Financial Asset Management Slide 1 of 15

Manager and Employee Self Service

at
at
Texas
Texas State
State University-San
University-San Marcos
Marcos

HERUG
HERUG 2005
2005
©2003 Texas State, For Internal Purposes Only.
March 23, 2005
Financial Asset Management Slide 2 of 15

Background
 Future Administrative Systems (FAS) Project
 Initially Planned Go-Live in March/July ‘04
 Initial Scope - Finance, Proc, HR, Payroll, Budget Prep, ESS and CATS
 Did not have adequate time to:
 Implement RICE Items
 Take on New and Emerging Functionality
 Concurrent Employment
 PBC
 Grants Management
 EAPS 2.0
 Utilization of legacy ID’s and synching with the legacy central person
database
 Resolve our #1 Change Management Issue - Replacement of RBC

©2003 Texas State, For Internal Purposes Only.

Financial Asset Management Slide 3 of 15

Background (continued)
 RBC
 Information was pre-populated from legacy systems
 Signature Lines were programmatically determined
 Users could add additional signature lines
 Form was used for personnel changes and budget transfers
 After form was created then it was a manual process
 Form information was entered by back office personnel
 Challenge: replace what the end users perceived as a automated
process
 In December 2003, Project Sponsors decided to delay the
go-live dates by 6 months to Sept/Dec ‘04

©2003 Texas State, For Internal Purposes Only.

Financial Asset Management Slide 4 of 15

Scope Defined
 Employee Self Service (ESS)
 Change Most Personal Data
 View Remuneration Statements, Own Time Reports, Time Balances,
Benefit Selections and Costs
 Will Grow into other ESS Functions
 Cross Application Time-Sheets (CATS)
 Replace time entry process at Texas State
 Allow each Departmental Time Admin to choose between central vs
decentralized data entry
 Leave balances computed & updated automatically
 Approved by immediate supervisor or time administrator via Workflow
 Retro pay handled with time sheet corrections eliminated the need to
submit changes and handle with manual adjustments
 We Trained the Time Admin - Time Admin Trained their Staff

©2003 Texas State, For Internal Purposes Only.

Financial
Scope Defined (continued)
 Personnel Change Requests
 New Hire
 Rehire
 Quick Hire
 Quick Rehire
 Add Non Employee
 Change In Pay
 Change in Position
 FTE Change
 Additional Appointment
 Reappointment
 Change Cost Distribution
©2003 Texas State, For Internal Purposes Only.
Asset Management Slide 5 of 15
VIA Manager Self Service
 Leave Without Pay
 Leave With Pay
 Partial Paid Leave
 Return From Leave
 Separation
 End Additional Appointment
 Work Schedule Update
 Teaching Overload
 Employee Transfer Outside Dept.
 Reappointment
Financial Asset Management Slide 6 of 15

PCR’s via MSS Approach

 Wave One
 Replaced the RBC process, departments did not have to deal with a
paper process
 Parallel to RBC Process but much Friendlier
 Back office still is manually entering the data
 Wave Two
 Automates process with workflow
 Back office will review and submit data via form, eliminating dual entry
 Implemented Universal Workflow

©2003 Texas State, For Internal Purposes Only.

 MSS Wave 1 Timeline
August September October November December January
Migrate to RQ1/QA
Blueprint
Migrate to PROD
Build Portal
Test 1
Wave 1
Scope
Finalized
Re-point prod portal
and set up prod
users
Test 2

Trg Prep

Training

Training
Portal
Available

Prod Portal
QA Portal
Available
Available
 MSS Wave 2 Timeline
December January February
6 13 20 27 3 10 17 24 7 14 21

Scope/Timeline
Blueprint finalized

Prototype ABAP

Build ABAP

Build WF

Testing

Delivery to training
Trg
Prep

Training
Financial Asset Management Slide 9 of 15

Pre-Requisites to MSS
 Implement SAP Portal
 6.0 Portal SP2 (Windows Version)
 Challenges:
 R/3 user information does not automatically export to the portal
 A process must be developed to create user data on the portal
 Process needs to be in place for ESS/MSS go-live
 Integration process easily overlooked
 Difficult to find experienced Portal/MSS consultants available

 Security Issues with Portal Implementation

©2003 Texas State, For Internal Purposes Only.

Financial Asset Management Slide 10 of 15

Standard Portal and SAP Interaction

Single SAP
Portal SAP Org
LDAP User
Sign-on Structure

- User record
- User record - Role assignments
- Role assignments
tied to positions

Challenges
Dual maintenance of user record and
role assignments
-or-
Programs need to be written to upload
users and roles

©2003 Texas State, For Internal Purposes Only.

Financial Asset Management Slide 11 of 15

Portal and SAP Interaction At Texas State

Role Uplo
Definition a ded
v ia au
toma
ted t
ool
Single SAP
Portal SAP Org
Sign-on User Structure

- User record - Role assignments

tied to positions
Benefits
• Single user account- reduction in points of
failure
• No LDAP required
• R/3 Security Roles = Portal roles

©2003 Texas State, For Internal Purposes Only.

Financial Asset Management Slide 12 of 15

Special Issues at Texas State University

 Concurrent Employment
 ESS Issue with Dual Log-on’s
 Small Design Issue on ESS Layout
 Wrote Workaround made issue transparent
 Demo’d on January 6
 No Issue with PCR’s due to SAP Design
 Position Budget Control Triggers
 Automated Update to HR InfoTypes via BDC’s

©2003 Texas State, For Internal Purposes Only.

Financial Asset Management Slide 13 of 15

Unresolved Issues

 Spawned browser session does not call DSM terminator or

invoke ITS disconnection close parameter
 If user does not click ‘quit’, session becomes hung in R/3

 MSS Is Not Available via any Browser on MAC

 Experimenting with:
 Promised Upgrade from SAP
 Terminal Server

©2003 Texas State, For Internal Purposes Only.

Financial Asset Management Slide 14 of 15

Live Demo
 Caveats
 QA System
 We are Project Managers (limited knowledge)
 Log on to Texas State System as an
 Employee
 Supervisor/Admin
 Approver
 Budget Office
 Grants Office
 HR Office
 Faculty Records Office
 Career Services Office
©2003 Texas State, For Internal Purposes Only.
Financial Asset Management Slide 15 of 15

Live Demo
 Actions to be Demoed
 Time Entry for an Employee with Multiple Assignments
(Concurrent)
 New Employee
 Change of Cost Distribution
 Workflow Approval
 Time for one of the Assignments
 New Hire (Supervisor, Funding, HR)
 Cost Distribution (Supervisor, Funding, HR)
 Update using SAPGUI by HR

©2003 Texas State, For Internal Purposes Only.

Financial Asset Management Slide 16 of 15

QUESTIONS?

©2003 Texas State, For Internal Purposes Only.