Putting mass data maintenance back into the hands … · Putting mass data maintenance back into the hands of the business user Amanda Byrne . Winshuttle User Group | San Diego 2013

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

Winshuttle User Group | San Diego 2013

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


Organisations on SAP

Finance

HR / Payroll

CATS Only

Worcestershire County Council 2 1 1

Bank Account Schools 4 5 -

Academies 17 36 -

Other - 11 -

23 53 1

Chart of Accounts 46

Company Codes 54

Payroll Areas 64


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


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


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


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.

The Academies Act 2010 - an Act of the Parliament of the United Kingdom.

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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


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

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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


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


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

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Home to School Transport

KEMDM

• Create Profit Centre

• One per Customer

XK01 • Load Customer (1,101 Customers)

VA01

• Recurring Sales Order (1,692 Sales Orders over 3 Fiscal Years)

• One per Customer/Bus Pass

F-02

• Journal

• DB Loan (Balance Sheet)

• CR Revenue Account & CR Accrual (Balance Sheet)


Payroll Processing

Spreadsheets sent in by email • 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


Payroll templates

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


Payroll load checking

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


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


EXCEL Macros


Macro 1 Imports the Bank Statement into EXCEL



Macro 2

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



Macro 3 Generates the Winshuttle Input Script to load into SAP


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)


Winshuttle – Time Saved

3,375 hours in 2012/2013

92 Winshuttle Scripts developed


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


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


What our users think

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 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

Winshuttle saves hours when extending new vendors and ensures there are no errors. It is simple and straightforward to use.

Caroline Shellam Revenue Team

Rob Phillips Children’s Services Finance


Questions

Questions?

[email protected] AJ_Byrne

mailto:[email protected]