1. Pennsylvania Finance Transformation 1 Commonwealth of Pennsylvania Office of the Budget Version 1.1 06/03/2009 Overview of Changes in SAP (including Employee Self Service) Related to the Finance Transformation Project Prepared for Agency Help Desk Personnel

2. Pennsylvania Finance Transformation 2 Contents This overview document contains the following information  Summary of Changes in SAP related to Finance Transformation  Timeline for Implementation of Changes  Resources to address Questions from End Users  End User Support Plan - Where to Refer Users When You Can't Resolve the Issue  Top Likely Call Drivers Around "Go-Live" Dates  The Top Screens in SAP Used as part of Finance Transformation

3. Pennsylvania Finance Transformation 3 TomorrowToday Summary of Changes in SAP Related to Finance Transformation – Invoice Processing Agencies had to call the Comptroller to find out the status of an invoice Employees only use the SAP Portal for HR and Procurement activities Invoice Processing is currently a paper- based process & invoices are received at various locations Invoices will be scanned into SAP by the Dept of Revenue, and users will review the scanned images in SAP Users may log into SAP Portal or SAP Core to view a report that shows where an invoice is and how long it has been there Employees will use the SAP Portal to view invoice images, enter payment information, and attach documents Invoice routing takes place outside of SAP via movement of paper Invoices are routed electronically within SAP to agencies based on location codes The first Go-Live date for Invoice Processing changes was May 11 th. Some agencies will also experience changes July 6 th and August 31 st.

4. Pennsylvania Finance Transformation 4 TomorrowToday Summary of Changes for SAP-Posted Revenue Agencies print multiple copies of paper documents and send them in to the Comptroller. Agencies use SAP Transactions ZF_SAPTORIS and ZF_SAPTORISAM for Revenue Transactions. These two transactions will no longer be available. Instead two new transactions should be used: ZF_DEPOSIT and ZF_CANCEL. A new form, the Deposit Transit Slip, will replace previous paper documents. One copy of this document will be sent to Central Commonwealth Depository Facility at Brookwood for checks and money orders only. For deposits without checks or money orders, the Deposit Transit Slips are printed automatically by the Comptroller (the agency does not need to print and send paper). The Go-Live date for Revenue Changes is June 8th.

5. Pennsylvania Finance Transformation 5  ALL agencies experienced/will experience some changes on May 11 th.and June 6 th  Changes related to Purchase-Order-based invoices, which impact people with the role of Agency PO Line Item Reconciler, went into effect on May 11 th for ALL agencies  Changes related to how agencies process revenue payments will impact ALL agencies on June 6th  Changes related to Non-Purchase Order-based invoices, which impact people with the role of Invoice Processor (Receiver) or Invoice Verifier – and include the use of the Employee Self Service Portal – went into effect for Wave 1 agencies on May 11th  For the agencies listed as “Wave 2” or “Wave 3”, they will experience the Non-Purchase Order-based changes on May 11 th and then the rest of the changes on July 6 th or August 31 st  You can expect to see an increase in call volume around these times See the next page for a list of which agencies are in which ‘Wave’. Timeline for Implementation of Changes

6. Pennsylvania Finance Transformation 6 Wave 1 (May 11)Wave 2 (July 6)Wave 3 ( Aug 31) DGS DOR State Lt. Governor PHMC Civil Service PPTV Tax Equal. Ethics Govenor’s office PPTV Gaming Control Board Securities Insurance SERS Municipal Retirement Board PSERS Banking Exec. Offices DOC DMVA PUC State Police Fish & Boat Game PBPP MMB PEMA PII (Pennvest) Environ. Hearing Board DCNR Aging DPW DOH DEP Agriculture L & I PDE DCED Transportation Port of Pittsburgh Commission Attorney General (AG) Attorney General TBD Go-Live for PO-based Invoices went live on May 11 for ALL Agencies Non-PO Implementation Invoice Processing “Waves”

7. Pennsylvania Finance Transformation 7 ToolDescriptionHow to Access It Finance Transformation Error-Solution List MS Excel document that includes error codes, common user problems and resolution steps http://www.portal.state.pa.us/portal/server.pt?open=512&objID=3917&mode=2 Office of Comptroller Operations Procedure Manuals and Training Materials Word and Powerpoint Documents that include screen shots and step-by-step instructions for end users. Also includes soft copies of training materials used in classes. www.comptrolleroperations.state.pa.us Click on Policy and Procedures and/or Training and Workforce Development links on the left navigation bar End User Procedures Simulations and Work Instructions for how to complete transactions in SAP www.copacustomhelp.state.pa.us Most of the transactions that are changing can be found by clicking COPA Custom Help › COPA ERP 6.0 › Finance › Accounts Payable or Cash ManagementCOPA Custom HelpCOPA ERP 6.0Finance Accounts Payable or Cash Management Finance Transformation User Issue Form MS Word form that an end user can use fill out and send to: RA-SuperUserHelpReq@state.pa.us for an issue that does not seem appropriate for Remedy tracking. This email address will only be operational May 2009- September 2009. http://www.portal.state.pa.us/portal/server.pt?open=512&objID=3917&mode=2 List of ‘Super Users’ Each agency identified ‘Super Users’ who can help address “How Do I…?” questions. Around invoice processing transactions. You may refer callers to your agency’s super users. Provided via email to Help Desk staff. Resources to Address Questions from End Users

8. Pennsylvania Finance Transformation 8 If Related to Invoice Processing (May 11 th, July 6 th and August 31)  If an invoice processing user has an issue that you are not able to address, you can refer them to your agency’s Finance Transformation “Super Users”. Super Users are knowledgeable about the changes and may be able to help the user with “How Do I…?” questions.  Agency Super Users have been provided with a form that can be completed by end users and then forwarded to IES. All End Users may access this form from the IES Website: http://www.portal.state.pa.us/portal/server.pt?open=512&objID=3917&mode=2http://www.portal.state.pa.us/portal/server.pt?open=512&objID=3917&mode=2 Submit it to OB, Super_User_Help_Request (rA-SuperUserHelpReq@state.pa.us )per the instructions on the form.A-SuperUserHelpReq@state.pa.us If Related to Revenue (June 8 th implementation):  If a revenue user has an issue that you are not able to address, you can refer them to the OB, Revenue_User_Support Resource Account (ra-revusersupport@state.pa.us) or to one of the staff in the Office of Comptroller Operations listed below:ra-revusersupport@state.pa.us  Nevin Wevodau (425-6605) nwevadau@state.pa.usnwevadau@state.pa.us  Tammy C Miller (425-6607) tammymille@state.pa.ustammymille@state.pa.us  Dan Petruno (425-6614) dpetruno@state.pa.usdpetruno@state.pa.us End User Support Plan - Where to Refer Users When You Can't Resolve the Issue

9. Pennsylvania Finance Transformation 9 Top Call Drivers Around "Go-Live" Dates  Role Assignment Problems –New roles in SAP were created to use much of this functionality. Users may discover when they log in after a 'Go-Live' Date  Bulleted text Call DriverDescriptionHow to Resolve Missing transactionRevenue users may expect to see the transactions ZF_SAPTORIS and ZF_SAPTORISAM ; however, on June 8 th, those transactions will no longer be available. Refer them to training materials on Comptroller Website; they need to use ZF_DEPOSIT now. Role AssignmentsNew roles in SAP were created for this project. Users may indicate that they can’t ‘see’ or ‘do’ something in SAP that they need to. This is likely a role assignment problem. Refer them to your agency's HR staff to request a role assignment Unable to See Images To see scanned images in SAP, users need both a role assignment in SAP AND a special permission set up by OA- OIT. If the user reports that their only problem is seeing images, they likely need to complete the User Security Authorization n Form or their PC is missing Java or Adobe Acrobat. Refer them to your agency's HR staff to complete a USAR form Or Create ticket for Java or Adobe Acrobat install Receiving wrong work items Users will now receive electronic copies of invoices in Employee Self Service and SAP. If they are set up incorrectly in SAP workflow they could receive the wrong invoices. Create a Remedy ticket for the User with Category SAP- Finance/Accounting, Type Workflow.

10. Pennsylvania Finance Transformation 10  The following slides show the screens that End Users will typically be using when they encounter problems. Knowing which screen a user is on will help you refer to the appropriate error codes and resolution steps.  The Primary screens are:  Universal Work List - UWL (Portal/ESS)  SAP Inbox (SAP)  Dashboard (Portal/ESS)  Dashboard (SAP)  Invoice Form (Portal/ESS)  Invoice Form (SAP)  ZF_DEPOSIT (SAP) Primary Screens Used in SAP as part of Finance Transformation

11. Pennsylvania Finance Transformation 11 Universal Work List - UWL (Agency Invoice Processor/Receiver and Invoice Verifier) for Non-PO invoice Work items; May also be used by PO Line Item Reconciler for PO invoice Work items (less common)

12. Pennsylvania Finance Transformation 12 SAP Inbox (Agency PO Line item Reconciler) for PO invoice work items

13. Pennsylvania Finance Transformation 13 Portal Dashboard (Agency Invoice Processor/Receiver and Invoice Verifier) for Non-PO invoice work items; May also be used by Agency PO Line Item Reconciler for PO invoice Work items (less common)

14. Pennsylvania Finance Transformation 14 SAP Dashboard (Agency PO Line item Reconciler) for PO invoice work items

15. Pennsylvania Finance Transformation 15 Invoice Form (Agency Invoice Processor/Receiver and Invoice Verifier) for Non-PO invoice work items

16. Pennsylvania Finance Transformation 16 ZF_DEPOSIT (Agency Refund or Revenue Processor)