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Travel and Workflow Implementation In 4.5b With An
Upgrade to R/3 Enterprise
Denise McBride and Kim Wagester
Central Michigan University
Goals for Implementing
Decisions made after training/before the start of configuration
Workflow
Problems
Overview
Overview
Lessons Learned
Future Goals
Differences in R/3 Enterprise
Reduce Duplication of Effort
Reporting
Online Auditing Functions
Online Approval Process
Goals for Implementing
Decentralized Data Entry
Implement Workflow with Travel
Pay Through Payables, Tax Through Payroll
Roll Out To A Pilot Group Initially
All reimbursements via’ ACH
Decisions Made
Ins and Outs of the Travel Module
•Organizational Info that needs to be in place:
•Personnel Area
•Personnel Subarea
•Employee Group
•Employee Subgroup
•Payroll Area
Ins and Outs of the Travel Module
•Each employee must have at least the following infotypes before getting a reimbursement:
•Organizational Assignment (IT0001)
•Personal Data (IT0002)
•Travel Privileges (IT0017)
Travel Privileges (IT0017)
Communication (IT105)
This infotype must be set up to use workflow.
Vendor Accounting Information
The personnel number field must be populated if you are paying through payables.
PR04 – Weekly Report
PR05 – Travel Manager
PR05 – Meal Deductions
Reporting
Custom query managers can use to gather travel expense information by cost center, personnel number or trip number.
Reporting
This is a great budgeting tool for the departments and for the University.
This allows consistencyin reporting amongst departments.
Workflow
• At CMU we allow other employees such as support staff and/or secretaries to enter trips/reimbursements for the traveler. As a result, we configured workflow so that the traveler MUST verify the trip via’ the workflow inbox and forward it to his/her supervisor.
Workflow Inbox Overview
This was CMU’s first initiative using workflow in SAP.
Verify Reimbursement Voucher
We configured the system to allow 5 business days in the supervisor inbox and 10 business days in the travel department inbox.
Workflow Summary Form
We require the traveler to print this summary form and attach the supporting documentation. It is then mailed directly to the Travel Department.
Workflow ACH Notification
This is the only notification the traveler will receive when his/her reimbursement has been processed.
Locking Users Out of Payroll
Reimbursement of Advance Expense
Users Not Having a Sign-On ID
Training
Posting Errors When No Vendor Created
Problems
Lessons Learned
•We changed our week to begin on Saturday in the Weekly Report (PR04)
•WF Training would have been very helpful and quite possibly could have reduced configuration time.
•Buy in from upper managements makes implementation and roll out much smoother.
•Good documentation for training materials is a lifesaver! Users can ‘help themselves’ when they have questions.
Future Goals
•Integrate our WF Inbox with Outlook
•Itutor for training new users
•ESS – Every user nationwide can enter their own trips/reimbursements
•Travel Reimbursements via’ SAP Travel Module will be mandatory.
What’s New in R/3 Enterprise?
•The addition of the TRIP transaction
•Changes to the Weekly (PR04) and Receipt (PR05) forms
•The layout of workflow editor
Thank you for attending!Please remember to complete and return your evaluation form following this session.
Session Code: 2203