Enterprise Structure for the University of Kentucky

1. Enterprise Structure for the University of Kentucky Steering Committee Presentation September 28, 2004

2. Proposed Organization and Master Data Structure (FI) Financial Team

3. Organizational Structure and Master Data Finance Organizational Structure and Master Data in SAP is similar to the FRS Chart of Accounts. • Organization structure identifies high-level reporting entities. • Financial master data is a shorthand method of entering accounting information on transactions. • Master data allows summarization and validation of transaction data.

4. Finance Organization Structure SAP Company Code – Organizational unit for which a complete self-contained set of accounts can be drawn up for purposes of external reporting. The company code is the highest level of aggregation in the system. The University and all of its component units will be set up as a single company code (UK00). • Single set of statutory financial statements • Component unit financial statements based on business area codes • Single vendor and customer file • Single employer identification number

5. Master Data Mapping - Accounts

6. Master Data Mapping – Other Codes

7. Codes Entered on Documents Manually Entered • GL Account • Cost Center/Internal Order • Fund System Derived • Business Area • Fund Center • Functional Area • Grant • Funded Program, etc.

8. Next Steps • Map Chart of Accounts attributes from FRS to SAP master data • Define how master data will be maintained

9. Proposed Organization Structure (MM) Materials Management Team

10. Materials Management SAP Organization Structure Purchasing Organization is an organizational unit within logistics, subdividing an enterprise according to the requirements of Purchasing. A purchasing organization procures materials and services, negotiates conditions of purchase with vendors, and bears responsibility for such transactions. A Single Purchasing Organization (UK00) will be defined in SAP.

11. Materials Management SAP Organization Structure SAP defines a Purchasing Group as a key for a buyer or group of buyers responsible for certain purchasing activities. The Purchasing Group: • Has internal responsibility for the procurement of a material or a class of materials; • Serves a the principal channel for a company's dealings with its vendors. UK will create a Purchasing Group to represent each buyer in the Central Purchasing Office.

12. Proposed Enterprise Structure (HR/Payroll) Human Resources Team

13. HR Payroll SAP Enterprise Structure • HR/Payroll Enterprise Structures • Corporate/Organization Structure: • Personnel Area • Personnel Sub-area • Employee Structure: • Employee Group • Employee Sub-group • Pay Structure: • Payroll Area

14. Personnel Area Definition A Personnel Area is a specific entity within the Personnel Administration structure. It is a sub-unit of an organization and each personnel area must be unique and assigned to one company code. • A Personnel Area is defined with a unique 4-character identifier. • Primary uses of Personnel Areas: • Payroll processing – Payroll rules • Time Management – Time Evaluation rules • Security – Authorization profiles • The HR team has defined the need for the following three (3) Personnel Areas: • Main Campus • Clinical • External

15. Personnel Sub-area Definition A Personnel Sub-area is a subdivision of a Personnel Area. • Personnel Sub-areas can be used to group employees in different: • Shift/Work Schedules • Locations • Holiday Calendars (where company holidays vary according to geographical regions) • Payment and Deduction Types (Wage Types) • Benefits Entitlements • Premium Payments

16. Personnel Sub-areas Defined The following sub-areas have been defined: • MAIN CAMPUS • Main Campus • STEPS • Physical Plant CLINICAL • Hospital • Clinic • Medical Center Physical Plant EXTERNAL • KCTCS • HCCS • SREDC • ODK • Kentucky Humanities Council • Water Resources Institute

17. Employee Group Definition Employee groups are used to classify employees in SAP. Employee groups provide a breakdown of employee population by different categories. • Primary uses: • Payroll calculation rules • Time Management rules • Benefits grouping • Reporting • Grouping work schedules

18. Employee Groups Identified The following employee groups have been identified: • Faculty • Staff • Hospital Staff • Students • Post Doctorate • House Staff • Retiree • Federal • External

19. Employee Sub-group Definition Employee Sub-groups are subdivisions of Employee Groups. • Can be used to identify: • Different sub-groups of employees within an employee group, such as Full-time, Part-time, etc. • Can be used in system decisions: • Using Features in Master Data/Benefits/Time/Payroll • Using Payroll and Time Evaluation Rules The requirement for fifty-seven (57) Employee Subgroups has been identified.

20. Payroll Area Definition • Payroll Areas fulfill the following two functions necessary for payroll processing: • Grouping of employees that have the same pay cycle • Determination of payroll period • The University has the requirement for two (2) Payroll Areas: • Monthly • Bi-Weekly

21. Proposed Enterprise Structure (CM) Campus Management Team

22. Campus Management SAP Enterprise Structure The SAP Campus Management Enterprise Structure includes: • Academic Calendar • Programs of Study • Module Groups

23. Campus Management SAP Enterprise Structure – Academic Calendar The Academic Calendar enables the University to identify important dates and periods for Campus Management purposes. These dates and periods can be informational or they can control processes. The Academic Calendar includes these components: Academic Years, Academic Sessions, and Time Limits.

24. Campus Management Academic Calendar – Academic Years Academic Years in Campus Management must be defined to support the migration of historical student academic data from the legacy system and to support the admission for future years and sessions. Academic Years will be created beginning with 1988-89 Academic Year.

25. Campus Management Academic Calendar – Academic Sessions (Terms) Academic Sessions are defined to support standard, term-based processes within Campus Management. The following Academic Sessions are proposed: • Fall Semester • Winter Intersession • Spring Semester • First Summer Session • Second Summer Session • Full Year (used by professional colleges)

26. Campus Management Academic Calendar – Time Limits Time Limits are defined by the University to support processes and informational needs within Campus Management. In the Academic Calendar, time limits are entered with an academic year, academic session, the begin date and the end date of the time limit. Twenty-six (26) Time Limits have been identified. Examples: Add/Drop 1, Last day to withdraw, Last day to change grade type.

27. Campus Management SAP Enterprise Structure – Programs of Study Programs of Study are defined for every degree program offered by the University. Examples: Bachelor of Arts in Interior Design, Bachelor of Science in Agricultural Economics, Bachelor of Arts, Bachelor of Business Administration, Doctor of Medicine.

28. Campus Management SAP Enterprise Structure – Module Groups Module Groups are defined to support individual University requirements in the construction of degree programs. They can be used to define majors and minors and other degree program requirements such as University Studies and electives. Examples include Major, Minor, College Core, Electives.

29. Enterprise Structurefor the University of Kentucky • Questions?