FastFacts Feature Presentation

1. FastFactsFeature Presentation October 23rd, 2008 • We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500

2. Today’s Topic We’ll be taking a look at… SAP for Approvers – 5 Things Approvers Need to Know

3. Today’s Presenter • Sadhya Sabatino • SAP IT Trainer, Johns Hopkins Health System

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

5. Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

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

7. Five Things Approvers Need to Know Approval 101

8. Agenda • Today, we’ll be taking a look at: • Five things approvers in SAP need to know • Resources

9. Five Things Approvers Need to Know • Primary Tools of Your R/3 Inbox: • Using the R/3 Enterprise ‘SAP Easy Access Menu’ • Forward • Replace • Toolbar • Shopping Cart Approver Inbox (It’s a portal role) • ZSR transaction • Review and request changes in existing workflow • Can request workflow at I.O. level for travel • Creating and maintaining ‘substitutes’ (approver backup) • Workflow ‘rules’

10. 1. 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. 2. Shopping Cart Approval • Shopping Cart Approval • Separate Shopping Cart Inbox (on your initial portal page) • You can view Shopping Cart line items

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: www.jhu.edu/hopkinsone/Support/documents/october2008.pdf

13. 3. ‘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) 3 1 2

14. 1 2 3 4 ‘ZSR’ Security and Workflow One Stop Shop Requester Role • 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) you’ll 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. 1 4

15. 4. 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: www.jhu.edu/hopkinsone/support >SAP User Guide, beginning page 21.

16. 5. Workflow ‘Rules’

17. Workflow ‘Rules’ Continued

18. Resources • JHHS Controller’s Office for Financial Guidelines: http://finance.jhmi.edu/FinancePolicies/Policies.html • JHU Controller’s Office for Financial Guidelines: http://www.controller.jhu.edu/H1/index.html • FastFacts: R/3 Tips and Tricks Parts I & II: http://hopkinsfastfacts.org/rSessions.html , http://connect.johnshopkins.edu/p14485207/ • For more information on step-by-step: Approver Online Training for Jan 07 Go-live: (Custom Help)www.jhu.edu/hopkinsone > 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. Resources continued • Workflow Workshop: www.hopkinsmedicine.org/sap or 410-735-7065 • JHU Training: http://training.jhu.edu or 443-997-6453 • Medicine Onsite Coaching: SAP Online Help (in the R/3 Inbox, click Help, SAP Library) : www.hopkinsmedicine.org/sap or 410-735-7065 • ZSR (Security and Workflow Request) FastFacts: • http://www.hopkinsfastfacts.org/ppt/FFmar11.ppt • http://hopkinsfastfacts.org/sessions/FF-031108/FF-031108.html • Hopkins SAP User Guide: www.jhu.edu/hopkinsone > Support > User Guide • Hopkins SAP Self Help: http://orchid.hosts.jhmi.edu/hopkinsone/Help/ • SAP Support Team Updates: http://orchid.hosts.jhmi.edu/hopkinsone/News/ • SAP Support Team Update, October 2008: with Shopping Cart Approver Substitute: www.jhu.edu/hopkinsone/Support/documents/october2008.pdf

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. We’re 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. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Q&A

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 email us at: fastfacts@jhu.edu

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… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!