FastFacts Feature Presentation

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FastFactsFeature Presentation

October 30, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s TopicWe’ll be taking a look at…

Enhancements to the Salary Distribution by Individual report in BW.

How the report can be usedRecent changes to improve functionalityDeactivating conditions that change the report

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

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Session SegmentsPresentation

Art will provide an overview of Salary Distribution by Individual report in BW.During Art’s presentation, your phone will be muted.

Q&AAfter 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.

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Contact UsIf you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!

GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]

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SurveySurvey

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.

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Salary Distribution Report by Individual in BW

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AgendaToday, we’ll be taking a look at:

The enhanced Salary Distribution Report in BW Characteristics of the reportHow this report is helpful

Changes to the variable screen How to change the filtersResults with the weighting percentages and unsupported amountsDeactivating conditionsSecurity

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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

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Info Type z9027The BW default view ties in with the current period on the Period Review tab

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Executing the Report in BW

1. Locate the report in the Role Menu

2. Expand Finance Administration

3. Select the Salary Distribution by Individual Report

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Variable ScreenNarrow the results by entering:

Employee (PERNR)Cost Center Internal OrderGrant number and/or Valid To fields

Slide 13Results Using Employee

NumberSearching by an employee will display current allocations

True for both sponsored and non-sponsored budgetsSecurity access or expired allocations defaulting to Control Salary may result in 100% of their salary per pay period not being displayed.

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Results Using Cost Object

Note: The “Overall Result” includes values hidden by a “Condition”

Displays employees who are currently allocatedExpired allocations will not be displayed in the default view

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Results Using Valid To Date“Valid To” (date) field can be…

Left blank to display all resultsOr defined on the Variable Screen in the “Valid To” field

For example…

Slide 16Results Using Valid To Date -

ExampleSelect <= from the drop downEnter 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

Slide 17Adding Weighting Percentage and Unsupported

Amount

1. Click on the Key Figures Filter Icon

2. Check Weighting Percentage and Unsupported Amount

3. Click

Slide 18Results With Weighting Percentage and Unsupported

AmountWhat 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

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ConditionsInitial 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

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Deactivating the ConditionFrom the report results, click “Exceptions/Conditions”

Next, click the Green/Red Icon to Deactivate/Activate

Slide 21Deactivated Display, Run by

EmployeeThe 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

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Exporting to Excel Export the report to Excel, with the Condition activeDetermine Pay Period Salary of $2,000 ($48,000 annual) from Info Type z9027Total 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

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In SummaryThe Salary Distribution by Individual Report is helpful in many ways:

Displays employee labor distribution as setup in R/3 Infotype z9027Gives number of days relative to when employee may drop to control salaryCan 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.

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Q&AWe’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.

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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: [email protected]

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SurveyBefore 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!