Post on 21-Dec-2015
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 1 of 15
Manager and Employee Self Service at
Texas State University-San Marcos
HERUG 2005March 23, 2005
Manager and Employee Self Service at
Texas State University-San Marcos
HERUG 2005March 23, 2005
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 2 of 15
Background Future Administrative Systems (FAS) 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 Functionality
Concurrent Employment
PBC
Grants Management
EAPS 2.0
Utilization of legacy ID’s and synching with the legacy central person database
Resolve our #1 Change Management Issue - Replacement of RBC
Financial Asset Management
©2003 Texas State, For 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 automated process
In December 2003, Project Sponsors decided to delay the go-live dates by 6 months to Sept/Dec ‘04
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 4 of 15
Scope Defined Employee 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 vs decentralized 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 to submit changes and handle with manual adjustments
We Trained the Time Admin - Time Admin Trained their Staff
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 5 of 15
Scope Defined (continued) Personnel Change Requests
New Hire
Rehire
Quick Hire
Quick Rehire
Add Non Employee
Change In Pay
Change in Position
FTE Change
Additional Appointment
Reappointment
Change Cost Distribution
VIA Manager Self Service
Leave Without Pay
Leave With Pay
Partial Paid Leave
Return From Leave
Separation
End Additional Appointment
Work Schedule Update
Teaching Overload
Employee Transfer Outside Dept.
Reappointment
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 6 of 15
PCR’s via MSS Approach
Wave One
Replaced the RBC process, departments did not have to deal with a paper process
Parallel to RBC Process but much Friendlier
Back office still is manually entering the data
Wave Two
Automates process with workflow
Back office will review and submit data via form, eliminating dual entry
Implemented Universal Workflow
MSS Wave 1 TimelineAugust September October
Blueprint
November December January
Build
Trg Prep
Training
QA Portal QA Portal
AvailableAvailable
Test 1
Migrate to RQ1/QA
Prod Portal Prod Portal
AvailableAvailable
Migrate to PROD Portal
Test 2
Re-point prod portal and set up prod
users
Wave 1 Wave 1 Scope Scope
FinalizedFinalized
Training Training Portal Portal
AvailableAvailable
MSS Wave 2 Timeline
Blueprint
December January
Prototype ABAP
Training
February6 13 20 27
Build WF
3 10 17 24
Build ABAP
Testing
Trg Prep
7 14 21
Delivery to training
Scope/Timeline finalized
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 9 of 15
Pre-Requisites to MSS Implement SAP Portal
6.0 Portal SP2 (Windows Version)
Challenges:
R/3 user information does not automatically export to the portal
A process must be developed to create user data on the portal
Process needs to be in place for ESS/MSS go-live
Integration process easily overlooked
Difficult to find experienced Portal/MSS consultants available
Security Issues with Portal Implementation
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 10 of 15
Standard Portal and SAP Interaction
LDAP PortalSAP User
SAP Org Structure
- User record
- Role assignments- Role assignments
tied to positions
- User record
Challenges
Dual maintenance of user record and role assignments
-or-
Programs need to be written to upload users and roles
Single
Sign-on
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 11 of 15
Portal and SAP Interaction At Texas State
PortalSAP User
SAP Org Structure
- Role assignments tied to positions
- User record
Benefits
• Single user account- reduction in points of failure
• No LDAP required
• R/3 Security Roles = Portal roles
Uploaded via automated tool
Role Definition
Single
Sign-on
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 12 of 15
Special Issues at Texas State University
Concurrent Employment
ESS Issue with Dual Log-on’s
Small Design Issue on ESS Layout
Wrote Workaround made issue transparent
Demo’d on January 6
No Issue with PCR’s due to SAP Design
Position Budget Control Triggers
Automated Update to HR InfoTypes via BDC’s
Financial Asset Management
©2003 Texas State, For 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
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 14 of 15
Live Demo Caveats
QA System
We are Project Managers (limited knowledge)
Log on to Texas State System as an
Employee
Supervisor/Admin
Approver
Budget Office
Grants Office
HR Office
Faculty Records Office
Career Services Office
Financial Asset Management
©2003 Texas State, For Internal Purposes Only.
Slide 15 of 15
Live Demo
Actions to be Demoed
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