Manager and Employee Self Service at Texas State University-San Marcos HERUG 2005 March 23, 2005

1. Manager and Employee Self Service at Texas State University-San Marcos HERUG 2005 March 23, 2005

2. Background • Future Administrative Systems (FAS) Project • Initially Planned Go-Live in March/July ‘04 • Initial Scope - Finance, Proc, HR, Payroll, Budget Prep, ESS and CATS • Did not have adequate time to: • Implement RICE Items • Take on New and Emerging Functionality • Concurrent Employment • PBC • Grants Management • EAPS 2.0 • Utilization of legacy ID’s and synching with the legacy central person database • Resolve our #1 Change Management Issue - Replacement of RBC

3. Background (continued) • RBC • Information was pre-populated from legacy systems • Signature Lines were programmatically determined • Users could add additional signature lines • Form was used for personnel changes and budget transfers • After form was created then it was a manual process • Form information was entered by back office personnel • Challenge: replace what the end users perceived as a automated process • In December 2003, Project Sponsors decided to delay the go-live dates by 6 months to Sept/Dec ‘04

4. Scope Defined • Employee Self Service (ESS) • Change Most Personal Data • View Remuneration Statements, Own Time Reports, Time Balances, Benefit Selections and Costs • Will Grow into other ESS Functions • Cross Application Time-Sheets (CATS) • Replace time entry process at Texas State • Allow each Departmental Time Admin to choose between central vs decentralized data entry • Leave balances computed & updated automatically • Approved by immediate supervisor or time administrator via Workflow • Retro pay handled with time sheet corrections eliminated the need to submit changes and handle with manual adjustments • We Trained the Time Admin - Time Admin Trained their Staff

5. Personnel Change Requests New Hire Rehire Quick Hire Quick Rehire Add Non Employee Change In Pay Change in Position FTE Change Additional Appointment Reappointment Change Cost Distribution VIA Manager Self Service Leave Without Pay Leave With Pay Partial Paid Leave Return From Leave Separation End Additional Appointment Work Schedule Update Teaching Overload Employee Transfer Outside Dept. Reappointment Scope Defined (continued)

6. PCR’s via MSS Approach • Wave One • Replaced the RBC process, departments did not have to deal with a paper process • Parallel to RBC Process but much Friendlier • Back office still is manually entering the data • Wave Two • Automates process with workflow • Back office will review and submit data via form, eliminating dual entry • Implemented Universal Workflow

7. MSS Wave 1 Timeline August September October November December January Migrate to RQ1/QA Blueprint Migrate to PROD Portal Build Test 1 Wave 1 Scope Finalized Re-point prod portal and set up prod users Test 2 Trg Prep Training Training Portal Available Prod Portal Available QA Portal Available

8. MSS Wave 2 Timeline December January February 6 13 20 27 3 10 17 24 7 14 21 Scope/Timeline finalized Blueprint Prototype ABAP Build ABAP Build WF Testing Delivery to training Trg Prep Training

9. Pre-Requisites to MSS • Implement SAP Portal • 6.0 Portal SP2 (Windows Version) • Challenges: • R/3 user information does not automatically export to the portal • A process must be developed to create user data on the portal • Process needs to be in place for ESS/MSS go-live • Integration process easily overlooked • Difficult to find experienced Portal/MSS consultants available • Security Issues with Portal Implementation

10. Standard Portal and SAP Interaction Portal SAP User LDAP SAP Org Structure Single Sign-on - User record - Role assignments - User record - Role assignments tied to positions Challenges Dual maintenance of user record and role assignments -or- Programs need to be written to upload users and roles

11. Portal and SAP Interaction At Texas State Role Definition Uploaded via automated tool Portal SAP User SAP Org Structure Single Sign-on - User record - Role assignments tied to positions • Benefits • Single user account- reduction in points of failure • No LDAP required • R/3 Security Roles = Portal roles

12. Special Issues at Texas State University • Concurrent Employment • ESS Issue with Dual Log-on’s • Small Design Issue on ESS Layout • Wrote Workaround made issue transparent • Demo’d on January 6 • No Issue with PCR’s due to SAP Design • Position Budget Control Triggers • Automated Update to HR InfoTypes via BDC’s

13. Unresolved Issues • Spawned browser session does not call DSM terminator or invoke ITS disconnection close parameter • If user does not click ‘quit’, session becomes hung in R/3 • MSS Is Not Available via any Browser on MAC • Experimenting with: • Promised Upgrade from SAP • Terminal Server

14. Live Demo • Caveats • QA System • We are Project Managers (limited knowledge) • Log on to Texas State System as an • Employee • Supervisor/Admin • Approver • Budget Office • Grants Office • HR Office • Faculty Records Office • Career Services Office

15. Live Demo • Actions to be Demoed • Time Entry for an Employee with Multiple Assignments (Concurrent) • New Employee • Change of Cost Distribution • Workflow Approval • Time for one of the Assignments • New Hire (Supervisor, Funding, HR) • Cost Distribution (Supervisor, Funding, HR) • Update using SAPGUI by HR

16. QUESTIONS?