time management using cats webdynpro, interactive forms and smartcard digital signature
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Time Management using CATS webdynpro, Interactive forms and Smartcard digital signatureTRANSCRIPT
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Timesheet Management using CATS WebdynproSAP Adobe Interactive FormsSmartcard Digital Signature
Pierre Kupper (UCL Project Manager)Thierry Anckaert (Quintisys Senior Consultant)SAP Lounge, BrusselsOctober 8-9, 2008
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Introducing UCL Our business context The project approach Our partner: Quintisys The solution in detail Conclusions and questions
Agenda
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• More than 1000 research contracts• More than 25 spin-offs• Science park with 3 major sites
• 4000 active people in research• 600 foreign nationals in research • 37 nationalities to be managed• 200 laboratories
UCL: more than ‘just’ a university
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A challenge in terms of HR management
21,000 students 1,300 academics
1,800 scientists 1,900 administrative staff
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A challenge in terms of budget management
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Fifth Framework Programme (1998 – 2002)
200 contracts, total value: 38 million euros
Sixth Framework Programme (2002 – 2006)
89 validated proposals out of 237 submitted
Seventh Framework Programme (2007 – 2013)
The European Research Framework Programme
Cost justifications are mandatory!
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300M € budget
- Accountability is essential
- Allocated credits must be tracked
- Detailed reporting on project time spent
•The bottom line:
UCL needs integrated solution!
The bottom line
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Project objectives
Align with the requirements of the Seventh Framework Programme for Research and Development (PCRD 7)
Integrated solution:
• Self-service application enabling input and validation of working time (permanent employees / contractors on project)
• Digital signature of timesheet and activity follow-up for each project to insure integrity of documents
• Reporting tool & Audit trail for accountability to financing organizations
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Introducing UCL Our business context The project approach Our partner: Quintisys The solution in detail Conclusions and questions
Agenda
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Planning & workload
Workload : 80 d. consultancy / 40 d. IT / 40 d. key users
Phase Period
Analysis workshops, project preparation & Kick-off
5th of July
Preparation phase and prototype presentation 27th of August
Gap analysis & extensions September 2007
Validation Oct. – Nov. 2007
Pilot phase (PCRD 6 projects) December 2007
Go Live January 2008
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A few technical challenges!
Challenges
Full RedDot Portal integration of Timesheet application
“Multi-matricule” use must be transparent for users
Multi browser & multi platform [ IE + Firefox (Mac) ]
Validation of hours by “project leaders” (not by N+1)
Digital signature of timesheet by the researcher using UCL smartcard
Automatic valuation of working time at standard cost with transfer to accounting and invoicing
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Quintisys
100% dedicated to SAP HCM
Deep knowledge of Portal ESS/MSS solutions
Pan-European project delivery capacity
SAP Service Partner & SAP Lounge Partner Visit us at
www.quintisys.com !
To complete this challenge UCL needed a strong HR partner:
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Introducing UCL Our business context The project approach Our partner: Quintisys The solution in detail Conclusions and questions
Agenda
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The Business Process Solution
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The business process cycle
2
3
5 1
4
Employees recordmonthly Timesheet
via web portal
Project leaders check WBS working times
via web portal
Period is locked and data sent to CO
Output (PDF) + digital signature (smartcard) of
Timesheet via portal
Output (PDF) + digitalsignature (smartcard) of
project working time summary via portal
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Step 1
Recording of monthly timesheet via web portal
2
3
4
5 1
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Seamless integration of SAP portal
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Timesheet entry screen
WBS
Three month view with rejected times
Total Hours
Per week
WBS/Absence text
Absence Type
Hours
Daily view (for free text addition)
Period
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Bobby says ...
User Friendly & Sexy!
Is it really SAP?
And do other ESS/MSSscreens look
the same?
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Step 2
Check WBS working times
2
3
4
5 1
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Project leader checks WBS working times via portal
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View selection (monthly / weekly)
Details on click
Approve / reject
Guided procedure
Project leader checks WBS working times via portal
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Approve / Reject
Project leader checks WBS working times via portal
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Project leader checks WBS working times via portal
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Step 3
Period locking & CO transfer
2
3
4
5 1
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Management screens
Transfer to accounting (CO)
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Step 4
PDF timesheet digital signature & SAP HR storage
2
3
4
5 1
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Output (PDF) + digital signature of timesheet via portal
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Output (PDF) + digital signature of timesheet via portal
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Header : (Period, project leader’s name, identication
number, department)
Total : summary of hours within the period
Detail : hours per employee and per day (WBS and absences)
Certificate(digital signature)
Output (PDF) + digital signature of timesheet via portal
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Output (PDF) + digital signature of timesheet via portal
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PDF Timesheets viewable in SAP HR via transaction PA30 (using ArchiveLink)
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Step 5PDF working time summary digital signature
& storage in SAP
2
3
4
5 1
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Output (PDF) + digital signature of project working time summary via portal
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Output (PDF) + digital signature of project working time summary via portal
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Bobby’s impressed!
• New SAP Web applications really are sexy and user friendly! thanks to Webdynpro
• Interactive PDF documents with a ‘Word’ look & feel thanks to Interactive Forms!
But how does it work?
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Creation of Interactive Forms using Adobe LiveCycle Designer in SAP NetWeaver Developer Studio
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Bobby says...
Too much! What else can I do with
SAP Interactive Forms?
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SAP Interactive Forms : Wide ranging potential
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Introducing UCL Our business context The project approach Our partner: Quintisys The solution in detail Conclusions and questions
Agenda
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Conclusion
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Conclusion
Challenges Solutions
Solution for managing and checking timesheet by project leaders using web screens
Standard CATS implementation using new standard Webdynpro screens
Ensure integrity of timesheet data Digital signature and UCL smartcardusing Interactive Forms
Full RedDot Portal integration of timesheet
Standard SAP Portal capabilities + enhancements + Web services
“Multi-matricule” use must be transparent for users
Leverage CATS enhancement capability
Multi browser & multi platform use [ IE + Firefox (Mac) ]
Standard SAP Portal capabilities
Automatic valuation of working time at standard cost with transfer to accounting and invoicing module
Standard CATS scenario with CO transfer
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Any questions ?
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Thank you!