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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.

    Slide 4 of 15

    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.

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    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.

    Slide 11 of 15

    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?