2006 SAP SuperUser Meetings

Finance & Purchasing

27th February 2pm

Welcome & Introductions

Mark Bulmer - Head of Information Systems

Tim Hunnybun – SAP Trainer

Debbie Adams – SAP Finance

Trish Burnett – SAP Purchasing

Tim Brannon – Head of Central Purchasing

Richard Lewis – Purchasing Training

Michael Russell – Business Process Analyst

Agenda

• Welcome & Introductions• Update from SuperUser Meetings last year• Finance Projects – Delivered, Current & Agreed• Purchasing Projects – Delivered, Current & Agreed• Business Intelligence – MIS for Finance• Business Process Modelling • SAP Training Update• Open Discussion• AOB• Close

Update from 2005 SuperUser Meetings

Format of the meetings…

• Met SAP SuperUsers March 2005 in 4 meetings• Chance for them to feedback on SAP Support &

Training• Report released April 2005• Available on SAP SuperUsers Website

Update from 2005 SuperUser Meetings

What Has Been Delivered…

• Improving Communication• New Format for SuperUser meetings• More Support Material• New Sales Monthly Course • SuperUser & Authorised Signatory review in

progress• New SAP Training client currently being configured

Update from 2005 SuperUser Meetings

What has not yet been delivered…

• Refresher Courses for SuperUsers• Skills Workshops• Overview Session on how SAP is used in Leeds

These WILL all happen in 2006….

Finance Projects - Delivered

The following projects have been delivered since August 2004:

• Equipment inventory register• Web-based direct debit mandate for student fees• Change of University bank to Barclays• Grants Management implementation• fEC for research (COSTA and multiple internal funds)• Archiving

Finance Projects - Current

Current 2005/06 projects are:

• Online payments for online registration• Business Intelligence – Finance • fEC • Document capture for Accounts Payable invoices

Finance Projects - Planned

Projects planned for 2006/07 are:

• SAP Upgrade• Online payments facility for conference fees etc.• Student Management Information for FFM’s• fEC Research• fEC Learning and Teaching

Purchasing Projects – Delivered

• Auto-faxing• Stock for RCS• Purchasing Card reconciliation in SAP • e.Tendering

Purchasing Projects - Current

• Completion of rollout of SAP• Ongoing development of SIPR• Document scanning for AP • Continued rollout of Science Warehouse

Purchasing Projects – Planned

• Automatic document matching• Electronic Invoicing• SAP Stock for Faculties • Email purchase orders• Review of current business processes

Business Intelligence – MIS for Finance

Business Process Managementat the

University of Leeds

Michael RussellBusiness Process Analyst

Business Process Management

• Definitions:

– BPM is an enabler for businesses in defining strategic goals, and then measuring and managing performance against those goals.

– Core BPM processes include financial and operational planning, consolidation and reporting, modelling, analysis, and monitoring of key performance indicators (KPIs) linked to organizational strategy.

BPM…what is it?

• BPM is a set of principles and techniques that are concerned with:

– defining and documenting business processes– assigning management ownership for processes– redesigning or repairing dysfunctional processes– publishing operating procedures and work instructions– training personnel to execute processes correctly– monitoring the performance and reliability of processes– continuously improving process effectiveness &

efficiency

The modelling tool of a BPM Solution allows us to model both As Is & To Be processes and compare/analyse them BPM Solution can assign Roles

to tasks and identify who has overall ownership/responsibility for a process

Analysing processes and removing tasks/functions that do not add value and enhance those that do Through BPM we can produce

training documentation and improved training methods/processesBPM Solutions allow us to

train the right people to perform processes in the correct way/order

ARIS PPM toolset – monitoring real data against KPIThe process performs as it should following implementation

BPM lifecycle is a continuous loop providing continuous process improvement

Creating an instituitional BPM culture……benefits of

• Reducing the cost of errors in service delivery• Reducing the number of customer/user complaints• Speeding up the training of new personnel• Making it easier to cross-train personnel in different

roles• Increasing job satisfaction & team morale

Business Process Improvement

• What is the Vision– Increase efficiency– Reduce costs– Improve service– Reduce/eliminate duplication– IT – use it in the right place at the right time

• Success Factors– Top down commitment– Bottom up support– Strategic focus– Change tolerance

Why model our Business Processes

• Provides a standard visual form to enable us to describe; validate; simulate & cost a Business Process

• Helps us understand the process and the participants involved

• Identify the right areas to concentrate resources on improvement – how changes will impact on the full process

• Can provide a Training model and Training documentation

ARIS

• IDS Scheer– International product & consultancy company

• BPM Solution– Accelerate the analysis & decision making process

• ARIS Process Platform– ARIS Modelling Tool– ARIS Simulation– ARIS Business Optimizer– ARIS Process Performance Management

ARIS Process Platform

CONTINUOUS PROCESS IMPROVEMENT

Function

Event

Rule

AND AND/OR OR

Questions

SAP Training Update

• Document released in January outlining changes – Was this useful ?

• Improvements to the Website (http://www.leeds.ac.uk/iss/infosystems/training/saptraining.html)

• Online Simulations for regular courses– What would you like to see?

• Online search and book onto SAP courses• Refurbishment of ISS Training rooms

Survey of SAP SuperUsers

• Why ?– Assess who are the SuperUsers– Collate skills of the SuperUsers– Understand training and support requirements– Determine which areas of the University (or SAP)

requires more SuperUsers

• The Results– SuperUsers not evenly distributed– Over half said they would like refresher courses /

workshops– Most popular were Advanced Navigation & Financial

Reporting

SAP Training Plans for 2006

• New Monthly Sales Course began this month• Introduce monthly workshops

– Reporting Techniques– Advanced Navigation

• Redesign of the SAP SuperUsers web pages

Open Discussion…

Over to you !

Thank you for your time…