Financial
Asset Management
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Manager and Employee Self Service
at
Texas State University-San Marcos
©2003 Texas State, For Internal Purposes Only.
HERUG 2005
March 23, 2005
Financial
Asset Management
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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
©2003 Texas State, For Internal Purposes Only.
Financial
Asset Management
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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
©2003 Texas State, For Internal Purposes Only.
Financial
Asset Management
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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
©2003 Texas State, For Internal Purposes Only.
Financial
Asset Management
Scope Defined (continued)

Personnel Change Requests VIA Manager Self Service
 New Hire
 Leave Without Pay
 Rehire
 Leave With Pay
 Quick Hire
 Partial Paid Leave
 Quick Rehire
 Return From Leave
 Add Non Employee
 Separation
 Change In Pay
 End Additional Appointment
 Change in Position
 Work Schedule Update
 FTE Change
 Teaching Overload
 Additional Appointment
 Employee Transfer Outside
Dept.
 Reappointment
 Change Cost Distribution
©2003 Texas State, For Internal Purposes Only.
 Reappointment
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Financial
Asset Management
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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
©2003 Texas State, For Internal Purposes Only.
MSS Wave 1 Timeline
August
September
October
November
December
Migrate to RQ1/QA
Blueprint
Migrate to PROD
Portal
Build
Test 1
Wave 1
Scope
Finalized
Re-point prod portal
and set up prod
users
Test 2
Trg Prep
Training
Training
Portal
Available
QA Portal
Available
Prod Portal
Available
January
MSS Wave 2 Timeline
January
December
6
13
20
27
3
10
17
February
24
7
14
21
Scope/Timeline
finalized
Blueprint
Prototype ABAP
Build ABAP
Build WF
Testing
Delivery to training
Trg
Prep
Training
Financial
Asset Management
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
©2003 Texas State, For Internal Purposes Only.
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Financial
Asset Management
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Standard Portal and SAP Interaction
Single
Portal
LDAP
- User record
Sign-on
SAP
User
- User record
- Role assignments
Challenges
Dual maintenance of user record and
role assignments
-orPrograms need to be written to upload
users and roles
©2003 Texas State, For Internal Purposes Only.
SAP Org
Structure
- Role assignments
tied to positions
Financial
Asset Management
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Portal and SAP Interaction At Texas State
Role
Definition
Single
Portal
SAP
User
Sign-on
- User record
SAP Org
Structure
- Role assignments
tied to positions
Benefits
• Single user account- reduction in points of
failure
• No LDAP required
• R/3 Security Roles = Portal roles
©2003 Texas State, For Internal Purposes Only.
Financial
Asset Management
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
©2003 Texas State, For Internal Purposes Only.
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Financial
Asset Management
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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
©2003 Texas State, For Internal Purposes Only.
Financial
Asset Management
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
©2003 Texas State, For Internal Purposes Only.
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Financial
Asset Management
Live Demo
 Actions to be Demoed
 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
©2003 Texas State, For Internal Purposes Only.
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Financial
Asset Management
QUESTIONS?
©2003 Texas State, For Internal Purposes Only.
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