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Sibley and Howard County SAP Finance Master Data & Reporting Process Briefing and Demonstration.

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Presentation on theme: "Sibley and Howard County SAP Finance Master Data & Reporting Process Briefing and Demonstration."— Presentation transcript:

1 Sibley and Howard County SAP Finance Master Data & Reporting Process Briefing and Demonstration

2 Agenda February 8, 20142 Overview of the SAP system design –Johns Hopkins Financial Structure –Master Data Overview Business areas Funds Cost Centers Internal Orders Fixed Assets – WBS Elements Cost elements and G/L account overview Request Process –Schedule of Automated Updates –Commonly Used Financial Reports – BW and ECC

3 Johns Hopkins Financial Structure JHEN Business Area Fund Cost Center Cost Element (G/L Account) WBS Element Cost Element (G/L Account) Internal Order Commitment Item (G/L Account) February 8, 20143

4 Johns Hopkins Posting Req. in Each Module February 8, 20144 Funds Management (FM) Financial Accounting (FI) Business Area Grants Management (GM) Controlling (CO) GL Account Commitment Item Cost Element Fund Center Cost Center Funded Program Internal Order Sponsored Program Sponsored Class Grant Fund Project Systems (PS) Project Definition Work Breakdown Structure (WBSE)

5 Business Areas Business Areas are directly related to the affiliate. –Ex: Business Area 480 = Johns Hopkins Hospital Business Areas are three digits long JHHS Business Area range is 400-699 February 8, 20145

6 Funds Designates the source of funds 10 digits long –Ex: 1048000000 = JHH OPERATING FUND Can be used to track non-capital projects. February 8, 20146

7 Cost Centers Commonly represents a department 10 digits long Current numbering scheme: (BA) (FU) (CC Number) 480 001 0100 February 8, 20147

8 Internal Orders Used by grant and award programs 8 digits long Have a responsible Cost Center associated with them February 8, 20148

9 Fixed Assets – WBS Elements Work Breakdown Structure Element (WBSE) Cost assignment type for capital projects, designed to track both capital and expense portions of a capital project. (Note: Use a WBSE in lieu of a cost center.) Example of WBSE: C.450.12.0001.1 oFirst character of a WBSE will be any one of the following depending on the nature of the project (C in the above example): C: Construction E: Equipment I: IT J: Joint (when cost of project is shared or when one affiliate is performing the project work and another affiliate is paying for the project) February 8, 20149

10 Fixed Assets – WBS Elements (continued) o First character of a WBSE (continued): R: Renovation L: Landlord S: Safety & Regulatory oSecond 3 characters of a WBSE stand for the business area, 450 in above example. (500 for HCGH) oThird 2 characters of a WBSE stand for the fiscal year in which the project began, FY12 in above example oFourth set of 4 characters is automatically assigned by SAP, 0001 in above example oLast character is called a node, which can be set up as either capital or expense, for various charges on a project. A project can have one node or several depending on the complexity of your project. February 8, 201410

11 Cost Elements/ G/L Accounts Account Types: –GL Accounts (Revenue, Expense, Asset, Liability and Equity) –Cost Element (Revenue & Expense Accounts) –Secondary Cost Elements (Transfers/Purchase Service) Account numbers are 6 digits long February 8, 201411

12 Cost Elements/ G/L Accounts Continued Asset 1 Liability 2 Equity 3 Revenue 4 Net Asset Transfer 5 Expense 6 Conversion 7 Offset & Conversion 8 Secondary Cost Element 9 February 8, 201412

13 Master Data: Finance All Updates go thru JHHS Controllers Office (unless otherwise noted) Web forms are available online: SAP Support website > Finance Master Data Tool February 8, 201413

14 Master Data: Finance Continued New Cost Centers or Accounts will require a number selected by the user. JHU must approve any new GL Accounts New Cost Centers must be approved by the JHHS Budgeting or Accounting Director Questions about Master Data can be sent to February 8, 201414

15 Master Data: Finance Continued All Master Data needs to be approved. Allow roughly a week for processing. EBS transports master data into production on Thursday. EBS has to process all Master Data for JHU and JHHS. Hierarchy updates are processed as required. February 8, 201415

16 Master Data: Grant Process All award notices are forwarded to the JHHS Senior Grant Accountant Johns Hopkins Sponsored Shared Services creates unique internal order for each award Expenses are charged to internal order instead of cost center SAP system automatically records revenue equal to expense Grant accountants coordinate grant reporting with principal investigator All A-133 audit communication flows through controllers office grant accounting February 8, 201416

17 Master Data: Fixed Assets – WBS Elements When ready to spend on a project, contact the FASSC at by completing a project request form (which can be found on the FASSC website at The sender will then be notified within 48 hours that the project is ready. When the project is complete or in service, contact the FASSC. The costs in that project will then be moved from the construction in progress GL account (180501) to assets and depreciation will begin. Any questions, please contact the FASSC at or Karen Durning, Manager February 8, 201417

18 UpdateTime BCS (1) Overnight9:00 AM12:00 PM3:00 PM5:00 PM BW CO (2) Overnight10:00 AM1:00 PM4:00 PMN/A [zfgl-due-updates] ZFGL_DUE update completed successfully (3) Overnight9:00 AM12:00 PM3:00 PM5:00 PM Special LedgerOvernightN/A Payroll (PTO Liab)Overnight (4) N/A (1) BCS Successfully Updated (BCS CUBE SUCCESSFULLY UPDATED) (2) BW update of CO data has completed (3) [zfgl-due-updates] ZFGL_DUE update completed successfully (4) Updated early AM on Sunday weekly SAP Update Schedule

19 Business Warehouse Financial Reporting Monthly Comparison CO Line Item Detail Vendor Payment Report Salary Detail Report Labor Distribution – Total Dollars by Occ. Absence & Attendance Detail Employee Master Data by Date February 8, 201419

20 ECC Reporting T-Codes –FB03 – Financial Document Display –ME23N – Purchase Order Display February 8, 201420

21 Questions? February 8, 201421

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