Information Systems Services SAP Finance & Purchasing SuperUser Meeting 27 June 2007

Information Systems Services

SAP Finance & Purchasing SuperUser Meeting

27 June 2007

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


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 Projects

FPSSG

Os Finnie

Andrew Thompson

David Hambleton

Ian Ashton

Phil MacDonald

Lisa Whipp

Tim Brannon

Bob Lavery

Brian Clifford

Mark Lloyd

Debbie Adams

Finance Projects

Projects delivered 2006/07

• Scanning MM invoices

• Directly Allocated Cost report

• Online payments for online registration and Sport Leeds

• Banner upgrade

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

Finance Projects

Projects in progress

• SAP upgrade

Finance Projects

Projects agreed 2007/08

• Maximo migration to SAP

• Payment card industry data security standard

• Scholarship reporting

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



SAP Landscape Upgrade Update

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


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


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


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


User Testing - Representatives

Name Department CommentsTim 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 AccountingCaroline Langham HR


Training

• Like-for-like technical upgrade -> minimal requirements for re-training

• Lecture theatre meetings for all users

• Updates to system documentation


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


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


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)


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


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


Purchasing Projects

PurchasingDelivered• 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


Purchasing Training Update

• Formal Training Procedure

• TAP Training Style adopted for formal SAP Purchasing Training

• Introduction

• Exercises

• New comprehensive handouts

• SAP Access Forms



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


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?


Open Discussion…..over to you!!


Documents

Information Systems Services SAP Finance & Purchasing SuperUser Meeting 27 June 2007