PresentationDetermine UT’s business process requirements
Achieve a common understanding of how UT intends to run its business within the framework of SAP R/3
Deliver a record of results gathered
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Standard questions regarding UT’s organizational structure, processes and business needs
Detailed Workshops
Meetings with key users to discuss business processes and business needs
Customer Input Templates
Business Process Transaction
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Creation and review of all Q&A questionnaire
Creation and review of CI Templates
Creation and review of BPMLs
Creation and review of RICES
Update issue log (which includes the major gaps).
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Company Code UT
General Ledger
Chart of Accounts includes general ledger accounts, the equivalent of object codes (expenditures, revenues, assets, liabilities, and fund balances)
Posting of journal entries to the General Ledger (direct and through automatic account assignment from other modules)
Direct postings – journal entry (JV, TV, etc.)
Automatic account assignments – payroll postings
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Automatic cash offset posting
Internal reporting by fund
Balance Sheet and Revenue and Expenditure Reporting by Fund Group and Budget entity
For monthly Treasurer’s Report
For external financial statements
Asset Management
Supports tracking and management of fixed assets (equipment, buildings and land)
Leased and owned equipment
Sensitive item tracking
Integration with MM to benefit from automatic capitalization at time of goods/invoice receipt
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Cash Management
Cash management manages UT’s short term cash flow and Bank Ledger accounting
Evaluate UT cash position
Bank statement input and bank reconciliation
Deposit handling and Cashed Check reconciliation
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Cost Centers – UT E & I accounts
Profit Centers - UT departments
Departmental Planning for cost centers – plan vs actual analysis
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Funds Management
Provides monitoring and control of budgets for both state and local appropriations as well as sponsored programs
Commitment items – UT object codes
Funds centers – UT organizational units
Funds – UT accounts
Funds availability control at the fund level
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Planning (dates, costs at the cost element level)
Overhead calculation (F&A)
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Accounts Payable
Single vendor master database ownership by A/P dept – purchasing view updated by purchasing dept
Invoice processing
Processing of purchase order invoices via Logistics Invoice Verification (LIV)
On-line 3 way matching of invoice/PO/goods receipt
Processing of direct vouchers without purchase order
Automatic and manual payment process
Manages payments based on frequency of payment runs & payment terms specified in the vendor master record or invoice
Integration with Travel Management
Cost reimbursable (resource related billing)
Schedule billing (example $15,000 each month)
Item billing (example trial testing)
Letter of credit (draw down)
Retainage
Accounts Receivable
Single customer master database of sponsored projects shared with Sales and Distribution
Invoice processing for sponsored projects
Integration with Sales and Distribution billing
Supports accounting for manual billing
Application of incoming payments for sponsored projects
Supports dunning for sponsored projects
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Reimbursement through Accounts Payable
Incorporates University fiscal policy
Electronic approval process
Ability of department to review existing university contracts on-line in determining requisition source
Assignment of asset at point of requisition
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Identify potential sources for bid lists
Ability to identify sources based on info records and flexible search parameters
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Request for Quotation
Generation of bidder list based on information records maintained in SAP such as NIGP codes, recent purchases, etc.
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Identify potential sources for bid lists
Ability to identify sources based on info records and flexible search parameters
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Ability to release order directly against contract without requisition
Better accountability of funds spent against contract
Flexible agreement types (i.e. outline, blanket, etc.)
Ability to review all campus contracts across UT
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>$10,000 Required
Purchase Orders
Yes
 
 
 
 
 
 
General Accounts Receivable (only sponsored receivables in scope)
Purchasing Material Master
Archiving
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Import of Procurement card transactions into R/3 (Issue 8 – functionality deficit)
Funds availability checking (Issue 33 – process design)
Creation of external reports such as CFDA, IPEDs, etc (Issue 68 – functionality deficit)
Data-level security for Finance (Issue 74 – process design)
Support for cost sharing transactions in R/3 (Issue 106 – process design and functionality deficit)
Research and determine FAX software to acquire (Issue 113 - )
Ability to track source of recoveries of payroll costs (Issue 118, 119 – process design)
Scope of University procurement processes (Issue 133 – project scope)
Financial Accounting
Financial/technical/equipment reporting to Grant sponsors (Issue 157 – functionality deficit)
Budget transfers for mass salary changes (Issue 162 – functionality deficit)
What will be the commitment item group standard for unrestricted accounts (Issue 166 – process design)
Revenue recognition for restricted projects (Issue 178 – process design)
Accrued annual leave (Issue 186 – process design)
Salary transfer vouchers (STV) (Issue 187 – process design)
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Departmental requisitioning online
Budgets and planning
Departmental entry of assets for equipment
Workflow
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By fund/fund center/commitment item
Company Code UT
Functional Area Research
Profit Center L011002401
WBS Element