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SARAH MERTZ[ASUG INSTALLATION MEMBER MEMBER SINCE: 1998

DAVID SWIERENGA[ASUG INSTALLATION MEMBER MEMBER SINCE: 2005

GREG REISCHLEIN[ASUG INSTALLATION MEMBER MEMBER SINCE: 2007

Time Self Serve – SAPTime in a Bottle – Or Time in A Portal

Pat LlewellynSenior Business Process Specialist,

Hydro One

Laurie McIntyreProcess and Data Representative,

Hydro One

Ari LevinSolutions Architect, Accenture

Real Experience. Real Advantage.

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Learning Points

Three things attendees will learn:

SAP Portal can be effectively utilized to build a time entry system

Involvement by key business users and the right technical developers is a winning mix

Focus on making it easy for the end user and provide sufficient and timely training for best adoption

Real Experience. Real Advantage.

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Our Company – Hydro One

Hydro One manages electric T&D assets in the Province of Ontario

One of the ten largest electricity T&D systems in N. America Circuits: Distribution: 122,800 km Transmission: 28,600

km System Peak: >25,000 MW 274 Transmission Stations 1,035 Distribution Substations 1.4 million Customers

Industrial, Municipal, Generators, Retail

Geographic area served: 640,000 square km with 5000+ full time employees

Employees: 5,000+ Full Time 2,000+ Seasonal

Real Experience. Real Advantage.

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Project Partner - Accenture

Revenues FY09

Our Clients andEngagements

Employees and Presence

IntellectualProperty

Recognition

• US $21.6 billion

• 96 of Fortune Global 100

• Over 75% of Fortune Global 500

• 99 of Accenture’s top 100 clients have been clients for 10+ years

• 4000+ clients on nearly 18,000engagements over the past five

years

• ~177,000 employees in more than 120 countries

• Issued 100 patents in the last 3 years, 950 applications pending

• 47th best Global brand by Business Week 2008

Accenture focus; helping clients

• Identify and enter new markets

• Increase revenues in existing markets

• Improve operational performance

• Deliver their products and services

more effectively and efficiently

Accenture Services

• Management Consulting

• Systems Integration & Technology

• Outsourcing

Real Experience. Real Advantage.

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Our SAP Footprint

In 2007, Hydro One launched a major initiative to replace/ upgrade the core information systems within Hydro One

Phase 1 replaced PassPort, which supported Supply Chain, Accounts Payable, Work and Asset Management processes

(live June 08) • In this Phase, SAP MM, SRM, SCM, PM, PS were installed

Phase 2 replaced Peoplesoft HR and FI, an in-house Investment System and Cognos Reporting (live Aug 09)

•In this Phase, SAP HCM (ESS, MSS, TSS), FICO, IM, and BI were installed

Real Experience. Real Advantage.

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Our TSS Footprint

Legacy Systems included a 3rd Party time reporting system - eTime and an excel-based time sheet which incorporated the use of macros and interfaced with SAP CATS

The Legacy Time Reporting System had the following issues:

No front end validation, contributing to high error rates driving resource requirements for support

Lack of pre-approval process before timesheets hit payroll/pay cheque, resulting in many retro adjustments

Confusing and cluttered GUI Expectation of ballooning error rates with HR Go Live

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Real Experience. Real Advantage.

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Key Points to Consider for Implementation

Define a clearly measurable benefits case Take the time to get the processes and data right Simplify the process Choose a tool that starts with solid core

functionality, but allows for growth Don’t underestimate the change aspects Don't overlook/underestimate the ongoing cost and

effort of the Organization to maintain the solution Ensure a vigorous roll out and training plan is in

place and followed

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Real Experience. Real Advantage.

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Options Considered: Standard SAP ECC – CATS Transaction

Pros: Real-time Validation to SAP ECC Live in Phase 1

Cons: GUI design is not user friendly, built more for Power

Users

Limited Ability to Incorporate Customer Specific Features, Processes and Aesthetics

Real Experience. Real Advantage.

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Pro: Real Time Validation for Time Entry

Cons: Confusing Error Messages and Terminology Missing Business Requirements for Gathering Other

Time Relevant Information Not a User Friendly Interface Limited Ability to Incorporate Customer Specific

Features, Processes and Aesthetics

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Options Considered: Time Entry Via Standard CATS iView in ESS

Real Experience. Real Advantage.

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Options Considered:Transition to Legacy TR System

Pros: Pre-Approval Process in Place Before Timesheet Hits

Payroll Live Since 2005Cons: Lacks Front End Validation Capabilities Solution not Scalable Highly Customized to One Specific Area of the Business Highly Labour Intensive Support System - Error

Log/Report Needs to Be Addressed/Worked Costly to Achieve High Degree of Master Data Integration

- Nightly Interface Required

Real Experience. Real Advantage.

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Options Considered:Paper Forms and Stand Alone ApplicationsPro: No system dependencies

Cons: No real-time validation to front or back-office

systems High error rate, costly reprocessing efforts Costly to achieve high degree of master data

integration Varying ability to incorporate customer specific

features, processes and aesthetics

Real Experience. Real Advantage.

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Solution

Develop a Custom Time Reporting Solution through the Enterprise Portal which incorporates:

Real-Time Validation

Easy to Use and Intuitive GUI

Full Pre-Approval Process Before Timesheet Hits Payroll

Customized to the Business Including Relevant Terminology and Functionality

Real Experience. Real Advantage.

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Time Entry Portal At A Glance Web Based Front End for SAP CATS through ESS/MSS

Built Using Supported SAP Technologies Through Web Dynpro for ABAP

Interfaces Directly with CATS for Real-Time Validation of Time Reporting Data

Functionality Includes:

Dashboard for Submitting and Approving Time

Timesheet for Recording Time Data

Administrator’s Tool

Screens to Manage Time Reporting Relationships

Reporting Capabilities

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Real Experience. Real Advantage.

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Functionality and Attributes: Submitter Dashboard

Easy to Use, Intuitive Front-End SAP Portal GUI

Approval Workflow Once Submitted

Pre-Population of Employee Information from SAP Master Data

Real Time Validation of Time Entries

View/Audit Trail for Previously Submitted Timesheets

Shows the Status of the Timesheet – Blank, Saved, Submitted, Approved

Point of Entry for Submitter and Approvers

Print Functionality for Paper Copies of a Timesheet

Real Experience. Real Advantage.

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Time Entry Dashboard

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Real Experience. Real Advantage.

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Functionality and Attributes:Submitter Timesheet Ability to Clone/Copy Timesheets Ability to Build/Edit Personal Preference Lists Drop Downs (Search) for all SAP Master Data Display Current Balance/Quotas Upon Submission, SAP ECC Validates

Timesheet and Displays Errors/Warnings Able to Save Draft Timesheet Ability to Hide/Collapse Trays

Real Experience. Real Advantage.

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SAP Timesheet

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Real Experience. Real Advantage.

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Functionality and Attributes: Administrator Administrator Workbench - Able to Action any

Timesheets Administrators Control Timesheet Security and

Attributes of all Submitters and Approvers Field Level Validation and Protection Available to the

End-User/ Submitter Administrator Can Update Workflow Routing (ie,

Submitter-Approver Relationships Full Override Abilities for Submitting, Approving, and

Viewing Enhanced Search and Filter Functionality for Managing

Timesheets Ability to Make Retroactive Changes to an Approved

Timesheets Full Audit Trail of All Administrative Activities Compliance and Operational Reports

Real Experience. Real Advantage.

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Administrator’s Workbench

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Real Experience. Real Advantage.

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Functionality and Attributes: Manager / Approver

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Managers Workbench for Viewing all Pending Timesheets

Managers Workbench also allows for Viewing of any prior Timesheets for any Direct Reports (not just those which have been approved by that Specific Manager/Approver)

•All Field Level Validation and Protection Available to the End-User/ Submitter

•Upon Submission of Approved Timesheet, SAP will Revalidate Fields and Approver/Manager Permissions

Real Experience. Real Advantage.

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Manager/Approver Dashboard

Real Experience. Real Advantage.

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Time Entry Portal Functionality: Managing Time Entry Relationships

Ability to Delegate Submitter and Approver Relationships

Built In Controls to Manage Submitter and Approver Collisions

Complete History of All Relationship Changes

Administrator and Manager Overrides for all Relationship Delegation

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Real Experience. Real Advantage.

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Time Entry Portal Functionality: Managing Time Entry Relationships

Real Experience. Real Advantage.

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Time Entry Portal Functionality: Managing Time Entry Relationships

Real Experience. Real Advantage.

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Time Entry Portal Functionality: Time Reporting

Ability to report by status of timesheet (missing, saved, submitted, approved)

Ability to provide aging report to identify bottlenecks in the time entry process

Ability to report on Time Reporting Relationships

Functionality through ECC Reports for selection and filtering

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Real Experience. Real Advantage.

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Reporting

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Real Experience. Real Advantage.

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Key Points to Take HomeLesson’s Learned

Start with solid core functionality, but allows for growth Take the time to get the processes and data right Simplify the process Don’t underestimate the change aspects Don't overlook/underestimate the ongoing cost and

effort of the Organization to maintain the solution Train, Train, Train – processes / job aids / CBTs Have a fully trained and accessible Support Team ready

and available at Go Live and sustainment Value Realization Listen to Users after Go Live – Enhancements (allow for

growth)

Real Experience. Real Advantage.

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] Thank you for participating.