Information Systems Services SAP Finance Purchasing Super

Information Systems Services SAP Finance & Purchasing Super. User Meeting 27 June 2007

Finance & Purchasing Super. User Meeting Welcome and Introductions: Chair: Tim Hunnybun - ISS Training Service Leader Mark Joyce – SAP Systems Manager Os Finnie – General Manager, Finance Tim Brannon – Head of Procurement Debbie Adams – Service Leader SAP Financials Trish Burnett – SAP Purchasing Business Analyst Deborah Marcus –Corporate Systems Trainer (SAP) Richard Lewis – SAP Purchasing Trainer

Finance & Purchasing Super. User Meeting Agenda: Welcome and Introductions Finance Projects: Delivered, current and future SAP Systems Manager update Purchasing Projects: Delivered, current and future Purchasing Training Update SAP Training Update Open Discussion AOB Close

Finance & Purchasing Super. User Meeting

Finance Projects FPSSG Os Finnie Tim Brannon Andrew Thompson Bob Lavery David Hambleton Brian Clifford Ian Ashton Mark Lloyd Phil Mac. Donald Debbie Adams Lisa Whipp

Finance Projects delivered 2006/07 • Scanning MM invoices • Directly Allocated Cost report • Online payments for online registration and Sport Leeds • Banner upgrade

Finance Projects delivered 2006/07 • Scanning MM invoices • Directly Allocated Cost report • Online payments for online registration and Sport Leeds • Banner upgrade • 14 minor work requests

Finance Projects in progress • SAP upgrade

Finance Projects agreed 2007/08 • Maximo migration to SAP • Payment card industry data security standard • Scholarship reporting

Finance Projects Description ITS staff planning B 2 New general ledger A 3 Automated document processing A 2 (purchasing) Ancillary Payroll Reporting C 2 Costing A 3 Student Accommodation Energy B 2 Recharging Employee Self service / Manager Self A 3 Service Internal Market A 2 Library Management System to SAP A 3 Interface Management Information System A 2 Payment Card Industry Compliance A 1 Petty Cash Receipts- Input at Faculty C 2 Level Pricing A 3 RCS Property Database C 3 Scanning of Travel Expense Claims D 4 Scholarship reporting A 1 Purchasingle from end C 2 Travel Expenses Management Module A 2 (in SAP) Web Payments (receipts) A 2 2007/08 2008/09 Strategic Step Incremental Strategic Step Incremental Strategic Step 2009/10 2010/11 2011/12 Strategic Step Incremental Strategic Step Mandatory Incremental Strategic Step Incremental Strategic Incremental

Finance & Purchasing Super. User Meeting

Information Systems Services SAP Landscape Upgrade Update

SAP Landscape Upgrade Project Scope • ERP Like-for-like upgrade from 4. 6 c to 2005 • BW like-for-like upgrade to Netweaver 2004 s • Unicode conversion for both the SAP R/3 and BW systems (Unicode is a new coding system for international character sets). • Implement Xi/Pi to replace Business Connector ( this is the technology for managing external data interfaces from and to SAP) • SAP Gui upgrade to 7. 10

SAP Landscape Upgrade Benefits • No more upgrades until 2012 • Avoid additional costs when current version goes out of support. • Reduce support effort • Integrated platform for Records Management, BW, CRM • Enhanced functionality for future projects: • Latest version of the SAP Portal for ESS/MSS - reduce SAP licensing costs and improve system usability. • Latest version of Plant Maintenance for Maximo project • Enhancements to BW functionality. • XI/PI – flexible tool for system interfaces

SAP Landscape Upgrade Project Plan 2007 2008 May Jun Jul Aug Sep Oct Nov Dec Jan Feb Development System Testing User Acceptance Preparation User Acceptance Testing SAP Upgrade Go-live Monday 22 Oct

SAP Landscape Upgrade User Testing • Preparation work started already • Templates issued for production of Test Scripts • User testing scheduled – August/September 2007 • Go-live checks Sat 20 & Sun 21 Oct

SAP Landscape Upgrade User Testing - Representatives Name Tim Brannon Department Purchasing Comments Jason Flynn Student Accounts Clive Gray Research Clive Davies Finance Payroll Jeffrey Knowles Finance Financial Accounting Dionne Walker Juliet Smith Finance Management Accounting Tax and Systems Gerard Aylward SDDU Jeanette Page Finance Accounts Payable Clive Smith Finance Treasury Ian Ashton Caroline Langham Finance HR Management Accounting

SAP Landscape Upgrade Training • Like-for-like technical upgrade -> minimal requirements for re-training • Lecture theatre meetings for all users • Updates to system documentation

Information Systems Services ISS Process Improvement Programme

ISS Process Improvements Will improve control surrounding the project and development workload undertaken within ISS. Benefits: • Better management of workload with clarity over requirements • Customers have a realistic understanding of what ISS is capable of delivering • Partnership between ISS and its customers - ensures joint ownership of project work • ISS workload is aligned to the priorities of the University • Each project will have a clear business case

ISS Process Improvements Phase 1 • Governance – intended to provide projects with authority to deliver • Work Request and Types – defining the different types of work requests and how they are processed within ISS • Project Management Methodology – the standard processes we will use to control delivery of the projects • Project Costing – providing budgeted and actual cost analyses • Work Time Recording – a feedback loop to help ISS understand what time is actually required for projects

ISS Process Improvements Governance – Project Boards • Set up by the Systems Steering Groups • Information Pack being produced for all IS Project Boards • Training will be available for project Board members (pilot July 07)

ISS Process Improvements Work Request Process • Will be launched for SAP in autumn 2007 • Will build on the current business prioritisation meetings • Existing support processes will continue • Will introduce a quota system for work requests: • allows better forward-planning of work • supports delegation of decision-making • ISS Helpdesk System (HEAT) will replace spreadsheets to log and monitor work requests

ISS Process Improvements Finance & Purchasing Work Prioritisation Meetings • Current Membership: Os Finnie, Tim Brannon, David Hambleton, Philip Mac. Donald • Review and prioritise requests • Requests are “sized” by ISS (limited amount of ISS time available) • If large scale, referred to Finance & Purchasing Systems Steering Group • Interim – work requests should be submitted to Debbie Adams

Finance & Purchasing Super. User Meeting

Purchasing Projects Purchasing Delivered • Functional changes to SWL, SIPR, Pcards • VAT check on research grant expenditure • Dedicated training client • Purchasing KPI reports identified & scoped (currently in test) Planned • e. Invoicing • Purchasingle front end • Automated document processing (invoices) • Internal Market

Finance & Purchasing Super. User Meeting

Purchasing Training Update • Formal Training Procedure • TAP Training Style adopted formal SAP Purchasing Training • Introduction • Exercises • New comprehensive handouts • SAP Access Forms

Finance & Purchasing Super. User Meeting

Finance & Purchasing Super. User Meeting SAP Training Update Delivered • TAP & IITT (Institute of IT Trainers) membership • New VI (Visual Identity) for all Training Guides • Workshops (Paid Leave) • TRG client • Revised Training Programme based on user Feedback

Finance & Purchasing Super. User Meeting SAP Training Update ctd Future Plans • Develop Finance Programme • Training Needs Analysis • Update Training Courses • Training for SAP projects • What do you want to see?

Finance & Purchasing Super. User Meeting Open Discussion…. . over to you!!

Finance & Purchasing Super. User Meeting