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Chapter 1
PROJECT OVERVIEW
Background of the Study
Enterprise Resource Planning (ERP) systems have been
extensively used by many multinational companies worldwide.
Recently, many institutions of higher learning have replaced
their legacy systems to ERP systems as a means for integration
advantages. The investment in ERP represents the biggest ICT
investment for institutions of higher learning, they invest
millions of dollars and the time taken for the implementation
sometimes takes two to three years, or even more (Othman and
Mukhtar, 2011).
Enterprise Resource Planning (ERP) was created in order to
eliminate the tedious process of developing a custom code
requiring many programmers who needed to be retained for the
maintenance of custom programming and as significant end-user
involvement.These systems provide a single source of data with
designed integration between different functional modules.
(Bhagwani, 2009)
SAP controlling module (CO)which SAP refers to Managerial
Accounting. Controlling module provides information for
management decision-making. Controlling facilitates
coordination, monitoring and optimization of all processes in an
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organization. This involves recording both the consumption of
production factors and the services provided by an organization.
The main advantages of ERP system for institutions are to
improve information access for planning and managing institution
of higher learning, improve services for the faculty, staffs and
students. Enable higher availability of administrative systems,
increase income and decrease expenses due to improve efficiency
and integrated workflow of the institution (Bologa, R., Bologa,
A.-R., & Sabau, G., 2009.)
Integration of all business functions in Institutions of
Higher Learning environment representing academic,
administration, human resource and finance. Previously it is
used and supported by separate application systems. Single
integrated database shared by different business function and
consequently, different business models of a single integral
information solution is a key importance. Transferring of data
can be between individual processes and various users in real
time. The usage of the advancement technology of ICT (Web based
Technology, wireless, cellular and satellite) is an additional
advantages for institution communities.
Implementing the SAP software will often involve business
process re-engineering. This is because SAPs R/3 ERP package
is organized by the business processes of financial, human
resources, supply chain management, and marketing as opposed to
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conventional functional areas such as production, sales, and
accounting. This leaves a company desiring to implement SAP R/3
with two basic options: either reorganize itself to agree with
the components of the software, or modify the software to comply
with the current organization of the company. The structure of
the R/3 package is extremely complex and not particularly
flexible, so a significant challenge with changing the software
is that it will likely adversely affect performance across the
entire system if not done properly (Raja Mohd Tariqi Raja Lope
Ahmad, 2011).
Proper implementation of ERP systems in the institution is
extremely important and it is often described as difficult,
risky and expensive, it is also sometimes unsuccessful or
ineffective. The significant costs of acquiring and successfully
implementing an ERP system indicate that it should be considered
as a long-term investment, with careful planning to obtain all
the available benefits of improved data processing.
Chief Information Officer at George Washington University,
stated that; Institutions, which are unlikely to switch to
integrated information solutions, will find it difficult to
retain their market shere of students. They will, sooner or
later demand services, offered by other institutions(Benjamin
Bae and Paul Ashcroft, 2004).
The main components of SAP CO module are:
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The Cost Element Accounting component provides information
which includes the costs and revenue for an organization. These
postings are automatically updated from FI (Financial
Accounting) to CO (Controlling). These are the base for cost
accounting and enable the User the ability to display costs for
each of the accounts that have been assigned to the cost
element.
Cost Center Accounting provides information on the costs
incurred by your business. Within SAP, you have the ability to
assign Cost Centers to departments and /or Managers responsible
for certain areas of the business as well as functional areas
within your organization. Cost Centers can be created for such
functional areas as Marketing, Purchasing, Human Resources,
Finance, Facilities, Information Systems, Administrative
Support, Legal, Shipping/Receiving, or even Quality.
Moreover, Internal Orders provide a means of tracking costs
of a specific job, service, or task. These are used as a method
to collect those costs and business transactions related to the
task. This level of monitoring can be very detailed but allows
management the ability to review Internal Order activity for
better-decision making purposes.
Activity-Based Costing allows a better definition of the
source of costs to the process driving the cost. Activity-Based
Costing enhances Cost Center Accounting in that it allows for a
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process-oriented and cross-functional view of your cost centers.
It can also be used with Product Costing and Profitability
Analysis.
Horngren et al. (2009, p.170) explained activity based
costing (ABC) as a method best suited for improving a cost
system and is used to identify the cost of a product or service
within the activity, Williams et al. (2010, p. 779) on the other
hand defines ABC as an overhead allocation method that uses
multiple overhead rates to track indirect costs by the
activities that consume those costs. ABC is perceived to be a
better method for costing a product or service based on the use
of resources required to produce the product or service
Activity-based budgeting (ABB) has been defined by Ayvaz &
Pehlivanli (2011, p. 150) as the budgeting of sources according
to target activities. The application of this type of
budgeting system is easy to use, as it focuses on the activities
within the process rather than cost objects. Its primary
purpose is to collect all costs within the process which
includes materials, setup time, number of hours worked and
manufacturing overhead that is to be included in the budget.
The comparative advantage of Activity-based budgeting over
activity-based costing is that Activity-based budgeting is
perceived to be more comprehensive and precise, since it gives a
full breakdown of the costs to be expected.
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Product Cost Controlling allows management the ability to
analyze their product costs and to make decisions on the optimal
price to market their products. It is within this module of CO
(Controlling) that planned, actual and target values are
analyzed.
Profitability Analysis allows Management the ability to
review information with respect to the companys profit or
contribution margin by business segment. Profitability Analysis
can be obtained by the following methods:
Account-Based Analysis which uses an account-based
valuation approach. In this analysis, cost and revenue element
accounts are used. These accounts can be reconciled with FI
(Financial Accounting).
Profit Center Accounting provides visibility of an
organizations profit and losses by profit center. The methods
which can be utilized for EC-PCA (Profit Center Accounting) are
period accounting or by the cost-of-sales approach. Profit
Centers can be set-up to identify product lines, divisions,
geographical regions, offices, production sites or by functions.
Profit Centers are used for Internal Control purposes
enabling management the ability to review areas of
responsibility within their organization. The difference between
a Cost Center and a Profit Center is that the Cost Center
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represents individual costs incurred during a given period and
Profit Centers contain the balances of costs and revenues.
Along this area, Drury et al. (1993) has defined budgeting
as an important tool for forecasting and controlling the
activities within an organization and for allocating the
entitys resources so as to achieve its objectives and goals.
They have also highlighted that there are different forms of
budgeting such as activity-based budgeting
(ABB) and activity-based costing (ABC).
Company Profile
This part of the study presents the Universitys essential
information.
The colorful history of Cagayan State University Sanchez
Mira Campus started in 1947, when the people felt the needed for
a strong secondary education, two years after a devastating war.
Thus, with the help of civic-spirited people, the then Sanchez
Mira High School was born and in 1960 it was converted into an
agricultural high school by the virtue of RA 2398, it was named
into Rural Vocational School. In 1967, the agricultural school
appeared like a small city nestled in the middle of a mountain,
with its sprawling land of 100 hectares, only 14 of which were
used for crop plantation and infrastructure. Many income-
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generating activities were established that development became
very fast.
After a decade a half, authority of the Director of
Vocational Education opened a two post-secondary curriculum.
Said curriculum grew fast and by virtue of the authority from
the Ministry of Education, Culture and Sports, BS in Agriculture
and BS in Agricultural Education courses were offered. On May
1992, the new campus then started to flourish offering other
courses to include Secondary Education Curriculum sponsored by
the DOST-SEI. Later, it started to offer courses in Elementary
Education, BS in Mathematics, BS in Information Technology and
the Graduate Studies program.
After almost 25 years, CSU-Sanchez Mira is now cradled in a
wholesome campus, linked with various entities and other member-
SCUs and GOs as well as NGOs, meeting the challenges for the
Computer Technology Age.
The Cagayan State University at Sanchez Mira envisions of
recognizing the uniqueness and multidimensionality of human
intelligence and aspires to form intellectually inclined
researchers and educators who are deeply rooted in innovations,
appreciative of the worth of others, socially responsible,
creative, and professionally competent and who are Filipino
ideals.
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The University is committed to produce learner-centered
teaching methodologies and relevant service-oriented programs to
the academe, industry and government, as well as in building a
just, humane and progressive society.
The Campus Life. Apart from its comprehensive scholastic
training, CSU at Sanchez Mira nurtures the academic experience
of a true CSU a through extra-curricular activities that are
sponsored or coordinated by the departments/organizations of the
campus. It supplements the classroom-based education with
seminars, lectures and gatherings that promote local and
national affairs awareness, cultural upliftment and spiritual
growth.
There are also university-wide student organizations that
encourage camaraderie and discipline among its members. These
affiliations include: University Student Government, Campus
Student Government, The Communicator, The Reaper, Music &
Friends, Campus Ministry, English Literature Majors Society,
Math Majors Society, Student Body Organizations and Batch of
Information Technology Students.
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Services and Facilities Offered. The following are the
service and facilities offered by CSU-Sanchez Mira to their
clients:
1) Campus Library. The CSU-Sanchez Mira Library contains e-
computer units for e-library in which student could access
journals and e-book, also a rich collection of books and
periodicals, listing hundreds of volumes in the catalogues, with
dozens of new materials added yearly. It also boasts of precious
collections of rare books and manuscripts, which are unique in
the locality. Located at second floor CICS building, consisting
of several sections namely General References and Information,
Science & Technology, Graduate School, Social Sciences,
Filipiniana and Humanities. This is supported by the DOST-ESEP
and it envisions of becoming one of the Region's best leading
library in the academe.
2) Computer Center. From its humble inception in 1992 with
the initial task of providing simple computerized services to
the campus' faculty and students, the CSU-Sanchez Mira Computer
Center has gradually evolved and branched out into two:
Instructional Purposes and Communication Services through its
Network.
Now housed in two of the rooms of the College of Arts &
Sciences, the center extends its services to the whole CSU-
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Sanchez Mira community; faculty and students, administrative
offices, non-academic personnel and outsiders. True and adherent
to its continuing commitment to provide optimum service to the
CSU community, the center constantly keep abreast on the latest
in computer trend and towards the cutting edge of today's
information technology.
3) Guidance and Counselling Office.The guidance, Counseling
and Health Offices assist students entering the university, both
Secondary and tertiary by providing them with information and
institutional set-ups policies and matters are pertaining to
their new environment through orientations. Counseling is given
to students with academic and personal problems, such as
interpersonal relations, motivation and difficulties that hinder
them from studying effectively.
4) Health Services Center.In this center, students, faculty
members, employees and administrators receive medical care. It
is a must for students who are sick and who are in need of
medical attention.
5) Student Residence.There is on-campus residence known to
as the Students' Dormitory. It is a duplex building that can
house 80 student dormitories. One building is for male
dormitories and other is for female dormitories.
Courses Offered. Cagayan State University, Sanchez Mira
Campus offers the following courses: Bachelor of Secondary
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Education (BSE) majors in: Biology-General Science, English,
Technology & Home Economics and Mathematics; Bachelor of
Elementary Education (BEEd) with concentration: in English,
Mathematics, General Science and Technology & Home Economics;
Bachelor of Arts in English; Bachelor of Science in Mathematics;
BS in Information Technology; and Bachelor of Science in
Agriculture majors in: Animal Science and Crop Science; Bachelor
of Science in Hospitality and Industry Management; Bachelor of
Science Business Administration major in Accounting Management,
Bachelor of Science in Criminal and Justice, Technology major in
automotive, electronics and drafting.
The institution maintains a business office where grocery
items, students uniform like PE, NSTP, Class A, Department
Uniforms, and OJT uniforms for Teacher Education, CAS, CICS,
Technology, BSA, HRTM, BSBA, Criminal Justice and SHS trainees
are available. The cash collection of the said office is
submitted to the accounting office in manual procedure.
Since the institution is an agricultural school, live
stocks like goat, pig, cow, sheep etc. were also being sold and
distributed. The purchase of such stuffs is being made in the
accounting office.
The Cagayan State University at Sanchez Mira is a fast
growing institution with about 3,804 students enrolled during
the first Semester of SY 2012-2013. There was an average
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increase of about 25% each year during the past three years.
This is due to the introduction of new courses in the system.
These students are the primary clienteles of the institution.
The Computerized Enrolment System functions as follows: in
the registrar where enrolment process starts, a student will not
be entertained unless an authentic signature of the person in
the advisement station is affixed. After encoding or posting the
subjects taken by the student, automatically the assessed fees
is created in the accounting station, after posting the payment
a certificate of assessment is issued, the cashier collects the
payment and issues receipt to the enrolee.
The Computerized Student Profiling System is being used by
the Guidance and Counselling office profiling purposes.
The Computerized Inventory System however, which is manage
by the supply office personnel assesses supply and stocks and
manually transacts with the accounting office whenever there are
supplies needed to purchase.
These systems used by the different departments were
developed from different programming languages that function
separately. There was no integration of processes from among the
departments especially when it comes to accounting. Financial
report from supply office manually submits to the accounting
department. The Computerized Enrolment system is developed with
the aid of Visual FoxPro 9.0 while the Computerized Inventory
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System is designed in Visual Basic 6.0. Every time the systems
need updates to meet changing needs of the business processes
and/or the systems encounter errors, developers will be notified
for them to modify the system.
As a whole, Financial Accounting of Cagayan State
University Sanchez Mira campus is being facilitated in different
offices with different systems involved, manual or computerized
for that matter.
These problems are common to the different levels of the
organizational sector. The university is still longing for an
improvement that will satisfy the needs of the students, staffs
and those persons aiming that CSU could compete with the demands
of the global market.
To help CSU-SM meets the great challenge of providing the
best and prompt services to the students and to the
stakeholders, the researcher has thought of configuring an SAP
R/3 Controlling.
The proposed SAP R/3 Controlling will integrate all the
individual departments or functions of Cagayan State University
at Sanchez Mira particularly Accounting Office, Supply Office,
Human Resource Office and the Business Office to a single
software application that will make it easier to track the work-
flow across various departments and reduce the operational costs
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involved in manually tracking, and perhaps duplicating data
using individual and different systems.
Furthermore, there is a complete visibility into all the
important processes across various departments of the university
with automatic and coherent work-flow from one department or
function to another to ensure smooth transition or completion of
processes.
This study is therefore serves as the basis in configuring
SAP R/3 Controlling of the Cagayan State University at Sanchez
Mira in response to the challenge by striving to identify
problems and well-defined that could improve functional areas in
the university particularly in the Management Accounting area.
Importance of the Study
The findings of this study will encourage and help the
administrators to redirect their department particularly in
procedures or processes for further innovations and changes.
This study will benefit to the following:
To the Institution.Through the customization of SAP R/3
controlling module, the school will help ensure the proper
tracking of different financial reports within an organization
and to give more accurate and faster services to its clientele
To the Accounting Staff. The ERP controlling module willfacilitate the accountant on efficient and accurate
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establishment of tables of accounts, and assigning entries to
proper accounts.Develop, maintain, and analyze budgets,
preparing periodic reports that compare budgeted costs to actual
costs.
To the Students.The CSU-Sanchez Mira students will benefit
from this study for they will be given faster and more accurate
services. Upon the implementation of the proposed system, it is
highly expected that students need not to wait for a long queue
for their turn.
To the Researcher. The development of the system will
allow the researcher to put into practice knowledge and skills
in configuration and system analysis of SAP. Likewise, from the
result of the study, he will gain more knowledge in the
integration of business process.
Future Researcher. The result of this study will serve as
ready reference for students who will pursue studies similar to
this type of research. This will likewise serve as a guide for
future program developers.
Statement of the Problem
This study aims to configure and implement the SAP R/3
controlling module for Cagayan State University at Sanchez Mira
Campus.
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Specifically, the study shall answer the following
questions:
1) What is the set-up of Managerial Accounting of the Cagayan
State University-Sanchez Mira along the areas on:
a. organizational structure;
b. processes; and
c. master data?
2) What are the issues and difficulties encountered in
Managerial Accounting of the Cagayan State University-Sanchez
Mira along the areas on:
a. organizational structure;
b. processes; and
c. master data?
3) What are the configuration requirements that shall be
considered in the SAP R/3 Controlling module along the areas on:
a. organizational structure;
b. processes; and
c. master data?
Objectives of the Study
Generally, this study intends to configure and implement
Controlling Module SAP R/3 for Cagayan State University at
Sanchez Mira Campus.
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Specifically, the study attempts to:
1) Identify the set-up of Managerial Accounting of Cagayan
State University-Sanchez Mira along the areas of:
a) organizational structure;
b) processes; and
c) master data.
2) Determine the issues and difficulties encountered in
Managerial Accounting of the Cagayan State University-Sanchez
Mira along the areas on:
a) organizational structure;
b) processes; and
c) master data.
3) Determine the configuration requirements that shall be
considered in the SAP R/3 Controlling module along the areas on:
a) organizational structure;
b) processes; and
c) master data.
Definition of Terms
For a common and clear understanding of the words used,
the following terms are operationally defined:
SAP R/3. It is the name of the enterprise resource
planning software produced by SAP AG. It is an enterprise-wide
information system designed to coordinate all the resources,
http://en.wikipedia.org/wiki/Enterprise_resource_planninghttp://en.wikipedia.org/wiki/Enterprise_resource_planninghttp://en.wikipedia.org/wiki/SAP_AGhttp://en.wikipedia.org/wiki/SAP_AGhttp://en.wikipedia.org/wiki/Enterprise_resource_planninghttp://en.wikipedia.org/wiki/Enterprise_resource_planning -
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information, and activities needed to complete business
processes such as order fulfillment or billing.
ERP (Enterprise Resource Planning) - Single software
application that makes it easier to track the workflow across
various departments and reduce the operational costs involved in
manually tracking, and perhaps duplicating data using individual
& different systems.
Functional areas are the different offices in the
administration
Management Accounting - The process of
preparing managementreports and accounts that provideaccurate
and timely financial and
statistical informationrequired by managers to make day-to-
day and short-termdecisions.
Business Processes are the procedures in every department
Accounta statement of financial transaction
Accuracy it is considered as the correctness of output
from the processed input.
Development it is the process of making or creating the
software.
Ease of Use The easy use of the software by authorized
user.
End-user - The person who uses hardware or software
programmed or designed by another person.
http://en.wikipedia.org/wiki/Order_fulfillmenthttp://en.wikipedia.org/wiki/Bill_(payment)http://www.businessdictionary.com/definition/process.htmlhttp://www.businessdictionary.com/definition/management.htmlhttp://www.businessdictionary.com/definition/report.htmlhttp://www.businessdictionary.com/definition/accounts.htmlhttp://www.businessdictionary.com/definition/provide.htmlhttp://www.businessdictionary.com/definition/accurate.htmlhttp://www.businessdictionary.com/definition/financial.htmlhttp://www.businessdictionary.com/definition/information.htmlhttp://www.businessdictionary.com/definition/required.htmlhttp://www.businessdictionary.com/definition/manager.htmlhttp://www.investorguide.com/definition/day-to-day-dtd.htmlhttp://www.investorguide.com/definition/day-to-day-dtd.htmlhttp://www.businessdictionary.com/definition/short-term.htmlhttp://www.businessdictionary.com/definition/decision.htmlhttp://www.businessdictionary.com/definition/decision.htmlhttp://www.businessdictionary.com/definition/short-term.htmlhttp://www.investorguide.com/definition/day-to-day-dtd.htmlhttp://www.investorguide.com/definition/day-to-day-dtd.htmlhttp://www.businessdictionary.com/definition/manager.htmlhttp://www.businessdictionary.com/definition/required.htmlhttp://www.businessdictionary.com/definition/information.htmlhttp://www.businessdictionary.com/definition/financial.htmlhttp://www.businessdictionary.com/definition/accurate.htmlhttp://www.businessdictionary.com/definition/provide.htmlhttp://www.businessdictionary.com/definition/accounts.htmlhttp://www.businessdictionary.com/definition/report.htmlhttp://www.businessdictionary.com/definition/management.htmlhttp://www.businessdictionary.com/definition/process.htmlhttp://en.wikipedia.org/wiki/Bill_(payment)http://en.wikipedia.org/wiki/Order_fulfillment -
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Management it is handling, controlling and managing of
information.
Software it is a collection of programs that work as one
to perform a task.
Controlling - represents the internal accounting entity as
it provides information for managers, that is, for anyone inside
an organization who is responsible for directing and controlling
its operations.
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Chapter 2
METHODOLOGY
This chapter discusses the systems development methodology,
scope and delimitation of the study, data gathering techniques,
and sources of the data in design and implementation of the SAP
ECC 6.0 Controlling module.
Software Development Methodology
The researcher shall develop the propose project using
Accelerated SAP (ASAP) as the software development methodology.
Accelerated SAP (ASAP) is a comprehensive solution for
efficiently implementing and continuously optimizing SAP
software. IT has a detailed, business-oriented structure and
allows to design implementation projects flexibly.
From the five general phases on the roadmap, the researcher
shall stop on the third phase or the realization phase.
The roles and responsibilities within each phase of the
ASAP roadmap will be described below.
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Figure 1
Figure 1 shows the Accelerated SAP Roadmap.
The implementation roadmap with the five general phases:
Phase 1: Project Preparation. The project is formally
initiated, and planned. Project goal, scope and objectives are
defined. Roles and responsibilities of the entire project team
are agreed upon and documented.
In this phase, upon the approval of the request letter to
the administrator of the University, the researcher gathered all
the information needed by interviewing the staff in charge,and
floated questionnaires to the staff who cannot accommodate for
interview.
2) Business Blueprint. The purpose of this phase is to
understand the requirements of the client through requirements
gathering. The resulting document is called the Business
Blueprint. This also helps to achieve a common understanding of
how the company intends to run its business within the SAP CRM
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system. The following would form a part of the Business
Blueprint:
AS IS Helps understand the existing business process.
TO BE Based on AS IS, we look at how the business process
can be mapped in SAP and if any changes have to be carried
out to the existing business process if required.
Gap Analysis This analysis is carried out to identify the
inputs or business processes that cannot be mapped in SAP. Gap
document is created to be analyzed further to identify a
solution to bridge the gap.
3) Realization. Prototyping solutions and testing is done
during the realization phase. In this phase we implement all the
business process requirements based on the business blueprint.
We define the test plans for system tests, data tests, data
access tests and authorizations tests. We also establish the SAP
CRM administration procedures.
4) Final Preparation. In this phase, we finalize the
activities to roll out the SAP CRM system to the end-user
community. The end-user training, final tuning and approval for
going live is obtained. Before the Go-live phase a Cutover
strategy is carried out which involves the migration of the
Master Data and the Transaction Data from Legacy system to SAP
system.
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5) Go Live and Support. The purpose of the Go-live phase is
to roll out the SAP CRM system to the end users in a live
business environment. All the transactions, data and the system
is monitored in the live environment. This phase also provides
up to 2 weeks of post Go-live support, which is dependent on the
agreement with the client. Any optimization that is required, is
taken care of during this support phase. Normally, large
companies have maintenance support contracts with SAP and get
support on a global scale, up to 24/7 based on the Service
Level Agreement (SLA).
Scope and Delimitation
The study will be delimited on planning and controlling
every business function happening at CSU-Sanchez Mira, the
system will cover the flow of business process particularly on
planning and tracking operating costs of the school,cost
accounting processing, analytical reporting, and audit-
controlling spectrum.
Data Gathering Techniques
In order to configure and implement a SAP R/3 Controlling
Module of the said University, the following techniques are used
to gather the necessary information.
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Interview. The researchers conducted interviews with the
cashier, accountant and the staff together with some of the
personnel in-charge in the supply office, business office,
research, extension office and in the accounting.
Forms and Documentation Analysis.The researchers also
examined forms and documents to get additional information
regarding the existing system. Through these documents and
forms, the researchers were able to visualize on how to
configure the proposed ERP system.
Questionnaires. The researchers distributed questionnaires
to some personnel in the different offices who were always busy,
and could not able to entertain interview.
Sources of Data
The primary sources of data in the documentation of this
study is information derive from interview with the key
personnel like the accounting staff, registrar, supply officer,
business officer and different department officer.
Documents and forms given by the accountant and supply
officer are analyzed to know the flow of the transactions happen
in the university.
Data of this study will be coming from the Campus Executive
Officer, the Campus Executive Assistant, the Deans of the
different colleges, the Registrar, the Accountant, the staff of
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the accountant, the Cashier, the staff of the Registrar, the
Administrative Officer, Supply Officer, Business Officer and
some IT faculty members of CSU-SM, the University Registrar,
University Accountant, Cashier and some students.