PRISM

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PRISM SAP Overview
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PRISM

• This initiative is fundamentally driven by our
  collective need to improve our business practices
  internally and externally.
• --Dr. James Votruba

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Purpose

• Provide FRS, SIS, and HRS users with an
  introduction to SAP and PRISM

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Agenda
SAP / PRISM overview
End User Training
Navigation Demonstration
Approximate meeting time 1 ½ hours
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SAP / PRISM Overview Section Objectives

• Explain
• PRISM
• Why SAP?
• Benefits
• List characteristics of SAP
• Identify re-engineering efforts

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What is PRISM?

• Project name
• Acronym for Process Re-engineering and
  Information Systems Migration
• Replacing centralized systems with SAP to perform
  NKUs basic administrative processes
• SAP
• Systems, Applications, Products

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Objectives of PRISM

• Implement systems that support our core mission
  of educating students
• Improve our business practices internally and
  externally
• Align systems with business requirements and
  support change

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Challenges of Universities

• Challenges facing public and private
  universities
• Reduced funding and trimmed revenues
• Growing competition
• Physical space and service challenges
• Demographic and regulatory reporting requirements

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SAP Higher Education Research Solution

• Higher Education Research Solution
• Supports all organizational processes and
  enhances services
• Closely manage grant applications and
  disbursements
• Frees human and financial resources to execute on
  innovation and growth strategies

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Re-engineering efforts

• NKU is re-engineering many business processes
• The effort spans across many campus departments
• The re-engineering efforts have been grouped as
  FI (Finance), CM (Campus Management), and HR
  (Human Resources)

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Finance

• Financial Accounting Journal entries,
  Receivables, Payables, and Fixed Assets
• Controlling Allocations, Assessments,
  Distributions, and Settlements
• Materials Management Requisitions, Purchase
  orders, and Goods receipt
• Funds Management Budget entries, Availability
  control, and Budget monitoring
• Grants Management Grant monitoring

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Campus Management

• CRM (Customer Relationship Management) Student
  recruiting (Grad, Intl, PACE, Law)
• Admissions Admissions of Students
• Financial Aid Sigma Systems(3rd party software)
• Student Records Academic calendar, course
  catalog, course booking
• Advising Degree audit, graduation
• Student Accounting Tuition, fees

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Human Resources

• Personnel Administration Employee info, PARs
• Organizational Management Structure of
  University Positions, Departments, Jobs
• Benefits Administration Health, Dental, Life,
  Benevolent fund, Retirement
• Time Management Accruals, Absences, Holiday,
  Sick
• Employee Self Service Time input, address, taxes
• Payroll Payroll and Taxes
• Training an Event Management (TEM) METS and
  Community Connections
• Personnel Development Evaluations

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Business Warehouse (BW)

• An analytical system that supports evaluation and
  interpretation of data for well-informed and
  timely decision making
• Pulls data from the SAP system on an interval
  basis determined by report requirements
• Role-based access to reports and queries

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Portal

• Provides a central gateway to current and future
  business systems
• Delivers role-based content
• Provides self-service functions and can be used
  for standardized data distribution and reports

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Benefits of SAP

• Improves customer service
• Optimizes business processes
• Integration across business areas
• Highly secure data handling
• Provides access to accurate and timely
  information
• Real time system
• Eliminates duplicate data entry
• Builds a foundation for future initiatives

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End User Training Section Objectives

• Explain
• Training styles
• Training materials
• Performance support

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Training Styles

• PRISM education will incorporate different styles
  of training based on the number of participants
  and the degree of change
• Instructor-Led Training (ILT)
• Large number of participants
• High level of change
• Work Instructions / Quick Reference cards
• Workshops
• Small number of end users
• Low process change
• Coaching
• Department team lead in SAP training
• Web Based Training (WBT)
• All users require training

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Training Materials

• Performance-based and end-user focused
• Classroom materials include
• Concepts
• Work instructions
• Demos/Exercises
• Quick Reference Documents

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Course Concepts

• Power Point presentation including
• Business process information
• Terminology
• Handout for the class participant

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Work Instructions

• Walk users through the SAP transactions step by
  step
• Designed to be used both in the classroom and
  back on the job
• Latest copies should be accessed from NKU
  Context-Sensitive Help within SAP and the
  Training Web site
• Document the preferred best practice

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Course Exercises

• Created to recreate scenarios that will occur on
  the job
• Directly related to a work instruction
• Ensure the students use the Context-Sensitive
  Help to work through the exercises

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Quick Reference Cards

• Desktop reference cards include
• Process-specific information
• Common transactions
• Available Reports
• New vs. Old Terminology

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Online Performance Support

• NKU Training Web site
• Web based repository that contains all work
  instructions, quick reference cards, and
  classroom training presentations
• Has the latest version of all the training
  materials
• Should be used to learn additional roles, provide
  refresher training, and teach new employees
• NKU Context-Sensitive Help
• Accessed through SAP Help
• Used when you are performing a transaction at the
  point of need
• Context-sensitive (help specific to your
  transaction code)
• Accesses the same work instructions as the Web
  site

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Performance Support Approach
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Basic SAP Navigation Section Objectives

• Demonstration
• Logging on/off of the SAP system
• List the different methods to access a
  transaction
• Describe how to use multiple sessions
• Explain the purpose of match codes
• Explain wild card searches

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Session Timeouts for SAP

• SAP timeout limit for systems that remain idle is
  1 hour
• The system will end any inactive session after
  this amount of time has expired

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Three ways to log off of SAP

• Follow the menu path System ? Log off
• Click the logoff button on the SAP Easy Access
  screen
• Click the windows close button in the top right
  corner of the screen
• In the Log Off window, click Yes

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Purpose of a Transaction

• Add information to SAP database
• Examples
• Create a Student
• Change a Students address
• Retrieve information from SAP database
• Examples
• Display a Students course schedule
• Display a Student
• Display reports

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Methods to Access Transactions

• Menu Path
• Tree structure that contains folders and
  subfolders showing transaction relationship
• Transaction code
• Characters that identify a transaction in the SAP
  system
• Favorites folder
• Created by the user to store the most common
  transactions for quick and easy reference

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Standard Screen Elements

• Bars
• Menu bars
• Tool bars
• Buttons (graphics only)
• Text buttons (include text)
• Title bar
• Status bar
• Tabs
• Field area

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Moving from Transaction to Transaction

• Menu paths allow you to move from
• Screen to screen
• Transaction to transaction
• Transaction codes are an alternative to menu
  paths.
• Take you to the initial screen of a transaction
• There are usually four characters in a
  transaction code.

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Moving from Screen to Screen

• There are several ways to move to different
  screens within the same transaction
• Select a menu path from the menu bar
• Click on a button or icon
• Click on a tab

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Moving from Field to Field

• You can use the mouse buttons, tab key, or arrow
  keys to move to any field.
• Tab moves the cursor to the beginning of the
  next field. Most people find this the best way
  to move between fields.
• Shift Tab moves the cursor to the beginning of
  the previous field.
• Up or Down arrows moves the cursor as close as
  possible to the same position in the field above
  or below the current field.

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Using Multiple Sessions

• To work in more than one transaction at a time
  you can open multiple sessions
• Each transaction represents a different session
  or window
• For example, you might want to display a vendor
  record before creating a requisition
• Multiple sessions
• Allow you to
• Work on multiple transactions simultaneously
• Find key information needed from another
  transaction without exiting the transaction (for
  example, displaying current stock before creating
  a requisition)

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Match codes

• A search tool used to find a specific record or
  field entry from a list of possible entries.
• Types of searches include
• Student name
• Vendor

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Thank you!

• Thank you for investing your time with us.
  Questions?
• Web site http//PRISM.nku.edu
• Email PRISM_at_nku.edu