W E L C O M E 1st UC Flex Meeting with IT Unit Coordinators

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W E L C O M E1st UC Flex Meeting with IT Unit
Coordinators

• November 30 at 930am
• MainStreet Theater

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Introductions
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Meeting Objectives

• Provide an overview of UC Flex
• Discuss the IT Coordinators Role for UC Flex
• Outline the expected technical impacts of
  implementing the new SAP software

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UC Flex Overview
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There are a number of places to go for more
information about UC Flex
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UC Flex is focused on enhancing the Universitys
financial and human resources management
operations.

• General Ledger
• Accounts Receivable, Revenue Mgt
• Accounts Payable
• Managerial Accounting
• Purchasing Procurement
• Asset Accounting
• Proj. Accounting and Capital Finance
• Grants Management
• Budget (inc. Position Budgeting)
• Funds Management
• Endowment Investment Accounting
• Reporting
• Human Resources Management - TBD

• The mySAP solution components include
• R/3 Enterprise 4.7
• Business Warehouse (BW) 3.5
• Enterprise Portal 6.0
• Web Application Server 6.20
• Solution Manager 3.1

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Primary benefits expected to be realized from UC
Flex are as follows

• Support a flexible, evolving responsive
  business environment
• Eliminate non-value adding activities, such as
  data entry duplication
• Adopt best practices, where possible
• Improve ability to service customers
• Improve quality, quantity and timely processing
  of UCs financial and human resources data
  enabling better information for mission-critical
  decisions
• Reduce reliance on ancillary systems
• Provide an integrated solution to the shortfalls
  of the existing CUFS and HRMS systems
• Streamline business processes and reduce
  inefficiencies
• Support information sharing and access

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Program Sponsors are the ultimate owners of the
projects under the PMO, and so have
decision-making power to ensure projects are
successfully implemented.

• Dale McGirr, Sr. VP, Planning, Finance
  Community Development
• Fred Siff, VP Chief Information Officer
• Jim Plummer, Chief Financial Officer
• Jim Tucker, VP for Administrative Business
  Services
• Howard Jackson, Assoc. Sr. VP, University Dean of
  Graduate School
• Sandra Degen, Acting VP for Research
• Bob Ambach, Assoc. Sr. VP, CFO, Medical Center
• Ken Hefner, IBM Project Executive
• Mark Schexnaildre, SAP Consulting Engagement
  Manager

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The Program Executive Steering Committee (ESC)
sets project priorities, approves scope and
resolves University-wide issues.

• Jim Plummer, ESC Co-Chair, Chief Financial
  Officer
• Michael Calhoun, ESC Co-Chair, Assistant VP, UCit
• Tom Guerin, ESC Co-Chair, Associate VP, Admin.
  and Business Services
• Steve Brooks, Director, Compensation, Human
  Resources
• Karen Faaborg, Senior VP Provost, Office of
  Vice Provost
• Cheryl Green, Associate Senior VP Provost,
  Business and Finance
• Jan Hawk, Executive Director Controller,
  Medical Center
• Robert McLaughlin, Associate Dean, Clermont,
  Administration
• Tim Reuter, Asst. VP, Sponsored Prog. Acct.
  Govt. Cost Compliance
• Kathy Robbins, Associate Senior VP Provost,
  Health Affairs
• Gerald Siegert, Associate VP, Financial Affairs
• Betty Young, Executive Director, Human Resources,
  Benefits

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All UC Flex Projects are being coordinated
through a Program Management Office (PMO)
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UC Flex project life cycle consists of 5 key
phases we are currently in the Realization
Phase for Financials.
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UC Flex Financials implementation started in
December 2003 and will continue until the end of
August 2005. HR implementation will begin in
early 2005.
Human Resources To Be Determined
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Activities involving IT Coordinators
Install SAPgui and Printers
Users Preview System
SAPgui is the Graphical User Interface users
will see when they access the SAP system on
their computer
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IT Coordinators Role for UC Flex
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The following is the IT Coordinators role as it
stands today

• Act as liaison between UCit and department
• Provide administrative oversight to the
  department
• Communicate important technical information to
  the department
• Ensure the safe and reliable operations of their
  respective departments IT systems
• Collaborate with UCit on systems and data
  security
• Report all University wide system and network
  problems to UCit
• Facilitate training and IT knowledge transfer
  within the department

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The following are some of the ways that the UC
Flex team will support the IT Coordinators

• Provide desktop configuration requirements to run
  SAPgui Browser
• Help select the right desktop computer to run
  SAPgui Browser
• Assist with selecting the appropriate
  desktop/network printer
• Help determine the appropriate user interface
  (power-user /limited user)
• Provide an easy method to acquire SAPgui
  Browser
• Provide SAPgui Browser installation and
  configuration training
• Provide UC Flex information (e.g. UC Flex web
  site, e-mails, meetings, listserv, etc.)
• Identify additional UC Flex support activities

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In order for UC Flex to be implemented smoothly,
we need your support (where appropriate) in a
number of areas.

• Assist with the setup and configuration of SAPgui
  Browser (Windows /Java)
• Provide basic SAPgui Browser navigation
• Ensure desktop security best practices are
  enforced
• Provide 1st level UC Flex technical support to
  department end users
• Communicate system related problems to UCit Help
  Desk
• Attend UC Flex training sessions

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Anticipated Technical Impacts
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IBM P-670 current landscape for SAP
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Final landscape for SAP
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R/3 landscape consists of four systems

• Development and configuration changes originate
  in RD1
• All changes are recorded in change requests
• Change requests are transported to RQ1 for
  consolidated testing
• Change requests are imported to RT1 and RP1

Example logon SAPgui for windows
RD1 development
RQ1 quality test
RT1 training
RP1 production
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Definitions of front-ends in SAP environment

• Software which handles user interaction with the
  SAP system
• Usually called Graphical User Interfaces (GUI)
• Usually run on the end-users desktop computer
• Communicate to SAP systems through a network
  connection with TCP/IP protocol

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There are 3 Graphical User Interface
architectures available for SAP

• SAPgui for Windows
• Must be installed on each workstation
• Communicate directly with the SAP component
  system
• Does not use any resources in the middleware
• SAPgui for JAVA (non-MS Windows workstations)
• Must be Installed on each workstation
• Communicate directly with the SAP component
  system
• Does not use any resources in the middleware
• SAPgui for HTML (MS Windows workstations)
• Need Windows Internet Explorer
• SAP transaction screens are dynamically converted
  to HTML pages using the middleware SAP Internet
  Transaction Server (ITS)
• Note This option is currently being evaluated.

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SAPgui for Windows requires specific software
releases

• Windows 2000, XP and 2003 Serv are the only
  supported operating systems (with latest patches)
• Need Internet Explorer 5.5 SP2 for specific DLLs
  and to launch SAP help
• Install SAPgui 6.40 software
• Microsoft Office recommended
• 200 MB of temporary space during installation
• 50 500 MB of hard disk space depending on
  installation options and presence of Microsoft
  Office DLLs

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Specific SAPgui for Windows desktop
configurations are required

• Minimum SAP Requirements
• CPU
• Pentium II or equivalent 233 MHz or higher
• Memory
• 64 MB or higher
• Monitor
• Any, but scroll bars will be present
• Resolution
• 800X600
• 256 colors

• Recommended SAP Requirements
• CPU
• Pentium II or equivalent 300 MHz or higher
• Memory
• 128 MB or higher
• Monitor
• 17 recommended
• Resolution
• 1024X768
• 32,000 colors

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SAPgui for JAVA software has specific Mac desktop
requirements

• Mac OS X 10.2, Mac OS X 10.3 (with rev 4 and
  newer)
• Install SAPgui for JAVA 6.30
• Install Sun Java 1.3.1 runtime library
• 200 MB of temporary space during installation
• Approximately 100 MB of permanent hard disk space

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SAPgui for JAVA requires a specific hardware
configuration

• Recommended SAP Requirements
• CPU
• G3 or higher
• Memory
• 128 MB or higher
• Monitor
• 17 recommended
• Resolution
• 1024X768

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Which front-end do you require?

• Mac/Unix/Linux
• Must install SAPgui for JAVA on desktop
• Windows
• Need MS Internet Explorer 5.5 as a minimum
• Full SAPgui install depending needed SAP
  functionality
• Business Warehouse/Budget Planning users will
  need MS Excel for BExplorer.
• To be determined by project team Who needs the
  SAPgui installation instead of internet browser
  access?

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In the future, you will be able to obtain the
SAPgui program by visiting http//www.ucit.uc.ed
u/computers/software/
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Need help selecting a new computer? Visit
http//www.ucit.uc.edu/computers/recommend.asp
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• Printing

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What families of printers will be supported by
UCFlex?

• To print from SAPscript, you must choose one of
  the existing printer drivers. At present, there
  are five supported SAPscript printer drivers.
  They include
• for HP-PCL5 (for example, HP Laserjet 3,4,5,6
  series)
• for PostScript printers (PS level 2)
• for all other models

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For example, HP family printers supported

• Device types are created by SAP for the entire HP
  LaserJet printer family on the basis of PCL5,
  PCL6 and PostScript.
• SAP provides development and test of SAP device
  types for HP printers to ensure the support of
  SAP standard printing functionality.
• Laserjet 1200, 2200, 3200, 4100, 4200, 4300,
  4550, 5000, 5100, 8000, 8150, 8550, 9000. 9055,
  9065
• Color Laserjet 4600, 5500, 9500
• Deskjet 5850, 6122, 6127

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What do I need to do to print locally?

• Answer
• Users who are connecting to SAP using the SAPgui
  can select their local or any other printer to
  which their workstation has access. The printers
  DO NOT need to be setup as a system printer in
  SAP.

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Conclusion
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Over the next couple of months, we recommend IT
Coordinators complete the following activities

• Perform desktop and printer inventory for current
  Financial HR users.
• Become familiar with UC Flex Financials and Human
  Resources
• Browse the UC Flex Web site www.uc.edu/ucflex
• Join the UC Flex Listserv via the UC Flex Web
  site to receive monthly newsletters and other
  related publications via e-mail.
• Attend the next IT Coordinator meeting when
  scheduled.
• Contact UCit Help Desk (ext. 6-HELP or email
  helpdesk_at_uc.edu) if you have UC Flex questions.

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Questions?
Visit www.uc.edu/ucflex