account manager and department liaison meeting october 26 and 28, 2004

Financial Asset Management

©2003 Texas State, For Internal Purposes Only.

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Account Manager and Department Liaison Meeting

October 26 and 28, 2004

Account Manager and Department Liaison Meeting

October 26 and 28, 2004



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AGENDA

Communication New tools updates

Benefits of the system

Financial Module Master data

Process updates

Human Resources Module Rollout

Process updates

Training New step-by-step instructions

Training updates



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NEW TOOLS TO KEEP YOU INFORMED

Coming Next Week:

FAS e-news electronic bulletin

FAS Help Line new automated system

These are in addition to the:

FAS website – www.fas.txstate.edu

FASTrack Newsletter



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BENEFITS OF THE SAP SYSTEM

Real-time access to information

Enhanced ad-hoc reporting

Electronic maintenance of organizational structure

Electronic routing of documents for approval Purchasing documents

Timesheets and Personnel action forms

Easier access to richer employee information

Enhanced Employee Self-Service Time Entry View benefit plans Update emergency contact information Enroll in campus training classes



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MASTER DATA BUSINESS PROCESS

Use the Cost Object Request form to request a new Cost Center, Internal Order or WBS element.

If a new SAP FI element (e.g., Cost center, Internal Order, WBS Element) is added to the system, then a security form is required so end-users can approve or see information for that element

If the account manager changes then a security form should be submitted to remove the old account manager and add the new account manager



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MASTER DATA REQUIRED ON TRANSACTIONS The general rule is that the system requires Fund plus one of

the following elements (Cost Center, Internal Order, WBS Element)

The exception to the general rule is for Internal Orders

If the Internal Order starts with a “5” then a Cost Center is required

Internal Orders that start with “5” are for activities that are tracked but are not budgeted. For example, two divisions might pay for an annual conference out of their individual budgets and use an Internal Order to capture the total cost of conference

DIVISION 1 DIVISION 2

Cost Center 1200000000 1300000000

Fund 1000050004 2038002314

Internal Order 5000000001 5000000001



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PERMANENT PURCHASING BUSINESS PROCESS

Began October 18, 2004

Departments will use the following business process:

Department personnel enter the requisition in SAP

Account Manager (or the designated person) approve the requisition in SAP

Purchasing Office reviews and approves the requisition, converts the requisition to a Purchase Order, and sends the Purchase Order to the vendor

The Purchasing Office will not enter or approve requisitions for departments



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PERMANENT PURCHASING BUSINESS PROCESS

DOCUMENT PROCUREMENT NEED CREATE REQUISITION

Requestor Department Requisitioner

Account Manager or Designated Person

CREATE PURCHASE ORDER

APPROVE REQUISITION

SAP ROLE

APPROVE REQUISITION

PRINT & SEND PURCHASE ORDER TO VENDOR

Purchasing OfficeSAP ROLE



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BUDGET CHANGE BUSINESS PROCESS

Department personnel enter and “prepost” budget documents

Emails from the initiator notify Account Managers of pending budget adjustments to accounts which they manage

The Budget Office reviews and either rejects or posts the budget documents

Emails from the Texas State SAP Workflow System will notify you of actual and pending budget adjustments to accounts which you manage



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BUDGET CHANGE BUSINESS PROCESS

REVIEW BUDGET

Department Budget Coordinator/Approver

PREPARE & PREPOST BUDGET CHANGE

DISPLAY / REVIEW BUDGET

Budget Office

POST OR REJECT PARKED DOCUMENT

SAP ROLE

“PRE-POSTED MESSAGE” AUTOMATICALLY SENT TO ALL IMPACTED ACCOUNT MANAGER(S), UNLESS THE MANAGER CREATED THE DOCUMENT

MESSAGE AUTOMATICALLY SENT TO ALL IMPACTED ACCOUNT MANAGERS AND THE INITIATOR OF THE DOCUMENT



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CASH RECEIPTING BUSINESS PROCESS

The Cash Receipting Process remains the same

Step 1: Department receives cash

Step 2: Department takes the cash to the Cashier’s Office

A Cash Receipts form is required

Requires SAP elements (Cost Center, Internal Order, WBS Element, & Fund) info

Form can be found on the FAS website on the Forms page



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CASH RECEIPTING BUSINESS PROCESS

COMPLETE DEPOSIT FORM ENTER DEPOSIT IN SARS

Department Cash Receipting Office Interface Manager

POST DEPOSIT FILE

SAP ROLE

CREATE SAP DEPOSIT

FILE

Accounting OfficeSAP ROLE



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TRAVEL PROCESS FY2005

The Travel Process remains the same

Step 1: Request travel using the travel application

Step 2: Request a travel advance as needed (foreign and student travel only)

Step 3: Submit travel reimbursement request



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TRAVEL PROCESS FY2005

Travel Application and Advance Request Form

Located on the updated travel website

Requires SAP FI elements (Cost Center, Internal Order, WBS Element, & Fund) info

Requires an estimated travel amount for each cost distribution

Allows travelers to split travel cost across multiple distribution lines

Remembers the last five trips so that end-users can reference/copy prior trips to save data entry time.

Travel Reimbursement Request Form

Located on the on the FAS website on the Forms page

Requires SAP FI elements (Cost Center, Internal Order, WBS Element, & Fund) info



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NEW STANDARD REPORTS

ZFM_BUD_ACT Department Budget Actual Report

S_P99_41000147 Earmarked Funds Journal

FMRP_RW_BUDGET Budget Overview Report

ZGM_GRANT_SUMMARY Grant Summary Report (G210)

ZGMBDGTOVIEW Grant Budget Overview

New Texas State Reports:

Additional standard reports are in development



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REQUESTING REPORTS

Departments may request custom reports

Report Request Form located on FAS website on the Forms page

Most popular report request is for the Detailed Transaction Report By Organizational Unit



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NEW REPORTS/FEATURES - DRILLDOWN

Drill down is available on the Department Budget Report

Method 1 - Double Click On One Of These Amounts

Do Not Click On Highlighted Lines

Two Methods to Drill Down For Information

Method 2 Step A –

Single Click on an Amount

Method 2 Step B - Click The Choose Button



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SAP HR PROCESS CHANGES

HR Go-Live – December 1, 2004

Implementation schedule for the university-wide change in payroll system had to be coordinated to ensure the University remains in compliance with federally mandated tax reporting requirements and deadlines

Hourly pay dates change from the 15th and 1st to the 15th and 31st starting with January 2005 paychecks

One level of approval on all time entry

Department Heads and Time Administrators have access to summary information via reports

Only positions designated as Supervisors within SAP have access to information for their employees and positions

Inter-departmental event work paid out at time-and-a-half



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SAP HR PROCESS CHANGESContinued

FLSA Overtime Balance

Leave Balances (i.e. Vacation, Sick, etc.) converted from legacy to the HR SAP system on December 8, 2004

SAP automatically generates payments for all FLSA hours over 100.

Hours will be paid out of departmental budget

For payment for FLSA hours balances less than 100 hours contact the HR Department



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SAP HR PROCESS CHANGESContinued

Suspension of Hiring Activities

November 17 – 30, 2004

New hires or other personnel actions (such as pay adjustments) are discouraged

Departments that must hire during this time period are requested to have paperwork, including I-9 documentation, processed in advance, and submitted by November 17, 2004

Hiring departments should inform new employees the earliest they will receive their first paycheck will be January 3, 2005



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SECURITY ACCESS FOR THE HR MODULE

SAP ESS access will be granted to all employees December 1, 2004 by SAP Security

Current SAP users will use their existing passwords

SAP Security will issue passwords to new users

Employees access ESS by using their:

User Name (Example: John Smith – JS99)

SAP ESS Password (provided by SAP Security to new users )



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HUMAN RESOURCES ROLLOUT

HR Relationships Survey Due October 15, 2004 Any organizational changes must be communicated to the

Human Resources Department

Determination of Department Time Entry Process Departments need to decide how they are going to do time entry



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EMPLOYEE SELF SERVICE TIME ENTRY FLOW

Approver approves or rejects time

Time Administratorreceives report

of errors and follows up with employees

Time Evaluation runs

Employee inputs/corrects

time



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TIME ADMINISTRATOR (CAT2) TIME ENTRY FLOW

Time Evaluation

runs

Time Administrator receives error

logs

Time Administrator corrects errors

Time Administrator inputs all time



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NEW STEP-BY-STEP INSTRUCTIONS

Step-by-step instructions now on the FAS website

Create Purchase Requisition – Web (ME51N)

Collective Release Approval of Purchase Requisitions by Account Manager (ZME55)

Display Vendor Number (ZMK03)

Display RFQ - Web (ME43)

Create Request for Quotation - Web (ME41)

Display RFQ per Collective Number- Web (ME4S)

Change Request for Quotation - Web (ME42)

SAP Labs have hard copies of these new step-by-step instructions



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TRAINING UPDATES

HR Time Administrator 101 training


Now completed

HR Time Administrator 102 training


Will end November 5, 2004

Training aids provided to help the Time Administrators train their employees (staff, faculty and students)

Additional training support opportunities

Training team will provide training materials and assist with room arrangements for departments wanting to offer a class

Training team needs 5 days’ notice



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TRAINING UPDATESContinued

HR Management Target audience: All Department Heads, RBC coordinators, or

Administrative Support Personnel Department Heads may choose to come alone, bring their Admins with

them, or send the Admin alone Once one person for the department is trained, all will receive the SAP

role and access

HR Time Approvers How to review and approve time entered by employee Supervisors will be added to the Training Database for the HR Time

Approvers notification Class is optional but recommended. Training aids will be available from

area Time Admin for self-study or 1-on-1 tutorial

HR Reporting Class



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END-USER SUPPORT PROCESS

Step 1: Self Service

Check online for help and training documentation at:

www.fas.txstate.edu/site/

Step 2: Local Help

Ask your CDSP for assistance. The CDSP list is provided at:

www.fas.txstate.edu/site/

Attend a SAP Lab

Step 3: Contact SAP Help Line:

Tel: 245-4SAP (5-4727) or email: [email protected]



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SAP LAB INFORMATION

SAP Lab schedule on the FAS website

www.fas.txstate.edu/site/sap_labs)

SAP Labs held through the end of the year

Assistance for purchasing transactions

Assistance for HR transactions will begin in December 2004

Direct budget questions to the Budget Office

As of October 18, 2004 support for budget transactions provided by the Budget Office



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WHAT’S NEXT Departmental decisions on time entry need to be made

Will your employees enter their own time and leave?

Will the Time Admins be responsible for entering all the time cards?

HR Relationships Survey

Return to HR ASAP, if you have not already done so

Supervisors will be added to the Training Database for the HR Time Approvers class notification

Attendance at the class is optional but recommended

SAP ESS access will be granted to all employees December 1, 2004 by SAP Security

Review list of dates (attached to your handout)



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QUESTION AND ANSWER SESSION

account manager and department liaison meeting october 26 and 28, 2004

Documents