Volume 2, Issue 12
December 2008
A MONTHLY PUBLICATION OF THE IT@JH - E NTERPRISE B USINESS S OLUTIONS TEAM
Editor’s Note: Implementing a new transaction for Johns Hopkins in SAP really is a major team activity as the following story describes. It involves people from differing specialties across the organization working together, developing, testing, and retesting until all elements work together perfectly. Only then can the transaction be moved into production.
The EBS Team received a request from Accounts Payable Shared Services to provide the capability of paying selected Johns Hopkins Health System (JHHS) vendors by same-day electronic wire transfer as opposed to next-day ACH
(Automated Clearing House) or a mailed check - a relatively unsafe method for overseas delivery where these vendors are usually located. Prior to this request,
JHHS Treasurer's Office had to manually process any requested wire transfers for
JHHS. Johns Hopkins University has had wire payment capabilities since go-live using J P Morgan.
This new implementation was to involve many areas and many people during the development process. Personnel from Accounts Payable Shared Services; JHHS
Treasurer‘s Office; the EBS team including IT, Finance, Supply Chain; and the staff of the Computer Room would all be involved. External to Johns Hopkins,
In this issue:
It Takes a Team
BW Internal Orders
BW JHED ID Change
Finance: Data Interaction
Electronic Vendors
ZSR: BW Security
Bonus Supplemental ISR
Expense Transfers
MyLearning
Meet the End-User
Helpful Resources
It‘s been two years since we went live with the SAP application at Johns Hopkins. In that time we have been called ―HopkinsOne‖, the official name for the implementation project, then an interim name of SAP Support Team as we transitioned from project to production. Now that we are firmly established as an Information Technology team, it made sense to create a name that better reflects what we do (provide solutions) rather than just provide support. With that in mind, our formal name is changed to ―IT @ Johns Hopkins – Enterprise Business Solutions‖ or simply ―Enterprise Business Solutions‖ or EBS. We will be changing over to the new name over the next few months as we update various areas of the application and documentation, so look for our new name to appear!
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SAP SUPPORT UPDATE Page 2 of 10
(Continued from page 1)
Bank of America (BOA) personnel and an overseas vendor were involved. Fortunately, Bank of America accepts standard SAP formatted files for the payment information, allowing our IT personnel to use mainly standard SAP coding.
The object of the initial test was to wire $1.00 directly from Johns Hopkins to BOA who would acknowledge same-day receipt of the funds. The new transaction
(F110) was set up and rigorously tested in both our development and quality clients. The testing included checking all of the internal SAP processes as well as coordinating a test with BOA. If there were problems, we would repeat the entire process until every aspect was successful. We tested, modified and retested at each client level until we were satisfied that all the elements were working faultlessly.
Once we completed this initial testing, we had to retest; but this time we had to include the full range of payment methods normally made in an F110 run.
This would include wires from JHU and checks for both JHU and JHHS. We were finally ready to move everything into production. In all the previous tests that we performed, we did not confirm that the vendor received the $1.00 payment as a cash transfer into their account. You cannot send a test transaction from Johns Hopkins through the BOA to a vendor‘s foreign bank account, and say ―This is not real money, this is just a test.‖ We needed to work with a real vendor where we could send an actual transaction through and pay the vendor.
Accounts Payable Shared Services identified a vendor that we could work with. In production, a
$1.00 invoice was created for this vendor and set up for the next day‘s F110 run. The next morning, the run was reviewed. The $1.00 invoice was there along with thousands of other invoices scheduled to be paid. The payment portion of the F110 run was initiated. After it completed, we verified the transfer from our end and everything looked good. We waited to hear from the BOA. Finally, BOA notified us that the transfer had taken place. Everything had finally fallen into place. The $1.00 transaction was successfully received by BOA, and successfully forwarded to the vendor. The very next day the F110 run processed a real Wire transfer that successfully moved funds from Johns Hopkins to a vendor in
British Columbia.
It was a long time coming, but in the end it was successful. This operation owes its success to the patience, hard work, and cooperation of the many talented people that were involved in this process from the initial planning until the final production run was successfully completed. We also appreciate the cooperation of BOA and the unnamed test vendor for their assistance and cooperation in this project.
NEW FOR READERS: Quick Links.
As a part of our on-going effort to serve our readers we are adding a ―Quick Links‖ feature to the newsletter.
Icons will be provided throughout the Newsletter to provide direct access to various resources, including Fast
Facts, the Help Desk, Newsletter Archives, and the SMART system for identifying roles. Clicking on the icon will take the reader directly to the resource.
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QUICK NOTE: At the beginning of each month the SAP Help Desk gets calls about error messages when a user is trying to resubmit an Online Payment from an earlier month. When resubmitting an Online Payment it is necessary to change the posting date to the current month. This does not affect the Invoice date.
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SAP SUPPORT UPDATE Page 3 of 10
Select any BW report that uses the internal order field. For example, the Actual Trend report located in the Finance > Controlling Folder.
1. Right Click on the ―Order‖ Field
2. Select properties
3.
4.
5.
Select the attribute ―Person Responsible‖
Select the attribute ―System Status"
Transfer the selection to the report
Previously, if you were assigned a new JHED ID, all of your BW bookmarks were lost. Now, the SAP
Help Desk can assist you in transitioning those bookmarks to your new ID.
Send an email to the SAP Help Desk at HopkinsOneSupport@jhmi.edu with the subject line ―BW
Bookmarks.‖ Include your old JHED ID in the message. The SAP Help Desk will email you a list of links to your existing BW bookmarks and instructions for transitioning those links to your new JHED
ID.
If you need additional assistance, call the SAP Help Desk at 410-735-4500 or email HopkinsOne-
Support@jhmi.edu. Always reference ―BW Bookmarks.‖
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SAP SUPPORT UPDATE Page 4 of 10
If you need to inactivate a Cost Center (CC), Non-Sponsored Internal Order (NSIO), or Fund, please complete the SAP
Support team WEB Request form with built-in approval workflow at the URL: http://www.jhu.edu/hopkinsone/Support/
FinanceMasterData.htm
The following preparation should be made prior to submitting your request for inactivation:
For Cost Objects (CO):
Check the activity and balance of your CO. Use BW reports such as Controlling ‘Actual Trend’ or Fund Management
‗ Current Year Activity’ to verify that the balance is zero.
If you are requesting the inactivation of a NSIO or a CC that has a balance (deficit or surplus), please zero out the
CO or contact AR Shared Services to assist you. Balances can be moved via a journal voucher by JHU or JHHS
General Accounting.
If you are requesting the inactivation of a CC, verify that it is not a responsible cost center for active internal orders.
You can use the web file Internal Order to Cost Center Crosswalk on the FI Master Data website for your research.
Verify that the CO is not on any open Purchase Orders or Shopping Carts. BW reports ‗ Purchase Orders per Cost
Object’ and ‘Shopping Carts per Cost Object’ can be used.
Verify that the CO does not have an active depreciating asset. You can use BW Report, ‘Asset Master’ and enter your CO(s) in the appropriate category.
Verify that the CO is not used and has not been used for the 6 months prior to the request for inactivation in HR/
PAYR Master Data by checking the BW report ‘Labor Distribution –Total Dollars by Occupation’ and bring in fiscal year/period, wage type, etc.
For Funds:
Check activity and balance of Fund(s). For all JHU fund types 19, 34, 35 and 36, seek inactivation approval from
JHU General Accounting ( Beth Fastner ). Use BW Report ‘Statement of Changes in Fund Balances’ to check Fund balances.
If the Fund is being derived for any active cost objects or other SAP Master Data, provide replacement fund information in your request.
The workflow and email notification process for inactivation requests is the same as described for creation and changes to FI Master Data (see October Newsletter) with one exception. For JHU inactivations, after Divisional Business Office approval, requests are reviewed and given final approval by the JHU Office of Financial Quality Control . Approved requests are processed by the SAP FI MD Support team twice a month based on a schedule determined by Payroll
Shared Services.
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SAP SUPPORT UPDATE Page 5 of 10
In the SAP shopping cart, requisitioners and buyers may enter vendor text under the Documents and Attachments tab for each shopping cart line item.
This text will be printed on all purchase orders that are faxed to the vendor. However, not all Johns
Hopkins vendors receive purchase orders via fax. High volume vendors, including Office Depot,
Dell, Fisher Scientific, and Johnson & Johnson receive ―electronic‖ purchase orders.
Electronic purchase orders are transmitted from Johns Hopkins and received into the vendor‘s order entry system completely electronically, without any human intervention. This results in lower product costs and quicker deliveries. However, because no human is reviewing these orders, the vendors are unable to process or read ―vendor text‖ that is entered on the SAP shopping cart or purchase order.
Before you enter an important note intended for a vendor on the Shopping Cart, you should make sure that the vendor does not receive electronic purchase orders. A complete listing of these vendors can be found at http://ssc.jhmi.edu/supplychain/evendors.html
.
If you must get a special message to a vendor that receives electronic purchase orders, please contact either Supply Chain Shared Services at 443-997-5600 or purchasing@jhu.edu
, or contact the vendor representative directly.
QUICK TIP: As of November 17, 2008, JHHS began ordering copier paper through Office
Depot as part of the ―Go Green‖ initiative that will also save significant dollars for departments. 35 % recycled copier paper will be available to order through Office Depot using the same ordering process as other Office Depot items. For more information go to:
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http://www.insidehopkinsmedicine.org/news/news_detail_page.cfm?id=7734
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SAP SUPPORT UPDATE Page 6 of 10
Currently, the ZSR allows requests for changes to users‘ BW security values and to the workflow rules that determine how items are routed to SAP Workflow approvers based on Cost Center and sometimes Internal Order. The ZSR transaction has recently been enhanced to allow another type of request.
The new action type allows requests for additional HR Org Units for users. Certain HR roles are secured by what is known as structural authorization. For these roles, the user is restricted to display or change, according to the role and transaction, only information for personnel / positions in the Org
Unit to which their position is assigned—the ―Home Org Unit,‖ and the personnel / positions in Org
Units that report up to their Home Org Unit. In many situations, a user will need access to the personnel / positions in other Org Units across the Johns Hopkins Enterprise. Currently, additional
Org Units are requested using the ISR or ISR Lite process. With the new ZSR action type, users will no longer use the old process.
When a new Org Unit is requested using the ZSR, the request is routed, via SAP workflow, to the
ZSR approver(s) based on the user‘s Home Cost Center. If the request is for access to an Org Unit outside the user‘s Business Area, the request will route to an additional approver responsible for the other Business Area. Requests that cross Departments within a Business Area will only require one approver at this time. We recognize the need and will continue to pursue enhancements to add more approvals. After all required approvals, the request automatically updates the HR security of the user in SAP.
The ZSR‘s new functionality is another step closer to the one-stop-shop approach for assigning SAP security and workflow.
ZSR Screenshot of the additional Org Units action type:
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SAP SUPPORT UPDATE Page 7 of 10
To improve the efficiency of one of the highest volume ISRs, the EBS Team together with representatives from across the Institution will roll out an enhanced Bonus / Supplemental Pay ISR form in the near future. Some of the improvements include:
The ability to enter multiple payments on one form.
A more intuitive layout so that it is easier to identify which fields need to be completed.
The ability for any JHU ISR Initiator to fill out a Bonus / Supplemental Pay ISR for any student employee from any Organizational Unit in the University.
The screen shot shows a small portion of the form to illustrate what it will look like. This form is still a prototype; there may be some changes before it goes live.
A FastFacts session on how to use this new form will be offered before the form goes live. Users responsible for initiating the Bonus / Supplemental Pay ISR should sign-up for this presentation.
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SAP SUPPORT UPDATE Page 8 of 10
Non-recurring Cost Allocations are used to redistribute expenses. In section IV of the Reconciliation Guide, chapter 10 developed by the University Controller‘s office in March 2008, a full description of how to re-distribute funds is provided. In that document it states:
“Non -Recurring Cost Allocation, Intra-Entity
The non-payroll cost transfer transaction (ZSGM_COST_TRANSFER) is used to process transfers in
SAP. Users may initiate four types of transfers using this transaction. Expense, revenue and equipment transfers all post to primary cost elements, while non-recurring cost allocations post to secondary cost elements . Non-recurring cost allocations may be used by: 1) service centers to post original charges for services such as copier, fax, telephone or van charges, or 2) to redistribute expenses to another cost object when, for example, one department purchases all lab supplies and then disburses the expenses to appropriate departmental cost objects.‖
Expense transfers are used to correct posting errors. Information on expense transfers can be found in the
Reconciliation Guide at Chapter 11 together with a guide as to how to identify expense transfers on BW reports. For an expense to be considered an expense only item, it must meet the following requirements where the expense:
Must have a G/L account, commitment item, or sponsored class that begins with a 6XXXXX.
Cannot be any type of salary wage, stipend or fringe benefit.
Cannot be any type of capital equipment.
Cannot be any type of internal service center charges.
Expense Transfer Screen showing Item Text in R/3
Expense transfers are used when expenses may be unallowable on that particular cost object or when expenses are deemed to be more appropriately charged to another cost object.
Questions related to Non-recurring Cost Allocations and Expense Transfers should be directed to Financial
Research Compliance at: Compliance@jhu.edu or 443-997-3806.
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SAP SUPPORT UPDATE Page 9 of 10
my
In the past, Johns Hopkins employees had to visit one website to complete their clinical compliance training, a different website to register for finance courses, and yet another for IT and SAP training.
As part of a coordinated effort, Johns Hopkins Medicine and the Johns Hopkins University have created a Learning Management System (LMS) that consolidates an employee‘s training needs and creates a combined learning history into one central location. All currently scheduled in-house SAP related training for Johns Hopkins University and Johns Hopkins Health System employees is now located on this one site. my Learning@johnshopkins is the one stop shop for all employees who want to take e-courses or register for traditional classroom training.
Employees can access my Learning@johnshopkins by visiting their organization‘s training site at:
Johns Hopkins University: http://training.jhu.edu
Johns Hopkins Medicine: http://www.hopkinsinteractive.org (clinical training)
Johns Hopkins Health System SAP: http://www.hopkinsmedicine.org/sap
From these sites users should follow instructions to log into the LMS to access the combined course catalogue, or current calendar to register for, or view the status of a class.
For more information about my Learning@johnshopkins, a Fast Fact recording and PowerPoint slideshow are available at: http://hopkinsfastfacts.org/rSessions.html
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SAP SUPPORT UPDATE Page 10 of 10
Dionne Taylor has been working as a Budget Analyst in the Clinical Pharmacology
Division of the Department of Medicine for over a year. As a Budget Analyst, Dionne uses SAP to process travel reimbursements, shopping cart entries and non-recurring and expense transfers.
Dionne contacted the EBS Team with a suggestion on how we can improve our services to the SAP user community, by offering more information on Non-recurring Cost
Allocations and Expense transfers. In response to the issues that she raised, we
contacted the training teams and developed the article on page 8.
I asked her some questions about her work
Dionne Taylor
Q: Why is it so important to train users on Non-recurring and Expense transfers?
Dionne: I think it is important to train users on Non-recurring and expense transfers because it is vital for reconciling accounts whether sponsored or non sponsored accounts as well as instances of an external or internal audit.
Q: Have you ever trained someone else to use an SAP transaction and what techniques did you find effective?
Dionne: Funny you asked that question, in a couple of SAP training classes I have attended; I lent a hand to the instructor. By participating and answering questions of beginner users, because in the SAP training classes you have a wide range of user levels, so I answered questions based on my experiences using SAP, hoping to encourage the beginning users. This is not to say by any means I am an "expert", at least not yet.
Fast facts: http://www.hopkinsfastfacts.org/
EBS Help Desk: http://www.jhu.edu/hopkinsone/Support/index.htm
Shared Services: http://ssc.jhmi.edu/
Controller‘s Office: http://www.controller.jhu.edu/index.html
Newsletter Archive: http://orchid.hosts.jhmi.edu/hopkinsone/News/archive.cfm
SAP Mapping Assistance Recommendation Tool (SMART): http://128.220.202.102/smart/default.aspx
For a question or to suggest or submit an article to SAP Support Update , email : sapnews@jhu.edu
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