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December 2010

SAP SUPPORT UPDATE A MONTHLY PUBLICATION OF THE IT@JH - ENTERPRISE BUSINESS SOLUTIONS TEAM

NEW SAP Security and Workflow Resources for Users – Coming Soon!

By Sherri Flaks

We’re preparing to launch a new set of tools to help Users learn more about security and workflow.

The main menu includes:

There will be short cuts to navigate directly to information about specific business process

workflows – with flowcharts to show the workflow and routing logic that determines the approver.

Content is still under development - we selected tools that can be easily updated and expanded to address the needs of

the user community – including end users, departmental security coordinators and central offices. The example above is

primarily aimed at collecting feedback from the user community on what type of content is important, and the look and

feel might change before delivery. Please visit the site at SAP Security and Workflow Support (under construction).

We want to hear from you! From the site use the “Add

Comment” section at the bottom of the page to leave your

feedback, we would like suggestions about content you’d

like to see on this site when it goes live in early 2011.

Sherri Flaks

Application Security

Director, IT@JH

How Do I Get Access?

Problems with Access

All About Workflow

Security Demystified

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SAP SUPPORT UPDATE

Online Payment Request: Solutions to Frequently Asked Questions

By Pamela Stehr

Many of the questions we receive about the Online Payment Request transaction or FV60 relate

to workflow and vendor payment status. The following are some examples of typical questions

and ways to resolve them.

“ I clicked the “Save as Completed” button but I can’t find my document” or “ I

revised a rejected document and changed the posting date but my changes are not

showing.” “How can I find my check request?”

After clicking on the button, enter through any yellow informational messages that show–up at

the bottom of the screen using the “enter key” on your keyboard. If a message with a red stop sign shows at the

bottom of the screen correct the error and try saving as complete again.

“Where can I go to find parked documents when I don’t have the document number?”

Click on the button in “Display Parked Document”. Click on the execute button and you will receive

a list of all of your parked documents. If there is a check in the check box under the “Cp” column then the workflow

has been started. Also, the approvers name will show in the “released by” column once the check request is

approved.

To make changes to a displayed document click on the “Document “ button to switch to edit mode. The “Save as

Completed” will need to be clicked after any changes have been made to restart the workflow. Don’t forget to enter

through the messages at the bottom of the screen.

Document Complete

column: if the box is,

checked than the workflow

has been started.

Shows the approver

name when approved.

Pamela Stehr

Business Solutions

Analyst for EBS

A typical message

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SAP SUPPORT UPDATE

“My workflow is interrupted every time I attach a “stored business document”. How can I prevent this

from happening?”

When “storing a business document” you do not have to click on the “Save” button or the “Save as Completed”

button if you have already clicked “Save as Completed” when creating the Check Request. Clicking “Save” after

attaching your vendor invoice can stop the workflow and cause unnecessary delay.

“I am getting an error message that says: What can I

do to correct this?”

Users who receive this error message do not have the “Document Type” field set up in the Park Incoming Invoice

screen. The following instructions show how to set up the “Document Type” field in Online Payment Requestor.

Click on the button and scroll down to the “Doc. type option” field in the pop-up window. Select

Entry with short name fro the drop down box and click on the “Change User Master” button or the save button in

ECC. Back out of the transaction to refresh the initial screen and the “Document Type” field should now be showing.

For more information about the “Online Payment Requestor” process, visit the Knowledge Network at

knowledgenetwork.johnshopkins.edu .

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Speed Up Reports with Advanced Filtering

By Wilson Harrison

Users who want to see only a specific subset of data that exists within a high volume of

transactions, can find reports run very slow, or even time out. By setting filters inside the

report results along with the parameters entered on the initial report screen, many reports will

run faster, and provide only the relevant data to the user.

An example would be a user who was interested in activity in a single G/L account across

multiple business areas for a large time period. Without internal filtering, their reports would

run for a long time, and return all G/L accounts. By querying a limited set of data, the number of results returned

will be more manageable, and the time to get the data is reduced.

For example, a user wants to see detail on the GL Account “Facilities & Admin” (JHEN/644001), for business areas

100-399 for FY2010, using the Sponsored Rev-Exp Summary report.

By running the report for a single business area and fiscal year period first, we can quickly get to the report results

screen, where additional filters can be applied to G/L Account. These filters will remain active, even when we rerun

the report for all business areas.

Once the initial results set is returned, adjust the report display to your desired format. In this case, we will display

G/L then Business Area. We will also add a filter to only show G/L acct 644001. This filter will remain active until we

remove it, or leave the report entirely.

Wilson Harrison

BW Programmer Analyst

for EBS

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Once the desired format is set, click on to return the initial query selection screen.

Change your parameters to include the relevant business areas and time period, and execute the report.

At this point, the report is only querying relevant data for the user. Bookmarking this report may be useful if the

user will need to run it again in the future.

Resources for SAP.

Knowledge Network (Training, FastFacts and Instructions):

knowledgenetwork.johnshopkins.edu

Course Catalog and Personal Learning Plan:

learning.jhu.edu

Shared Services:

ssc.jhmi.edu

JHU Controller’s Office:

www.controller.jhu.edu

SAP Support Update newsletter archive:

orchid.hosts.jhmi.edu/hopkinsone/News/archive.cfm

For Our Readers. The SAP Support Update is published monthly to keep

you informed of the activities within the Enterprise Busi-

ness Solutions team and to provide tips and tricks that will

make your work with SAP easier.

For questions, suggestions, ideas or to submit an article,

please email us at: sapnews@jhu.edu

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Planned SAP System Maintenance Schedule

Upcoming Schedule

December 3/4 (Fri. - Sat. @ start and end times TBD)

Application of calendar year-end support packs round 1 (all

components). This date is tentative pending what is learned from

SAP's support pack and notes release schedule.

December 17/18 (Fri. - Sat. @ 9 pm - 11 am)

Application of calendar year-end support packs round 2 (HR

only). This date is tentative pending what is learned from SAP's

support pack and notes release schedule.

January 14/15 (Fri. - Sat. @ 9 pm - 11 am)

Maintenance

February 18/19 (Fri. - Sat. @ 9 pm - 11 am)

Maintenance

March 12/13 (Fri. - Sat. @ 9 pm - 11 am)

Maintenance

Time Change

April 15/16 (Fri. - Sat. @ 9 pm - 11 am)

Maintenance

May 13/14 (Fri. - Sat. @ 9 pm - 11 am)

Maintenance

Training Opportunities at Johns Hopkins: A range of SAP training is offered to all employees in both “e-course” or traditional classroom format.

Employees can access the training centers by visiting their organization’s training sites at:

Johns Hopkins University: learning.jhu.edu

Johns Hopkins Medicine: www.hopkinsinteractive.org (clinical training)

Johns Hopkins Health System SAP: www.hopkinsmedicine.org/sap

It has become necessary to schedule monthly maintenance for the SAP system in order to perform routine

maintenance tasks such as: adding storage, deploying patches, and other activities that require the systems to be

offline. As always, our objective is to minimize the amount of downtime during these periods while accomplishing

important system management tasks. After coordinating with Shared Services and other key users, we have

developed the following weekend schedule.

Unless otherwise specified, the systems will be taken down for a 14 hour period, with a start time of 9:00 PM on

the evening before the specified date, and concluding no later than 11:00 AM on the specified date. If

the maintenance activities finish sooner, the system is released to the users at that time.