SAP Finance

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SAP Finance Purchasing SuperUser Meeting

• 27 June 2007

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Finance Purchasing SuperUser 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

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Finance Purchasing SuperUser 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

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Finance Purchasing SuperUser Meeting
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Finance Projects

• FPSSG
• Os Finnie
• Andrew Thompson
• David Hambleton
• Ian Ashton
• Phil MacDonald
• Lisa Whipp

• Tim Brannon
• Bob Lavery
• Brian Clifford
• Mark Lloyd
• Debbie Adams

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Finance Projects

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

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Finance Projects

• 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

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Finance Projects

• Projects in progress
• SAP upgrade

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Finance Projects

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

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Finance Projects
Description 2007/08 2008/09 2009/10 2010/11 2011/12
ITS staff planning B2 Strategic Step        
New general ledger A3 Strategic Step        
Automated document processing (purchasing) A2 Incremental        
Ancillary Payroll Reporting C2 Incremental          
Costing A3 Strategic Step      
Student Accommodation Energy Recharging B2 Incremental          
Employee Self service / Manager Self Service A3 Strategic Step          
Internal Market A2 Strategic Step        
Library Management System to SAP Interface A3 Incremental        
Management Information System A2 Strategic Step          
Payment Card Industry Compliance A1 Mandatory        
Petty Cash Receipts- Input at Faculty Level C2 Incremental        
Pricing A3 Strategic Step      
RCS Property Database C3 Incremental          
Scanning of Travel Expense Claims D4 Incremental        
Scholarship reporting A1 Strategic        
Purchasing single from end C2 Incremental      
Travel Expenses Management Module (in SAP) A2 Incremental        
Web Payments (receipts) A2 Incremental        
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Finance Purchasing SuperUser Meeting
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SAP Landscape Upgrade Update
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SAP Landscape Upgrade

• Project Scope
• ERP Like-for-like upgrade from 4.6c to 2005
• BW like-for-like upgrade to Netweaver 2004s
• 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

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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

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

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

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

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ISS Process Improvement Programme
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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

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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

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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)

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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

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ISS Process Improvements

• Finance Purchasing Work Prioritisation Meetings
• Current Membership Os Finnie, Tim Brannon, David
  Hambleton, Philip MacDonald
• 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

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Finance Purchasing SuperUser Meeting
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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
• Purchasing single front end
• Automated document processing (invoices)
• Internal Market

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Finance Purchasing SuperUser Meeting
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Purchasing Training Update

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

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Finance Purchasing SuperUser Meeting
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Finance Purchasing SuperUser 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

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Finance Purchasing SuperUser 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?

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Finance Purchasing SuperUser Meeting

• Open Discussion..over to you!!

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Finance Purchasing SuperUser Meeting