Leveraging Winshuttle in SAP for ABC and Scenario Building · 2016. 8. 31. · University of...
Transcript of Leveraging Winshuttle in SAP for ABC and Scenario Building · 2016. 8. 31. · University of...
Leveraging Winshuttle in SAP for ABC
and Scenario Building
Jake StoverAssistant Vice Chancellor for Finance and Treasurer
University of Arkansas for Medical Sciences
Winshuttle User Group Conference | Fort Worth 2014
Agenda
- Intro to UAMS
- UAMS’s story in “finding” Winshuttle
- Leveraging Winshuttle for Activity Based Costing
- Using Financial Data for Scenarios and Budgeting
- Utilizing Winshuttle for reporting
Winshuttle User Group Conference | Fort Worth 2014
University of Arkansas for Medical Sciences
- Only academic medical center in Arkansas
- 10,000+ employees with many around the state
- Approximately 1,400 Faculty Members, many which are practicing physicians in the clinics and hospital
- Affiliations with Arkansas Children’s Hospital, the VA Medical Center, and many other hospitals in the state
- Colleges supporting education in health care related fields such as Medicine, Pharmacy, Nursing, etc.
- Large research component to the organization of over $100 million annually
- Annual budgeted revenue of approximately $1.3 Billion
Winshuttle User Group Conference | Fort Worth 2014
Finding Winshuttle
2007 Cost Accounting
Need
Engaged Consultant
Built A Pilot ABC Model
PROBLEMSO MUCH
DATA!
What is Winshuttle?
Winshuttle User Group Conference | Fort Worth 2014
Activity Based Costing
- Quantity driven model to allocate expenses- Differential from standard cost accounting is reciprocal allocations
Winshuttle User Group Conference | Fort Worth 2014
System Flow
SAP PRODUCTION
• Master Data• Financial
Data• Statistics
from SAP
SAP SHADOW SYSTEM
• Master Data• Financial
Data• Statistics
DepartmentData
• Statistics
EXCEL DATA
Winshuttle
Winshuttle User Group Conference | Fort Worth 2014
Example of Department
Winshuttle User Group Conference | Fort Worth 2014
Reciprocated Allocations
Winshuttle User Group Conference | Fort Worth 2014
Mass Amounts of Data
6 Major Data inputs from FY13:• KP06 Financials : 4,700+ lines of data• KP26 Activity Type Statistics: 5,300+ lines of data• CP26 Business Process Statistics: 150 lines of data• KP06 Activity Type Statistics: 4,500+ lines of data• CP06 Activity Type Statistics: 150 lines of data• KP06 Business Process Statistics: 64,500+ lines of data
Data used as needed:• KP46 Stat Key Figures, FMCIA Commitment Item MD, KA06 Secondary Cost Element MD
Winshuttle User Group Conference | Fort Worth 2014
Information Usage
Financial Data
Statistics
Cost Reports
Hospital Budgeted Contribution/ Cost
Report
Costing Estimates For LCME
Accreditation
Pro-formasand Contract Evaluations
Winshuttle User Group Conference | Fort Worth 2014
Results – Lots of Cost Data
Square Footage Metrics• Cost/Sq. Ft
• Environmental Services • Hazardous Waste• Police Dept. Coverage
• Cost/ Sq. Ft by building and space function type (i.e. Clinical, Classroom, Lab, Office, Storage)• Utilities• Building Depreciation
Headcount Metrics• Cost/Employee
• HR Comp/Benefits• Human Relations• Occupational Health and Safety• Mail• Payroll – Weekly vs. Biweekly
• Cost/ New Hire• Cost/ Non-Citizen• Cost/ Faculty Member
Other Metrics• IT, Development and Alumni Affairs, Communications and Marketing• Purchasing – Cost per PO Line Item• Travel – Cost per travel dollar• Telecommunications – Cost per phone line and cost per voicemail line
Winshuttle User Group Conference | Fort Worth 2014
Primary Use – Administrative Cost of Hospital
HOSPITAL RCA RESULTS FY13
Division G/L Account G/L Description FY10 FY11 FY12 FY13 FY13 /FY12 Change
Buildings Total 10,854,600 11,591,124 11,138,695 11,234,574 95,879
Chancellor Div Total 2,217,456 2,384,710 1,572,608 1,166,540 (406,068)
IT Total 7,472,293 7,891,787 10,483,597 7,142,089 (3,341,508)
Development Total 270,804 357,830 324,090 248,373 (75,716)
INA Central Admin Total 3,763,308 3,598,804 3,388,660 3,743,068 354,408
Campus Ops Total 3,762,433 3,914,831 3,608,615 3,458,332 (150,283)
VC Admin Total 1,798,425 1,816,427 1,996,404 2,322,573 326,169
Academic Affairs Total 78,086 308,552 305,947 371,718 65,771
Communications Total 1,326,013 1,181,564 1,288,883 1,296,813 7,930
Finance Total 3,509,321 3,514,373 3,197,803 3,637,378 439,575
Institutional Compliance Total 170,271 871,278 972,734 967,731 (5,003)
VC Research Total (856) 15,915 (1,467) 21,909 23,376
Cost Allocation Total 35,222,155 37,447,195 38,276,569 35,611,099 (2,665,470)
Depreciation Total 8,095,487 8,689,364 10,633,084 11,341,353 708,269
Winshuttle User Group Conference | Fort Worth 2014
Detail of Hospital Cost Allocation
HOSPITAL RCA RESULTS FY13
Division G/L Account G/L Description FY10 FY11 FY12 FY13 FY13 /FY12 Change
BLD 810207 AT: Clinical Space 1,110,774 2,120,274 2,237,425 2,287,893 50,468 Building Expense Including Utilities, Physicial Plant Work Orders on Buildings, Power Plant Overhead (Omit Dorms)
BLD 810208 AT: Lab Space 526,768 75,272 85,435 85,301 (133) Building Expense Including Utilities, Physicial Plant Work Orders on Buildings, Power Plant Overhead (Omit Dorms)
BLD 810209 AT: Office Space 2,441,857 1,963,770 1,324,086 1,274,229 (49,856) Building Expense Including Utilities, Physicial Plant Work Orders on Buildings, Power Plant Overhead (Omit Dorms)
BLD 810210 AT: Storage Space 654,198 58,128 132,521 126,905 (5,616) Building Expense Including Utilities, Physicial Plant Work Orders on Buildings, Power Plant Overhead (Omit Dorms)
BLD 810211 AT: Classroom Space 51,449 34,585 26,724 25,965 (759) Building Expense Including Utilities, Physicial Plant Work Orders on Buildings, Power Plant Overhead (Omit Dorms)
BLD 810212 AT: Shell Space 280,854 63,509 218 191 (27) Building Expense Including Utilities, Physicial Plant Work Orders on Buildings, Power Plant Overhead (Omit Dorms)
BLD 810245 AT: Clin Space Inpat 1,286,739 5,407,785 4,732,055 4,858,650 126,595 Building Expense Including Utilities, Physicial Plant Work Orders on Buildings, Power Plant Overhead (Omit Dorms)
BLD 810257 AT: Common Space 4,501,961 1,867,801 2,600,232 2,575,440 (24,792) Building Expense Including Utilities, Physicial Plant Work Orders on Buildings, Power Plant Overhead (Omit Dorms)
Buildings Total 10,854,600 11,591,124 11,138,695 11,234,574 95,879
CHA 820024 BP: Executive VC Adm 39,048 - - - Per Dollar of Department Expense
CHA 820193 BP: HIPAA 7,233 - - - Split Allocation between CLP,COM, VCA, VCR (THIS IS THE SECONDARIES for HIPPA ONLY)
CHA 820203 BP: Chancellor Activ 2,129,837 2,346,399 1,554,502 1,166,534 (387,968) Per Dollar of Department Expense
CHA 820204 BP: Human Relations 41,338 38,311 18,106 6 (18,100) Employee Headcount (Avg period 3,6,9)
Chancellor Div Total 2,217,456 2,384,710 1,572,608 1,166,540 (406,068)
CIS 820010 BP: CIS Administrati 7,472,293 7,891,787 10,483,597 7,142,089 (3,341,508) Per Percentage Usage
IT Total 7,472,293 7,891,787 10,483,597 7,142,089 (3,341,508)
INA 810101 AT: INA Electricity - - - 1 to 1 with 1000014 ELECUT
INA 810102 AT: INA Gas - - - 1 to 1 with 1000014 GASUTL
INA 810103 AT: INA Utilities - - - 1 to 1 with 1000014 OVERHD
INA 810104 AT: INA Water - - - 1 to 1 with 1000014 WATERU
INA 820031 BP: INA Employee Health 121,142 - - - Employee Headcount (Not AVG)
INA 820030 BP: INA Building Con 296,650 281,024 330,761 339,612 8,851 Asset Values per department
INA 820059 BP: INA Employee Ben 598,553 892,018 197,962 541,109 343,147 Employee Headcount (Avg period 3,6,9)
INA 820071 BP: INA Eqp Deprec - - - 100% Allocated to CHA
INA 820135 BP: INA Stu Aff 433,069 440,596 407,730 435,439 27,709 Specific to departments with individuals receiving tuition discounts
INA 820136 BP: INA Wrk Comp 589,615 546,285 743,135 573,035 (170,100) Employee Headcount (Avg period 3,6,9)
INA 820164 BP: INA Cen OH - - - - 100% Allocated to CHA
INA 820165 BP: INA CHA Tel - - - - 100% Allocated to CHA
INA 820166 BP: INA Veh Ins - - - - 100% Allocated to Vehicle Operations
INA 820191 BP: INA Compens Abse 95,296 334,879 334,879 446,349 111,470 Calulation by Cost Center for Absences from Finance (ACTUAL 2012 1,988,503 - ACTUAL 2013 -1,207,275)
INA 820205 BP: INA Campus Space 387,086 31,286 120,290 (120,290) On Campus Square Footage
INA 820206 BP: INA Liability In 1,903 465 55,325 60,545 5,220 Per Dollar of Department Expense
INA 820207 BP: INA Audit 193,332 196,535 181,113 173,243 (7,870) Per Dollar of Department Expense
INA 820208 BP: INA OPEB 1,046,661 875,716 1,017,465 1,173,737 156,272 Employee Headcount (Avg period 3,6,9)
INA Central Admin Total 3,763,308 3,598,804 3,388,660 3,743,068 354,408
Winshuttle User Group Conference | Fort Worth 2014
Projective Capability of Info
Winshuttle User Group Conference | Fort Worth 2014
Winshuttle For Reporting???
License number 2 that we weren’t using…• Monthly data extracted from SAP into excel tables
• Tables are organized in order to generate reports in various fashions
• Reports compare budget to actual, actual to actual, variance percentages, etc.
Winshuttle User Group Conference | Fort Worth 2014
Reports
Tedious Reporting Task• Each year ~200 reports to export from SAP
• Took about 1 week
• Winshuttle Script to download all reports into a designated folder
• Took about 3 hours of passive work with the Winshuttle Script
Winshuttle User Group Conference | Fort Worth 2014
Conclusion
• Winshuttle is great for managing massive amounts of data
• Saved UAMS staff time and effort
• Allowed UAMS to create more complex and detail models which would have never been possible
• Reporting is also a useful tool
• IT SAP group is testing uses of it for various activities
Winshuttle User Group Conference | Fort Worth 2014
Contact Info
Jake Stover, MHSA, CTP
Assistant Vice Chancellor for Finance and Treasurer
University of Arkansas for Medical Sciences
(501) 526- 7646