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Account Manager and Department Liaison Meeting October 26 and 28, 2004 PowerPoint PPT Presentation


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Account Manager and Department Liaison Meeting October 26 and 28, 2004. 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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Account Manager and Department Liaison Meeting October 26 and 28, 2004

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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


Agenda

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


New tools to keep you informed

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


Benefits of the sap system

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


  • Master data business process

    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


    Master data required on transactions

    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


    Permanent purchasing business process

    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


    Permanent purchasing business process1

    PERMANENT PURCHASING BUSINESS PROCESS

    SAP ROLE

    Requestor

    Department Requisitioner

    Account Manager or Designated Person

    DOCUMENT PROCUREMENT NEED

    CREATE REQUISITION

    APPROVE REQUISITION

    SAP ROLE

    Purchasing Office

    APPROVE REQUISITION

    CREATE PURCHASE ORDER

    PRINT & SEND PURCHASE ORDER TO VENDOR


    Budget change business process

    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


    Budget change business process1

    BUDGET CHANGE BUSINESS PROCESS

    SAP ROLE

    Department Budget Coordinator/Approver

    Budget Office

    REVIEW BUDGET

    DISPLAY / REVIEW BUDGET

    PREPARE & PREPOST BUDGET CHANGE

    POST OR REJECT PARKED DOCUMENT

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

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


    Cash receipting business process

    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


    Cash receipting business process1

    CASH RECEIPTING BUSINESS PROCESS

    SAP ROLE

    Department

    Cash Receipting Office

    Interface Manager

    COMPLETE DEPOSIT FORM

    CREATE SAP DEPOSIT FILE

    ENTER DEPOSIT IN SARS

    SAP ROLE

    Accounting Office

    POST DEPOSIT FILE


    Travel process fy2005

    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


    Travel process fy20051

    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


    New standard reports

    NEW STANDARD REPORTS

    • New Texas State Reports:

    • Additional standard reports are in development


    Requesting reports

    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


    New reports features drilldown

    NEW REPORTS/FEATURES - DRILLDOWN

    • Drill down is available on the Department Budget Report

    Method 2 Step B - Click The Choose Button

    Two Methods to Drill Down For Information

    Method 2 Step A –

    Single Click on an Amount

    Method 1 - Double Click On One

    Of These Amounts

    Do Not Click On Highlighted Lines


    Sap hr process changes

    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


    Sap hr process changes continued

    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


    Sap hr process changes continued1

    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


    Security access for the hr module

    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 )


    Human resources rollout

    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


    Employee self service time entry flow

    EMPLOYEE SELF SERVICE TIME ENTRY FLOW


    Time administrator cat2 time entry flow

    TIME ADMINISTRATOR (CAT2) TIME ENTRY FLOW


    New step by step instructions

    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


    Training updates

    TRAINING UPDATES

    • HR Time Administrator 101 training

      • Began October 4, 2004

      • Now completed

    • HR Time Administrator 102 training

      • Began October 25, 2004

      • 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


    Training updates continued

    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


    End user support process

    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]


    Sap lab information

    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


    What s next

    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)


    Question and answer session

    QUESTION AND ANSWER SESSION


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