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

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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. NEW STANDARD REPORTS • New Texas State Reports: • Additional standard reports are in development

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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 )

22. 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

23. EMPLOYEE SELF SERVICE TIME ENTRY FLOW

24. TIME ADMINISTRATOR (CAT2) TIME ENTRY FLOW

25. 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

26. 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

27. 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

28. 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: saphelp@txstate.edu

29. 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

30. 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)

31. QUESTION AND ANSWER SESSION