Transcript Document

Information Systems Services
SAP Finance & Purchasing
SuperUser Meeting
27 June 2007
Finance & Purchasing SuperUser Meeting
Welcome and Introductions:
Chair: Tim Hunnybun - ISS Training Service Leader
Mark Joyce – SAP Systems Manager
Os Finnie – General Manager, Finance
Tim Brannon – Head of Procurement
Debbie Adams – Service Leader SAP Financials
Trish Burnett – SAP Purchasing Business Analyst
Deborah Marcus –Corporate Systems Trainer (SAP)
Richard Lewis – SAP Purchasing Trainer
Finance & Purchasing SuperUser Meeting
Agenda:
Welcome and Introductions
Finance Projects: Delivered, current and future
SAP Systems Manager update
Purchasing Projects: Delivered, current and future
Purchasing Training Update
SAP Training Update
Open Discussion
AOB
Close
Finance & Purchasing SuperUser Meeting
Finance Projects
FPSSG
Os Finnie
Tim Brannon
Andrew Thompson
Bob Lavery
David Hambleton
Brian Clifford
Ian Ashton
Mark Lloyd
Phil MacDonald
Debbie Adams
Lisa Whipp
Finance Projects
Projects delivered 2006/07
• Scanning MM invoices
• Directly Allocated Cost report
• Online payments for online registration and Sport
Leeds
• Banner upgrade
Finance Projects
Projects delivered 2006/07
• Scanning MM invoices
• Directly Allocated Cost report
• Online payments for online registration and Sport
Leeds
• Banner upgrade
• 14 minor work requests
Finance Projects
Projects in progress
• SAP upgrade
Finance Projects
Projects agreed 2007/08
• Maximo migration to SAP
• Payment card industry data security standard
• Scholarship reporting
Finance Projects
Description
ITS staff planning
New general ledger
Automated document processing
(purchasing)
Ancillary Payroll Reporting
Costing
Student Accommodation Energy
Recharging
Employee Self service / Manager Self
Service
Internal Market
Library Management System to SAP
Interface
Management Information System
Payment Card Industry Compliance
Petty Cash Receipts- Input at Faculty
Level
Pricing
RCS Property Database
Scanning of Travel Expense Claims
Scholarship reporting
Purchasing single from end
Travel Expenses Management Module
(in SAP)
Web Payments (receipts)
2007/08
B2
A3
A2
Strategic Step
Strategic Step
Incremental
C2
A3
B2
Incremental
Strategic Step
Incremental
A3
Strategic Step
A2
A3
Strategic Step
Incremental
A2
A1
C2
Strategic Step
Mandatory
Incremental
A3
C3
D4
A1
C2
A2
Strategic Step
Incremental
Incremental
Strategic
Incremental
Incremental
A2
Incremental
2008/09
2009/10
2010/11
2011/12
Finance & Purchasing SuperUser Meeting
Information Systems Services
SAP Landscape Upgrade Update
SAP Landscape Upgrade
Project Scope
• ERP Like-for-like upgrade from 4.6c to 2005
• BW like-for-like upgrade to Netweaver 2004s
• Unicode conversion for both the SAP R/3 and BW systems (Unicode is a
new coding system for international character sets).
• Implement Xi/Pi to replace Business Connector ( this is the technology
for managing external data interfaces from and to SAP)
• SAP Gui upgrade to 7.10
SAP Landscape Upgrade
Benefits
• No more upgrades until 2012
• Avoid additional costs when current version goes out of support.
• Reduce support effort
• Integrated platform for Records Management, BW, CRM
• Enhanced functionality for future projects:
• Latest version of the SAP Portal for ESS/MSS - reduce SAP licensing
costs and improve system usability.
• Latest version of Plant Maintenance for Maximo project
• Enhancements to BW functionality.
• XI/PI – flexible tool for system interfaces
SAP Landscape Upgrade
Project Plan
2007
2008
May Jun Jul Aug Sep Oct Nov Dec Jan Feb
Development
System Testing
User Acceptance
Preparation
User Acceptance Testing
SAP Upgrade
Go-live Monday 22 Oct
SAP Landscape Upgrade
User Testing
• Preparation work started already
• Templates issued for production of Test Scripts
• User testing scheduled – August/September 2007
• Go-live checks Sat 20 & Sun 21 Oct
SAP Landscape Upgrade
User Testing - Representatives
Name
Tim Brannon
Department
Purchasing
Comments
Jason Flynn
Student Accounts
Clive Gray
Research
Clive Davies
Finance
Payroll
Jeffrey Knowles
Finance
Financial Accounting
Dionne Walker
Juliet Smith
Finance
Finance
Management Accounting
Tax and Systems
Gerard Aylward
SDDU
Jeanette Page
Finance
Accounts Payable
Clive Smith
Finance
Treasury
Ian Ashton
Caroline Langham
Finance
HR
Management Accounting
SAP Landscape Upgrade
Training
•
Like-for-like technical upgrade -> minimal requirements for re-training
•
Lecture theatre meetings for all users
•
Updates to system documentation
Information Systems Services
ISS Process Improvement Programme
ISS Process Improvements
Will improve control surrounding the project and development
workload undertaken within ISS.
Benefits:
• Better management of workload with clarity over requirements
• Customers have a realistic understanding of what ISS is
capable of delivering
• Partnership between ISS and its customers - ensures joint
ownership of project work
• ISS workload is aligned to the priorities of the University
• Each project will have a clear business case
ISS Process Improvements
Phase 1
• Governance – intended to provide projects with authority to deliver
• Work Request and Types – defining the different types of work
requests and how they are processed within ISS
• Project Management Methodology – the standard processes we
will use to control delivery of the projects
• Project Costing – providing budgeted and actual cost analyses
• Work Time Recording – a feedback loop to help ISS understand
what time is actually required for projects
ISS Process Improvements
Governance – Project Boards
• Set up by the Systems Steering Groups
• Information Pack being produced for all IS Project Boards
• Training will be available for project Board members (pilot July 07)
ISS Process Improvements
Work Request Process
• Will be launched for SAP in autumn 2007
• Will build on the current business prioritisation meetings
• Existing support processes will continue
• Will introduce a quota system for work requests:
• allows better forward-planning of work
• supports delegation of decision-making
• ISS Helpdesk System (HEAT) will replace spreadsheets to log and
monitor work requests
ISS Process Improvements
Finance & Purchasing Work Prioritisation Meetings
• Current Membership: Os Finnie, Tim Brannon, David Hambleton, Philip
MacDonald
• Review and prioritise requests
• Requests are “sized” by ISS (limited amount of ISS time available)
• If large scale, referred to Finance & Purchasing Systems Steering
Group
• Interim – work requests should be submitted to Debbie Adams
Finance & Purchasing SuperUser Meeting
Purchasing Projects
Purchasing
Delivered
• Functional changes to SWL, SIPR, Pcards
• VAT check on research grant expenditure
• Dedicated training client
• Purchasing KPI reports identified & scoped (currently in test)
Planned
• e.Invoicing
• Purchasing single front end
• Automated document processing (invoices)
• Internal Market
Finance & Purchasing SuperUser Meeting
Purchasing Training Update
•
Formal Training Procedure
•
TAP Training Style
adopted for formal SAP
Purchasing Training
• Introduction
• Exercises
• New comprehensive
handouts
• SAP Access Forms
Finance & Purchasing SuperUser Meeting
Finance & Purchasing SuperUser Meeting
SAP Training Update
Delivered
• TAP & IITT (Institute of IT Trainers) membership
• New VI (Visual Identity) for all Training Guides
• Workshops (Paid Leave)
• TRG client
• Revised Training Programme based on user Feedback
Finance & Purchasing SuperUser Meeting
SAP Training Update ctd
Future Plans
• Develop Finance Programme
• Training Needs Analysis
• Update Training Courses
• Training for SAP projects
• What do you want to see?
Finance & Purchasing SuperUser Meeting
Open Discussion…..over to you!!
Finance & Purchasing SuperUser Meeting