FastFacts Feature Presentation

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500 FastFactsFeature Presentation October 30, 2008

2. Today’s Topic • We’ll be taking a look at… • Enhancements to the Salary Distribution by Individual report in BW. • How the report can be used • Recent changes to improve functionality • Deactivating conditions that change the report

3. Today’s Presenter • Art Kennedy, Senior Accountant in the Office of Financial Quality Control (FQC) in the JHU Controller’s Office.

4. Session Segments • Presentation • Art will provide an overview of Salary Distribution by Individual report in BW. • During Art’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. • Art 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. Salary Distribution Report by Individual in BW

8. Agenda Today, we’ll be taking a look at: • The enhanced Salary Distribution Report in BW • Characteristics of the report • How this report is helpful • Changes to the variable screen • How to change the filters • Results with the weighting percentages and unsupported amounts • Deactivating conditions • Security

9. Report Characteristics • Displays labor distribution for employees, as setup in R/3 Infotype z9027 • Report is now similar to JHU legacy report PR043 with the “Days to Expiration” column enhancement

10. Info Type z9027 • The BW default view ties in with the current period on the Period Review tab

11. Executing the Report in BW 1 • 1. Locate the report in the Role Menu • 2. Expand Finance Administration • 3. Select the Salary Distribution by Individual Report 2 3

12. Variable Screen • Narrow the results by entering: • Employee (PERNR) • Cost Center • Internal Order • Grant number and/or • Valid To fields

13. Results Using Employee Number • Searching by an employee will display current allocations • True for both sponsored and non-sponsored budgets • Security access or expired allocations defaulting to Control Salary may result in 100% of their salary per pay period not being displayed.

14. Results Using Cost Object • Displays employees who are currently allocated • Expired allocations will not be displayed in the default view Note: The “Overall Result” includes values hidden by a “Condition”

15. Results Using Valid To Date • “Valid To” (date) field can be… • Left blank to display all results • Or defined on the Variable Screen in the “Valid To” field • For example…

16. Results Using Valid To Date - Example • Select <= from the drop down • Enter date 10/31/2008 • Results displayed are all employees with Days to Expiration greater than zero and an end date <= 10/31/2008 Before After

17. Adding Weighting Percentage and Unsupported Amount • 1. Click on the Key Figures Filter Icon • 2. Check Weighting Percentage and Unsupported Amount • 3. Click 1 2 3

18. Results With Weighting Percentage and Unsupported Amount • What does this report tell us? • Employee’s salary is allocated to 13 cost centers. • Control Salary account does not expire (Cost Center 17000000099). • Both Sponsored and Non-Sponsored budgets are impacted with the weighting percentage of salary to each budget. • First budget to expire is Internal Order 90000018, in 77 days. Sponsored and Non-Sponsored

19. Conditions • Initial report displays records where the days to expiration are greater than 0, meaning active allocation lines • Deactivating the “Expiration Greater Than Zero” Condition formats this report to display active and expired allocations • Functionality can be toggled on and off as needed

20. Deactivating the Condition • From the report results, click “Exceptions/Conditions” • Next, click the Green/Red Icon to Deactivate/Activate

21. Deactivated Display, Run by Employee • The condition needs to be either deactivated to accurately reflect the “Overall Total” or the report should be exported to Excel. • Fields brought in by deactivation

22. Exporting to Excel • Export the report to Excel, with the Condition active • Determine Pay Period Salary of $2,000 ($48,000 annual) from Info Type z9027 • Total the Pay Period Amount column Actual salary per pay period $2,000.00 -Total salary allocated - 1,729.77_ Variance of salary not allocated $270.23

23. In Summary • The Salary Distribution by Individual Report is helpful in many ways: • Displays employee labor distribution as setup in R/3 Infotype z9027 • Gives number of days relative to when employee may drop to control salary • Can be run by cost center, internal order, grant or employee (PERNR) Future enhancements include possibility of excluding terminated employees and updating “Unsupported Amount” column to display the amount of salary defaulting to Control Salary.

24. Q&A • We’re going to open the phone lines now! • There will be a slight 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.

25. 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

26. 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!