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FastFacts Feature Presentation October 23

rd

, 2008

We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…

SAP for Approvers – 5 Things Approvers Need to Know

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Today’s Presenter

Sadhya Sabatino SAP IT Trainer, Johns Hopkins Health System

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Session Segments

Presentation Sadhya will address five things approvers in SAP need to know .

During Sadhya’s presentation, your phone will be muted.

Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Sadhya will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected]

You can also send us an instant message! GoogleTalk – [email protected]

AOL Instant Messenger – HopkinsFastFacts MSN – [email protected]

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Survey

Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Five Things Approvers Need to Know

Approval 101

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Agenda

Today, we’ll be taking a look at: Five things approvers in SAP need to know Resources

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Five Things Approvers Need to Know 1. Primary Tools of Your R/3 Inbox:

Using the R/3 Enterprise ‘SAP Easy Access Menu’ Forward Replace Toolbar

2. Shopping Cart Approver Inbox (It’s a portal role) 3. ZSR transaction

Review and request changes in existing workflow Can request workflow at I.O. level for travel

4. Creating and maintaining ‘substitutes’ (approver backup) 5. Workflow ‘rules’

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1. Primary Tools of Your R/3 Inbox

Use your R/3 Enterprise, SAP Easy Access Menu Inbox Forward Replace Toolbar: ‘mouseover’ for functions: Update Display View attachment (use viewer arrows for multiple pages) Distinct Process and Rules for each transaction type (See #5: Workflow Rules )

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2. Shopping Cart Approval

Shopping Cart Approval Separate Shopping Cart Inbox (on your initial portal page) You can view Shopping Cart line items

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Shopping Cart Approval Cont.

Shopping Cart Approval (continued) You can change date and/or quantity if needed, check, and save!

In Shopping Cart Approval, you can assign either Active or Passive substitutes.

Open Shopping Cart Approval, scroll to the far right, and click on the Substitute button, which brings up the Workflow Substitution box… This process is described step-by-step in the October 08 SAP Support Team Update: www.jhu.edu/hopkinsone/Support/documents/october2008.pdf

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3. ‘ZSR’ Security and Workflow One Stop Shop Requester Role

Select the transaction, or type ‘ZSR’ into the transaction code box Enter or search for the SAP User ID of the person you are seeking to view -- or request changes to – for workflow responsibilities (1) Select ‘Workflow Responsibility Assignments’ from the ‘Action’ drop-down menu. (You can do this to just view; will not create a transaction unless you “save” it on the next screen) (2) Create Request (3)

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‘ZSR’ Security and Workflow One Stop Shop Requester Role

On the following screen you can view existing workflow routing for that person under ‘Current Security values….’(1) This is also where you see the delete checkbox to request a specific workflow routing to cease. (2) To add, click the first row under ‘Add Security values,’ and click the search button. by selecting the first row in ‘Workflow,’ (3) you’ll see the transactions and types of values you can request for that person. (4) (Including Primary Travel by Internal Order) Only ‘Save’ if you want to request any of these changes.

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4. Approver Backup: Assigning and Managing ‘Substitutes’

Active Substitute: An approver you assign to receive and process your R/3 workflow items in their R/3 Inbox. Inbox items still appear in your Inbox, but will disappear as they are opened by the Active Substitute.

Passive Substitute: An approver you enable to access your inbox as needed to process your R/3 workflow items within your R/3 Inbox. ‘Maintain’ (manage) your substitutes by returning here to update their names, timeframes, substitution types. For instructions, see the ‘How to Designate Substitutes’ section in the SAP Users Guide, and the ‘SAP R/3 Active/Passive Approver Setup’ linked to from that document: www.jhu.edu/hopkinsone/support >SAP User Guide, beginning page 21.

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Transaction

5. Workflow ‘Rules’

Approver is based on Approver Role Additional Approvers?

Can it be forwarded?

No.

Yes Online Payment Travel and Reimbursement Shopping Cart Home Cost Center of Initiator regardless of Cost Assignment/s charged Cost Assignment charged: can be assigned to IO; if not yet assigned to IO, ‘rolls up’ to responsible Cost Center. If WBSE, Project Manager of WBS.

Online Payment Approver Travel Approver ECPO: Cost Center/s or Responsible Cost Center/s of IO/s Charged. Others, based on table: www.jhu.edu/hopkinsone > Support > Supply Chain > Cost Assignment Charged: ‘Shopping Cart Automated Approval Process’ Shopping Cart Approver Can be specifically requested by departments: Optional Approver: if assigned, must also approve.

Yes Optional: by requisitioner in cart. Required based on cart type and dollar amount: www.jhu.edu/hopkinsone > Support > Supply Chain > Cost Assignment Charged: ‘Shopping Cart Automated Approval Process’ Yes

Automatic Approval?

No No LVPO, IMPO, DRUG; JHHS ECPO less than $500; University Store and JHHS Hosted Catalog (internal ‘STO’ orders); also automatic if requisitioner is same as sole approver. eForm (Unit Cost Maintenance) Home Cost Center of employee’s salary being allocated. Nonpayroll Cost Transfer Home Cost Center of the initiator.

Unit Cost Mnt. Approver Nonpayroll Cost Tfr. Approver Based on type, funding, may route to DBO, Controllers, SPSS… Based on type, funding, may route to DBO, Controllers, SPSS… Yes Yes No No

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Transaction

Workflow ‘Rules’ Continued

Approver is based on: Approver Role Additional Approvers?

Can it be forwarded?

Automatic Approval?

ISR ISR Lite ZSR: BW security and workflow Org Unit of employee for whom ISR initiated. Initiator selects approver from pull-down list of approvers; only approver for that org unit can process. This transaction is University, plus Bayview and Clinical Associates. ISR Approver ISR Central, manually validating against existing roles and position, further validation if needed. HEALTH SYSTEM ONLY (not Bayview or Clinical Associates) N/A Home Cost Center of employee being changed. If no ZSR Approver assigned to specific Home Cost Center, SAP will look for a ZSR Approver designate for a Home Cost Center range which includes that Home Cost Center (for example, 17046100* for any Home Cost Center beginning with 17046100...). Health System approvers have been assigned to ISR Central staff.

ZSR Approver (assigned to all ISR Approvers) No Approver 2 may be required based on ISR type and business entity requirements: http://ssc.jhmi.edu > Human Resources > SAP Help Job Aids > ‘Viewing the Status of ISRs’ No No N/A Yes: can be forwarded to any ZSR approver No No No

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Resources

JHHS Controller’s Office for Financial Guidelines: http://finance.jhmi.edu/FinancePolicies/Policies.html

JHU Controller’s Office for Financial Guidelines: http://www.controller.jhu.edu/H1/index.html

FastFacts: R/3 Tips and Tricks Parts I & II: http://hopkinsfastfacts.org/rSessions.html

, http://connect.johnshopkins.edu/p14485207/ For more information on step-by-step: Approver Online Training for Jan 07 Go-live: (Custom Help) www.jhu.edu/hopkinsone > Training > “Custom Help” Personnel Administration > ISR Process > ZHPA_ISR Approving an ISR Expense Reimbursement Management > Travel Request and Advance Processing Procure to Pay > Shopping Cart and Requisition Maintenance > Approving/Rejecting a Shopping Cart Request

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Resources continued

Workflow Workshop: www.hopkinsmedicine.org/sap or 410-735-7065 JHU Training: http://training.jhu.edu

or 443-997-6453 Medicine Onsite Coaching: SAP Online Help (in the R/3 Inbox, click Help, SAP Library) : www.hopkinsmedicine.org/sap or 410-735-7065 ZSR (Security and Workflow Request) FastFacts: http://www.hopkinsfastfacts.org/ppt/FFmar11.ppt

http://hopkinsfastfacts.org/sessions/FF-031108/FF-031108.html

Hopkins SAP User Guide: www.jhu.edu/hopkinsone > Support > User Guide Hopkins SAP Self Help: http://orchid.hosts.jhmi.edu/hopkinsone/Help/ SAP Support Team Updates: http://orchid.hosts.jhmi.edu/hopkinsone/News/ SAP Support Team Update, October 2008: with Shopping Cart Approver Substitute: www.jhu.edu/hopkinsone/Support/documents/october2008.pdf

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Conclusion

We have now covered five things approvers in SAP need to know: 1. Primary Tools of Your R/3 Inbox: 2. Shopping Cart Approver Inbox 3. ZSR transaction 4. Creating and maintaining ‘substitutes’ (approver backup) 5. Workflow ‘rules’

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Q&A

We’re going to open the phone lines now!

There will be a sligh pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.

We’ll be answering questions in the order that we receive them.

We’ll also be answering the questions that were emailed to us during the presentation.

If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!

Thank you for participating!

We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?

Would you like to be a FastFacts presenter?

Please email us at: [email protected]

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Survey

Before we close, please take the time to complete a short survey.

Your feedback will help us as we plan future FastFacts sessions.

Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!