ncas fiscal officers workshop - north carolina · slide 2 sap training — welcome and...

SAP Training

NCAS Fiscal OfficersWorkshop

SAP Training — Welcome and Introductions

Welcome to the NCAS Fiscal Officers Workshop.• Prerequisites – BI & R/3 Report WBT• How we got here, translation between NCAS and SAP• Crosswalk between NCAS and SAP• Payroll/Health Benefit Review Steps• Miscellaneous Information, Reports• Miscellaneous Sample Reports• BI Reports• Tips for Maintaining BEACON Cost Distribution Records• Workflow mini-workshop

Map NCAS Key to SAP

1

Map NCAS Key to SAPCurrent NCAS Key

Company Account Center Budget Code GASB

Business Area Account Fund Cost Center Fund Application Fund Type

Future SAP Key

Entity ID

Budget Fund Budget Code

GASB

FundingSource

(new)

Entity IDEntity ID

Account/Sub-Acct

Division/Section/Program

AgencySpecific

Crosswalk from NCAS to SAP

Location of Crosswalk:• BEACON Help BEST SSC Internal Operations Finance Fiscal

Analysis “Example New BEACON Codes”

Review Steps

The following are the steps the fiscal person will go through for payroll/health benefits.

• Payroll Runs– Talk about the timetable for running & posting to NCAS GL & CMCS– Always review the error reports first. – Explanation of the kind of errors that may be encountered.

Miscellaneous Sample Reports

• Location of SAP payroll reports OSCOPC or OSCOPF• NCAS reports

– change profiles to see new reports – Report Folders– HLT = health (first business day of each month)– PAY = payroll

Payroll/Health Benefit Steps (cont’d)

• Review X/PTR Reports for CMCS– Example: OSCOPC BEACON CMCS REQ REPORT


• Review X/PTR Reports for Payroll– Example: OSCOPC BEACON PAY BUD CODE ERROR– Shows Requisitions that have been approved but not on the OSC file for

returning documents to SAP. Any requisitions that are changed or in error will need to be manually matched. A program is available which needs to be run by OSC to get these payments to extract.


• Review X/PTR Reports for Payroll– OSCOPC BEACON PAY BUD CODE ERROR – Example: OSCOPC BEACON PAY INTRFCE-FUND


• Review X/PTR Reports for Payroll– Example: OSCOPC BEACON PAY INTRFCE BC DOC


• Review X/PTR Reports for Payroll– Example: OSCOPC BEACON PAY DETAIL INTRFCE

Payroll/Health Benefit Steps

• Review X/PTR Reports for Health Benefits– Example: OSCOPC BEACON HLT BUD CODE ERROR


• Review X/PTR Reports for Health Benefits– Example: OSCOPC BEACON HLT INTRFCE BC DOC


• Review X/PTR Reports for Health Benefits– Example: OSCOPC BEACON HLT INTRFCE-FUND

CMCS Process

• NOTES ON REPORTS: Agency on BEACON will no longer be receiving the X/PTR reports that have been used in the past.

• similar to existing process– Central Payroll is currently an interface, nothing’s changed– using automated CMCS entries

• requisitions need to be submitted in a timely manner– If not submitted within 2 days, OSC will manually submit, then approve

• use the new CMCS reports • How are corrections made

– Cost distribution issues – have been seen in IT1018/9018 or IT0027– Call BEST Shared Services, route ticket to Financial team

CMS process (cont’d)

• Use of Cost Center report for problem solving– PC00_MNA_CC_ADM is the transaction code in SAP– Agency security is enabled (you can’t see another Agency’s information) –

don’t run wide-open, it will run very slow if you do• Cost Center• Employee #• Payroll date

– This report is in the Payroll Inquiry security role

CMS process (cont’d)

• HR will make correction to the position (1018/9018).– Cost distribution for position– Was automated in conversion from PMIS– Is included in workflow as the Funding Approver stop– 3 things must be complete:

• fund• cost center• internal order – NCAS company and center – not a required field, but required for

business process, if forgotten will error

• Corrections will show up in the next payroll run (bi-weekly or monthly).– Bi-weekly = temporary employees– Monthly = everyone else– Any off-cycles will post at any time (1:37 pm if payroll off-cycle is run), will

process financials nightly• Retro corrections will be made but the retro entries will post to current

date.– Previous entry is backed out on current date– New entry is entered with CURRENT date

BI Reports

• B0067 – NCAS vs SAP Accounting Structure• B0014 – Cost Center Master

BI Reports

• B0067 – NCAS vs SAP Accounting Structure

BI Reports

• B0014 – Cost Center Master

Tips for Maintaining BEACON Cost Distribution Records

Changes to the distribution (1018) information such as fund and cost center that are back dated to a prior month will cause reversingentries to occur in BEACON that will be passed to NCAS through the payroll interface.

Important things to remember as to the way data is processed follow:• It is best not to backdate a change, always use the current date for all

changes to the Fund Cost Center or Internal Orders. However, there may be cases where you will have to back date these changes and the following must be taken into consideration.

• All reversing entries will be done as of the current period.

• All entries sent to NCAS in the BEACON to NCAS interface are based on the NCAS company/cost center associated with the Beacon internal order field.

Tips for Maintaining BEACON Cost Distribution Records (cont’d)

• It is critical to have the BEACON Fund, Cost Center and Internal Order fields in agreement. The BEACON fund and center must be related correctly to the Company/ Center in the description field of the internal order number. Regardless of the BEACON fund and center all entries will post to NCAS based on the Company/Center description field in the BEACON internal order field.

• Backdating and changing the Internal Order without changing the Fund and Center fields will not cause reversing entries to occur.

• Backdating and changing the BEACON Fund and/or Center will causereversing entries to occur. The reversing entries will back out the original distribution and create new entries in NCAS based on the Company/Center that is in the Internal Order description field.

Tips for Maintaining BEACON Cost Distribution Records (cont’d)

• The NCAS GL account number that is posted to through the NCAS payroll interface is based on the funding source of the Beacon fund.

– Example: A BEACON fund ending in 01, 02 or 03 will cause the GL account to be an appropriated account. A BEACON fund ending in 04 or 05 will direct it to the Receipts account.

• If we were dealing with SPA salaries this would be the difference of posting to 531211-Appropriated SPA Salaries verses 531212 Receipts SPA Salaries.

• Transaction Code PC00_MNA_CC_ADM can be used to research errors or investigate payroll posting entries.

• The BI report under Organization Management/Position/B0149-Positions by Funding Source is a useful tool to identify errors in distribution. Pull the NCAS Financial Key and the employee name from the column on the left over to the report and compare to the SAP Fund and Center. They must be in agreement based on the agencies crosswalk. Any errors must be corrected on the position cost center (1018) record for that employee.

Workflow Mini-workshop

OM Workflow (Positions)

PA Workflow (HR Actions)

Approval Process (not active yet)

Approval Process (not live yet)

Planned Status in system

Active Status in system

Entered in custom table,

awaiting approval

Initiator processes

Action, then it’s live

Position Actions Involving Workflow

Update Directly in SAPPosition Address Change

On-line request and workflowSupervisor Change

Update Directly in SAPPosition Time Settings Change

Update Directly in SAP(unless part of another OM Action)

Cost Distribution Change

Update Directly in SAP (unless part of an OM or PA Action)

Budgeted Salary Change

Update Directly in SAPPosition Working Title Change

On-line request and workflowCounty Change

Update Directly in SAPPosition Type Change

On-line request and workflowPosition Hours Change

On-line request and workflowPosition Transfer

On-line request and workflowAbolish & Re-establish

On-line request and workflowReallocation Actions

On-line request and workflowNew Position/Fund Position

Input MethodOM Position Process

OM Workflow - Steps in Approval Process

BEST OM Processor

OM Position Approver

OSP Approver

OM Position Approver

OSBM Funding Approver

Agency Position Funding Approver

OM Position Requestor

SAP Security Role Required

N/A

OM200, OM210, OM220

N/A

OM200, OM210, OM220

N/A

OM200, OM220, OM250

OM200, OM210, OM220

Required Training

OSP Approval (if required)

BEST Shared Services (processes changes)

Agency Approval

Division Approval(If defined by Agency)

OSBM Approval(New Perm Positions Only)

Funding Approval(Not all OM actions require funding approval)

Initiate Action

Workflow Role in Process

OM Routing for Approval

Shared ServicesOSP (if

required)AgencyDivision FundingOM Requestor113 - Position

Transfer


required)AgencyDivision FundingOM Requestor109 - Abolish Position


required)AgencyDivision FundingOM Requestor

108 - Remove Position Differential



107 - Reallocate Position Differential



106 - Position Adjustment from Auth



105 - Reallocate Position Horizontal


required)AgencyDivision FundingOM Requestor104 - Reallocate

Position Down


required)AgencyDivision FundingOM Requestor103 - Reallocate

Position Up


required)AgencyDivision OSBMFundingOM Requestor102 - Re-Establish

Position


required)AgencyDivision OSBMFundingOM Requestor100 - Create New

Position

Routing for ApprovalOM Workflow

Actions

OM Routing for Approval (cont’d)

* As of 3/31/08 these workflow items have been removedShared Services

OSP (if required)AgencyDivision OM Requestor

* 127 - Change Position Address Data


required)AgencyDivision OM Requestor

* 126 - Change Position Time Data



* 125 - Position Working Title Change



124 - Change Supervisor of Position


required)AgencyDivision FundingOM Requestor122 - Position County

Change


required)AgencyDivision OM Requestor* 117 - Position Type

Change



116 - Position Employee Group/Subgroup Change


required)AgencyDivision FundingOM Requestor115 - Position Hours

Change

Routing for ApprovalOM Workflow

Actions

PA Actions Involving Workflow

Enter directly into the system without workflow, unless part of another PA action.

Other changes to Master Data, such as Name Change, Address Change, Education Level Changes, etc..

On-line request and workflowAppointment Type Change

On-line request and workflowTransfer

On-line request and workflowLeave of Absence

On-line request and workflowSeparation

On-line request and workflowActions involving Salary changes– Promotions, Salary Adjustments,

Reallocations, etc..

On-line request and workflowNew Hire and Reinstatement

Input MethodPA Actions

PA Workflow - Steps in Approval Process

N/AOSP ApproverOSP Approval (if required)

HR Master Data Maintainer

Agency Position Funding Approver

HR Master Data Approver

HR Master Data Approver

HR Master Data Maintainer

SAP Security Role Required

PA200, PA210, PA310, PA410, (OM220)

OM200, OM220, OM250

PA200, PA210, (OM220)

PA200, PA210, (OM220)

PA200, PA210, PA310, PA410, (OM220)

Required Training

Funding Approval (if required)-Not all PA actions require Funding Approval

Initiator Processes the Action after all approvals have occurred

Agency Approval

Division Approval(If defined by Agency)

Initiate Action

Workflow Role in Process

PA Routing for Approval (cont’d)

PA RequesterFundingOSP (if

required)AgencyDivisionPA RequesterallZB - Demotion


required)AgencyDivisionPA RequesterallZA- Reallocation


required)AgencyDivisionPA RequesterallZ9 - Appointment

Change


required)AgencyDivisionPA RequesterallZ8 - Transfer


required)AgencyDivisionPA RequesterallZ7 - Non-Beacon to

Beacon

PA RequesterOSP (if

required)AgencyDivisionPA RequesterallZ6 - Suspension

PA RequesterOSP (if

required)AgencyDivisionPA RequesterallZ5 - Investigatory

w/Pay

PA RequesterOSP (if

required)AgencyDivisionPA RequesterallZ4 - Quick Entry

PA RequesterOSP (if

required)AgencyDivisionPA RequesterallZ3 - Leave of

Absence


required)AgencyDivisionPA RequesterallZ2 - Re-instatement


required)AgencyDivisionPA RequesterallZ1 - Promotion


required)AgencyDivisionPA RequesterallZ0 - New Hire

Routing for ApprovalReason

CodePA Workflow

Actions

PA Routing for Approval (cont’d)

PA RequesterFundingOSP AgencyDivisionPA Requester

11 - Broad Band Salary

AdjZH - Career

Progression


required)AgencyDivisionPA Requesterall except 11ZH - Career

Progression

PA RequesterFundingOSP AgencyDivisionPA Requester

21 - Pay in Lieu of noticeZG - Separation

PA RequesterFundingOSP AgencyDivisionPA Requester6 - RIFZG - Separation


required)AgencyDivisionPA Requesterall except 06,

21ZG - Separation

PA RequesterFundingOSPOSBMAgencyDivisionPA Requester

3 - RIF DisServ

RetireZF - Separation Pay

Continuation

PA RequesterFundingOSPOSBMAgencyDivisionPA Requester

2 - RIF Severa

nceZF - Separation Pay

Continuation


required)AgencyDivisionPA Requesterall except 02,

03ZF - Separation Pay

Continuation


required)AgencyDivisionPA RequesterallZE - Range

Revision


required)AgencyDivisionPA RequesterallZD - Cancel Salary

Adjustment


required)AgencyDivisionPA RequesterallZC - Salary

Adjustment

Routing for ApprovalReason

CodePA Workflow

Actions

Workflow Tracker

Problem Resolution: Why

• Most popular reasons why the PCR is “lost”– It hasn’t been initiated

• it’s been created and saved, but not submitted to workflow – find out using [ZWF_PCR_DIS]

– The user has the incorrect security role to process the PCR• use [SU01D to review roles]

– Incorrect relationships have been set up• Table [ZWF_OM_ROUTING] can be used to display which OM

action, personnel area and level of approval is required• Table [ZWF_ROUTING] can be used to display which PA action,

personnel area and level of approval is required– An individual has “multiple hats” for approval

• If they are the Initiator, and the Division Approver, the PCR may be back in their inbox for approval again immediately after they have submitted it to workflow – can be confusing

Problem Resolution: Why (cont’d)

• Most popular reasons why the PCR is “lost” (cont’d)– The date is incorrect– They can’t find the PCR anyplace

• Call BEST – they can use [ZWF_PCR_DIS] to find where in the workflow the PCR is currently sitting (not currently rolled out to Agencies)

– They haven’t correctly completed the processing of the PA PCR• A user opens the approved PCR in their inbox, a window appears asking them

to confirm processing, and they click OK – this really doesn’t process the Action (such as a New Hire) – it is asking them to “close” the PCR AFTERthey have completed the action. Another screen also displays with the information pre-filled for them to process the action.

• A user begins to process the action on the second screen which displays, but after the first infotype they back out of the screen, and believe they have completed the action – they must process all infotype screens which appear, and let SAP bring them back to the main screen when complete. Each action has different infotype requirements, so there will be a different number of screens for each action.

Next Steps

• Monitor BEACON communication• Review conceptual materials• Access BEACON help

– Access from an SAP transaction

– Access on line at http://help.mybeacon.nc.gov/beaconhelp

• Practice what you’ve learned– URL: https://mybeacon.nc.gov

– Client 899

– Use your current NCID user name and password

• Schedule Practice Sessions– Transition Centers

– Schedule a practice session

ncas fiscal officers workshop - north carolina · slide 2 sap training — welcome and...

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