SAPWHAT IS IT ANYWAY

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SAPWHAT IS IT ANYWAY?

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SAP
S A P

• ystems
• pplications
• roducts in Data Processing

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PRESENTATION OBJECTIVE

• Introduce project background and progress made to
  date with implementation
• Provide an overview of the scope of the project
  for Lock Haven University of Pennsylvania, both
  short and long term
• Introduce the benefits and challenges of the
  implementation
• Plant seeds for what this implementation means to
  you and your departments in terms of
• staffing
• distribution of work
• skills development, etc.

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LETTER FROM DR. WILLIS

• January 16, 2003
• Dear Colleague
• As one of the State System of Higher Education
  initiatives, the Board of Governors directed the
  procurement of a Shared Information System for
  the 14 System universities and the Dixon
  University Center. In April of 2001, the Board
  of Governors approved a contract with Unisys
  Corporation to develop and implement a Shared
  Information System using SAP (Systems
  Applications and Programs) software. The Shared
  Information System will have modules in the
  following functional areas Finance (accounting,
  budgeting and travel), Materials Management
  (procurement and storeroom), Human Resources
  (human resources management and payroll), and
  Campus Management (student information,
  registrar, financial aid, student accounts).
• The goal of the new Shared Information System
  is to standardize and centralize the
  administrative computer systems for the 14
  universities and the State System. This new
  system will give us more flexibility and
  reporting capabilities.
• The State System has established a new office
  called the State System of Higher Educations
  System Technology Consortium (SyTEC) to operate
  the central computer system and tailor the SAP
  software to meet the needs of the System and the
  universities. University personnel from the
  Finance, Purchasing, Contracting, and Human
  Resources offices have been meeting regularly
  with representatives of SyTEC and the other
  universities and have made significant progress
  in preparation for the transition to the new
  system.
• We ask for your patience as you interact with
  your colleagues in these offices directly
  involved with this project. They are being asked
  to continue meeting their current obligations
  while at the same time assisting with the
  implementation of this important new system.
• The implementation of the Shared Information
  System will necessarily require us to change some
  of our business processes. Many of you will be
  asked to learn new ways of doing your jobs and
  all of us will be expected to adapt our work
  processes to the new system.
• I appreciate all the hard work that has been
  put into the implementation of the Shared
  Information System to date. I request your
  cooperation and support in completing the
  implementation of this new system. Only through
  working together, can we fully realize the
  benefits of this new system.
• Sincerely,
• Craig Dean Willis
• President

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SAP BACKGROUND

• SAP software products are used in fields as
  diverse as manufacturing, communications,
  financial services, consumer goods and public
  service.
• In the public sector alone, more than 880
  government, educational, healthcare, and
  non-profit organizations are using SAP
  applications worldwide for reengineering their
  business information systems.

1999/2000
2001
2003
2002 - 2003
June 23, 2003

• Project Preparation
• Board of Governors Decision
• Creation of SyTEC (State System Technology
  Consortium)
• Requirements Definition
• Project Team Formation

• Business Blueprint
• Requirements Assessment
• As Is/To Be Workshops with Campuses
• System Design

• Realization
• Configuration
• Data Preparation
• System Testing
• User Acceptance Test

• Final Preparation
• Data Loading
• Training
• Communication
• Campus Workshops

HR/Payroll Go Live and Support

• Operations Support
• Enhancements and Improvements

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MORE SAP BACKGROUND

• SAP has designed and developed an integrated,
  enterprise-wide business software.
• "Integrated" - data that is keyed in once and
  then is automatically available for the next
  function or department that needs it.
• "Enterprise-wide" - all the departments and
  processes within the Pennsylvania State System of
  Higher Education are supported by the same system
  for business activities.

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TIMELINES

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Who will be impacted by SAP?

• Administrators/Managers/Supervisors
• Faculty Chairs
• Timekeepers (Support Staff)
• HR and Payroll staff
• Ultimately, all employees.

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HR System Improvements

• Organizational structure will be defined for the
  PA State System including each campus (Enterprise
  Structure)
• Ability to create and produce organizational
  charts for the PA State System including each
  campus via a standard SAP report
• History of Organizational Structure changes

Organization structure reporting relationships
critical with SAP
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HR System Improvements (Cont.)

• Consistent and accurate real-time reporting.
• Employee data shared with other modules to
  eliminate redundancy and data errors.
• Improved decision tables built into the software
  (i.e. leave rules by bargaining units).

Work schedules critical with SAP
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New Payroll Functionality
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Full Human Resources Functionality

• Personnel Administration
• Recruitment
• Training and Events Management
• Personnel Development
• Personnel Cost Planning
• Process Overview
• Improvements
• Reporting Capabilities

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Payroll-Basic Premises

• Decentralize time and leave reporting to the
  department level
• Advantages/Benefits
• Moves data entry closer to the point-of-source
• Moves time and leave management to the
  appropriate level of accountability
• System determines overtime eligibility, rates of
  pay and calculations
• Daily reporting of leave provides data for
  analysis and leave management
• Positions campus to better support a single
  payroll process

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Payroll-Basic Premises

• Decentralize time and leave reporting to the
  department level
• Issues
• Training an extended audience
• Managing staff to ensure entry is completed in a
  timely fashion
• Resistance to change

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Payroll-Basic Premises

• Combine staff and student payroll processing
• Issues
• Managing input
• Backup

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Other Basic Premises

• Decentralize benefits intake and input to
  benefits staff
• Advantages
• Moves data entry closer to the point-of-source
• Moves benefits management to the appropriate
  level of accountability
• Automates enrollment into plans and reduces
  paperwork and paper processing
• Speeds up enrollment and changes to benefit plans
• Availability of all employee and dependent data

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PAYROLL DEMONSTRATION

• Jean Nestlerode
• Payroll Supervisor

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Work Schedules are the Base of Payroll. They
Drive

• Number of Hours to Pay
• Overtime Calculations
• Shift Differential Calculations
• Holiday Entitlements
• Leave Accruals
• Seniority Accruals
• Retirement Accruals

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CATS..Cross Application Time Sheet -

• Automates calculations for leave OT
• Identifies collisions of time
• Automatic recalculation for late input
• Input can be done ahead of time
• No need to make copies
• Easy recordkeeping get rid of those old file
  cabinets!

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Based on the timekeeper code on Infotype 1, a
timekeeper would Have a list of his/her
employees to do input for.
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The employees work schedule will appear on the
first row.
The A/A (attendance/absence) column is where the
timekeeper identifies the typs of
attendance/absence associated with the hours
input.
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A drop down box provides the attendance/absence
codes. Please note that they match the current
HRS codes with a preceding 0. Additional
hours worked are entered with the 0100 Code.
No decisions need to be made by the timekeeper
as to what is paid at ½ time, time ½, double,
etc. Shift differential will automatically be
calcd paid based on the employees work
schedule no input will be necessary.
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From and To times must be entered for hours
worked and partial days of leave.
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As soon as the enter key is pressed, SAP will
return the total hours per day and per A/A code..
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Full days of paid/unpaid leave need only the
total daily hours entered.
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When a supervisor accesses the approval infotype,
a complete list of all employees with entries to
approve would appear here.
The supervisor can then click on the individual
employees personnel number to
Approve/disapprove the entire(s)..
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Prior to approval, the Exception status is
yellow. It will remain in the yellow status
until approved or disapproved.
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You can choose to approve only part of the time
by highlighting only those lines.
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You can approve all entries at one time by
selecting everything..
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After clicking on the check mark to approve,
the Exemption status changes to green.
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DECENTRALIZATION Innovative, not
world-shattering

• Departments have been collecting and submitting
  time attendance information, CATS just provides
  a new format.

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Long Term Goals

• Implement a limited web-based employee
  self-service system for inquiry into pay, leave,
  deduction and benefit data
• Advantages
• Improves customer service to employees and
  students
• Reduces number of visits by staff and students
  into payroll office for routine information
• First step of extensive use of the web for
  self-reporting and changing of employee time,
  benefits, and payroll transactions

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Long Term Goals (Cont.)

• Implement a limited web-based employee
  self-service system for inquiry into pay, leave,
  deduction and benefit data
• Issues
• Initial staff training
• Security
• Web access
• Labor Intensive

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Time Processes Reviewed

• Leave reporting (paid and unpaid)
• Time reporting
• Long term absences
• Short term absences
• Error corrections/adjustments
• Late reporting
• Disability leave/Work Related Disability Leave
  (WRDL)
• Work schedules
• Shift differential
• Supplemental payments (summer pay, overload)
• Higher classification
• Seniority recording and reporting

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Whats Next?

• Ongoing and timely updates of organizational,
  reporting structure and schedule changes to HRS.
• Creation of cross function campus team to address
  implementation and interface issues.
• Identification of campus roles and needed
  competencies.

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Whats Next? (Cont.)

• Time and Attendance Decentralization.
• Training.
• Data validation.
• More training.
• Communication
• More training and communication!

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Questions and Answers