FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 1 of 15 Manager and Employee Self Service at Texas State University-San Marcos HERUG 2005 March 23, 2005 Manager and Employee Self Service at Texas State University-San Marcos HERUG 2005 March 23, 2005

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. 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

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. 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

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. 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

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 5 of 15 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 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

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. 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

MSS Wave 1 Timeline AugustSeptemberOctober Blueprint NovemberDecemberJanuary Build Trg Prep Training QA Portal Available Test 1 Migrate to RQ1/QA Prod Portal Available Migrate to PROD Portal Test 2 Re-point prod portal and set up prod users Wave 1 Scope Finalized Training Portal Available

MSS Wave 2 Timeline Blueprint December January Prototype ABAP Training February Build WF Build ABAP Testing Trg Prep Delivery to training Scope/Timeline finalized

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. 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

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 10 of 15 Standard Portal and SAP Interaction LDAP Portal SAP User SAP Org Structure - User record - Role assignments - Role assignments tied to positions - User record Challenges Dual maintenance of user record and role assignments -or- Programs need to be written to upload users and roles Single Sign-on

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 11 of 15 Portal and SAP Interaction At Texas State Portal SAP User SAP Org Structure - Role assignments tied to positions - User record Benefits Single user account- reduction in points of failure No LDAP required R/3 Security Roles = Portal roles Uploaded via automated tool Role Definition Single Sign-on

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. 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

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. 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

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. 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

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 15 of 15 Live Demo Actions to be Demo ed 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

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 16 of 15 QUESTIONS?