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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 1 of 15
Manager and Employee Self Serviceat
Texas State University-San Marcos
HERUG 2005March 23, 2005
Manager and Employee Self Serviceat
Texas State University-San Marcos
HERUG 2005March 23, 2005
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 2 of 15
BackgroundFu tu re Administrative Systems ( F AS) Project
Initially Planned Go-Live in March/July 04
Initial Scope - Finance, Proc, HR, Payroll, Budget Prep, ESS and CATS
Did not have adequate time to:
Implement RICE Items
Take on New and Emerging FunctionalityConcurrent Employment
PBC
Grants Management
EAPS 2.0
Utilization of legacy IDs and synching with the legacy central persondatabase
Resolve our #1 Change Management Issue - Replacement of RBC
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 3 of 15
Background (continued)RBC
Information was pre-populated from legacy systems
Signature Lines were programmatically determined
Users could add additional signature lines
Form was used for personnel changes and budget transfers
After form was created then it was a manual process
Form information was entered by back office personnel
Challenge: replace what the end users perceived as a automatedprocess
In December 2003, Project Sponsors decided to delay thego-live dates by 6 months to Sept/Dec 04
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
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Scope DefinedEmployee Self Service (ESS)
Change Most Personal Data
View Remuneration Statements, Own Time Reports, Time Balances,Benefit Selections and Costs
Will Grow into other ESS Functions
Cross Application Time-Sheets (CATS)Replace time entry process at Texas State
Allow each Departmental Time Admin to choose between central vsdecentralized data entry
Leave balances computed & updated automatically
Approved by immediate supervisor or time administrator via Workflow
Retro pay handled with time sheet corrections eliminated the need tosubmit changes and handle with manual adjustments
We Trained the Time Admin - Time Admin Trained their Staff
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 6 of 15
PCRs via MSS Approach
W ave One
Replaced the RBC process, departments did not have to deal with apaper process
Parallel to RBC Process but much Friendlier
Back office still is manually entering the data
W ave Two
Automates process with workflow
Back office will review and submit data via form, eliminating dual entry
Implemented Universal Workflow
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MSS Wave 1 TimelineAu g u st September October
Blu eprint
November December Jan u ary
Bu ild
Trg Prep
Training
QA PortalQA Portal
Available Available
Test 1
Migrate to RQ1/QA
Prod PortalProd Portal
Available Available
Migrate to PRODPortal
Test 2
Re-point prod portaland set up prod
users
Wave 1Wave 1ScopeScope
FinalizedFinalized
TrainingTraining
PortalPortal Available Available
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MSS Wave 2 Timeline
Bl u eprint
December Jan u ary
Prototype ABAP
Training
F ebr u ary6 13 20 27
Bu ild W F
3 10 17 24
Bu ild ABAP
Testing
TrgPrep
7 14 21
Delivery to training
Scope/Timelinefinalized
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 9 of 15
Pre-Requisites to MSS
Implement SAP Portal6.0 Portal SP2 (Windows Version)
Challenges:
R/3 user information does not automatically export to theportal
A process must be developed to create user data on theportal
Process needs to be in place for ESS/MSS go-live
Integration process easily overlooked
Difficult to find experienced Portal/MSS consultants available
Sec u rity Iss u es with Portal Implementation
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 10 of 15
Standard Portal and SAP Interaction
L DAP PortalSAPUser
SAP OrgStr u ct u re
- User record
- Role assignments- Role assignments
tied to positions- User record
Challenges
Dual maintenance of user record androle assignments
-or-
Programs need to be written to uploadusers and roles
Single
Sign-on
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
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Portal and SAP Interaction At Texas State
PortalSAPUser
SAP OrgStr u ct u re
- Role assignmentstied to positions
- User record
Benefits
Single user account- reduction in points of failure
No LDAP required
R/3 Security Roles = Portal roles
RoleDefinition
Single
Sign-on
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 12 of 15
Special Issues at Texas State University
Conc u rrent Employment
ESS Issue with Dual Log-ons
Small Design Issue on ESS Layout
Wrote Workaround made issue transparent
Demod on January 6
No Issue with PCRs due to SAP Design
Position B u dget Control Triggers
Automated Update to HR InfoTypes via BDCs
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 13 of 15
Unresolved Issues
Spawned browser session does not call DSM terminator or invoke ITS disconnection close parameter
If user does not click quit, session becomes hung in R/3
MSS Is Not Available via any Browser on MAC
Experimenting with:
Promised Upgrade from SAP
Terminal Server
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 14 of 15
Live DemoCaveats
QA System
We are Project Managers (limited knowledge)
L og on to Texas State System as an
Employee
Supervisor/Admin
Approver
Budget Office
Grants Office
HR Office
Faculty Records Office
Career Services Office
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 15 of 15
Live Demo
Actions to be Demo ed
Time Entry for an Employee with Multiple Assignments(Concurrent)
New Employee
Change of Cost Distribution
Workflow Approval
Time for one of the Assignments
New Hire (Supervisor, Funding, HR)Cost Distribution (Supervisor, Funding, HR)
Update using SAPGUI by HR
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Financial Asset Management
2003 Texas State, Fo r Internal Purposes Only.
Slide 16 of 15
Q UEST IONS?