Timesheet Management using CATS WebdynproSAP Adobe Interactive FormsSmartcard Digital Signature

Pierre Kupper (UCL Project Manager)Thierry Anckaert (Quintisys Senior Consultant)SAP Lounge, BrusselsOctober 8-9, 2008

Introducing UCL Our business context The project approach Our partner: Quintisys The solution in detail Conclusions and questions

Agenda

• More than 1000 research contracts• More than 25 spin-offs• Science park with 3 major sites

• 4000 active people in research• 600 foreign nationals in research • 37 nationalities to be managed• 200 laboratories

UCL: more than ‘just’ a university

A challenge in terms of HR management

21,000 students 1,300 academics

1,800 scientists 1,900 administrative staff

A challenge in terms of budget management

Fifth Framework Programme (1998 – 2002)

200 contracts, total value: 38 million euros

Sixth Framework Programme (2002 – 2006)

89 validated proposals out of 237 submitted

Seventh Framework Programme (2007 – 2013)

The European Research Framework Programme

Cost justifications are mandatory!

300M € budget

- Accountability is essential

- Allocated credits must be tracked

- Detailed reporting on project time spent

•The bottom line:

UCL needs integrated solution!

The bottom line

Project objectives

Align with the requirements of the Seventh Framework Programme for Research and Development (PCRD 7)

Integrated solution:

• Self-service application enabling input and validation of working time (permanent employees / contractors on project)

• Digital signature of timesheet and activity follow-up for each project to insure integrity of documents

• Reporting tool & Audit trail for accountability to financing organizations

Introducing UCL Our business context The project approach Our partner: Quintisys The solution in detail Conclusions and questions

Agenda

Planning & workload

Workload : 80 d. consultancy / 40 d. IT / 40 d. key users

Phase Period

Analysis workshops, project preparation & Kick-off

5th of July

Preparation phase and prototype presentation 27th of August

Gap analysis & extensions September 2007

Validation Oct. – Nov. 2007

Pilot phase (PCRD 6 projects) December 2007

Go Live January 2008

A few technical challenges!

Challenges

Full RedDot Portal integration of Timesheet application

“Multi-matricule” use must be transparent for users

Multi browser & multi platform [ IE + Firefox (Mac) ]

Validation of hours by “project leaders” (not by N+1)

Digital signature of timesheet by the researcher using UCL smartcard

Automatic valuation of working time at standard cost with transfer to accounting and invoicing

Quintisys

100% dedicated to SAP HCM

Deep knowledge of Portal ESS/MSS solutions

Pan-European project delivery capacity

SAP Service Partner & SAP Lounge Partner Visit us at

www.quintisys.com !

To complete this challenge UCL needed a strong HR partner:

Introducing UCL Our business context The project approach Our partner: Quintisys The solution in detail Conclusions and questions

Agenda

The Business Process Solution

The business process cycle

2

3

5 1

4

Employees recordmonthly Timesheet

via web portal

Project leaders check WBS working times

via web portal

Period is locked and data sent to CO

Output (PDF) + digital signature (smartcard) of

Timesheet via portal

Output (PDF) + digitalsignature (smartcard) of

project working time summary via portal

Step 1

Recording of monthly timesheet via web portal

2

3

4

5 1

Seamless integration of SAP portal

Timesheet entry screen

WBS

Three month view with rejected times

Total Hours

Per week

WBS/Absence text

Absence Type

Hours

Daily view (for free text addition)

Period

Bobby says ...

User Friendly & Sexy!

Is it really SAP?

And do other ESS/MSSscreens look

the same?

Step 2

Check WBS working times

2

3

4

5 1

Project leader checks WBS working times via portal

View selection (monthly / weekly)

Details on click

Approve / reject

Guided procedure

Project leader checks WBS working times via portal

Approve / Reject

Project leader checks WBS working times via portal

Project leader checks WBS working times via portal

Step 3

Period locking & CO transfer

2

3

4

5 1

Management screens

Transfer to accounting (CO)

Step 4

PDF timesheet digital signature & SAP HR storage

2

3

4

5 1

Output (PDF) + digital signature of timesheet via portal

Output (PDF) + digital signature of timesheet via portal

Header : (Period, project leader’s name, identication

number, department)

Total : summary of hours within the period

Detail : hours per employee and per day (WBS and absences)

Certificate(digital signature)

Output (PDF) + digital signature of timesheet via portal

Output (PDF) + digital signature of timesheet via portal

PDF Timesheets viewable in SAP HR via transaction PA30 (using ArchiveLink)

Step 5PDF working time summary digital signature

& storage in SAP

2

3

4

5 1

Output (PDF) + digital signature of project working time summary via portal

Output (PDF) + digital signature of project working time summary via portal

Bobby’s impressed!

• New SAP Web applications really are sexy and user friendly! thanks to Webdynpro

• Interactive PDF documents with a ‘Word’ look & feel thanks to Interactive Forms!

But how does it work?

Creation of Interactive Forms using Adobe LiveCycle Designer in SAP NetWeaver Developer Studio

Bobby says...

Too much! What else can I do with

SAP Interactive Forms?

SAP Interactive Forms : Wide ranging potential

Introducing UCL Our business context The project approach Our partner: Quintisys The solution in detail Conclusions and questions

Agenda

Conclusion

Conclusion

Challenges Solutions

Solution for managing and checking timesheet by project leaders using web screens

Standard CATS implementation using new standard Webdynpro screens

Ensure integrity of timesheet data Digital signature and UCL smartcardusing Interactive Forms

Full RedDot Portal integration of timesheet

Standard SAP Portal capabilities + enhancements + Web services

“Multi-matricule” use must be transparent for users

Leverage CATS enhancement capability

Multi browser & multi platform use [ IE + Firefox (Mac) ]

Standard SAP Portal capabilities

Automatic valuation of working time at standard cost with transfer to accounting and invoicing module

Standard CATS scenario with CO transfer

Any questions ?

Thank you!