IRIS Project Town Hall Meeting

1. IRIS Project Town Hall Meeting September 22, 2005

2. Today’s Agenda • Getting Ready • Day One • Logging On Through the Portal • Where Do I Go for Help? • Reporting Authorization IssuesSummary • Printing from SAP • Approver Process Change • Standard FI and MM Reports • Summary • Training (Go Live Kits) • Questions

3. Welcome and Session Overview • Welcome • Housekeeping Items • This session will end at 3:00pm, including time for questions. • Please turn cell phones, pagers, blackberries, etc., to silent, vibrate or off. • Please refrain from side conversations. • Please hold questions until the Q&A time unless otherwise instructed. • We will keep the Q&A moving along – questions that require follow-up may need to be addressed after the session is over.

4. Getting Ready

6. Statement of Responsibility • Statement of Responsibility will be required to have authorization to the IRIS/SAP system • This was true for FRS, HRS, and SIS • Combined into one form for all modules • Will be distributed electronically and will be collected electronically • This should be distributed in the next few days

7. Statement of Responsibility • I understand that my right to view, alter, use, or share the information contained in the Integrated Resource Information System (IRIS) is limited to the fulfilling the responsibilities directly associated with carrying out the functions assigned to me as an employee of the University of Kentucky… • By signing this Statement of Responsibility, the undersigned acknowledges and accepts responsibility for assuring the appropriate use and confidentiality of information that is made available through IRIS.

8. Make sure you… • Have the myUK icon on your desktop • The myUK shortcut should be on your desktop. If you are on campus and your desktop lacks the icon, contact Desktop Technical Services at 257-5599, or check with your computer support technician. Medical Center employees should check with the MC Help Desk at 323-8586. • Know your Active Directory UserID and password • You will use your Active Directory User ID and password to log onto the Portal just as you enter the Training Sandbox and the Training Register for classes. Instructions for using your active directory User ID and changing your password are located at the Customer Service web site. • Have attended all the classes on your Training Plan • Your training plan was chosen based on your responsibilities. It is crucial that you have attended all the training and passed the assessments in order to get access to IRIS/SAP Production.

9. Day One… • Are aware of how to access help • Many tools, such as Quick Reference Cards, Simulations, Cue Cards, and Work Instructions, are available on the myHelp website (http://myhelp.uky.edu). If you still feel uneasy and would like to take refresher courses, they will be available after October 1, 2005. • Remember that Production is a live system. • If you want to practice data entry, use the Training Sandbox. Do not practice anywhere else. • Log on to IRIS/SAP through the Portal • For instructions, see page 6 or review the Quick Reference Card (QRC) Logging On Through The Portal at myhelp.uky.edu • Set up your Favorites folder • View the simulation Add IRIS/SAP Favorites at myhelp.uky.edu.

10. Day One… • Set up your Technical Names (t codes) display • On the SAP Easy Access Menu screen, choose Extras  Settings from the Menu Bar. Check the Display technical names box, then click on the Continue icon

11. Logging On Through the Portal • Double-click on the myUK University of Kentucky shortcut on the desktop. • If you are on campus and your desktop lacks the icon, contact Desktop Technical Services at 257-5599, or check with your computer support technician. Medical Center employees should check with the MC Help Desk at 323-8586. • Type your Active Directory User ID in the User ID field. You do not need to include the ad\ or mc\.Type your password and press Enter

12. Using Production • Double-click on the “Production” link • It may take a few seconds for IRIS to open. You should see the SAP Easy Access Menu and the Production IRIS logo

13. Logging Off of the System and Portal REMEMBER: You must log off both the Portal and IRIS/SAP To log off IRIS/SAP: • Either click on the Exit icon , • Choose SystemLog Off from the Menu Bar, or • click on the close X in the window

14. Logging Off of the System and Portal To log off the Portal: Either: • Click the Log Off link or • Click on the browser X

15. Where Do I Go for Help? • myHelp WebsiteThis is your best resource for help in using the IRIS/SAP system. It contains many useful job aids such as Quick Reference Cards (QRC), simulations, Cue Cards, and Work Instructions. Web links to Central Office departments (i.e., Purchasing, General Accounting, and SPA) and new accounting forms are available. • myHelp through IRIS/SAP Applications UK specific help is available within IRIS/SAP by choosing Help  myHelp myUK Help. This choice will take you directly to the myHelp website and provide specific help for the transaction. By clicking on the Home button, you will be able to access the full resources on the website. • IRIS Project Website http://www.uky.edu/IRIS/ Continue to visit the IRIS website for the most recent news and events for the project.

16. Where Do I Go for Help? IRIS Website • myHelp on the IRIS Website http://www.uky.edu/IRIS/

17. Where Do I Go for Help? Phone (257-1300) Monday – Friday 7 a.m. to 6 p.m. the Customer Service Center (help desk) at (859)257-1300 will have IRIS project staff working on dedicated lines to help you with issues that could not be solved through the help features listed above. The IRIS project will staff a Command Center Monday – Friday, 7:00 am to 6:00 pm for the month of October. The Command Center can be reached as an option from the 7-1300 Customer Service phone number. Walk-in Help Centers • 379 Peterson Service BuildingOctober 4, 6, 11, 13, 18, 20, 25, 27 (10 a.m. – 12 p.m.)October 6, 13, 20, 27 (2 p.m.– 4 p.m.) • 111 McVeyOctober 3, 5, 7, 10, 12, 14, 17, 19, 21, 24, 26, 28, 31 (8 a.m. – 12p.m.)

18. Where Do I Go for Help? Walk-in Help Centers, cont’d. • 931 Patterson Office TowerOctober 3, 5, 10, 12, 17, 19, 24, 26, 31 (1 p.m. – 5 p.m.) • 249 BarnhartOctober 6, 13, 20, 27 (8 a.m. – 12 p.m.) • H108 Med CenterOctober 3, 5, 10, 12, 17, 19, 24, 26, 31 (1 p.m. – 5 p.m.) • 191-B W Lowry Lane (for off campus users)          October 4, 11, 18, 25 (8 a.m. – 12 p.m.)

19. Where Do I Go for Help? SAP Help • SAP Help is available within IRIS/SAP by choosing Help  SAP Library. To display SAP documentation for a particular field, click in the field and press the F1 key. Frequently Asked Questions (FAQs) • IRIS: http://www.uky.edu/IRIS/faq/ • Purchasing’s SAP MM: http://www.uky.edu/Purchasing/sapinfo.htm Department Resources • Information available on the IRIS web site and in your Go-Live kit.

20. Reporting Authorization IssuesSummary METHOD FOR REPORTING PRODUCTION AUTHORIZATION ISSUES • An authorization issue exists when a user sees the message at the bottom of the SAP screen that indicates “You are not authorized to use transaction XXXXnnnn” such as seen below: • To report an authorization issue, refer to the Go-Live Getting Started Reference Book for complete information.

21. Printing from SAP This process will be the same for most of the transactions or reports that have a print function available. • The report or transaction screen will either have a print button: , or have print capability via the Menu Bar: System  List  Print. • Click on the print button in the toolbar or one of the above mentioned menu paths. • On the Print List Output screen, complete the following fields: • Output device (the code assigned to a printer). If you already have set a default printer, it will be displayed here. • Number of copies (Enter the number of copies you wish to print. A default value of 1 will be displayed.) The other fields are optional.

22. Click the button. You will receive the following message:

23. Approver Process Change • We would like to inform you about a change in the approver process. This change will allow the requisition to go back through all approvers upon resubmission of the requisition that has been rejected by the Level 2 Approver. Please reference the Go Live kit to see the change in the process.

24. Standard FI and MM Reports A Guidebook on standard Financials and Purchasing reports can be found on myHelp site This guide book provides illustrated instructions on how to access some useful online reports in SAP R/3. In addition instructions are provided on how to drill into detail postings, change report layouts, changing sorting, adding subtotals, and extracting reports to a spreadsheet or file. • Reports in the guidebook include:

25. Funds Management Reports • Budget Entry Documents – FMEDDW • Available Budget Report – GR55 • Earmarked Funds (Manual Encumbrance) Detail – S_P99_41000147 • General Ledger Reports • General Ledger Account Balance Display – FS10NGeneral Ledger Account Line Item Display – FBL3N • Accounts Payable Reports • Vendor Account Balance – FK10N • Vendor Line Items – FBL1N • Check Information – FCHN • Cost Center Accounting • Cost Center Line Items (Actuals) – KSB1

26. Internal Orders • Internal Order Line Items (Actuals) –KOB1 • Grants Management • Line Item Display – S_PLN_16000269 • Accounts Receivable • Account Balance (Customer – Grants) – FD10N • Display Line Items – FBL5N • Purchasing Reports • Purchase Orders by Account Assignment – ME2K • Purchase Orders by Vendor – ME2L • Purchase Requisitions by Account Assignment – ME5K

27. Training – Go Live Kits • The IRIS Training Go Live Kits are being distributed via campus mail to all employees who completed training. • The IRIS Training Go Live Reference Book is now available on the IRIS website at www.uky.edu/iris

28. Summary – Make sure you… • Have the myUK icon on your desktop • Know your Active Directory UserID and password • Have attended all the classes on your Training Plan • Know how to access help • Online help • Telephone help • Walk-in Centers

29. Question and Answer Session Questions Submitted in Advance

30. Question • I have now completed all of my required SAP training, yet I have not received the SAP logon icon on my desktop.  Who do I need to contact to get that done?

31. Question • I have now completed all of my required SAP training, yet I have not received the SAP logon icon on my desktop.  Who do I need to contact to get that done? ANSWER: If you are on campus and your desktop lacks the icon, contact Desktop Technical Services at 257-5599, or check with your computer support technician. Medical Center employees should check with the MC Help Desk at 323-8586.

32. Question Q: Will the university change the GL on all assigned procards prior to go live?

33. Question Will the university change the GL on all assigned procards prior to go live? ANSWER: a. Prior to go-live the default cost objects (account numbers) and g/l account (object codes) will be converted so that they will post to the appropriate accounts in SAP. b. If you want to leave the charges posted to the default g/l you do not have to change anything.  If you want to post to the appropriate g/l (e.g. office supplies) you will need to edit the postings. All transactions will initially post to the generic GL and according to policy each transaction must be “edited” and posted the appropriate GL for that expenditure. i.e. office supplies.

34. Question • My question concerns the decision not to implement the “work flow” along with the initial implementation of MM and FI.    It seems that a lot of the SAP processes are still manual and one of the reasons given to us was the fact the “work flow” was not being implemented yet.  Why was the “work flow” delayed until later?

35. Question • My question concerns the decision not to implement the “work flow” along with the initial implementation of MM and FI.    It seems that a lot of the SAP processes are still manual and one of the reasons given to us was the fact the “work flow” was not being implemented yet.  Why was the “work flow” delayed until later?. ANSWER: We are replacing core functionality for the first phase of the project. Workflow is an important feature that will be implemented in all areas during the next phase of the project. Workflow will be implemented for workflow approvals for requisitions on October 1. 

36. 4. With the new DAV form we are instructed to begin using as of September 20, 2005 – do we place the new SAP account number on here and can you advise how to see all our new account numbers – can this be done from GR55?

37. 4. With the new DAV form we are instructed to begin using as of September 20, 2005 – do we place the new SAP account number on here and can you advise how to see all our new account numbers – can this be done from GR55? ANSWER: Yes, you will need to put the SAP cost objects (account numbers) on the new DAV form. Classes cover how to search for your new account numbers. We will continue to develop tools for access to this information.

38. 5. How will we do Procard edits using SAP?

39. 5. How will we do Procard edits using SAP? ANSWER: A process has been developed in SAP that is similar to the current FRS process. This development came late in the project, but is being demonstrated for most frequent users tomorrow and a simulation has been developed for “on-line” training and will be available by tomorrow or Monday. Also, Procard editing classes (four sessions weekly) beginning the week of October 3rd.

40. 6. Will there be a manual or booklet printed with the new g/l codes (object codes)? Similar to the old FRS booklet?

41. 6. Will there be a manual or booklet printed with the new g/l codes (object codes)? Similar to the old FRS booklet? ANSWER: All current data will be available on the web.

42. 7. Will HRS have access to new account numbers (especially for grants) that are valid for payroll after SAP Finance goes live?

43. 7. Will HRS have access to new account numbers (especially for grants) that are valid for payroll after SAP Finance goes live? ANSWER: These new numbers will be created in SAP Finance but will also be created in FRS for HRS and FES to access. FRS and SAP chart of accounts will be kept concurrent through June 2006, to support HRS through December and FES through June.

44. 8. Can you show me how to translate my current FRS account numbers into the new SAP numbers?

45. 8. Can you show me how to translate my current FRS account numbers into the new SAP numbers? ANSWER: There is information on the IRIS web site under Chart of Account reference materials that supports the cross reference.

46. Question and Answer Session Audience Questions

47. Where to Get More Information • Visit the IRIS Web site – www.uky.edu/iris • Join the IRIS Project Listserv (sign-up via the web site) • Send questions and comments to iris@uky.edu • Read UK News articles • The IRIS Town Hall Meeting PowerPoint presentation will be available for viewing on the IRIS web site tomorrow, 9/23/05.

48. Thank You for Your Support