Sibley and Howard County SAP Finance Master Data & Reporting

1. Sibley and Howard CountySAP Finance Master Data & Reporting Process Briefing and Demonstration

2. Agenda • Overview of the SAP system design • Johns Hopkins Financial Structure • Master Data Overview • Business areas • Funds • Cost Centers • Internal Orders • Fixed Assets – WBS Elements • Cost elements and G/L account overview • Request Process • Schedule of Automated Updates • Commonly Used Financial Reports – BW and ECC

3. Johns Hopkins Financial Structure

4. Johns Hopkins Posting Req. in Each Module Financial Accounting (FI) Project Systems (PS) Controlling (CO) Funds Management (FM) Grants Management (GM) Business Area Fund Center Cost Center Project Definition Sponsored Program Funded Program Internal Order Sponsored Class Commitment Item GL Account Cost Element Work Breakdown Structure (WBSE) Grant Fund Fund Fund

5. Business Areas • Business Areas are directly related to the affiliate. • Ex: Business Area 480 = Johns Hopkins Hospital • Business Areas are three digits long • JHHS Business Area range is 400-699

6. Funds • Designates the source of funds • 10 digits long • Ex: 1048000000 = JHH OPERATING FUND • Can be used to track non-capital projects.

7. Cost Centers • Commonly represents a department • 10 digits long • Current numbering scheme: (BA) (FU) (CC Number) 480 001 0100

8. Internal Orders • Used by grant and award programs • 8 digits long • Have a responsible Cost Center associated with them

9. Fixed Assets – WBS Elements • Work Breakdown Structure Element (WBSE) Cost assignment type for capital projects, designed to track both capital and expense portions of a capital project. (Note: Use a WBSE in lieu of a cost center.) Example of WBSE: C.450.12.0001.1 o First character of a WBSE will be any one of the following depending on the nature of the project (C in the above example): C: Construction E: Equipment I: IT J: Joint (when cost of project is shared or when one affiliate is performing the project work and another affiliate is paying for the project)

10. Fixed Assets – WBS Elements (continued) o First character of a WBSE (continued): R: Renovation L: Landlord S: Safety & Regulatory o Second 3 characters of a WBSE stand for the business area , 450 in above example. (500 for HCGH) o Third 2 characters of a WBSE stand for the fiscal year in which the project began, FY12 in above example o Fourth set of 4 characters is automatically assigned by SAP, 0001 in above example o Last character is called a “node”, which can be set up as either capital or expense, for various charges on a project. A project can have one node or several depending on the complexity of your project.

11. Cost Elements/ G/L Accounts • Account Types: • GL Accounts (Revenue, Expense, Asset, Liability and Equity) • Cost Element (Revenue & Expense Accounts) • Secondary Cost Elements (Transfers/Purchase Service) • Account numbers are 6 digits long

12. Cost Elements/ G/L AccountsContinued

13. Master Data: Finance • All Updates go thru JHHS Controller’s Office (unless otherwise noted) • Web forms are available online: http://www.sapathopkins.org/support SAP Support website > Finance Master Data Tool

14. Master Data: FinanceContinued • New Cost Centers or Accounts will require a number selected by the user. • JHU must approve any new GL Accounts • New Cost Centers must be approved by the JHHS Budgeting or Accounting Director • Questions about Master Data can be sent to Finance@jhmi.edu

15. Master Data: FinanceContinued • All Master Data needs to be approved. • Allow roughly a week for processing. • EBS transports master data into production on Thursday. • EBS has to process all Master Data for JHU and JHHS. • Hierarchy updates are processed as required.

16. Master Data:Grant Process • All award notices are forwarded to the JHHS Senior Grant Accountant • Johns Hopkins Sponsored Shared Services creates unique internal order for each award • Expenses are charged to internal order instead of cost center • SAP system automatically records revenue equal to expense • Grant accountants coordinate grant reporting with principal investigator • All A-133 audit communication flows through controller’s office grant accounting

17. Master Data:Fixed Assets – WBS Elements When ready to spend on a project, contact the FASSC at FASSC@jhmi.edu by completing a project request form (which can be found on the FASSC website at http://ssc.jhmi.edu/fixedassets/forms.html). The sender will then be notified within 48 hours that the project is ready. When the project is complete or “in service”, contact the FASSC. The costs in that project will then be moved from the construction in progress GL account (180501) to assets and depreciation will begin. Any questions, please contact the FASSC at fassc@jhmi.edu or Karen Durning, Manager 443-997-5758.

18. SAP Update Schedule

19. Business Warehouse Financial Reporting • Monthly Comparison • CO Line Item Detail • Vendor Payment Report • Salary Detail Report • Labor Distribution – Total Dollars by Occ. • Absence & Attendance Detail • Employee Master Data by Date

20. ECC Reporting • T-Codes • FB03 – Financial Document Display • ME23N – Purchase Order Display

21. Questions?