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

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)

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 consistency in 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

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