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SAP Overview
Version 1.0
Course Objectives
Formalities
Restrooms
Break Rooms, Water Fountain Room Temperature, Comfort Level
Agenda
Objectives
Key Terms FCS and SAP Why?
Master Data
Records that remain in the database over an extended period of time and are shared across applications
SAP will be able to construct a foundation that will meet the future educational needs of an aggressively growing county.
Improved quality and access to information from all levels of the organization Improved reliability and stability of the systems supporting key areas of FCS operations
Data integrity data is entered once and used by all One system to learn and support Ability to report upon and analyze the organization as a whole, instead of one department at a time
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What is SAP?
SAP is the worlds largest ERP software company. SAP stands for Systems, Applications and Products for Data Processing. SAP has been implemented in more than 36,000 companies with more than 12 million users. SAP is the worlds third-largest independent software supplier. SAP provides companies with the ability to have a common corporate database for a comprehensive range of applications.
One database instead of databases for each department - that dont talk to each other!
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Phased Implementation
The A+ Project is being implemented in two main phases
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Phase 1 Scope
Financials
General Ledger/Chart of Accounts
Accounts Payable/Receivable
Fixed Assets Project Systems Accounting Grants Accounting
Funds Accounting
Cash Management Financial Reporting Budgeting
Pension Management
Pension Administration
Enterprise Controlling
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Technical
Master Data Cleanup and Conversion Interfaces to Internal / External Systems Custom Reporting External (pre-formatted) Forms
Plant Maintenance
Phase 2 Scope
Production Support of Phase I
Financials Logistics Human Capital Management Technical Environment PensionGold
Financials
Integration of SRM (Supplier Relationship Management)
Pension
Complete
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Technical
Master Data Cleanup and
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PensionGold
Comprehensive pension administration solution drawing on two decades of working with defined benefit retirement systems
Comprehensive active member tracking Powerful benefit engine Full-featured benefit payroll system
Highly configurable, minimizing the need for code changes to accommodate changes in business
Designed to easily accommodate future demands for new services and the new ways to deliver solutions
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Maintenance Supervisor can run a report on how many times the light bulb has blown in the last year PM Notifications
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Basic Requisition
Electronic Approval
Purchase Order
Requisitioner
Approval(s)
FCS Buyer
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Supplier
Delivery
Staff
Invoice
Accounts Payable
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Reporting in SAP
A report can be generated for any data entered into SAP
(FA) Fixed Assets
Current Data
(PM) Plant Maintenance
Standard Reports
SAP Database
Business Users
Standard Reports
HR/Payroll System
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Logistics Overview
We will be implementing four areas or modules in SAP including:
Purchasing
Plant Maintenance
Project Systems
Inventory Management
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Purchasing
SAP requisitions will be utilized by authorized users to purchase the following items for consumption (use) at FCS:
General Supplies Computer Products and Services Foodstuffs (School Nutrition) Maintenance Parts (Facilities Services) Text Books and Instructional Material (Core Curriculum) Services (facility, food processing, professional, construction, and other general services, as needed)
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Create/Maintain Requisitions
Verify Invoices
Approve Requisitions
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Purchase Requisitions
A purchase requisition is a request or instruction to the purchasing department to procure a certain quantity of a material, or a service, on or by a certain date Requisitions may be created by an individual who wishes to procure an item or service and are subjected to an approval procedure
The requisition approval is given, based on dollar limits and authority. Approval of the requisition at the appropriate level will allow further processing of the requisition
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Contract
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Goods Receipt
Goods receipts update the physical inventory and accounting information for the material received.
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Invoice Verification
SAP verifies that the price on the invoice matches the price on the purchase order, and the quantity invoiced matches the quantity received on the goods receipt. If the quantity or price differs, SAP will issue a warning message to FCS indicating the variance.
Vendor Invoice
Purchase Order
Process Payment
Once the invoice has been verified, payment is made to the vendor.
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Inventory Management
Inventory Management (IM) is the MM sub-module that allows for recording the receipt of goods into an inventory stock, the transfer of goods and materials from location to location, and the issuance of goods out of the system to various consumption or scrap categories.
As a component of Materials Management, IM is directly linked with Purchasing, and Invoice Verification. When a material is ordered from a vendor, Inventory Management allows the posting of the delivery as a goods receipt with reference to the purchase order. The other MM sub-module, Invoice Verification (IV) processes the vendors invoice upon its arrival. In IV, the quantities and values from the purchase order and the goods receipt document are checked to ensure that they match those in the invoice.
All Materials in this Presentation are Fulton County Schools Confidential
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Goods Receipt
Inventory Management
Invoice Verification
Goods Issue
Transfer Posting
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Plant Maintenance
The Plant Maintenance (PM) application will be used to capture maintenance work order history for all of the FCS and administrative buildings. PM will be utilized for maintenance request processing, preventive maintenance, and predictive maintenance, the materials and equipment refurbishment processing, and outside service work and contracts. In Phase 2, the application will also be used for leased equipment (portables), facilities rentals, easement requests, facilities scheduling, buildings and grounds alterations requests, facilities inspections by Environmental technicians, and utilities tracking.
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Notification Requests
All buildings, down to the floor level, have been coded in SAP
These are called Functional Locations
Select SAP users will be able to create a Maintenance Notification requesting work be done
The notification will include:
Where is the maintenance needed? What needs to be done? Who is requesting the maintenance?
FCS will use Project Systems to settle (transfer) Actual costs to Assets Under Construction (AUC) FCS will use Project Systems to settle (transfer) Actual costs to Fixed Assets at the end of a project life
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Project
Project Year End Closing
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Creation of goods receipts and invoice receipts that create actual expenses
Executing month-end and year-end settlement and project close settlement
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Finance Overview
We will be implementing eight finance-related areas or modules in SAP: General Ledger Assets Management
Accounts Payable
Controlling
Accounts Receivable
Funds Management
Grants Management
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General Ledger
The central task of General Ledger accounting is to provide a place to store accounting data, and a source to generate a comprehensive set of external and internal financial reports. Recording all business transactions for FCS in a fully-integrated SAP system with all of the other operational areas of FCS ensures that the accounting data is always complete and accurate. All business-related processes that include financial data are recorded in the General Ledger, directly from the source component. (Example: a receipt in reference to a Purchase Order)
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Accounts Payable
The Accounts Payable application component records and administers accounting data for all vendors. It is also an integral part of the purchasing system, since deliveries and invoices are managed in the SAP-AP (AP) module. The AP module is one integrated component in the FI/CO area and is highly linked to Logistics.
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Accounts Receivable
The Accounts Receivable application component records and administers the accounting data of all customers. All postings in accounts receivable are also recorded directly in the General Ledger. Different G/L accounts are updated, depending on the transaction involved. (Example: receivables) Examples of accounts receivable include:
Money is due from the sponsor for the grant, and FCS wants to account for this when it is due. (Example: set up a debtor and post to the grant) The customer banking information has changed Other revenue
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These will be set up to use electronic bank statements which will help with daily automatic reconciliation of the accounts. The Accounts Payable and Payroll will also be zero balance accounts, meaning that the balance in them at the end of the day will be transferred to the main account.
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Asset Management
Asset Accounting is a sub-module in the Financial Accounting (FI) system. In the SAP system, assets are linked to equipment, and in turn, to a location. The asset acquisition process is streamlined to utilize purchase requisitions and purchase orders from the Material Management/Purchasing modules. This enables budget check, accounts automation, and integration between purchasing and fixed assets sub-ledger from the start of the purchasing cycle.
Asset Exceptions
All purchases are streamlined to use a requisition or purchase order from the MM/Purchasing component, with exceptions such as:
Donated assets Reinstatement of assets found Setting up forfeited assets Purchase of land
These will be entered using an asset transaction which offsets the entries against a GL account.
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Controlling
Controlling is an independent component in the FI/CO SAP area. Financial Accounting is responsible for the external accounting, and Controlling is responsible for the internal accounting in an organization. Internal Cost Management provides FCS with information for management decision-making. It. This involves recording both the consumption facilitates coordination, monitoring and optimization of all processes in an organization of costs and the services provided by an organization.
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Funds Management
Funds Management is the repository of budgetary accounting. This accounting method focuses on controlling, tracking and reporting on the available, expendable, financial resources of an organization. Integrating the Materials Management and Funds Management components means that FCS can, for example, monitor and control procurement activities from the purchase requisition to the invoice. SAP Public Sector Funds Management solution guides users through the Creation and Controlling of budgets, and uses active availability control to monitor the appropriation of funds.
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Grants Management
SAP Grants Management will help FCS manage sponsored programs, such as grants, from pre-award administration to post-award management and reporting. FCS will maintain master data for the sponsors of an organization, which, in turn, relates its financial structure to the financial and administrative requirements of the sponsor.
Grants Management works in an integrated fashion with Logistics, Financials, and Human Resources.
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Personnel Admin.
- Hiring
Benefit Enrollment
Complete Timesheet
Leave Management
Time Evaluation
HCM Reporting
e-Recruitment
Personnel Development
Payroll
Position Budgeting and Control
HCM Structures
Organizational Structure
This structure represents the organizational objects of FCS. Each object is defined with attributes that are inherited by the person attached to the position.
Enterprise Structure
This structure represent administrative groupings used to assign employees to specific pay scales, work calendars, benefit plans
Personnel Structure
The structure is a description of the type of employment i.e. Full Time or Part Time, Retiree or Regular
Organizational Units
i.e. Parklane Elementary
Company Code
As defined in Finance. Each employee is assigned to the company code FCS.
Employee Group
Define the type of employee i.e. Regular, Temporary, Board Member
Positions
Positions represent the approved budgeted positions for each school year i.e. MAINT MECH 1-NONE (000)
Employee Sub-group
Further define each type of employee i.e. Regular-Salaried, Temporary-Hourly
Organizational Management
Organizational Structure is created based on the annual budget
Job Assigned
Position
Qualification(s) Assigned
Mary Smith
Person ID: 12345 Assigned: 100% 8/6/07 12/31/07
Infotypes
An Infotype is a term that only exists in SAP HR It consists of a screen of related fields within the employee master record These Infotypes capture information about the employee including:
Employee Address Personal Data i.e. Name, SSN, Date of birth Calendar assigned to employee Payroll Master Data i.e. Tax data Benefits Information
Personnel Actions
Personnel actions are another form of Infotype maintenance
Each personnel action is made up of a predetermined sequence of Infotype screens grouped into one action These actions are used in the human resources business processes such as:
hiring an employee terminating an employee changing an employees pay
Benefits
SAP will allow HR to administer the employees eligibility into benefits plans, process enrollment for new hire, open enrollment and life events Newly hired employees, who are benefits eligible, will automatically be defaulted into certain benefits plans Detailed employee enrollment confirmation will be generated from the system During Phase 2, employees will be able to enroll and manage their plans via employee self service (ESS).
Time Management
The SAP Cross Application Timesheet (CATS) will be the central repository for all time data. Time recording for Phase 1 will be done as follows:
Transportation: Paper timesheets will be keyed into the existing application and an interface will load the data into CATS School Based personnel: Absences will be entered into CASE and an interface will load the time data into CATS Substitute Teachers: Time worked by substitutes will be recorded in CASE and interfaced into CATS Non-school based personnel: Time will be reported on timesheets and entered into CATS by timekeepers
Payroll
The Payroll module utilizes data from Personnel Administration, Benefits and Time Management to calculate gross and net pay for employees
The Tax Reporter component generates all required state and federal tax forms, such as unemployment insurance reports and W-2s
The integration between Payroll and Accounting groups postingrelevant information from the payroll results, creates summarized documents, and performs the relevant postings in the Accounting components The Third Party Remittance controls when and how payments are made from payroll to third parties
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SAP Training
A robust training plan has been developed to ensure students will understand:
How to perform business transactions When to perform business transactions Why to perform business transactions
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The goals of the A+ Project FCS Policies and Procedures BPPs Transaction-based guides Role-specific courses
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Course Structure
Instructor-led classroom training
Power Points with BPPs Tell, Show, Do methodology Systems refreshed nightly Assessment included
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Will include:
Instructor PowerPoints FCS Policies and Procedures BPPs Online, but not printed Transaction demos and exercises
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Show Me (demo)
Instructor will demonstrate transactions -- HANDS OFF!!
Support Me
Trainers will be available to answer questions while students complete the exercises
All Materials in this Presentation are Fulton County Schools Confidential
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Practice Labs
Classroom training is a prerequisite Based on a Day in the Life of the end user role
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One-On-One Training
Functional teams will provide instruction to small audiences for end users, by functional role Course material will be created for future reference
Includes BPPs and PowerPoint presentations
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On-Going Support
Once we Go Live with SAP there will be on-going support to help you including:
All BPPs will be located online for easy reference SAP has SAP Help for general information on SAP transactions Help Desk Go Live support plan
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Master Data
Records that remain in the database over an extended period of time and are shared across applications
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