20120119 HCM_TR_02 Travel Request and Pre-Trip Approval

Department of Finance and AdministrationOffice of the Mississippi Management and Reporting System

Workshop Presentation – ESS Travel Request & MSS Pre Trip

Approval

January 19, 2012

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1. Workshop Ground Rules2. Workshop Guiding Principles3. Workshop Objectives4. Workshop Agenda in Detail5. Workshop Roles6. Workshop Content7. Workshop Wrap-up

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AGENDA

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• All participants should be familiar with the requirements and the topics to be covered;

• The workshop scribe is responsible for documenting the parking lot issues and follow up questions;

• The workshop facilitators are responsible for keeping the discussion centered on the topic being discussed. If an issue is determined that cannot be resolved during the workshop, the facilitator will note the issue for future resolution and enter it into the workshop output document; and

• Parking of discussion item if the required knowledge is not in the room.

Workshop Ground Rules

Workshop Objectives

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Demonstrate standard SAP functionality that will be utilized for the purpose of SAP Travel Management.

Gather the information needed for completion of the Business Blueprint documentation.

Develop an understanding of Integration points, as well as input from and output to other processes.

Utilize standard SAP functionality to design processes that address key issues, exploit areas of opportunity and embrace strategic intent.

Identify the impact associated with future processes (e.g. policy changes, change management, training initiatives etc.)

Workshop Guiding Principles

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Workshop Participant

– Demonstrate how requirements are met using Standard SAP functionality

– Utilize standard SAP functionality (80/20 rule)

– Avoid the “what won’t work” mindset

– Be attentive and open minded

– Explore questions and answers

– Encourage input from other participants

– Refrain from absolutes and mandates

– Focus on current issue being discussed

– Avoid “war stories”

– Manage cell phone, pagers & interruptions

– Keep the conversations to one at a time

Essential to dos:• Review Business Process Model• Update/Create process Flow

Diagrams• WS Output Documents• Identify RICEFW Objects• Document process

changes/implications• Solution Manager:

•Create Business Blueprint documents

• Identify Issues and Risks

Workshop Agenda

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Date

Topics

Deliverables

Team Travel Management

19 January 2012

Introduce SAP Travel Management Functionality System Demo – Travel Request Travel Request Functionality Travel Request Integration with Travel Expense Travel Request Workflow Integration with other Modules

Key Decisions: Prior to trip expenses Workflow Approval Process Per Diem Reimbursements

Blueprint Workshop - Roles

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SAP Facilitator Anri du Toit

Customer Facilitator Susan Perry

Scribe Leisa Wood

OCM Sheila Kearney

A successful workshop is the result of interaction and participation!

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SAP Travel Management Functionality• The Travel Management (FI-TV) component supports all processes in handling

business trips. Its comprehensive functionality is integrated with – Settlement– Taxation and – Payment processes.

• Travel Management enables you to – Request,– Plan and book trips,– Create expense reports and– Transfer expense results to other Business Function Areas.

• Travel Management Consists of the following subcomponents:– Travel Request,– Travel Planning and – Travel Expenses.

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SAP Travel Management Functionality

• The subcomponents can be used flexibly to suit the State of Mississippi’s needs:

• The Expense Report is the anchor component and can be used completely independently of the Travel Request and Travel Planning.

Travel Request Travel Planning Expense Report

1 X X X

2 X X

3 X X

4 X

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• SAP Travel Management links together all Phases of Travel Management – from – the initial request through– Planning and online booking to the – Submission and settlement of travel expenses

in one integrated process.

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SAP Travel Management Functionality• The following Master Data records are used by the SAP Travel Management

Module.

Travel Subcomponent Infotype Description

General 0000 Actions

0001 Organizational Assignment

0002 Person Related Data

0006 Addresses

0009 Bank Details

Travel Expenses 0017 Travel Privileges

ESS and Credit Card 0105 Communication (Subtypes 0001 and 0011)

Additional 0027 Cost Distribution

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• Travel Planning accesses the following Master Data:

• Note: Every employee who needs to make use of the Travel Management Module must have an IT0017 (Travel Privileges Record)

Travel Subcomponent Infotype Description

Travel Planning 0470 Travel Profile

0471 Flight Preferences

0472 Hotel Preferences

0473 Car Rental Preferences

0475 Customer Program

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HR Master Data• Every traveler who needs

to use the Travel Expense Module for Reimbursementneeds to have basic HR Master Data and an IT0017 - Travel PrivilegesRecord:

• The employee Cost Assignment is stored in IT0017 only if different from the Cost Assignment in IT0001.

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SAP Travel Management – Cost Assignment

• Important Concept: Employee Master Cost Center is stored in IT0001 –Organizational Assignment.

• If necessary it is possible to save an alternative Cost Center for Travel Specific Cost incurred in one of the following Infotypes:

• Important Concept: If no alternative Cost Assignment exists for the employee then the Cost Assignment from IT0001 – Organizational Assignment will default in the Travel Request.

Infotype Description

IT0027 (Subtype 02) Cost Distribution (Travel Expenses)

IT0017 Travel Privileges

IT0027 (Subtype 01) Cost Distribution (Wage/Salary)

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SAP Travel Management – Cost Assignment• Important Concept:

The Cost Assignment is determined as per the following flow diagram:

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System Demo

• Travel Management in the Portal - an overview• Traveler Enters Travel Request

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SAP Travel Request• Use

– The Travel Request in SAP Travel Management includes the system-aided handling of the request and approval process of business trips.

– Paper forms are replaced by an electronic request that can be sent from the SAP System to the respective superior for approval.

– The travel request covers the following entries:• Trip Date and Time• Trip destination and reason• Any other destinations during the trip• Required trip advances• Different Cost Center to the Master Cost Center – if required• Additional notes to the trip• Number of travel services required• Estimated total cost of the trip• Attachments (Supporting Documentation)

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SAP Travel Request

• Integration with Travel Planning and SAP Travel Expenses:

– Due to the integration with Travel Expenses the Travel Request data is forwarded directly to Travel Expenses.

– The corresponding object in Travel Expenses then automatically contains, for example,• The general data of the trip (such as date and reason)• Any stopovers or• Requested trip advances • The assignment of the costs to cost center other than the master cost center.

– In addition to travel requests, you can also use Travel Planning to determine available flights, hotels, car rentals and trains and for the online booking of these services.

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SAP Travel Request

• Possible follow on activities after creating the Travel Request could be changing the existing Travel Requests, travel plans or travel expense reports and creating the respective follow-on object:

- Travel Request -> Follow-on Object: Travel Plan- Travel Request -> Follow-on Object: Travel Expense Report (if planning is

unnecessary)

• This Roadmap explains the steps involved when creating a Travel Request:

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SAP Travel Request - General Data screen

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General Data entry screen – Estimated Costs

• When users specify estimated costs that are greater than zero in travel requests, the system creates a receipt for the estimated costs, which is forwarded as a commitment document to Funds Management.

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General Data entry screen – Advances

• A trip advance is a temporary reimbursement amount for expected travel expenses.

• The system reduces the reimbursement amount for the entire trip, that is calculated in Travel Expenses, by the trip advance amount.

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General Data entry screen – Cost Assignment

• The cost assignment specification for entire trip makes it possible for you to specify for a trip a percentage cost assignment that differs from the employee’s Master Cost Assignment.

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General Data entry screen – Travel Services

• The required Travel Services for the trip may be entered in the Travel Request.• If necessary the required Travel Services may be forwarded to a Travel Agency to

make the reservations.

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Review and send screen• The employee will have a

chance to review the information that was entered in the Travel Request before submitting the Travel Request for approval.

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Review the Request process up to nowImportant Concept:• The Travel Request has been captured in the System with the following Statuses:

• Note: The statuses of a Travel Request is important because it controls the process flow in Travel Management.

1. The Traveler has signed in to the ESS Portal2. The Traveler has accessed the Travel Management Component3. The Traveler has elected to create a Travel Request

– The Traveler has entered General Trip Data– The Traveler has Reviewed his Travel Request– The Traveler Sends the Travel Request for approval.

Approval Status Settlement Status

Request Recorded To be Settled

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What happens Next?

• Workflow Approval based off the Organizational Structure.

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SAP Travel Request Approval

• The Superior of the Traveler receives the Workflow Item in the Universal Worklist:

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• The Superior is able to see information about the Travel Request at a glance:

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• The Superior is able to display the PDF Report for the Travel Request:

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• The Superior Approves the Travel Request.

Important Concept:• The Travel Request has been approved in the System and now has the following

Statuses:


Request Approved To be Settled

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What Happens Next?

• The Travel Request must be settled in the system:• The settlement of Trips in the system may be done manually or automatically.

Important Concepts:• The Travel Request is settled in the System and now has the following Statuses:

• A Travel Request that has statuses “Request Approved” and “Settled” will be included in the Posting Run to Financial Accounting.


Request Approved Settled

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What Happens Next?

• The Travel Request is included in the Posting Run:• The creation of a Posting Run in the system may be done manually or

automatically.

Important Concept:• The Travel Request is included in the Posting Run and now has the following

Statuses:

• Note: The Travel Request has not been Posted to Financial Accounting – it was only included in the Posting Run.


Request Approved Transferred to FI

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What Happens Next?

• The Posting Run is Transferred to Financial Accounting:• The Posting of Posting Runs in the system may be done manually or

automatically.

Important Concepts:• The Travel Request was posted to Financial Accounting and now still has the

following Statuses:


Request Approved Transferred to FI

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What Happens Next?

• The employee is paid via Accounts Payable as per the predefined process for reimbursement.

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SAP Travel Request - Summary

• Process Flow:

– The trip data is recorded in the system by the employee.– The employee’s superior is responsible for Approving the Trip. The system uses the

Organizational Structure to determine the superior automatically.– The superior can approve the trip, send it back to the employee for correction or reject

it.– If the superior approves the trip, the employee who submitted the request is informed

of this approval in an automatically generated mail.– If corrections are necessary, the superior creates a message as a workflow attachment.

The employee receives a work item with this attachment. When this work item is performed, the transaction for changing the trip is started.

– If the travel request is rejected, the superior creates a message that is sent to the employee as a mail.

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SAP Travel Request Workflow

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System Demo

• The Manager Approves the Travel Request• The Travel Request is settled in the system• The Travel Request is included in the Posting Run• The Posting Run is transferred to Financial Accounting• Show Vendor Record

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Integration with other Modules

• The Integration of SAP Travel Request with Other Modules:

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Important Decision Points

• Important decisions when implementing SAP Travel Request

– Prior to Trip Expenses– Workflow Approval?

– One step SAP Standard approval process?– Multiple/alternative Workflow approval process?

Let’s verify that we are on the same page…Clarify any Strange JargonValidate Parking Lot ItemsRecord Key Decisions

Wrap-up

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+’sWhat worked well today?

∆’sWhat can we improve for future meetings and project activities?

Plus/Delta

Questions

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Thank you!

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MAGIC Project WORKSHOP MINUTES/ HCM_TR_02 – ESS Travel Request &

MSS Pre-Trip Approval January 19th, 2012

PROJECT IDENTIFICATION

Project Name CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other)

MAGIC Implementation

Customer Name Customer Number Planned Start/Finish

State of Mississippi 600260

SAP Customer Partner Project Sponsor Program Manager

SAP Project Director Customer Project Director Partner Project Manager

Bill Bevil Becky Thompson

GENERAL INFORMATION Workshop Title HCM_TR_02 – ESS Travel Request & MSS Pre Trip Approval Workshop Facilitators Anri du Toit, Susan Perry Process Owner Scribe Christian Thomas/Kelly O’Hey

ATTENDEES Name/Agency Angela Tyler DFA Milo Crabtree DFA/OPTFM David Allard MDA Pam Hinkle MDA J L Schynso SAP Reggie Welch DFA Carlton Luckey DFA/MMRS Alison Brown MDOT Beverly Hinson DFA/MMRS Sandra Peaches DFA/MMRS Lance Fulcher DFA/OPTFM Ross Campbell DFA/OPTFM Laurie Pierce DFA/OPTFM Sheila Kearney STA Leisa Wood SAP Aleisha Caldwell MDOT Loretta Sebren DFA Lynn Cummings DES Margaret Jordan DFA

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SUMMARY OF THE MEETING (SAP) REFERENCE DOCUMENTS

FOR DETAILS REFER TO THE FOLLOWING BUSINESS PROCESS DESIGN DOCUMENT

Gave introductions, presented workshop guiding principles, objectives, and agenda

Presented different business services that are enabled with these travel management functionalities: Travel Request, Travel Planning, Expense report

Stepped through the standard SAP travel management process chain Reviewed the concept of Infotypes and how they function within SAP; relating objects and attributing information and to system objects

Stepped through basic travel management relevant Infotypes: 0000 (actions),0001,0002,0006,0009 (Bank Details),0017 (Travel Privileges *Necessary for any piece of travel functionality),0105 (Communication),0027 (Cost Distribution) Travel Planning: 0470, 0471, 0472, 0473, 0475

Overviewed the IT0017 screen and discussed how it allows for travel privileges to be specified: Groupings, Trips, Travel Costs, Company Code Changes, Assignments

Reviewed the concept of cost assignment and how infotype 0001 integrates with an employee’s master data to default in relevant values. Additional and alternative cost travel assignment is assigned in IT0017 IT0027 subtypes 02 and 01 can be used to assign additional cost centers as well

Presented system demo:

- Logged into NetWeaver portal - Discussed upcoming interface changes to portal - Gave high-level explanation of what SAP Portal is; portal exposes

and groups relevant SAP services to specific users - Accessed travel and expenses menu/page and explained different

services that can be presented to an employee: My Trips, My Employees, Create Travel Request, Create Travel Plan, Create Expense Report, Express Expense Sheet, Route Planning, My Travel Profile, Unlock Personnel Number

- Change Travel Profile - different user specified information and preferences

- My Trips – Sorting functionality, trip filters, history of trips - My Employees –Available to those possessing travel assistant role.

Allows for changes to employee travel cost assignment and information change

Question: Is a travel assistant clerical or managerial regarding trip approval? Travel assistants are more clerical in nature, they generally

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SUMMARY OF THE MEETING (SAP) REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING BUSINESS PROCESS DESIGN DOCUMENT

do not approve trip requests. Stepped through creation of an example travel request, how to use the different UI elements to input trip information, and their functionality as they apply to SAP travel management

- Trip calendars - Advances - Estimated trip costs - Accounting Object: Cost Center, Order, Cost Object, WBS Element

Question: Would travel assistant be able to change cost distribution? Yes, they would be able to see and specify what the employee could see and specify at the time of the travel request.

Explained the demo Travel Request roadmap: [1]General Data -> [a]Travel Services -> [1]General Data -> [2]Review and Send-> [3]Completed

Stepped through a completed travel request pdf output and all the trip/employee information that could be displayed and kept as receipt or historical record *Accounting code/fund desired on travel request pdf form for employee *Can cost distribution be changed further down the approval chain? As-is: One generic trip number can be used for multiple trips/uses and multiple employees can share the same trip number. For some employees this method was used to provide a long-term, blanket authorization on employees with repetitive, consistent weekly travel. <- suggested travel templates to partially accommodate this process.

*Travel authorization request form is used statewide (standard) SAP Travel Request elements discussed Integration with travel planning and SAP travel expenses – data fed into travel expenses from trip requests, corresponding objects in travel expenses then automatically transferred

Discussed possible follow on activities after travel request creation Travel Request -> Follow-on Object: Travel Plan or Travel Expense Report

Stepped through different fields/UI elements, and functionality provided by the travel request General Data screen

Users can specify estimated costs that can then be calculated and forwarded as a commitment document (what an agency could expect to

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SUMMARY OF THE MEETING (SAP) REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING BUSINESS PROCESS DESIGN DOCUMENT

commit to pay) Manager Self Service (MSS) – John Macy Question on what is meant by MSS? John provided definition of MSS and explained identifying a manager is still being discussed at SoMS. Question on Who are Managers? A decision will need to be made on who will be designated as a manager.

System Demo of ESS/MSS Employee Services, Area Pages, Sub areas Different views: Map, Directory, Index

Demo MSS Navigation: Home work set and navigation through application Presented view of Travel work center.

Explained Universal Work List – Action items/working tasks. Explained items that appear in UWL. Explained group tasks and individual tasks in UWL.

KEY DECISIONS ANSWERED (SAP/DISTRIBUTE AS MINUTES) REFERENCE DOCUMENTS

FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT

Explained the concept of Advances – a temporary reimbursement amount for expected travel expenses

Discussed the Review Request process from the current state of the demoed travel request: Approval Status Settlement Status Request Recorded To be Settled

*statuses of a travel request are important because it controls the process flow in Travel Management Workflow then puts the travel request into a superior’s Universal Worklist

Displayed the information available to a manager from the “at a glance” function. PDF display is also possible.

Explained the settlement step in the life-cycle of the travel request after

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KEY DECISIONS ANSWERED (SAP/DISTRIBUTE AS MINUTES) REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT

approval Approval Status Settlement Status Request Approved Settled

Explained the posting run step in the life-cycle of the approved travel request Approval Status Settlement Status Request Approved Transferred to FI

Employee is then paid via Accounts Payable as per the predefined process for reimbursement

Will we have travel pay dates? (employee’s agency pays on a weekly basis on the same day of the week). When will reimbursement occur? Right now it should be accommodated by a manual posting run in accordance with your weekly schedules, but we need to further vet that process for future automation.

Stepped through example travel request workflows and process flow charts System Demo of the reimbursement process:

- Approved travel request from Manager’s perspective in MSS via the Universal Worklist

Demoed a travel request from the back-end perspective and how to create a posting run – run simulation, defined document type, create posting run Results can be viewed in Posting Run Management Vendor Record can then be viewed

Reviewed Travel Request integration with other modules in SAP Traveler – Workflow Approval – (Central or Accounting) Department – Accounting Department

Prior to trip expenses? Pre-trip Travel authorization Form – in state, out of state and international approval to travel Workflow Approvals per Agency: Office Director (Dept./Div.) Accounting Director – certifies funds are available Executive Director – per agency/personnel area International travel approval: Approved by DFA. 2 more approvals needed Purchasing office and budgeting office

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KEY DECISIONS ANSWERED (SAP/DISTRIBUTE AS MINUTES) REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT

MDA only one approval Office/Division Director Statewide Form - agencies use same form for travel authorization voucher pre trip International Division, Agency Director then DFA. Expense Reimbursement Approval: One level of approval look at org structure to determine MDA

1. Office Director verifies 2. Travel Coordinator approves for reimbursement 3. Central Department settle and post to FI

If employee charges to a different fund, the person overseeing fund does not have to approve. ID OCM IMPACT IDENTIFIED (STATE/DISTRIBUTE AS MINUTES) AREA IMPACTED OCM-01

As-is: One generic trip number can be used for multiple trips/uses and multiple employees can share the same trip number. For some employees this method was used to provide a long-term, blanket authorization on employees with repetitive, consistent weekly travel. <- suggested travel templates to partially accommodate this process. Weekly trip approvals will need to be made in the new system

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ID ACTION/PARKING LOT ITEM (SAP) OWNER DUE DATE 01 Need to vet approval workflow in SAP. State currently uses a three

step/approver approval process of travel requests. Standard SAP is generally a one step/level process.

02 Recording of in-state and out of state portions of a trip is desired on a per trip basis.

Anri Du Toit

03 Enforce Approver should not international travel some indication Anri Du Toit 04 Development Item: Budget and Cash check before expense is paid.

Checking for insufficient funds, cash and appropriation funds. Agency level check before item is paid and posted to FI. Has to check budget and cash.

Anri Du Toit

05 ID GAPS IDENTIFIED (SAP/DISTRIBUTE AS MINUTES) OWNER DUE DATE 01 Development Item: Budget and Cash check before expense is paid.

Checking for insufficient funds, cash and appropriation funds. Agency level check before item is paid and posted to FI. Has to check budget and cash.

02 03 04 05