FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 1 of 31 Account Manager and Department Liaison Meeting October 26 and 28, 2004 Account Manager and Department Liaison Meeting October 26 and 28, 2004

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 2 of 31 AGENDA Communication New tools updates Benefits of the system Financial Module Master data Process updates Human Resources Module Rollout Process updates Training New step-by-step instructions Training updates

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 3 of 31 NEW TOOLS TO KEEP YOU INFORMED Coming Next Week: FAS e-news electronic bulletin FAS Help Line new automated system These are in addition to the: FAS website – FASTrack Newsletter

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 4 of 31 BENEFITS OF THE SAP SYSTEM Real-time access to information Enhanced ad-hoc reporting Electronic maintenance of organizational structure Electronic routing of documents for approval  Purchasing documents  Timesheets and Personnel action forms Easier access to richer employee information Enhanced Employee Self-Service Time Entry View benefit plans Update emergency contact information Enroll in campus training classes

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 5 of 31 MASTER DATA BUSINESS PROCESS Use the Cost Object Request form to request a new Cost Center, Internal Order or WBS element. If a new SAP FI element (e.g., Cost center, Internal Order, WBS Element) is added to the system, then a security form is required so end-users can approve or see information for that element If the account manager changes then a security form should be submitted to remove the old account manager and add the new account manager

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 6 of 31 MASTER DATA REQUIRED ON TRANSACTIONS The general rule is that the system requires Fund plus one of the following elements (Cost Center, Internal Order, WBS Element) The exception to the general rule is for Internal Orders If the Internal Order starts with a “5” then a Cost Center is required Internal Orders that start with “5” are for activities that are tracked but are not budgeted. For example, two divisions might pay for an annual conference out of their individual budgets and use an Internal Order to capture the total cost of conference DIVISION 1DIVISION 2 Cost Center Fund Internal Order

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 7 of 31 PERMANENT PURCHASING BUSINESS PROCESS Began October 18, 2004 Departments will use the following business process: Department personnel enter the requisition in SAP Account Manager (or the designated person) approve the requisition in SAP Purchasing Office reviews and approves the requisition, converts the requisition to a Purchase Order, and sends the Purchase Order to the vendor The Purchasing Office will not enter or approve requisitions for departments

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 8 of 31 PERMANENT PURCHASING BUSINESS PROCESS DOCUMENT PROCUREMENT NEED CREATE REQUISITION Requestor Department Requisitioner Account Manager or Designated Person CREATE PURCHASE ORDER APPROVE REQUISITION SAP ROLE APPROVE REQUISITION PRINT & SEND PURCHASE ORDER TO VENDOR Purchasing Office SAP ROLE

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 9 of 31 BUDGET CHANGE BUSINESS PROCESS Department personnel enter and “prepost” budget documents s from the initiator notify Account Managers of pending budget adjustments to accounts which they manage The Budget Office reviews and either rejects or posts the budget documents s from the Texas State SAP Workflow System will notify you of actual and pending budget adjustments to accounts which you manage

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 10 of 31 BUDGET CHANGE BUSINESS PROCESS REVIEW BUDGET Department Budget Coordinator/Approver PREPARE & PREPOST BUDGET CHANGE DISPLAY / REVIEW BUDGET Budget Office POST OR REJECT PARKED DOCUMENT SAP ROLE “PRE-POSTED MESSAGE” AUTOMATICALLY SENT TO ALL IMPACTED ACCOUNT MANAGER(S), UNLESS THE MANAGER CREATED THE DOCUMENT MESSAGE AUTOMATICALLY SENT TO ALL IMPACTED ACCOUNT MANAGERS AND THE INITIATOR OF THE DOCUMENT

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 11 of 31 CASH RECEIPTING BUSINESS PROCESS The Cash Receipting Process remains the same Step 1: Department receives cash Step 2: Department takes the cash to the Cashier’s Office A Cash Receipts form is required Requires SAP elements (Cost Center, Internal Order, WBS Element, & Fund) info Form can be found on the FAS website on the Forms page

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 12 of 31 CASH RECEIPTING BUSINESS PROCESS COMPLETE DEPOSIT FORM ENTER DEPOSIT IN SARS Department Cash Receipting Office Interface Manager POST DEPOSIT FILE SAP ROLE CREATE SAP DEPOSIT FILE Accounting Office SAP ROLE

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 13 of 31 TRAVEL PROCESS FY2005 The Travel Process remains the same Step 1: Request travel using the travel application Step 2: Request a travel advance as needed (foreign and student travel only) Step 3: Submit travel reimbursement request

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 14 of 31 TRAVEL PROCESS FY2005 Travel Application and Advance Request Form Located on the updated travel website Requires SAP FI elements (Cost Center, Internal Order, WBS Element, & Fund) info Requires an estimated travel amount for each cost distribution Allows travelers to split travel cost across multiple distribution lines Remembers the last five trips so that end-users can reference/copy prior trips to save data entry time. Travel Reimbursement Request Form Located on the on the FAS website on the Forms page Requires SAP FI elements (Cost Center, Internal Order, WBS Element, & Fund) info

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 15 of 31 NEW STANDARD REPORTS ZFM_BUD_ACTDepartment Budget Actual Report S_P99_ Earmarked Funds Journal FMRP_RW_BUDGETBudget Overview Report ZGM_GRANT_SUMMARYGrant Summary Report (G210) ZGMBDGTOVIEWGrant Budget Overview New Texas State Reports: Additional standard reports are in development

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 16 of 31 REQUESTING REPORTS Departments may request custom reports Report Request Form located on FAS website on the Forms page Most popular report request is for the Detailed Transaction Report By Organizational Unit

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 17 of 31 NEW REPORTS/FEATURES - DRILLDOWN Drill down is available on the Department Budget Report Method 1 - Double Click On One Of These Amounts Do Not Click On Highlighted Lines Two Methods to Drill Down For Information Method 2 Step A – Single Click on an Amount Method 2 Step B - Click The Choose Button

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 18 of 31 SAP HR PROCESS CHANGES HR Go-Live – December 1, 2004 Implementation schedule for the university-wide change in payroll system had to be coordinated to ensure the University remains in compliance with federally mandated tax reporting requirements and deadlines Hourly pay dates change from the 15th and 1st to the 15th and 31st starting with January 2005 paychecks One level of approval on all time entry Department Heads and Time Administrators have access to summary information via reports Only positions designated as Supervisors within SAP have access to information for their employees and positions Inter-departmental event work paid out at time-and-a-half

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 19 of 31 SAP HR PROCESS CHANGES Continued FLSA Overtime Balance Leave Balances (i.e. Vacation, Sick, etc.) converted from legacy to the HR SAP system on December 8, 2004 SAP automatically generates payments for all FLSA hours over 100. Hours will be paid out of departmental budget For payment for FLSA hours balances less than 100 hours contact the HR Department

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 20 of 31 SAP HR PROCESS CHANGES Continued Suspension of Hiring Activities November 17 – 30, 2004 New hires or other personnel actions (such as pay adjustments) are discouraged Departments that must hire during this time period are requested to have paperwork, including I-9 documentation, processed in advance, and submitted by November 17, 2004 Hiring departments should inform new employees the earliest they will receive their first paycheck will be January 3, 2005

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 21 of 31 SECURITY ACCESS FOR THE HR MODULE SAP ESS access will be granted to all employees December 1, 2004 by SAP Security Current SAP users will use their existing passwords SAP Security will issue passwords to new users Employees access ESS by using their: User Name (Example: John Smith – JS99) SAP ESS Password (provided by SAP Security to new users )

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 22 of 31 HUMAN RESOURCES ROLLOUT HR Relationships Survey Due October 15, 2004 Any organizational changes must be communicated to the Human Resources Department Determination of Department Time Entry Process Departments need to decide how they are going to do time entry

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 23 of 31 EMPLOYEE SELF SERVICE TIME ENTRY FLOW Approver approves or rejects time Time Evaluation runs Time Administrator receives report of errors and follows up with employees Employee inputs/corrects time

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 24 of 31 TIME ADMINISTRATOR (CAT2) TIME ENTRY FLOW Time Evaluation runs Time Administrator receives error logs Time Administrator corrects errors Time Administrator inputs all time

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 25 of 31 NEW STEP-BY-STEP INSTRUCTIONS Step-by-step instructions now on the FAS website Create Purchase Requisition – Web (ME51N) Collective Release Approval of Purchase Requisitions by Account Manager (ZME55) Display Vendor Number (ZMK03) Display RFQ - Web (ME43) Create Request for Quotation - Web (ME41) Display RFQ per Collective Number- Web (ME4S) Change Request for Quotation - Web (ME42) SAP Labs have hard copies of these new step-by-step instructions

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 26 of 31 TRAINING UPDATES HR Time Administrator 101 training Began October 4, 2004 Now completed HR Time Administrator 102 training Began October 25, 2004 Will end November 5, 2004 Training aids provided to help the Time Administrators train their employees (staff, faculty and students) Additional training support opportunities  Training team will provide training materials and assist with room arrangements for departments wanting to offer a class  Training team needs 5 days’ notice

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 27 of 31 TRAINING UPDATES Continued HR Management Target audience: All Department Heads, RBC coordinators, or Administrative Support Personnel Department Heads may choose to come alone, bring their Admins with them, or send the Admin alone Once one person for the department is trained, all will receive the SAP role and access HR Time Approvers How to review and approve time entered by employee Supervisors will be added to the Training Database for the HR Time Approvers notification Class is optional but recommended. Training aids will be available from area Time Admin for self-study or 1-on-1 tutorial HR Reporting Class

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 28 of 31 END-USER SUPPORT PROCESS Step 1: Self Service Check online for help and training documentation at: Step 2: Local Help Ask your CDSP for assistance. The CDSP list is provided at: Attend a SAP Lab Step 3: Contact SAP Help Line: Tel: 245-4SAP (5-4727) or

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 29 of 31 SAP LAB INFORMATION SAP Lab schedule on the FAS website SAP Labs held through the end of the year Assistance for purchasing transactions Assistance for HR transactions will begin in December 2004 Direct budget questions to the Budget Office As of October 18, 2004 support for budget transactions provided by the Budget Office

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 30 of 31 WHAT’S NEXT Departmental decisions on time entry need to be made Will your employees enter their own time and leave? Will the Time Admins be responsible for entering all the time cards? HR Relationships Survey Return to HR ASAP, if you have not already done so Supervisors will be added to the Training Database for the HR Time Approvers class notification Attendance at the class is optional but recommended SAP ESS access will be granted to all employees December 1, 2004 by SAP Security Review list of dates (attached to your handout)

FinancialAsset Management ©2003 Texas State, For Internal Purposes Only. Slide 31 of 31 QUESTION AND ANSWER SESSION