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Slide 1 FastFacts Feature Presentation October 23 rd, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation October 23 rd, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation October 23 rd, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:

2 Slide 2 Todays Topic Well be taking a look at… SAP for Approvers – 5 Things Approvers Need to Know

3 Slide 3 Todays Presenter Sadhya Sabatino SAP IT Trainer, Johns Hopkins Health System

4 Slide 4 Session Segments Presentation Sadhya will address five things approvers in SAP need to know. During Sadhyas presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Sadhya will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –

6 Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7 Slide 7 Five Things Approvers Need to Know Approval 101

8 Slide 8 Agenda Today, well be taking a look at: Five things approvers in SAP need to know Resources

9 Slide 9 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 (Its 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

10 Slide 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 )

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

12 Slide 12 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:

13 Slide 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)

14 Slide 14 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) youll 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. ZSR Security and Workflow One Stop Shop Requester Role 4 4

15 Slide 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: >SAP User Guide, beginning page 21.

16 Slide Workflow Rules Transaction Approver is based onApprover Role Additional Approvers?Can it be forwarded? Automatic Approval? Online PaymentHome Cost Center of Initiator regardless of Cost Assignment/s charged Online Payment Approver No.YesNo Travel and Reimbursement 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. Travel Approver Can be specifically requested by departments: Optional Approver: if assigned, must also approve. YesNo Shopping CartECPO: Cost Center/s or Responsible Cost Center/s of IO/s Charged. Others, based on table: > Support > Supply Chain > Cost Assignment Charged: Shopping Cart Automated Approval Process Shopping Cart Approver Optional: by requisitioner in cart. Required based on cart type and dollar amount: > Support > Supply Chain > Cost Assignment Charged: Shopping Cart Automated Approval Process YesLVPO, 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 employees salary being allocated. Unit Cost Mnt. Approver Based on type, funding, may route to DBO, Controllers, SPSS… YesNo Nonpayroll Cost Transfer Home Cost Center of the initiator.Nonpayroll Cost Tfr. Approver Based on type, funding, may route to DBO, Controllers, SPSS… YesNo

17 Slide 17 Workflow Rules Continued Transaction Approver is based on:Approver Role Additional Approvers?Can it be forwarded? Automatic Approval? ISROrg 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 Approver 2 may be required based on ISR type and business entity requirements: > Human Resources > SAP- Help Job Aids > Viewing the Status of ISRs No ISR LiteISR Central, manually validating against existing roles and position, further validation if needed. HEALTH SYSTEM ONLY (not Bayview or Clinical Associates) N/ANoN/ANo ZSR: BW security and workflow 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, * for any Home Cost Center beginning with ). Health System approvers have been assigned to ISR Central staff. ZSR Approver (assigned to all ISR Approvers) NoYes: can be forwarded to any ZSR approver No

18 Slide 18 Resources JHHS Controllers Office for Financial Guidelines: JHU Controllers Office for Financial Guidelines: FastFacts: R/3 Tips and Tricks Parts I & II: For more information on step-by-step: Approver Online Training for Jan 07 Go-live: (Custom Help) > 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

19 Slide 19 Resources continued Workflow Workshop: or www.hopkinsmedicine.org/sap JHU Training: or http://training.jhu.edu Medicine Onsite Coaching: SAP Online Help (in the R/3 Inbox, click Help, SAP Library) : or www.hopkinsmedicine.org/sap ZSR (Security and Workflow Request) FastFacts: Hopkins SAP User Guide: > Support > User Guidewww.jhu.edu/hopkinsone Hopkins SAP Self Help: SAP Support Team Updates: SAP Support Team Update, October 2008: with Shopping Cart Approver Substitute:

20 Slide 20 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

21 Slide 21 Were 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. Well be answering questions in the order that we receive them. Well also be answering the questions that were ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants. Q&A

22 Slide 22 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 us at:

23 Slide 23 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… Thanks again!


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