Putting mass data maintenance back into the hands of the business user Amanda Byrne

Transcription

1 Putting mass data maintenance back into the hands of the business user Amanda Byrne

2 Worcestershire County Council Local Government Organisation in England Social Care, Education, Libraries, Highways, Youth Service, Environmental 335 million Budget 2013/14 80 million Capital Program 2013/2014 SAP Financials live in 2001 SAP HR Payroll live from 2007

3 Organisations on SAP Finance HR / Payroll CATS Only Worcestershire County Council Bank Account Schools Academies Other Chart of Accounts 46 Company Codes 54 Payroll Areas 64

4 Mass Data Loading Journey Year Challenge Solution Authors Runners 2001 Go-Live Finance EXCEL Macros SAP Team 1 person 2005 Business as Usual CATT Scripts SAP Team 2 people SAP Team 2007 Payroll Implementation Interfaces SAP Partner (Epi-Use) Payroll Control 2007 Payroll Implementation LSMW SAP Partner & SAP Team 1 person SAP Team 2007 Onwards Business as Usual LSMW SAP Team 5 people SAP Team 2012 Academy Schools Winshuttle SAP Team 3 licences Business Users -11 people Prior to Winshuttle ad-hoc data uploads were only loaded by the SAP Team The only exception being the Interfaces these are regular payroll feeders

5 LSMW 2007 to 2012 LSMW Scripts created and loaded by the SAP Team HR, Payroll & Finance data Master Data, Documents & Configuration General Ledger, Cost Centre, Internal Orders Vendors & Customers HR and Payroll data Employee changes and Org Restructures Pay Scale tables Symbolic Mappings for Payroll Ad Hoc data loads We were happy We were the Good Guys, making users happy loading their data for them

6 Why do we need to buy Winshuttle, when we have LSMW for free?

7 The Academies Act an Act of the Parliament of the United Kingdom. Aims to make it possible for all publicly funded schools in England to become academies, publicly funded but with a increased autonomy over issues such as setting teachers' wages and diverging from the National Education Curriculum.

8 What did the Academies Act than mean for us? 32 new Company Codes were implemented within 2 years 5,052 Vendors extended or created (5% increase in Vendors on the system) - In the same period 8,602 new Vendors created for WCC - Academy Schools almost doubled the work of the Vendor team 506 Customers extended or created (1% increase) 8,955 Pay Table entries 28,405 Symbolic Mapping entries (Wage Type to General Ledger) 6,302 Employees transferred to new Organisations/Company Codes 6,029 General Ledger codes Huge data explosion and a requirement to load a variety of data in a short space of time by several teams within the Organisation

9 Academy School build Central Data loading with LSMW SAP Team develops, tests & loads Strict deadlines meant more pressure Late execution could lead to non-payment of employees Not a good use of SAP Team resources Higher value SAP work risked being outsourced

10 Disadvantages of LSMW Users want LSMWs for 5 or more records SAP Team would not consider LSMW for record loads less than 50 records No workflow exists for LSMW requests LSMW data loading is not user friendly SAP Team had to request access to LSMW in Production

11 The Business Case for Winshuttle Author & Runner Licenses Empowering the business Not intended to save money or time Meet Audit Requirements Additional Benefits Business Case accepted and licences purchased

12 Home to School Transport Annual Scholar Bus Passes Billable to Parent/Guardian Offered with financing options Use of recurring Sales Orders for bus pass financing Loaded by LSMW in Year 1 Winshuttle has allowed us to move the responsibility for data loading to the Business

13 Home to School Transport KEMDM Create Profit Centre One per Customer XK01 Load Customer (1,101 Customers) VA01 F-02 Recurring Sales Order (1,692 Sales Orders over 3 Fiscal Years) One per Customer/Bus Pass Journal DB Loan (Balance Sheet) CR Revenue Account & CR Accrual (Balance Sheet)

14 Payroll Processing Spreadsheets sent in by Control totals included with the spreadsheet Loaded by Payroll Control Section Additional Payments & Deductions - IT0014 & IT0015 Sickness - IT2001 Additional Hours - IT2010 Validation and checking carried out as part of the load

15 Payroll templates The employing department sends an with control totals. We run a quick report to check these totals after the load

16 Payroll load checking Employee Name extracted from SAP compared to input sheet Name extracted using Transaction Conditional Formatting highlights any differences Meets Audit requirements

17 Manual Bank Statement F67 3 Bank Accounts for WCC and Pension fund accounts 1 Cheque Book file load using SAP Program 2 BACS, Income, CHAPS etc Entered manually 1 Bank Statement per account per day Several Bank Reconciliation codes Control over the Input before it was loaded was needed Ability to amend the code or narrative Ability for Human Intervention to check the data

18 EXCEL Macros

19 Macro 1 Imports the Bank Statement into EXCEL

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21 Macro 2 Maps the Output based on Rules held in the spreadsheet Transaction Keys, Value, Reference

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23 Macro 3 Generates the Winshuttle Input Script to load into SAP

24 Transactions Loaded between April 2012 and March 2013 Customer Master Data 2,741 Vendor Master Data 20,244 Cost Centres, Profit Centres & Internal Orders 12,581 Customer Invoices 546 Income Receipts 779 General Ledger codes 13,926 Symbolic Mapping for Payroll to Finance 31,339 PA30 & PA40 Employees 25,236 PO13 Positions 484 (Phased rollout beginning in April 2012)

25 Winshuttle Time Saved 3,375 hours in 2012/ Winshuttle Scripts developed

26 Licences In 2012 Winshuttle licenses increased twofold Purchased Studio Licences for Queries Monitor the use of the licences monthly to ensure effective use Use statistics to evaluate value and ROI Looking for new areas to roll the tool out to More licences may be purchased in the future

27 The future vision Exception Reports for Finance, HR and Payroll data Over 200 reports run nightly checking for data issues Winshuttle Query reports replicating the exception reports Ability to download the data with issues Fix the data in the spreadsheet Upload the data back into SAP Combination of SAP Query notification and Winshuttle to fix the error Winshuttle Central

28 What our users think Rob Phillips Children s Services Finance Winshuttle has helped our team enormously in saving time and streamlining processes. Previously we had to write overtime on paper sheets for payroll to enter onto SAP manually. We then had to enter these onto a spreadsheet for forecasting purposes. With 300+ employees to check through & process this takes considerable time. Now we are able to use winshuttle we have cut out the need to manually write overtime and also the time to manually enter on SAP. We are very pleased with how the process is working so far, although we are still in the early stages of using this process. Victoria Burgress BEC Directorate I have found that this has saved me hours if not days when setting up an academy SAP school. Winshuttle has reduced the human errors that happen by being able to check everything before uploading into SAP. Winshuttle saves hours when extending new vendors and ensures there are no errors. It is simple and straightforward to use. Caroline Shellam Revenue Team

29 Questions Questions? AJ_Byrne