FastFacts Feature Presentation

1. FastFactsFeature Presentation November 6, 2008 • We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500

2. Today’s Topic We’ll be taking a look at… SMART

3. Today’s Presenter Debi ArtistSAP Support Team

4. Session Segments Presentation Debi will address SMART. During Debi’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Sam Press will answer as many of your questions as time allows.

5. Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Survey Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7. SMART

8. Agenda Today we will cover: • What is SMART? • What does SMART do? • A demonstration of SMART • Questions and answers

9. What is SMART?

10. What is SMART? SAP Mapping Assistance Recommendation Tool

11. Purpose of SMART • Help employees responsible for assigning SAP roles and security, enhance their knowledge of SAP roles • Users understand the functionality of SAP roles • Users understand how SAP roles are secured To Access SMART: • http://webapps.jhu.edu/smart

12. What does SMART do?

13. What Does SMART Do? • The SMART application provides two methods of seeking information. • Interactive Interview Process • SMART prompts you with a series of questions • Questions grouped by major functions (i.e. Supply Chain) • Displays a list of “recommended roles” • Role Explanation Lookup • Quick way of obtaining information about SAP roles • Select by technical name or display name • Provides detailed explanation of the role

14. What SMART Does Not Do The SMART application will NOT: • Assign SAP roles to an employee • Prevent you from selecting inappropriate business areas or entities, and certain combinations of roles that may cause security conflicts

15. Let’s See SMART

16. SMART Scenario • Complete an interview for another user • Add travel roles • Remove the travel and Business Expense Assistant role • Preview the results • Finalize the roles • Display a printable version of the results • Print the results to excel

17. SMART Welcome Page The SMART welcome page allows you to access the SMART Interactive Interview process or the Role Explanation Lookup. Click the to look up a role.

18. Role Explanation Lookup by Technical Name The Role Explanation Lookup function allows you to look up a role either by the technical name or the display name (role name). When you select the Technical Name option, a drop down list of technical names displays.

19. Role Explanation Lookup by Technical Name When you look up a role by Technical Name, the display name (role name) and a description of the role displays.

20. Role Explanation Lookup by Display Name When you select the Display Name option, a drop down list of role names displays.

21. Role Explanation Lookup by Display Name When you look up a role by Display Name, the Technical Name and a description of the role displays.

22. Interactive Interview For Yourself The SMART Interactive Interview allows you to obtain recommended roles for yourself or for another SAP user.

23. Interactive Interview For Another SAP User When obtaining information for another SAP user, you must enter your information and the information for the user you are completing the interview for.

24. Interactive Interview For Another SAP User With the exception of the name of the user you are completing the interview for, all other fields are required.

25. Interactive Interview For Another SAP User Use the drop down menu to select the appropriate computer type. Be sure to select the computer type as some roles may differ depending upon what type of computer is used.

26. Interactive Interview For Another SAP User Be sure to select the appropriate Johns Hopkins entity, as some roles may differ between the University and Health Systems. Click the button.

27. Interactive Interview For Another SAP User • Travel Section Screen The interactive interview process automatically begins with the travel section under the Supply Chain heading. The navigation bar is on the left side of the screen. The recommended roles display in the yellow section on the right side of screen.

28. Interactive Interview For Another SAP User • Procurement Section Screen If you click “No, skip this section”, SMART will take you to the next section under the Supply Chain heading.

29. Interactive Interview For Another SAP User • Personnel Admin Section Screen Or, you can use your mouse to navigate to any section you choose. Simply click on the section name.

30. Interactive Interview For Another SAP User • Travel Section Screen Let’s complete an interactive interview for another user who needs the travel roles. Answer “Yes” to the Travel Section question, confirming that you want to be in the Travel Section and click .

31. Interactive Interview For Another SAP User • Travel Question 1 of 3 The first question in the travel section asks if the user will be submitting their own reimbursement requests in SAP and gives a brief description of the role. Select “Yes” and click .

32. Interactive Interview For Another SAP User • Travel Question 2 of 3 Based on the response to question 1, the appropriate roles are added to the Recommended Roles section of the screen and the next question displays. Select “Yes” and click .

33. Interactive Interview For Another SAP User • Travel Question 3 of 3 Based on the response to question 2, the appropriate roles are added to the Recommended Roles section of the screen and the next question displays. Select “Yes” and click .

34. Interactive Interview For Another SAP User • Review and Complete Based on the response to question 3, the appropriate roles are added to the Recommended Roles section of the screen and the Procurement Section question displays. Let’s review and complete this interview.

35. Interactive Interview For Another SAP User • Review and Complete CONGRATULATIONS! Let’s preview our results. Click

36. Interactive Interview For Another SAP User • Preview Screen • Based on the responses to the 3 questions in the Travel Interactive Interview, the recommended roles for this user displays. • It includes the: • Role type • Technical role name • Display role • Use this listing to verify your responses to the questions in the Interactive Interview.

37. Interactive Interview For Another SAP User • Travel Question 2 of 3 In this example, it has been determined that the user will not be submitting reimbursements requests for others, so navigate back to the Travel Section, then to Question 2. Change the response from No to Yes and click .

38. Interactive Interview For Another SAP User • Procurement Section Screen The Travel and Business Expense Request Assistant roles are removed from the Recommended Roles section of the screen.

39. Interactive Interview For Another SAP User • Preview Screen When you preview the results now, the Travel and Business Expense Request Assistant roles are removed from here also.

40. Interactive Interview For Another SAP User • Review and Complete Also listed on the Complete and Review screen are questions that you may have about certain roles and why they were assigned. Just click on the question to get the answer. Now let’s finalize the results. Click .

41. Interactive Interview For Another SAP User • Finalize Results Screen The Finalize page displays a recap of the recommended roles and the option to Print or Download to Excel. Please note that the roles listed are a recommendation only. The results should be discussed with your manager or supervisor. Remember, an ISR, ISR Lite or ZSR must be processed to assign roles.

42. Interactive Interview Printable Version Screen Click the button to display a printable version of the recommended roles.

43. Interactive Interview Download to Excel Screen Click the button and then the open button to export the final results to Excel.

44. Interactive Interview Download to Excel Screen

45. Resources SMART can be accessed at: • http://webapps.jhu.edu/smart For help with the SMART application contact the SAP Support Help Desk at: • 410-735-4500 • hopkinsonesupport@jhmi.edu

46. Conclusion Today we covered: The definition and purpose of SMART The role of SMART A demonstration of SMART Remember that SMART does not assign SAP roles. An ISR, ISR lite and/or ZSR is still required to actually assign SAP roles and security to an SAP user.

47. We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Q&A

48. Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

49. Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!