Sibley and Howard CountySAP Finance Master Data & Reporting

Process Briefing and Demonstration

Agenda

April 10, 2023 2

• Overview of the SAP system design

– Johns Hopkins Financial Structure

– Master Data Overview

• Business areas

• Funds

• Cost Centers

• Internal Orders

• Fixed Assets – WBS Elements

• Cost elements and G/L account overview

• Request Process

– Schedule of Automated Updates

– Commonly Used Financial Reports – BW and ECC

Johns Hopkins Financial Structure

April 10, 2023 3

Johns Hopkins Posting Req. in Each Module

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Funds Management

(FM)

Financial Accounting

(FI)

Business Area

Grants Management

(GM)

Controlling

(CO)

GL AccountCommitment

ItemCost Element

Fund CenterCost Center

Funded ProgramInternal OrderSponsored Program

Sponsored Class

Grant

Fund Fund Fund

Project Systems

(PS)

Project Definition

Work Breakdown Structure (WBSE)

Business Areas

• Business Areas are directly related to the affiliate.– Ex: Business Area 480 = Johns Hopkins Hospital

• Business Areas are three digits long • JHHS Business Area range is 400-699

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Funds

• Designates the source of funds• 10 digits long

– Ex: 1048000000 = JHH OPERATING FUND

• Can be used to track non-capital projects.

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Cost Centers

• Commonly represents a department

• 10 digits long

• Current numbering scheme: (BA) (FU) (CC Number)

480 001 0100

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Internal Orders

• Used by grant and award programs

• 8 digits long

• Have a responsible Cost Center associated with them

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Fixed Assets – WBS Elements

• Work Breakdown Structure Element (WBSE)

Cost assignment type for capital projects, designed to track both capital and expense portions of a capital project. (Note: Use a WBSE in lieu of a cost center.) Example of WBSE: C.450.12.0001.1

o First character of a WBSE will be any one of the following depending on the nature of the project (C in the above example):

C: Construction

E: Equipment

I: IT

J: Joint (when cost of project is shared or when one affiliate is performing the project work and another affiliate is paying for the project)

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Fixed Assets – WBS Elements (continued)

o First character of a WBSE (continued):

R: Renovation

L: Landlord

S: Safety & Regulatory

o Second 3 characters of a WBSE stand for the business area , 450 in above example. (500 for HCGH)

o Third 2 characters of a WBSE stand for the fiscal year in which the project began, FY12 in above example

o Fourth set of 4 characters is automatically assigned by SAP, 0001 in above example

o Last character is called a “node”, which can be set up as either capital or expense, for various charges on a project. A project can have one node or several depending on the complexity of your project.

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Cost Elements/ G/L Accounts

• Account Types:– GL Accounts (Revenue, Expense, Asset,

Liability and Equity)– Cost Element (Revenue & Expense

Accounts)– Secondary Cost Elements

(Transfers/Purchase Service)

• Account numbers are 6 digits long

April 10, 2023 11

Cost Elements/ G/L AccountsContinued

April 10, 2023 12

Master Data: Finance

• All Updates go thru JHHS Controller’s Office (unless otherwise noted)

• Web forms are available online:

http://www.sapathopkins.org/supportSAP Support website > Finance Master Data Tool

April 10, 2023 13

Master Data: FinanceContinued

• New Cost Centers or Accounts will require a number selected by the user.

• JHU must approve any new GL Accounts

• New Cost Centers must be approved by the JHHS Budgeting or Accounting Director

• Questions about Master Data can be sent to Finance@jhmi.edu

April 10, 2023 14

Master Data: FinanceContinued

• All Master Data needs to be approved.

• Allow roughly a week for processing.

• EBS transports master data into production on Thursday.

• EBS has to process all Master Data for JHU and JHHS.

• Hierarchy updates are processed as required.

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Master Data:Grant Process

• All award notices are forwarded to the JHHS Senior Grant Accountant

• Johns Hopkins Sponsored Shared Services creates unique internal order for each award

• Expenses are charged to internal order instead of cost center

• SAP system automatically records revenue equal to expense• Grant accountants coordinate grant reporting with principal

investigator• All A-133 audit communication flows through controller’s

office grant accounting

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Master Data:Fixed Assets – WBS Elements

When ready to spend on a project, contact the FASSC at FASSC@jhmi.edu by completing a project request form (which can be found on the FASSC website at http://ssc.jhmi.edu/fixedassets/forms.html).

The sender will then be notified within 48 hours that the project is ready.

When the project is complete or “in service”, contact the FASSC. The costs in that project will then be moved from the construction in progress GL account (180501) to assets and depreciation will begin.

Any questions, please contact the FASSC at fassc@jhmi.edu or Karen Durning, Manager 443-997-5758.

April 10, 2023 17

Update Time

BCS (1) Overnight 9:00 AM 12:00 PM 3:00 PM 5:00 PM

BW CO (2) Overnight 10:00 AM 1:00 PM 4:00 PM N/A

[zfgl-due-updates] ZFGL_DUE update

completed successfully(3)Overnight 9:00 AM 12:00 PM 3:00 PM 5:00 PM

Special Ledger Overnight N/A N/A N/A N/A

Payroll (PTO Liab) Overnight(4) N/A N/A N/A N/A

(1) BCS Successfully Updated (BCS CUBE SUCCESSFULLY UPDATED)

(2) BW update of CO data has completed(3) [zfgl-due-updates] ZFGL_DUE update completed successfully(4) Updated early AM on Sunday weekly

SAP Update Schedule

Business Warehouse Financial Reporting

• Monthly Comparison

• CO Line Item Detail

• Vendor Payment Report

• Salary Detail Report

• Labor Distribution – Total Dollars by Occ.

• Absence & Attendance Detail

• Employee Master Data by Date

April 10, 2023 19

ECC Reporting

• T-Codes– FB03 – Financial Document Display– ME23N – Purchase Order Display

April 10, 2023 20

Questions?

April 10, 2023 21