FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 1 of 15 Manager and...

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



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



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



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



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



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



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



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



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



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



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



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



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



Slide 16 of 15

QUESTIONS?

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