Team Approach to Improving Processes

Volume 2, Issue 10

October 2008

SAP SUPPORT UPDATE

Johns Hopkins Hospital

spends $150 million on pharma-

ceuticals with a single vendor,

McKesson Pharmacy. More than

70 different pharmacy ordering

locations had been placing or-

ders each using different proc-

esses which included everything

from submitting web-based or

paper-based forms to phoning in

and even faxing orders.

A number of people felt im-

provements were possible, in-

cluding Dow Weeks, Supply

Chain Project Manager. Weeks saw opportunities for improvement, but was sensitive to the

needs of users who were comfortable with current processes. Weeks and Roger Rosenblatt, an

SAP Support Team Business Solution Manager, decided to seek ways to streamline processes

which could reduce data entry errors and utilize the advantages of delivering electronic invoices

directly to SAP.

A new electronic invoicing process could greatly reduce, if not eliminate, the need for two full

time Accounts Payable staff to manually code 2,500 invoices per month. Even McKesson could

benefit from a change by receiving more timely payment of invoices.

In this issue… ◊ Mckesson Success ◊ SRM Approver Substitute ◊ Meet SAP Users ◊ Training Schedule

SAP SUPPORT TEAM UPDATE is published monthly. If you have a question or story idea, please send

an e-mail message to: sapnews@jhu.edu

Cooperation among JH pharmacies leads to improvement, savings

Sheila Lind, Senior Financial Analyst for JHH Pharmacy (left); Roger Rosenblatt, SAP Support Team and Shirley Geize, Pharmacy Assistant Di-rector Purchasing.

Continued on Page 2

Next

SAP Support Team UPDATE 2

McKesson continued from page 1

Rosenblatt recalls the start of the process including assembling a team which included rep-

resentatives from Johns Hopkins Pharmacies, Shared Services, SAP Support Team, and McKesson

with leadership assistance from Sheila Lind of Johns Hopkins Hospital Finance and Shirley Geize of

the Johns Hopkins Hospital Pharmacy.

Contributing to the technical and functional work from the SAP Support Team were Jeanne Young

and Greg DiGregorio.

“We were skeptical that all parties could agree on a new, efficient system. However, everyone was

cooperative and in retrospect, the change was relatively simple,” said Rosenblatt. All pharmacy

ordering locations switched to using the McKesson online ordering system, which assigns auto-

matic Purchase Order numbers.

In addition, Central Pharmacy can also enter ship-to departments, which are printed right on

McKesson’s labels. The Goods Receipts are entered the same way with a quantity confirmation.

With the new plan in place, Johns Hopkins can see exactly what was ordered and when, identify

outstanding invoices, and pinpoint ordering trends, which is contributing to improved efficiency.

While Weeks acknowledges that there are “…still improvements to make and more work with the

vendor to eliminate some clunky processes, like re-bills and drop ships.” The team is pleased with

the overall results. Since implementation in May, less than two percent of the invoices are getting

kicked back. Not bad for a few short months.

Top 5 Business Warehouse Reports in 2008

Year-to-Date Navigations through August BW Page Navigations

1. Non Sponsored - Financial Summary 298,855

2. Non Sponsored - Financial Detail (Link) 209,773

3. Sponsored Rev-Exp Summary 177,188

4. Non Sponsored - YTD Transactional Detail 119,663

5. Sponsored Rev-Exp Detail - Single Period 119,545

Contributed by Leslie F. Miller

Back Cover Next

SAP Support Team UPDATE 3

SUPPLY CHAIN: Doing a Goods Receipt in SRM

From the SAP Help Desk: Document Type for TRIP

Confirming that you have received what you ordered is an important action in the Supplier Relationship Management (SRM) module, otherwise known as doing a Goods Receipt. For this tip, we’ll review how to do this: 1. Within the SAP Portal, click on “Go Shopping” and then “Confirm Goods/Services.” 2. Enter the Purchase Order Number, and make sure the “Timeframe” box is blank. Then click the

“Start” button. 3. Click the paper icon located in the Action Box.

4. If needed, change the quantity to be received by editing the Quantity Box.

5. If the receipt is correct, press the “Confirm” button located in the upper left hand corner. Now you have confirmed receipt of goods.

Due to a change in the storage location of docu-ments in the TRIP trans-action, an additional Document type selection option (“Migrate GOS SAP Office Attachment”) will appear. Continue to use the “Travel Expense document-PDF format ONLY” option to attach a travel expenses receipt.

If you have any ques-tions, call the SAP Sup-port Desk at 410 735-4500, or e-mail us at hopkinsonesupport@jhmi.edu.

Contributed by Dan Phelps

Back Cover Next

Contributed by Gordon Dean

Make sure

this is blank

SAP Support Team UPDATE 4

BUSINESS WAREHOUSE (BW) Enhancement to Salary Distribution by Individual report

The Salary Distribution by Individual report displays an employee’s Labor Distribution

as setup in R/3 Infotype 9027. The new column, Days to Expiration, reports the number of

days between the date the report is run and the record’s end date. The initial report

displays records where the days to expiration is greater than zero, meaning active allocation lines. To

see all records as setup in 9027, turn off the report condition.

This is done in the report by: clicking the exceptions and conditions button and deactivating the

“Expiration GT 0” condition. You can toggle this condition on and off as needed. This enhancement

makes the report similar to JHU legacy report PR043. Note: terminated employees are included in

this report. We’re reviewing the possibility of excluding terminated employees. A FastFacts presenta-

tion is being prepared to explain the usage of this report in greater detail.

When trying to print a BW report using “Print to Excel”, users will notice a “Microsoft Office Ex-

cel error”. This is due to the recently new Microsoft Office 2007 migration that is occuring

throughout the Johns Hopkins community.

By choosing “yes” your file will open smoothly. By Choosing “No” the file will not open.

Using BW with the new Microsoft Office 2007 Migration

Contributed by John O’Neill

Back Cover Next

SAP Support Team UPDATE 5

Payroll: Maryland Tax Withholding Change

In June 2008, the State of Maryland changed the income tax rates and rate brackets and also changed the annual exemption amount for 2008.

Employees who have Maryland tax withheld will see a change in their net pay on the pay dates listed below. Depending on your tax situation, you may see an increase or decrease in taxes.

The change will be made to payroll for the following pay dates:

JHU weekly pay on October 10, 2008 and October 17, 2008

JHU semi-monthly pay on October 15, 2008 and October 31, 2008

JHHS biweekly pay on October 17, 2008.and October 31, 2008

On the first pay date, the retroactive calculation will be made to January 1, 2008. After that, the changes will be by pay period. The amount of the change will vary by employee.

If you have any questions, contact Payroll Shared Services at 443-997-8146 or e-mail: payroll@jhu.edu

For more information on the changes, see the Maryland Tax Alert http://taxpros.marylandtaxes.com/pdf/Employer_Withholding_Tax_Alert.pdf

HR TIP: Searching for a person using the Trip Search

Contributed by Barb Morris

When using the PA20 HR transaction, some users have had trouble distinguishing between em-

ployees with the same name, or knowing which position to associate with a person if they have

multiple positions. Using the trip search function can help, because it will display the person’s

position as well as first and last name.

1. In PA20 click on the Personnel No. field to open the search box.

At the far right, click on this icon to open the drop down.

2. Select TRIP.

3. Now enter a first name, last name search as you normally

would and hit the execute icon.

3. Results will return first name and last name along with the posi-

tion number for each, as shown here. This should help in

determining the correct person for the HR action.

Contributed by Dave Levy

Back Cover Next

SAP Support Team UPDATE 6

FINANCE/SPONSORED: Changes to the Non-Payroll Cost Transfer Transaction

German to English in the Non-Payroll Cost Transfer Transaction

The SAP Support Team has completed a series of changes — some large and some small — to

the Non-Payroll Cost Transfer Transaction (NPCT) and most came directly at the request of sys-

tem users.

Some of the small: correcting the spelling of a word on one of the screens, changing Business

Area 920 to JHU rather than JHHS and removing a faulty restriction on a General Ledger account

number.

Some of the bigger changes included giving initiators the ability to change a reason code after

they’ve entered the wrong one by mistake. Another important change was adding subtotals to

the report screen, as shown here.

If you see German words in some of the field names rather than English in this transaction, fol-

low these instructions to change the settings:

1. Go into the Non-Payroll Cost Transfer transaction and select “Cost Transfer Header” and then

select “Settings” and then “User Parameters”

2. Now change the setting from “Field Name” to “Field Label” as shown:

3. Now click the green check at the bottom left. This has reset the

labels to English.

4. Next, click on the “Custom Local Layout” button.

5. Now Click

on “Option”

and then click

on the “Expert” tab.

6. Uncheck the Controls buttons, hit Apply and then save.

This will take effect only after you start a new transaction.

Contributed by Mary Ellen Clancy

Back Cover Next

SAP Support Team UPDATE 7

How to establish substitute approvers in SRM

If you are an approver in the Supplier Relationship Management (SRM) module, aka, the shopping cart,

sometimes you may want to establish a substitute approver for your workflow items, such as when you

are away on vacation or out sick. There are two kinds of substitute approvers: Active or Passive.

You’ll need to decide what kind of substitute you want to set up. An active substitute means work items

needing approval automatically go to that person’s inbox, whereas a passive substitute approver must go

out to retrieve work items from the regular approver’s SAP inbox. Before you decide, it’s good practice to

discuss this with the person you will be designating. You can also set time frames for the substitute.

Here’s how to set up a substitute approver:

1. From the SAP Portal Screen (WEB GUI) select the “Shopping Cart Approval” tab.

2. Next, look to the far right of the resulting screen and click on the button.

3. You will be presented with two choices, either “Transfer Substitution” or “Assign Substitution.” Select

“Assign Substitution.”

4. Now click “Add Substitute”

5. Now fill in the date range for the substi-

tute, select the Status or type (active or

passive), as well as the name (JHED ID) of

the substitute and hit, “Add.”

Resulting screen shows the substitute you’ve created.

Contributed by Sam Press

Back Cover Next

Meet SAP Users

SAP Support Team UPDATE 8

Connie Pennington works for the GYN Specialty Division. Connie

is a member of the R/3 club who uses the Online Payment and

Travel Reimbursement transactions.

Q: Where would you direct a coworker who is struggling with an

SAP transaction?

Connie: “I would direct them to the welcome page in SAP. They

can perform a search on a specific issue there and receive up-

dates on changes.”

Q: What resources do you find helpful when you encounter an

issue in SAP?

Connie: “I seek out other SAP users to share information

with, Like the R/3 club, I have gotten a lot of good informa-

tion from there.”

Q: At what point did you feel comfortable using SAP?

Connie: “I really felt like I understood what I was doing after

constantly using the system. The learning method that worked

best for me, was to try different things and repeat what I

learned.

If you have a strong grasp of SAP and would like to share your expertise and wisdom, please write to Pamela Stehr.

Connie Pennington,

Manager, Administrative Services

Fast facts: http://www.hopkinsfastfacts.org/ SAP Help Desk: http://www.jhu.edu/hopkinsone/Support/index.htm Newsletter Archives: http://orchid.hosts.jhmi.edu/hopkinsone/News/archive.cfm Shared Services: http://ssc.jhmi.edu/ Controller’s Office: http://www.controller.jhu.edu/index.html

Helpful Resources for SAP

Photo coming soon

Contributed by Pamela Stehr

Back Cover Next

SAP Support Team UPDATE 9

JHU TRAINING SCHEDULE: JHHS TRAINING SCHEDULE:

To sign up for JHHS training classes, please

visit:

https://portal.johnshopkins.edu/kmx

For JHHS contact the Training Team at: sap-

training@jhmi.edu or 410-735-7065 or

http://www.hopkinsmedicine.org/SAP

To sign up for JHU training classes, please visit:

http://learning.jhu.edu

For JHU contact the Training Team at: learn-

ing@jhu.edu or 443-997-6453.

Course Title Location Date(s) Of-

fered

Petty Cash - Cash Till

(Section 8)

Eastern B104 10/10

Time Entry (Section 8) Eastern B105 10/13

Department Billing

Specialist (Section 8)

2024 E. Monu-

ment, Room 2-

1007

10/16

Unit Cost Maintenance

(Section8)

Eastern B105 10/20

Department Billing

Specialist (Sponsored

Section 8)

2024 E. Monu-

ment, Room 2-

1007 1

10/20

Introduction to BW

(Section 24)

Eastern B104 10/21

HR Payroll Org Man-

agement Administra-

tion

2024 E. Monu-

ment, Room 2-

1007

10/22

Travel & Business Ex-

pense Reimbursement

2024 E. Monu-

ment, Room 2-

1007

10/28

Processing Online Pay-

ments (Section15)

2024 E. Monu-

ment, Room 2-

1007

10/28

Shopping Cart Admini-

stration (Section 13)

Eastern B105 1:00 10/29

Shopping Cart Admini-

stration (Section 12)

2024 E. Monu-

ment, Room 2-

1007

10/7

Introduction to BW

(Section 25)

2024 E. Monu-

ment, Room 2-

1007

10/30

Course Title Location Date(s)

Offered

Online Payment

Request Workshop

Bayview ASC

Room 202

10/14

Advanced Online

Payment Request

Workshop

2024 E. Monu-

ment Street,

Room 2-1007

Bayview ASC

Room 202

10/8

10/21

Shopping Cart

Workshop

2024 E. Monu-

ment Street,

Room 2-1007

10/24

Advanced Shopping

Cart Workshop

Bayview ASC

Room 202

2024 E. Monu-

ment Street,

Room 2-1007

10/21

10/24

Viewing and Deter-

mining Workflow

Workshop

2024 E. Monu-

ment Street,

Room 2-1007

Bayview ASC

Room 202

10/13

10/28

Travel & Business

Expense Reim-

bursement Work-

shop

2024 E. Monu-

ment, Room 2-

1007

10/8

Advanced Travel &

Business Expense

Reimbursement

Workshop

2024 E. Monu-

ment, Room 2-

1007

Bayview ASC

Room 202

10/13

10/28

Contributed by Kathleen Ruth

Contributed by Anna Scheinberg

Back Cover