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

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

Finance & Purchasing SuperUser Meeting

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 Description2007/082008/092009/102010/112011/12 ITS staff planningB2Strategic Step New general ledgerA3Strategic Step Automated document processing (purchasing) A2Incremental Ancillary Payroll ReportingC2Incremental CostingA3Strategic Step Student Accommodation Energy Recharging B2Incremental Employee Self service / Manager Self Service A3Strategic Step Internal MarketA2Strategic Step Library Management System to SAP Interface A3Incremental Management Information SystemA2Strategic Step Payment Card Industry ComplianceA1Mandatory Petty Cash Receipts- Input at Faculty Level C2Incremental PricingA3Strategic Step RCS Property DatabaseC3Incremental Scanning of Travel Expense ClaimsD4Incremental Scholarship reportingA1Strategic Purchasing single from endC2Incremental Travel Expenses Management Module (in SAP) A2Incremental Web Payments (receipts)A2Incremental

Finance & Purchasing SuperUser Meeting

Information Systems Services 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

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

SAP Landscape Upgrade Project Plan MayJunJulAugSepOctNovDecJanFeb Development System Testing User Acceptance Preparation User Acceptance Testing SAP Upgrade Go-live Monday 22 Oct

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

SAP Landscape Upgrade User Testing - Representatives NameDepartmentComments Tim BrannonPurchasing Jason FlynnStudent Accounts Clive GrayResearch Clive DaviesFinancePayroll Jeffrey KnowlesFinanceFinancial Accounting Dionne WalkerFinanceManagement Accounting Juliet SmithFinanceTax and Systems Gerard AylwardSDDU Jeanette PageFinanceAccounts Payable Clive SmithFinanceTreasury Ian AshtonFinanceManagement Accounting Caroline LanghamHR

SAP Landscape Upgrade Training Like-for-like technical upgrade -> minimal requirements for re-training Lecture theatre meetings for all users Updates to system documentation

Information Systems Services 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

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

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)

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

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

Finance & Purchasing SuperUser Meeting

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

Finance & Purchasing SuperUser Meeting

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

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

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?

Finance & Purchasing SuperUser Meeting Open Discussion…..over to you!!

Finance & Purchasing SuperUser Meeting