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

2. Agenda 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
March 27, 2017

3. Johns Hopkins Financial Structure
JHEN
Business Area
Fund
Cost Center
Cost Element (G/L Account)
Cost Element (G/L Account)
WBS Element
Internal Order
Commitment Item (G/L Account)
March 27, 2017

4. Johns Hopkins Posting Req. in Each Module
Financial Accounting
(FI)
Controlling
(CO)
Funds Management
(FM)
Grants Management
(GM)
Project
Systems
(PS)
Business Area
Cost Center
Fund Center
Sponsored Program
Project Definition
Internal Order
Funded Program
Commitment Item
Sponsored Class
GL Account
Cost Element
Work Breakdown Structure (WBSE)
Grant
Fund
Fund
Fund
March 27, 2017

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
March 27, 2017

6. Funds Designates the source of funds 10 digits long
Ex: = JHH OPERATING FUND
Can be used to track non-capital projects.
March 27, 2017

7. Cost Centers Commonly represents a department 10 digits long
Current numbering scheme:
(BA) (FU) (CC Number)
March 27, 2017

8. Internal Orders Used by grant and award programs 8 digits long
Have a responsible Cost Center associated with them
March 27, 2017

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
o First 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)
March 27, 2017

10. Fixed Assets – WBS Elements (continued)
o First character of a WBSE (continued): R: Renovation L: Landlord S: Safety & Regulatory o Second 3 characters of a WBSE stand for the business area , 450 in above example. (500 for HCGH) o Third 2 characters of a WBSE stand for the fiscal year in which the project began, FY12 in above example o Fourth set of 4 characters is automatically assigned by SAP, 0001 in above example o Last 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.
March 27, 2017

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
March 27, 2017

12. Cost Elements/ G/L Accounts Continued1
Asset 2
Liability 3
Equity 4
Revenue 5
Net Asset Transfer 6
Expense 7
Conversion 8
Offset & Conversion 9
Secondary Cost Element
March 27, 2017

13. Master Data: Finance
All Updates go thru JHHS Controller’s Office (unless otherwise noted)
Web forms are available online:
SAP Support website > Finance Master Data Tool
March 27, 2017

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
March 27, 2017

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.
March 27, 2017

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 controller’s office grant accounting
March 27, 2017

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
March 27, 2017

18. [zfgl-due-updates] ZFGL_DUE update completed successfully(3)
SAP Update Schedule
Update
Time
BCS (1)
Overnight
9:00 AM
12:00 PM
3:00 PM
5:00 PM
BW CO (2)
10:00 AM
1:00 PM
4:00 PM
N/A
[zfgl-due-updates] ZFGL_DUE update completed successfully(3)
Special Ledger
Payroll (PTO Liab)
Overnight(4)
(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

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
March 27, 2017

20. ECC Reporting T-Codes FB03 – Financial Document Display
ME23N – Purchase Order Display
March 27, 2017

21. Questions?
March 27, 2017