description of the aggregation are editable.

The Aggregation Mode determines the condition according to which an automatic aggregation will or will not be performed. The following aggregation modes are available for selection:

• Automatic - The system calculates automatically as soon as possible. If the period is not over or the input data is incomplete, the calculation result is marked as preliminary​.

• Automatic for Complete Data Only - The system calculates automatically at the end of the calculation period only if the complete set of input data is available​.

• Manual - The system does not calculate automatically​.

In order to determine which data sets will be included in the aggregation process, a classifier has to be used. For example, it can be distinguished between the stored quantity and the emissions of a tank substance.

Depending on the business case, a new one can be created. Using the F4-Help of the Aggregate by Classifier field, an existing classifier can be selected.

The Matching Data section displays all the data sets that match all conditions defined during the setup of the location aggregation - the subject, the data period, and the unit of measurement. They are assigned within the location structure underneath the current location. For example, if the location-based aggregation is on a plant level, the system displays the data sets for this location.

The environmental manager can select the data records that will be aggregated, choose Yes from the dropdown list, and execute Set Classifier for the marked data records so that they are included in the aggregation. The data records that should not be included in the aggregation must be set to No.

The environmental manager can select the data records, choose No from the dropdown list, and execute Set Classifier for the marked data records.