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June 2010

SAP SUPPORT UPDATE A MONTHLY PUBLICATION OF THE IT@JH - ENTERPRISE BUSINESS SOLUTIONS TEAM

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Welcome to the Upgraded SAP!

By Geof Corb

As you all know by now, we have completed our first three weeks live on the

upgraded SAP systems, and they have been a very busy three weeks!

The cutover activities started promptly at 6:00pm on May 14th; at that time

SAP was taken off-line and the upgrade began. During the next 87 hours,

the team worked around the clock to make the upgrade a success. All

cutover was done on-site, in one large conference room, at Mt. Washington

– this includes the cutover steps and testing before releasing the

system. At its peak, we had more than 50 people in our ―cutover room‖.

After over 3 ½ days, it was a pleasure to be able to announce the system was ready one day early

– and we saw that there was no delay in everyone getting back in to

SAP. By 11:00am on Tuesday morning, we had over 800 users in ECC

(the new name for R/3) and almost 350 in each of BW and SRM. For sure,

everyone hit the ground running! In fact, during the first two weeks, the

number of users logging into SRM was up 25% from our pre-upgrade

average – we are very happy to see more people using the system than

ever before!

An SAP upgrade is unlike many other IT projects; to upgrade an existing

system used by over 10,000 people is not easy. But we got through it –

and appreciate all of the patience and support we received from

everyone. We knew there would be bumps, and there still continue to be

some – and we are still aggressively working to fix those still open.

Inside this issue:

Common

Shopping Cart

issues

Designating a

Substitute

Approver for

Shopping Cart

Understanding

Positions

ZSR Tips

Planned SAP

System

Maintenance

Schedule

Geof Corb

Senior Director

IT @ Johns Hopkins

2

A list of known issues is being maintained at https://

know.isis.jhu.edu/x/rqRxAQ. We encourage you to check this

page if you are experiencing any usual behavior and check this

page regularly for updates and see our progress.

Thank you again – to our internal Johns Hopkins EBS team, to

our colleges in IT@JH, to our consultants, to our business

validators (who came in after business hours, for several

hours, to test), and to all of the users and leadership who

supported us during this downtime. We owe our success to everyone!

“Did you know, that on

an average day, SAP‟s

ECC system is accessed

by over 2000 users,

while SRM is used by

over 1300?”

Issue Resolution

I cannot access emarketplace / Items chosen from

a vendor's catalog do not successfully return to my

SAP shopping cart

Your browser settings need to be updated. For help

with this, see the SAP Browser Settings

My shopping cart was approved automatically In the new system, if a shopping cart is entered by

a user who is also an approver of the associated

cost center, the shopping cart is considered

approved (by that level) and moves forward for

further approvals or to the vendor. It does not

come back to the requisitioner's SRM Inbox for

approval. Everyone needs to be aware of this

difference in the new system and realize this is the

way the system is intended to work.

I can't see the shopping cart I just created Click the refresh button

I still can't see my shopping cart after I click

refresh

Click the "Show Quick Criteria Maintenance" button

to find out what the actual search criteria are. This

area allows you to change the query even though

the query is still labeled last 7 days. Be sure that a

timeframe is entered if you make changes

here. The default is last 7 days.

Common Shopping Cart issues

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Continued from page 2

Issue Resolution

My shopping cart query is locked A query on the main Go Shopping screen is locked

or open in another session and it won't REFRESH

because it's locked. The userid must be reported

to Supply Chain Shared Services; they can unlock

the user's locked queries if the JHED ID is

provided. The EBS team is currently working with

SAP to resolve this issue.

I cannot approve Shopping Carts, they did not

come to my inbox

Users have reported a time lag before Shopping

Carts appear in their SRM Inbox for approval. This

issue is also being investigated by SAP.

Reminder: Use the REFRESH option to see new

carts to approve!

The vendor informed me that shipping information

is incomplete on my purchase order

A subset of users are creating eMarkeplace orders

that do not contain the BLDG/ROOM/FLOOR

information. Those orders are being forwarded to

the vendors by Supply Chain Shared Services at

this time. If you get a call, provide the vendor with

the information. The EBS team is actively working

on a solution to this problem. (This issue is

resolved for most orders. Some orders still

experiencing the issue in very small

numbers. Please call the Help Desk and provide

examples we can use to troubleshoot the problem

further.)

I have not received an order confirmation email

from Shopping Carts placed to vendors in the

eMarketplace

You may not receive a confirmation email, but the

order was placed to the vendor. This may be due to

the orders being manually sent because of

incomplete shipping information. We are working

to resolve this issue. (Some eMarketplace orders

placed between 5/17 and 5/24 were manually

placed. As a result, you may not receive an order

confirmation for those orders. Orders placed

afterwards should generate the expected

confirmation emails from the vendors offering this

service.)

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SAP SUPPORT UPDATE

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Designating a Substitute Approver for Shopping Cart

By Sherri Flaks

The following instructions describe how to allow another SAP user to

view and approve Shopping Carts that are routed to you for approval.

It is important to verify that any person assigned as a substitute

approver has the Shopping Cart Approver role, prior to setting them up

as an approver. A user‘s roles can be looked up using transaction

ZZWF_SU01D—Display Position by Role Assignment.

Go to Approver Tab. At the far right side of the screen, next to the Refresh link, there is a

small drop-down icon. Click this drop-down icon and then select, „Manage Substitution

Rules‟:

Manage Substitution Rules. Pop-up appears, select „Create Rule‟

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Continued from page 4

Create a Substitution Rule. You can enter the

User ID or Search for the person you want as a Substitute:

You can enter the User ID of the person you want to

designate as a Substitute (if you know it) in the

‗Nominee‘ field

OR

If you click ‗Select‘ to Search for People, highlight the row of

the Person/User you want as your Substitute and click

‘Apply‘

Define Rule. Check the population of the

fields on this screen:

Nominee: contains the name of the person you want to be

your Substitute

Assign These Tasks: All

I Want the Nominee to: Receive My Tasks (―Active‖) –

Substitute will receive your Carts

OR

Fill in For Me (―Passive‖) – Substitute can opt to get your

Carts (useful for an unexpected absence)

Click, Next

Set Rule Activation. Define when you want the

Substitution to become active:

To activate immediately - select At Once

OR

To designate a specific future date, select On and enter a

Date.

Click Save

Disabling Substitution Rules. The Manage

Substitution Rules screen will show the rules you have

established:

Click Turn Off to end the substitution rule, the option to

Turn On will appear and you can activate the rule again

in the future

OR

To remove entirely, highlight the row and click Delete

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SAP SUPPORT UPDATE

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Understanding Positions

By David Levy

There are a number of attributes assigned to a position. Understanding

these attributes is important to understanding how a position relates to

other objects and how the overall organizational structure works. Many

of the attributes of a position are inherited by the person holding the

position as well so it‘s important to understand that relationship. In this

article we‘ll take a look at the attributes of a position and what they

show.

In order to see the position details using transaction PPOSE start by searching for the position

you are looking for and then double click the position number.

Then, at the top of the screen, click Goto > Detail object > Enhanced Object Description

Object - The object infotype shows the Position Short Text (Object abbr.) and the Position Title

(Object name). The Position Short Text should always be the same as the related Job‘s short

text.

David Levy

Senior HR Functional

Analyst for EBS

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SAP SUPPORT UPDATE Continued from page 6

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Relationships

An overview of the Relationships infotype shows all of the relationships a position has to other

objects. These relationships determine the position‘s place in the organizational structure as well

as security roles. All positions have relationships to a core set of objects. These are:

A|003 Belongs to Organizational Unit (O) – This determines which organizational unit the

position belongs to. (Line B)

B|007 Is Described by Job (C) – This determines which job the position is falls under.

Attributes like FLSA Status and EEO Code are inherited from the job. (Line E)

A|002 Reports to Position(S) – This shows the person who supervises this position. This

relationship is used by some workflows. (Line A)

A|Z03 Belongs to DSM Code (2Z) – This shows the DSM Code the position belongs to for

JHHS employees only. (Line D)

A|008 Holder (P) – This shows the holder of the position if the position is filled. (Line C)

Some other relationships you might see are:

B|007 Is described by Role (AG) – This shows a security role that is assigned to the position.

A|Z61 Belongs to Organizational Unit (O) – This is a special relationship that allows the

holder to view organizational units outside of their assigned organizational unit‘s structural

authorization.

B|002 Is line supervisor of (S) – This relationship shows any positions that report to this

position.

Planned Compensation - The Planned Compensation infotype shows the Pay Grade/Pay Scale

information for the position. This information will be inherited by the holder of the position and will

be reflected on the employee‘s Base Pay & Labor Distribution infotype (IT9027) record in PA20.

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SAP SUPPORT UPDATE Continued from page 7

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Vacancy – The Vacancy infotype shows whether the position is open or filled.

Assignment Features - The Acct. Assignment Features infotype contains the

personnel area and subarea for the position. This information will be inherited by the

holder of the position and will be reflected on the employee‘s Organizational

Assignment infotype (IT0001) record in PA20.

Employee Group/Subgroup - The Employee Group/Subgroup infotype shows the employee

group and employee subgroup associated with the position. This information will be inherited

by the holder of the position and will be reflected on the employee‘s Organizational Assignment

infotype (IT0001) record in PA20.

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Continued from page 8

Cost Distribution - The Cost Distribution infotype contains the Home Cost Center for the

position. This cost center has nothing to do with the salary distribution. This is only used for

workflow purposes and should only contain cost centers, never Internal Orders or WBS Elements.

JHEN – Add. Position Attr. - The JHEN – Additional Position

Attributes infotype is a customized infotype that holds JHHS/JHU

relevant information. The information incorporated here is:

Compliance

IPEDS Reporting

Required Licenses/Certifications

Officer Status

Time Keeping Requirements

Finance Reporting

ARRA Information

Please keep in mind that if a change is made to any attributes on a position that has a holder

those attributes may not be automatically transferred to the employee. In order to make sure

this happens a Position Attribute Change ISR will need to be completed. For more information on

this please see the job aid on the HR Shared Services website which you can find at the web

address below: http://ssc.jhmi.edu/bin/k/q/PositionMaintain.pdf

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Resources for SAP. SAP Upgrade Information: www.SAPatHopkins.org www.facebook.com/sapupjh www.twitter.com/sapupjh Knowledge Network: http://knowledgenetwork.johnshopkins.edu Fast Facts: learning.jhu.edu Shared Services: http://ssc.jhmi.edu JHU Controller’s Office: http://www.controller.jhu.edu SAP Support Update newsletter archive: http://orchid.hosts.jhmi.edu/hopkinsone/News/archive.cfm

SAP Support Page: http://www.jhu.edu/hopkinsone/Support

For Our Readers. The SAP Support Update is pub-

lished monthly to keep you informed

of the activities within the Enterprise

Business Solutions team and to pro-

vide tips and tricks that will make your

work with SAP easier.

If you have any questions or

suggestions or if you wish to submit

an article or tip, please email us at:

sapnews@jhu.edu

ZSR TIPS

In the ZSR for the SAP Roles Action Type, the following ―Role Types‖ will most often be used:

Standard – includes the most common ECC (R/3) end-user roles

BW – includes the most common end-user BW Report roles

In some situations, you may need to select these types of roles:

Restricted – ECC (R/3) and BW roles usually limited to a central department (e.g., Finance,

Shared Services, Divisional Business or HR personnel)

Portal – only use this type in rare situations where a user may be missing a Portal role;

normally Portal roles are automatically assigned, as needed for all of the above role types

ZSR Approvers

To Reject a Role, you have to ‗Deselect‘ the Checkbox: (screen print)

If you use the Reject All button at the top of the ZSR, this will automatically ‗Deselect‘ all of the

Checkboxes on the request, but will not automatically Submit the request, you still need to

Click the ‘Submit’ button. (screen print) Use the Approver Comments section to explain your

rejection.

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SAP SUPPORT UPDATE

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Planned SAP System Maintenance Schedule

It has become necessary to schedule monthly maintenance for the SAP system in order to

perform routine maintenance tasks such as: adding storage, deploying patches, and other

activities that require the systems to be offline. As always, our objective is to minimize the

amount of downtime during these periods while accomplishing important system management

tasks. After coordinating with Shared Services and other key users, we have developed the

following weekend schedule.

Unless otherwise specified, the systems will be taken down for a 14 hour period, with a start

time of 9:00 PM on the evening before the specified date, and concluding no later than 11:00

AM on the specified date. If the maintenance activities finish sooner, the system is released to

the users at that time.

Upcoming Schedule

June 12 (Saturday) Maintenance

July 17 (Saturday) Maintenance

August 14 (Saturday) Maintenance

September 18 (Saturday) Maintenance

October 16 (Saturday) Maintenance

November 7 (Sunday) Maintenance

December 11 (Saturday) Application of calendar year-end support packs. This date is

tentative pending what is learned from SAP's support pack and

notes release schedule.

Training Opportunities at Johns Hopkins: A range of SAP training is offered to all employees in both “e-course” or traditional classroom format.

Employees can access the training centers by visiting their organization’s training sites at:

Johns Hopkins University: learning.jhu.edu

Johns Hopkins Medicine: www.hopkinsinteractive.org (clinical training)

Johns Hopkins Health System SAP: www.hopkinsmedicine.org/sap