SAP Upgrade Training 22 JULY 2014

1. SAP Upgrade Training 22 JULY 2014

2. Course Goals • Upon completion of this course, you will recognize changes in: • Account Structure • Extra Service Spreadsheets and Kronos Time Entry • Budget Availability and Reports • Requisition Entry

3. Project Overview • Redesign the structure of SAP financial system • Convert chart of accounts to align with DESE • Eliminate redundant coding • Enhance financial reporting • Implement Human Resource enhancements and new reports

4. Project Overview • Implement new Budget Control System • Minimize need for budget transfers • Create new budget reports • Correct the fiscal year • Obtain SAP training and documentation

5. Agenda • Lesson 1 – Chart of Account Changes • Lesson 2 – Time / Extra Service Sheet • Lesson 3 – Budget Changes • Lesson 4 – Requisition Entry • Lesson 5 – Accounts Payable

6. Chart of Accounts Supporting Documentation The following documents are used in support of this process:

7. Changes to Fund • Former fund is 8 digits long consisting of SLPS fund and function value • For example: 110-1111 • Current fund is 3 digit value • For example: 110 • Grant funds are static, no longer rollover to new fund number every year Refer to the Fund Quick Reference Guide

8. Changes to Function • No longer part of the fund • The function, a new 4 digit field, will now be derived/determined by the system • Benefits: • Less data entry for users • Fewer errors

9. Changes to Project Code • Former Projects Codes were used to identify grants and specific types of expenditures that needed to be tracked • Project Codes are being replaced with Internal Orders (I/O), a new field

10. Changes to Project Code • Grant Internal Orders will consist of 6 digits: • The first digit consists of the source of the grant • The next three represent the DESE revenue source account (last 3 digits) • The final two digits will consist of an alpha-numeric assignment (i.e., current project code) Refer to the Internal Order Quick Reference Guide

11. Internal Order Examples Grant I/O • F – Grant Source Code (Federal) • F451 – DESE revenue recognition code (last three digits of revenue code) • F451AM – Project Code (Title One) Statistical I/O (tracking a specific type of expenditure) • 600066 – Next Number in Sequence Capital Internal Orders are under development and will be 9 digits

12. Internal Order Lookup Spreadsheet

13. Changes to Fund Center • Fund Center = Cost Center • The former Fund Center is 10 digits comprised of the Location Code, Project Code, and Fund number: 436-AB-789 • The project and fund will no longer be part of the fund center Refer to the Fund Center Quick Reference Guide

14. Changes to Fund Center • The new Fund Center is an 8 digit number comprised of the DESE prefix, Location Code, and Extension Code: 40436-90 4 – DESE prefix for elementary schools 40 – Place holder for future expansion 40436 – Location code 40436-90 – Extension code Refer to the Fund Center Quick Reference Guide

15. DESE Location Prefixes • 1 – High School (111 10111-00) • 3 – Middle School (339 30339-00) • 4 – Elementary School (400 40400-00) • 8 – Central Office Location (810 80810-00) • 11 – Vocational Location (026 11026-00)

16. Fund Center Extensions: What Does This Mean? • There are multiple fund centers to select from • The extension determines the “activity” related to the expense. For example: • Fund center 40436-90 identifies expenditures as the office of the Principal of Clay Elementary • 40436-09 identifies expenditures as Kindergarten at Clay Elementary

17. Change to Commitment Item • Former Commitment Items were 4 digits • 6383 – Travel and Conference Expenses • New Commitment Items are 6 digits and aligned with DESE; Some were re-numbered • 6383 634301 (base number) • The last two digits represent the District’s detail level Refer to the Commitment Item Quick Reference Guide

18. Commitment Item With Multiple Numbering • Some former Commitment Items have multiple accounts for more detail: Former Commitment Item 6143 – Extra Service New Commitment Items 613101 – Extra Service (Base) 613102 – Extra Service – Professional Development 613103 – Extra Service – Security (Metal Detector)

19. Commitment Item LookupSpreadsheet • A spreadsheet is available to convert from the former to new Commitment Item • Commitment Items ending in “XX” have multiple numbers Refer to the Commitment Item Lookup Spreadsheet

20. Commitment Item Lookup

21. Agenda • Lesson 1 – Chart of Account Changes • Lesson 2 – Time / Extra Service Sheet • Lesson 3 – Budget Changes • Lesson 4 – Requisition Entry • Lesson 5 – Accounts Payable

22. Process Flows, Forms, and Supporting Documentation The following documents are used in support of this process:

23. KRONOS Changes • Fund Center now incorporated in the transfer columns Refer to the Kronos Timesheet Changes Quick Reference Guide

24. Extra Service • Extra Service is the process where exempt employees are able to enter extra time for services performed outside their normal workday Refer to the Extra Service Process Quick Reference Guide

25. Changes to Extra Service • The process for extra service has not changed • Two new wage activity codes have been added that include: • 0523 Tutoring • 0524 Professional Development • www.slps.org/Page/121 Forms  Extra Service Form (Spreadsheet)

26. Changes to Extra Service Contd. • The following have changed in the Extra Service Approval Listing • Fund • Internal Order • Fund Center Refer to the Extra Service Activity Code Quick Reference Guide

27. Extra Service Validation Process GOB: Budget Analyst verifies all information and verifies funding is appropriate and budget capacity Form is assigned to Budget Analyst who decides if funding is GOB (General Operation Budget) or Grant Form filled out gets approved by principal Form is approved by Associate Superintendent Form sent to HR for uploading Grant: Budget Analyst verifies all information and if funding is appropriate and budget capacity and will forward to grants management for approval

28. Agenda • Lesson 1 – Chart of Account Changes • Lesson 2 – Time/Extra Service Sheets • Lesson 3 – Budget Changes • Lesson 4 – Requisition Entry • Lesson 5 – Accounts Payable

29. Process Flows, Forms, and Supporting Documentation The following documents are used in support of this process:

30. Budget Checking & Availability • Former budget checking was at the commitment item level • New GOB budget checking occurs at the fund and internal order level (trial basis) • Grants will continue to be budget checked at line item level

31. Budget Check by Commitment Item

32. Less Budget Transfers • GOB Example: • 641101- $100.00  613101- $1000.00 • $500.00 of supplies can be purchased without a budget transfer • Grant Example: • 641101-$100.00 613101-$1000.00 • A budget transfer is required for purchasing $500.00 worth of supplies • Exceptions: • Travel (634301) cannot be overspent A regular review of your budget is required to make sure it’s not exceeded in any one area

33. Budget Transfer Form Changes • The following have changed in the Budget Transfer Request form • Funds Center • Internal Order • Commitment Item

34. Budget Report Changes • ZCOFA and FMEQ no longer exist • To delete the old ZCOFA Report right click on the report name and select “Delete Favorite” • Budget vs Actual Reports are now displayed using the transaction code ZFM_COFA

35. ZFM_COFA Report • The ZFM_COFA report is taking the place of ZCOFA and FMEQ • There are two reports displayable within the Budget vsActual report: • By F/CI (Fund/Commitment Item) • By Program

36. Creating a Favorite 1 To create a Favorite: • Select Favorites from the menu bar • Then select insert transaction • Enter the transaction code and select Enter 2 3

37. Accessing the Budget vs Actual Report 1. Click Command Field 2. Enter Transaction: ZFM_COFA 3. Click Enter the Budget to Actual Report displays

38. Budget vs Actual – F/CI 1 Select Budget vs Actual – Fund / CI 2 Select variation of Fund Center 3 The results of your selection display

39. Budget vs Actual – By Program / Internal Order 1 Select Budget vs Actual – by Program 2 Select variation of Fund Center 3 The results of your selection display

40. Agenda • Lesson 1 – Chart of Account Changes • Lesson 2 – Time / Extra Service Sheet • Lesson 3 – Budget Changes • Lesson 4 – Requisition Entry • Lesson 5 – Accounts Payable

41. ME51 Create NB Changes • Click the Account Assignments button to display the Account Assignment screen • The following have changed: • GL Account • Cost Center • Internal Order • Fund Refer to Create Purchase Requisition NB Work Instruction

42. Changes to ME51Create FO • Click the Account Assignments button to display the Account Assignment of Limit screen • The following have changed: • GL Account • Cost Center • Internal Order • Fund Refer to Create Purchase Requisition FO Work Instruction

43. Changes to MIGO • The following have changed • Cost Center • G/L Account Refer to the MIGO Goods Receipt Work Instruction

44. Agenda • Lesson 1 – Chart of Account Changes • Lesson 2 – Time / Extra Service Sheet • Lesson 3 – Budget Changes • Lesson 4 – Requisition Entry • Lesson 5 – Accounts Payable

45. Process Flows, Forms, and Supporting Documentation The following documents are used in support of this process:

46. Key Changes • The processes used for the Accounts Payable have not changed • The Blank Voucher form has changed

47. Changes to Voucher Certification • The following Fields have changed • Fund Code • GL Account • Cost Center • Internal Order

48. Non-Encumbered Payment - Reimbursements • Always check fund availability in your location’s Budgetvs Actual Report. • Always have an accurate vendor number • Always attach original receipts or check copies • Dollar amount of each line item should not exceed $200.00 (food items are an exception) • Always attach sign-in sheets, and agenda and check copy for meeting expense • Always have the principal or administrator sign and date the completed voucher Refer to Voucher Certification Form

49. Question and Answer