Financial Asset Management Slide 1 of 15 Manager

Financial Asset Management Slide 1 of 15 Manager and Employee Self Service at Texas State University-San Marcos © 2003 Texas State, For Internal Purposes Only. HERUG 2005 March 23, 2005

Financial Asset Management Slide 2 of 15 Background n Future Administrative Systems (FAS) Project l Initially Planned Go-Live in March/July ‘ 04 l Initial Scope - Finance, Proc, HR, Payroll, Budget Prep, ESS and CATS l Did not have adequate time to: w w Implement RICE Items Take on New and Emerging Functionality l Concurrent Employment l PBC l Grants Management l EAPS 2. 0 w w © 2003 Texas State, For Internal Purposes Only. 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 Slide 3 of 15 Background (continued) n RBC w w w w Information was pre-populated from legacy systems Signature Lines were programmatically determined Users could 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 n In December 2003, Project Sponsors decided to delay the go-live dates by 6 months to Sept/Dec ‘ 04 © 2003 Texas State, For Internal Purposes Only.

Financial Asset Management Slide 4 of 15 Scope Defined n Employee Self Service (ESS) l Change Most Personal Data l View Remuneration Statements, Own Time Reports, Time Balances, Benefit Selections and Costs l Will Grow into other ESS Functions n Cross Application Time-Sheets (CATS) l Replace time entry process at Texas State l Allow each Departmental Time Admin to choose between central vs decentralized data entry l Leave balances computed & updated automatically l Approved by immediate supervisor or time administrator via Workflow l Retro pay handled with time sheet corrections eliminated the need to submit changes and handle with manual adjustments l We Trained the Time Admin - Time Admin Trained their Staff © 2003 Texas State, For Internal Purposes Only.

Financial Asset Management Scope Defined (continued) n Personnel Change Requests VIA Manager Self Service l New Hire l Leave Without Pay l Rehire l Leave With Pay l Quick Hire l Partial Paid Leave l Quick Rehire l Return From Leave l Add Non Employee l Separation l Change In Pay l End Additional Appointment l Change in Position l Work Schedule Update l FTE Change l Teaching Overload l Additional Appointment l l Reappointment Employee Transfer Outside Dept. l Change Cost Distribution l Reappointment © 2003 Texas State, For Internal Purposes Only. Slide 5 of 15

Financial Asset Management Slide 6 of 15 PCR’s via MSS Approach n Wave One l Replaced the RBC process, departments did not have to deal with a paper process l Parallel to RBC Process but much Friendlier l Back office still is manually entering the data n Wave Two l Automates process with workflow l Back office will review and submit data via form, eliminating dual entry l Implemented Universal Workflow © 2003 Texas State, For Internal Purposes Only.

MSS Wave 1 Timeline August September October November December Migrate to RQ 1/QA Blueprint Migrate to PROD Portal Build Test 1 Wave 1 Scope Finalized Re-point prod portal and set up prod users Test 2 Trg Prep Training Portal Available QA Portal Available Prod Portal Available January

MSS Wave 2 Timeline 6 December 13 January 20 27 3 10 17 February 24 7 14 21 Scope/Timeline finalized Blueprint Prototype ABAP Build WF Testing Delivery to training Trg Prep Training

Financial Asset Management Pre-Requisites to MSS n Implement SAP Portal l 6. 0 Portal SP 2 (Windows Version) l Challenges: w w A process must be developed to create user data on the portal w w l R/3 user information does not automatically export to 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 n Security Issues with Portal Implementation © 2003 Texas State, For Internal Purposes Only. Slide 9 of 15

Financial Asset Management Slide 10 of 15 Standard Portal and SAP Interaction Portal LDAP - User record Single Sign-on SAP User - User record - Role assignments Challenges Dual maintenance of user record and role assignments -or. Programs need to be written to upload users and roles © 2003 Texas State, For Internal Purposes Only. SAP Org Structure - Role assignments tied to positions

Financial Asset Management Slide 11 of 15 Portal and SAP Interaction At Texas State Role Definition Portal Uplo aded via a utom Single ated tool SAP User Sign-on - User record SAP Org Structure - Role assignments tied to positions Benefits • Single user account- reduction in points of failure • No LDAP required • R/3 Security Roles = Portal roles © 2003 Texas State, For Internal Purposes Only.

Financial Asset Management Special Issues at Texas State University n Concurrent Employment l ESS Issue with Dual Log-on’s w w w l 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 n Position Budget Control Triggers l Automated Update to HR Info. Types via BDC’s © 2003 Texas State, For Internal Purposes Only. Slide 12 of 15

Financial Asset Management Slide 13 of 15 Unresolved Issues n Spawned browser session does not call DSM terminator or invoke ITS disconnection close parameter l If user does not click ‘quit’, session becomes hung in R/3 n MSS Is Not Available via any Browser on MAC l Experimenting with: w Promised Upgrade from SAP w Terminal Server © 2003 Texas State, For Internal Purposes Only.

Financial Asset Management Live Demo n Caveats l QA System l We are Project Managers (limited knowledge) n Log on to Texas State System as an l Employee l Supervisor/Admin l Approver l Budget Office l Grants Office l HR Office l Faculty Records Office l Career Services Office © 2003 Texas State, For Internal Purposes Only. Slide 14 of 15

Financial Asset Management Live Demo n Actions to be Demoed l Time Entry for an Employee with Multiple Assignments (Concurrent) l New Employee l Change of Cost Distribution l Workflow Approval w Time for one of the Assignments w New Hire (Supervisor, Funding, HR) w Cost Distribution (Supervisor, Funding, HR) w Update using SAPGUI by HR © 2003 Texas State, For Internal Purposes Only. Slide 15 of 15

Financial Asset Management QUESTIONS? © 2003 Texas State, For Internal Purposes Only. Slide 16 of 15