Service Provider Super User Training

2 BRITE Finance Super User  Have fun and enjoy the opportunities we have to contribute to SBBC’s future success!  Please turn off or silence cell phones and pagers  Please do not read or send messages during class time  Respect those speaking and asking questions by keeping side discussions to a minimum  Please do not interrupt the person speaking  We will start, break, and end on time  All unanswered questions will be placed in the “Parking Lot” and answers will be distributed later Welcome and Ground Rules

3 BRITE Finance Super UserLogistics Before we get started...

4 BRITE Finance Super User Concepts Demonstrations Exercises BRITE Classroom Materials (Let Me) (Tell Me) (Show Me)

5 BRITE Finance Super User At the end of this course, you should be able to:  Enter and display Manual Allocation  Enter and display Direct Activity Allocation  Upload allocation spreadsheets  Display and drill down on CO documents  Display Activity Type Report Course Objectives

6 BRITE Finance Super User SAP Basic Navigation and Fundamentals: Getting Into SAP

7 BRITE Finance Super User BRITE What is BRITE?  Broward Innovative Tool for Education, will streamline Broward’s business systems  It provides staff with access and real-time data in the latest version of the SAP software.  BRITE brings one business system to Broward Schools.  BRITE is a project of the Enterprise Resource Planning Department, ERP.

8 BRITE Finance Super User Click this button to Access the BRITE Portal SAP BRITE Website  For end users, SAP will now be accessed through the web.  On Windows-based computers, you will access SAP in Internet Explorer.  There will be a button to access SAP on the ERP Department web page:

9 BRITE Finance Super User Logging Into the BRITE Portal User Login ID Entry format = P digits starting with the letter p Personnel Number If personnel number is less than 8 characters, then add leading zero(s) Password (first time users only) Entry format= JA MM = first 2 letters of birth month (JA) DD = 2-digit birth day (02) YYYY = 4-digit year of birth (1956)

10 BRITE Finance Super User Initial Password Selection You will click here to change your password

11 BRITE Finance Super User Portal Assistance Select “Get Support” to Request a New Password If you have trouble logging into the Portal, select “Get Support”.

12 BRITE Finance Super User BRITE Portal Screen  Single sign on access to systems you need to do your work, including SAP (that means one password!)  Tabs in the Portal screen will be customized based on the user’s role  All users will have access to the Home and Employee Self Service (ESS) tabs

13 BRITE Finance Super User SAP Access via the BRITE Portal You will select this tab

14 BRITE Finance Super User Icons to remember

15 BRITE Finance Super User Business Areas

16 BRITE Finance Super User Business Area & Hierarchy

17 BRITE Finance Super User Business Areas - Schools

18 BRITE Finance Super User CO Master Data

19 BRITE Finance Super User Cost Center Structure

20 BRITE Finance Super User Internal Order Structure

21 BRITE Finance Super User Activity Types Structure

22 BRITE Finance Super User Secondary Cost Element Structure

23 BRITE Finance Super User Secondary Cost Elements – Svc. Providers CEDescriptionDebitCredit Printing Services Telecommunications WO PD-Inst. Material PD-Audio Visual Print Graphics Cables, Ends, Splitters Inside Inst & Wiring >$ Outside Inst & Wiring >$ Inst & Wiring <$ Station Management Production over $ Production under $

24 BRITE Finance Super User Manual Allocations

25 BRITE Finance Super User KB15N – Enter Manual Allocations  Perform this procedure for either (a) Inter-Departmental Billing (one Sender to one Receiver).

26 BRITE Finance Super User KB16N – Display Manual Allocations  Perform this procedure when you want to view a Manual Cost allocation document that was posted in CO using the transaction KB15N.

27 BRITE Finance Super UserDemonstration Scenario: Enter Manual Allocation Transaction Code: KB15N Cost Element:Printing Service Amount:$35.00 (Business Cards #5) Sending CC:Printing Svcs. Fund:7910 Func Area: Rec Cost Center:Elementary School (write it down) Fund:1000 Functional Area: Exercise: Workstation 1: Elm CCtr________________ Doc #____________________ Workstation 2: Elm CCtr________________ Doc #____________________ Workstation 3: Elm CCtr________________ Doc #____________________ Workstation 4: Elm CCtr________________ Doc #____________________ Workstation _: Elm CCtr________________ Doc #____________________ Doc #______________

28 BRITE Finance Super User KB17N – Reverse Manual Allocations  Use this procedure to reverse a manual cost allocation (posted using transaction KB15N), for example, if that posting was done in error.

29 BRITE Finance Super UserDemonstration Scenario: Reverse a Manual Allocation Transaction Code: KB17N Document:From Previous Exercise Exercise: Reverse document number created in earlier exercise.

30 BRITE Finance Super User Direct Activity Allocations

31 BRITE Finance Super User KB21N – Enter Direct Activity Allocations  Perform this transaction to post costs to Receivers (other Cost Centers or WBS elements) broken down by activity types and their implied standard cost/rate.

32 BRITE Finance Super User KB23N – Display Direct Activity Allocations  Perform this procedure when you want to view a Direct Activity allocation document that was posted in CO using the transaction KB21N.

33 BRITE Finance Super UserDemonstration Scenario: Enter Direct Activity Allocation Transaction Code: KB21N Quantity:10 Sending CC:BECON Activity Type:BZ0005 Fund:1020 Func Area: Rec Cost Center:Elementary School (write it down) Fund:1000 Functional Area: Exercise: Workstation 1: BZ CCtr________________ Doc #____________________ Workstation 2: BZ CCtr________________ Doc #____________________ Workstation 3: BZ CCtr________________ Doc #____________________ Workstation 4: BZ CCtr________________ Doc #____________________ Workstation _: BZ000_ - CCtr________________ Doc #____________________ Doc #______________

34 BRITE Finance Super User KB24N – Reverse Direct Activity Allocations  Perform this procedure when you have erroneously posted an activity allocation using transaction code KB21N. This transaction will allow you to reverse that posting.

35 BRITE Finance Super UserDemonstration Scenario: Reverse Direct Activity Allocation Transaction Code: KB21N Document:From Previous Exercise Exercise: Reverse document number created in earlier exercise.

36 BRITE Finance Super User Activity Type Report

37 BRITE Finance Super User KSBT – AT Price Report  Generate this report to obtain a report on “activity prices” or “standard costs” pertaining to selected Cost Center(s) and “rate” activity types.

38 BRITE Finance Super User KSBT – AT Price Report

39 BRITE Finance Super UserDemonstration Scenario: Activity Type Price Report Transaction Code: KSBT Activity Types:BA0001 to BZ9999 Version:0 Fiscal Year:2008 Periods:1 to 12 Exercise: Execute the Activity Type Price Report

40 BRITE Finance Super User Activity Type Group

41 BRITE Finance Super User KLH3 – Display Activity Type Group  Perform this procedure when the individual Activity Types comprising a specific group(s) are to be analyzed.

42 BRITE Finance Super UserDemonstration Scenario: Display Activity Type Group Transaction Code: KLH3 Group:BECON Activity Type:BB0011 Allocation Cost elem:_________________ Exercise: Display Activity Type Group and Drill Down: BC0006 – Allocation Cost elem _________________ BA0017 – Allocation Cost elem _________________ BD0036 – Allocation Cost elem _________________

43 BRITE Finance Super User File Upload

44 BRITE Finance Super User ZCCC_Cost_Activity – Manual Allocation  Use this procedure to execute a Manual cost allocation or a Manual activity allocation using an Excel spreadsheet for upload.

45 BRITE Finance Super User ZCCC_Cost_Activity – Manual Allocation Error Handling Error Free Posted Doc

46 BRITE Finance Super UserDemonstration Scenario: File Upload Transaction Code: ZCCC_COST_ALLOCATION Description: Diana’s File Upload Exercise: 1)Upload the file in test mode 2)Correct file 3)Upload the file in test mode 4)Upload the file in production mode 5)Document #_______________

47 BRITE Finance Super User Cost Center Report

48 BRITE Finance Super User KSB1 Cost Centers: Actual Line Items  Perform this procedure when you wish to report on costs and revenues by cost center(s), a range of cost centers, or a cost center group together with cost element(s), a range of cost elements, or a cost element group.

49 BRITE Finance Super User KSB1 Cost Centers: Actual Line Items

50 BRITE Finance Super UserDemonstration Scenario: Cost Center Line Items Transaction Code: KSB1 Cost Center: 1 to Cost Element: (Printing Svcs.) Posting Date:11/1/07 to 11/30/07 Exercise: Execute report for the following cost elements: 1) ) )

51 BRITE Finance Super User Cost Center Line Items

52 BRITE Finance Super User S_ALR_ Cost Centers: Actual/…  Perform this procedure when you wish to view transactions on a single Cost Center, Cost Center Group, or a range of Cost Centers.

53 BRITE Finance Super UserDemonstration Scenario: Execute Cost Center Report Transaction Code: S_ALR_ Fiscal Year: 2008 Period:5 Version:0 Exercise: Execute report for the following cost centers: 1) ) )The cost centers you charged against in earlier exercises

54 BRITE Finance Super User Filing Guidelines

55 BRITE Finance Super UserGuidelines  These basic filing guidelines are being provided to all Service Providers, who as of December 3rd, 2007, will begin entering their orders directly into SAP. 1.Each order entered into SAP will generate a document number (multiple orders will also generate one document number if bundled for data entry) 2.The document number must be written on the applicable order(s) 3.Completed orders, along with document a number, must be filed numerically by document number in ascending order 4.Filing must be maintained separate by fiscal year 5.The Service Provider must maintain, at minimum, its files from the current and previous year on premises 6.For warehousing files and for guidelines on destruction of records, follow instructions as provided by Records Retention at

56 BRITE Finance Super UserWrap-Up/Q&A