Time Management using CATS webdynpro, Interactive forms and Smartcard digital signature

1. Timesheet Management using CATS Webdynpro SAP Adobe Interactive Forms Smartcard Digital Signature Pierre Kupper (UCL Project Manager) Thierry Anckaert (Quintisys Senior Consultant) SAP Lounge, Brussels October 8-9, 2008

4. A challenge in terms of HR management 21,000 students 1,300 academics 1,800 scientists 1,900 administrative staff

5. A challenge in terms of budget management

10. Planning & workload Workload : 80 d. consultancy / 40 d. IT / 40 d. key users Phase Period Analysis workshops, project preparation & Kick-off 5 th of July Preparation phase and prototype presentation 27 th of August Gap analysis & extensions September 2007 Validation Oct. – Nov. 2007 Pilot phase (PCRD 6 projects) December 2007 Go Live January 2008

11. A few technical challenges! Full RedDot Portal integration of Timesheet application Digital signature of timesheet by the researcher using UCL smartcard Automatic valuation of working time at standard cost with transfer to accounting and invoicing Multi browser & multi platform [ IE + Firefox (Mac) ] Validation of hours by “project leaders” (not by N+1) Challenges “ Multi-matricule” use must be transparent for users

14. The Business Process Solution

15. The business process cycle 2 3 5 1 4 Employees record monthly Timesheet via web portal Project leaders check WBS working times via web portal Period is locked and data sent to CO Output (PDF) + digital signature (smartcard) of Timesheet via portal Output (PDF) + digital signature (smartcard) of project working time summary via portal

16. Step 1 Recording of monthly timesheet via web portal 2 3 4 5 1

17. Seamless integration of SAP portal

18. Timesheet entry screen WBS Three month view with rejected times Total Hours Per week WBS/Absence text Absence Type Hours Daily view (for free text addition) Period

19. Bobby says ... User Friendly & Sexy! Is it really SAP? And do other ESS/MSS screens look the same?

21. Step 2 Check WBS working times 2 3 4 5 1

22. Project leader checks WBS working times via portal

23. View selection (monthly / weekly ) Details on click Approve / reject Guided procedure Project leader checks WBS working times via portal

24. Approve / Reject Project leader checks WBS working times via portal

25. Project leader checks WBS working times via portal

26. Step 3 Period locking & CO transfer 2 3 4 5 1

27. Management screens Transfer to accounting (CO)

28. Step 4 PDF timesheet digital signature & SAP HR storage 2 3 4 5 1

29. Output (PDF) + digital signature of timesheet via portal

30. Output (PDF) + digital signature of timesheet via portal

31. Header : (Period, project leader’s name, identication number, department) Total : summary of hours within the period Detail : hours per employee and per day (WBS and absences) Certificate (digital signature) Output (PDF) + digital signature of timesheet via portal

32. Output (PDF) + digital signature of timesheet via portal

33. PDF Timesheets viewable in SAP HR via transaction PA30 (using ArchiveLink)

34. Step 5 PDF working time summary digital signature & storage in SAP 2 3 4 5 1

35. Output (PDF) + digital signature of project working time summary via portal

36. Output (PDF) + digital signature of project working time summary via portal

38. Creation of Interactive Forms using Adobe LiveCycle Designer in SAP NetWeaver Developer Studio

39. Bobby says... Too much! What else can I do with SAP Interactive Forms?

40. SAP Interactive Forms : Wide ranging potential

42. Conclusion

43. Conclusion Standard SAP Portal capabilities Multi browser & multi platform use [ IE + Firefox (Mac) ] Digital signature and UCL smartcard using Interactive Forms Ensure integrity of timesheet data Standard CATS implementation using new standard Webdynpro screens Solution for managing and checking timesheet by project leaders using web screens Automatic valuation of working time at standard cost with transfer to accounting and invoicing module “ Multi-matricule” use must be transparent for users Full RedDot Portal integration of timesheet Challenges Standard CATS scenario with CO transfer Leverage CATS enhancement capability Solutions Standard SAP Portal capabilities + enhancements + Web services

44. Any questions ?

45. Thank you!