WELCOME [] · Welcome to NIC! • What is NIC? ... NIC Basics • How often do ... Fast facts about...

June 27, 2013

WELCOME

SpinifexIT NIC User Group Meeting

Copyright 2013 –SpinifexIT -‐ www.spinifexit.com

Agenda

Introduc)on/Welcome

About NIC

Support Overview

Update on New Releases

Case Study: Norfolk Southern

Tips & Tricks

Case Study: Ralph Lauren

Moderated Discussion


•  There are two ways to interact during this session. You can use the “raise your hand” feature during Q&A and we will unmute your line or you may type a question at any time to be answered.

How We Will Handle Questions/Interaction

Raise Your Hand Type Your QuesGon


Welcome to NIC!

•  What is NIC? –  NIC is a user group for customers of SpinifexIT

•  What does “NIC” mean? –  NIC stands for Networking, Influence and

Community •  How do SpinifexIT customers participate/benefit?

–  NIC is designed to benefit members by providing opportunities to network with other SAP HR/Payroll customers to learn best practices and new ways to use SpinifexIT software in their daily tasks.


NIC Basics

•  How often do we plan to meet? –  We plan to hold quarterly online meetings but will add

more if asked •  Will there be any in-person meetings?

–  Some cities/regions across US and Canada may have enough members to be able to have face-to-face meetings. We encourage that and are happy to facilitate those.

–  We will hold an in-person NIC meeting with our SpinifexIT solutions team at the annual SAPinsider conference in the spring


NIC Basics

•  Will NIC members have their own portal/website? –  This question has come up several times. We plan to

roll out a secure NIC member portal in the next couple of months to allow members to engage in discussion and to share things such as Easy Reporter reports and ideas.

•  Who belongs to NIC? –  Today, NIC is focused solely on North American

SpinifexIT customers. Individuals from nearly 50 companies are currently signed up and a number of others will be joining before the next meeting as they are just getting started.


Who’s Volunteered to Help Lead NIC?

•  Wendy Buesing, Norfolk Southern •  Brian Erickson, Leprino Foods •  Colleen Ferguson, Nova Scotia HASP •  Eric L’Italien, ABB •  Robert Sesink Clee, Ralph Lauren •  Debbie Zoll, University of Kentucky


Goals of NIC

•  Keep SpinifexIT customers up-to-date on latest product information and releases

•  Share knowledge in the form of tips/tricks/best practices and provide forum for sharing reports

•  Provide networking opportunities between customers •  Provide customers an ability to influence future releases

or SpinifexIT activities •  Share customer case studies


Use of Surveys

•  To help us plan future meetings, we will use member surveys

•  These provide very useful information to let us know which content or topics are most important

•  Please take a moment to fill these out when you receive them!


What NIC is Not Intended to Do

•  NIC is not intended to replace, supplement or serve as software support –  As Danielle will mention, your existing support channels and

processes remain unchanged

•  NIC is not a sales opportunity or platform •  NIC is not open to anyone other than SpinifexIT

customers


Get Involved!

•  The success of future meetings will depend on you! How can you help? –  Survey feedback –  Volunteer to share a story or case study –  Volunteer to lead a discussion forum topic –  Offer to share cool reports or other things you and your team

have accomplished with SpinifexIT

•  Speak at ASUG or SAPinsider –  Contact [email protected] to discuss speaking at events


Other SpinifexIT Resources – Team Blog

•  The SpinifexIT solutions team blogs regularly at www.spinifexit.com/category/blog/

•  Blog posts vary between industry information/updates, solution tutorials, and event updates

•  Subscribe to receive an email whenever a new blog is posted


Other SpinifexIT Resources – Video

•  Tutorial videos are available at www.spinifexit.com/video/

•  These are brief solution-based tutorials that may inspire you or provide additional direction

Support Overview


Support Overview

The support for the SpinifexIT solutions for SAP R/3® will be provided by SpinifexIT. The support is broken down into the following levels:

•  First Level Support – Managed internally by customer (Super User)

•  Second Level Support – Managed via the Regional specific SpinifexIT Support Team

•  Third Level Support – Managed via the Regional specific SpinifexIT Support Team working with the SpinifexIT Australia Global Support Team


Support Overview

Service Level Agreement (SLA)

•  Protocol –  Case Types –  Case Status –  Priority Levels –  Escalations

•  Monthly Updates •  Why VPN Access Is Important •  Enhancements (Idea’s) •  How You Can Impact which Enhancements Make it into the solution •  How you can share your Reports & Documents with each other


Support Overview

What’s Going On Behind the Scenes..


Support Overview

•  The Global SpinifexIT Help Desk processes approximately 305 new cases every 30 days (30% of those are North America specific)

–  18% of those are suspected product errors –  14% are requests for new functionality –  66% are “How To” type inquiries –  2% are other

•  We look for trends in the cases and identify opportunities for improvements in the training classes, manuals, webinars etc.

•  66% is a large number for “How To” questions which has made us redesign our training programs and classes to ensure early adoption

Figures calculated May, 2013


Support Overview

•  We are also reaching out to customers as part of our “Reengagement Program” to see who may benefit from additional assistance and or training.

•  You may be contacted by your designated Sales Executive or a member of the Support Organization to see if you require any additional assistance

•  Todays section on Tips & Tricks is based on popular questions that we have received in the past 60 days


Questions About Support?

?




The new versions are available and will be sent per customer request based on their BASIS availability.

Detailed Release Notes are available for each solution.

New Versions are available for:

•  Easy Reporter 2.07 •  Easy Documents 2.07 •  Easy Balance 2.07



Easy Reporter •  A new system settings menu has been added. This will allow you to

alter some of the Easy Reporter settings without needing to edit configuration tables.

•  Some new pre-delivered reports have been added, including a new SpinifexIT report execution audit log report that allows you to see which of your reports have been run, how many times, and by whom (provided the logging is turned on).

•  When moving reports around the menu, it is now possible to select to overwrite a report. This is useful as the internal report reference no longer changes. This makes it less likely that links to transaction codes and ESS or MSS will become invalid or incorrect.



Easy Reporter •  When publishing reports to MSS, it is now possible to have an MSS

report displayed directly from the menu. Now, if you want the manager to see all of their employees immediately, this new option can be called.

•  PD reports (Org Type Reports) can now be called from Manager’s Desktop.

•  New functionality delivered for the Pennsylvania Tax Act 32. •  A number of minor changes have been made to folder structures

and titles, including: –  When running a payroll report, the Pay Period Run Type descriptions have

modified –  Time Management fields folder has been moved to appear before Payroll Results



Easy Reporter

•  Some additional data fields have been added:

–  New numeric Annual Salary Fields –  A masked credit card number can now be output from the

Communications Infotype –  Infotypes 0066, 0067, 0068 are now automatically linked and

reported together –  New Finance Posting fields have been added to show additional

posting information



Easy Documents

•  New SpinifexIT Product Execution Audit Log Report •  Major Fixes



Easy Balance •  A new transaction code has been delivered /SPIN/EB, which will

only display the activated Easy Balance •  Any pre-delivered report can be modified as required •  Any pre-delivered document can be modified as required •  It is possible to toggle between any modified versions of the reports

or documents to display only the SpinifexIT pre--delivered version. These can then be reset back to the SpinifexIT version if requested.

•  solutions.


Questions About Releases?

?

Case Study

WELCOME

SpinifexIT Case Study: Norfolk Southern

www.spinifexit.com 1-‐800-‐480-‐6857

1170 Peachtree Street Suite 1200

Atlanta, GA 30309


Norfolk Southern Company Overview

•  Our Vision: Be the safest, most customer-focused and successful transportation company in the world

•  Our railway operates approximately 20,000 route miles in 22 states and the District of Columbia

•  Serves every major container port in the eastern United States

•  Operates the most extensive intermodal network in the East

•  Major transporter of coal and industrial products •  Railway operating revenues $11 billion •  Fortune 300 company


Payroll Department at Norfolk Southern

Fast facts about the SAP Payroll function at NS: •  Resides in Accounting Operations •  Pay 30,500 Employees & 7,800 Pensioners •  Execute approximately 205 payrolls/ year (GTN)

–  Biweekly, Weekly, Semi-Monthly & Pension •  Operate in 22 states + DC •  Taxes, Deductions,W-2s & 1099s •  $200 million / month gross wages


Additional Payroll Statistics & Demographics

•  Payroll Cycles –  Biweekly (2), Weekly (2), Semi-monthly, Pension

•  ~5,000 Management Employees •  ~25,000 Employees – Union •  13 Unions Collectively Bargained •  2007 - 70% of Employees between 45 - 65


Our SAP Implementation

•  Why did we implement SAP? –  Aging infrastructure –  Loss of business knowledge – Retirees –  Lack of integration –  Implement best practices

•  Key SAP implementation milestone dates: –  Started implementation in February 2010 –  Original target date for go-live was April 2011 –  Go-live was moved to July 2011 –  Go-live was moved again to January 1, 2012


Before SpinifexIT

Before we began using SpinifexIT solutions: •  Standard SAP reports did not provide flexibility needed

to extract specific data •  Data Warehouse was not adequate for other report

writing tools due to missing or mismatched data •  Data Warehouse is a day behind the live data in SAP


Our SpinifexIT Implementation

Our history with SpinifexIT: •  We first implemented SpinifexIT in February, 2012 •  We run the following SpinifexIT solutions:

–  Easy Reporter –  Easy Documents –  Easy Clone –  Easy Help Desk

•  In addition to those solutions, we became a beta customer for the new Easy Balance solution in November, 2012


How We Have Benefited From SpinifexIT

After our first year with SpinifexIT solutions: •  We can easily extract more specific data required for

reports •  Our users can flexibly and easily schedule reports and

send via email to customers •  We were able to produce helpful reports for our first

year-end processing with SAP, including balancing and troubleshooting

•  We have found that the pre-delivered reports are helpful and easy to edit to meet our specific requirements


Additional Examples of How SpinifexIT Has Helped

Additionally, we have developed the following reports and documents: •  We created a W-2 reconciliation report that was based

on a pre-delivered report to support our payroll year-end •  We also developed a New York wage letter with

language that is specific to NS requirements


SpinifexIT Customer Support

•  We have found SpinifexIT to be very customer-focused •  The training provided by SpinifexIT was practical and

useful –  Two training sessions – February 2012 and September 2012

•  The Solutions Team at SpinifexIT has provided excellent service and support. They have always been responsive to our requests and needs.


What’s Next for Us?

Our SpinifexIT-related goals for 2013 include: •  We plan to publish the New York wage letter on our

Employee Resource Center website •  We will create more documents and correspondences for

employee communications with Easy Documents •  We will continue to create and run tax reconciliation

reports specific to our needs at Norfolk Southern to be proactive throughout the year

•  We will leverage Easy Reporter to produce and deliver periodic scheduled reports to internal customers


Questions for Wendy?

?

Tips & Tricks


Tips & Tricks

1.  Determining the most recent Date of Hire by comparing multiple date fields

2.  Including Data From Outside SAP in your Report

3.  Audit Tool and User Activity


Tips & Tricks #1 – Latest Date of Hire

What is the Latest Date of Hire?

Many organizations store multiple dates for employees on their Infotype 41 Date Specifications. Some have separate Date Types for Hire Date and Rehire Date. You may want to include a field on your report that says show me whichever one is later. You can do so with a Mapping field.



Step # 1 – Add a Mapping Field



•  Step #2 - Ensure the Date Formatting


Tips & Tricks #2 – SAP + External File

Data From SAP + External File

Easy Reporter has the ability to import data from a local file to include on a report. The usage of the local file, is normally used for doing comparisons of data from either a different payroll system (during implementation), or for doing SAP comparisons (such as doing a before and after comparison, when loading in the SAP Support packs as described in the previous section).



Step # 1 – Start with the external file and make sure a unique field (like Personnel number or SSN) exists there. In this example the first column contains the Personnel or Emp. Number.



Step # 2 – Create a report where the Unique field is the first field. Insert a Concatenated field as a placeholder for the field in the external file. Add any other fields.



•  Step #3 – Specify the Tab delimited external file in your PC File Input field


Tips & Tricks #3 – Audit Tool and Activity

Big Brother Snooping…

Now you can easily see which users are using which reports and how long those reports take to run. This can assist you with identifying which reports are no longer in use and differences in run time for scheduled jobs to help you better plan scheduled activities


Tips & Tricks #3 – Audit Tool and Activity

Sample Output This report can be run by date range, user, report name, run type etc.


Questions?

?

Case Study

Copyright © 2012 Ralph Lauren Corporation & Accenture. All Rights Reserved. Confidential & Proprietary.

Your own sub headline This is an example text. Go ahead and replace it with your own text.

Templates

Your Logo

Implemen'ng SpinifexIT Easy Reporter and Easy Documents at Ralph Lauren


Agenda

2

1

3

Repor'ng pain points at RL

2

Why we chose SpinifexIT

4 Deployment of SpinifexIT to the HR popula'on

5

6 Next Steps

Implementa'on approach

Q&A 7

SAP HR at Ralph Lauren


SAP HR at Ralph Lauren

Your Logo

Ø  SAP go-‐live – April 2011 •  Func'onal scope: OM & PA •  Enterprise Compensa'on and Benefits coming up in FY ‘14

Ø  Supports 18,000 employees in US, Canada and Argen'na •  Major global expansion – buying back licenses where possible

•  Eventual SAP employee popula'on will be closer to 50,000 globally

Ø  Retail industry – high turnover, especially during “busy” seasons. •  Headcount repor'ng is important

Ø  175 HR generalists, administrators and coordinators using the system •  High repor'ng demand from a 2-‐person repor'ng team

•  Need to provide users with an easy-‐to-‐use repor'ng tool


Ø  Ad Hoc query was the only custom repor'ng tool provided to an essen'ally non-‐technical user community

Ø  Complex repor'ng requirements were simply not feasible using Ad Hoc.

Ø  Over 100 Ad Hoc users dumped their reports in an unnavigable, unmanageable query library. •  No naming conven'ons

•  Query infoset was poorly designed

•  Mul'ple flavors of the same report

Ø  Alterna'ves to this state of affairs were: •  Custom report development using offshore team (costly and slow)

•  Build ABAP Query capability – we started down this path before discovering Spinifex •  Find a niey repor'ng tool that met our needs

Repor'ng pain points at RL

Your Logo


Ø  Easy to use •  Even complex reports are quick to develop

•  Note -‐-‐ The toughest people to train in the tool are the folks who have worked in Ad Hoc and ABAP Query all their lives

Ø  Improved OM repor'ng capabili'es •  Combining OM and PA data is now a snap (try doing that with Ad Hoc)

Ø  Ability to incorporate non-‐HR data into reports Ø  Easy Documents!

•  Busy developing a management dashboard showing headcount, turnover, hires and terms, amongst other things.

Ø  Looking forward to the upcoming enhancements: •  Encryp'on of reports in emails; we have excep'onally strict rules regarding

transmission of sensi've data. This will allow us to schedule reports for email transmission

Why we chose SpinifexIT

Your Logo


Deployment of SpinifexIT to the HR popula'on

Your Logo

Ø  Created an internal training program, splihng up the training into 3 levels. Each level of training is a 1-‐day course. •  Basic repor'ng (62 invited, 54 trained):

o  Not much more than what is available in AdHoc Query –  Elementary report crea'on –  Simple column manipula'on (Column 'tles, sorts) –  Employee selec'on (esp. Org Selec'on

•  Intermediate repor'ng (46 invited, 38 trained): o  Calcula'ons, Mappings, Substrings and Concatena'ons o  Trending Reports o  Heavy focus on date-‐dependencies of data

•  Advanced repor'ng (30 invited, 8 trained): o  OM reports o  Easy Documents


Ø  Went live with SpinifexIT just before a 3-‐month system freeze. •  Perfect opportunity to install the tool, develop in-‐house training programs, and get

accustomed to the features and func'onality.

Ø  Clean up exis'ng report catalog •  Ra'onalize current report catalog; categorized the exis'ng Ad Hoc and ABAP Query

report catalog into 3 main groups: o  Junk (130 reports), Consolidate (224 reports cut down to 40), Keep (83 reports to be converted) o  As of today, 65 reports have been converted to Spinifex

•  Conversion is done as 'me permits – every 'me an old Ad Hoc report is run by the repor'ng team, it gets converted to Spinifex, and assigned to the appropriate Company Reports folder

Ø  Next step is to schedule periodic reports •  Decided to wait un'l Release 2.07.02, so that we can schedule the mailing of encrypted

reports to users


Your Logo


Ø  Define user categories •  HRIS – Full access to all admin func'onality and to all menus

•  HR Generalists and Administrators can execute Company reports, and create their own user reports. Drae folder is not made available to any users outside of HRIS.

•  Copied RL versions pre-‐delivered reports into the Company Repor'ng folder

•  Eliminated Drae Reports from all users aeer the folder started to become messy and cluoered


Your Logo

Available to all users

HRIS users only


Ø  Created an in-‐house SpinifexIT user group that meets monthly. •  Share 'ps and tricks; provide updates regarding new company reports

•  Solicit informa'on regarding new user-‐defined reports that could be candidates for the Company reports folder

•  Report is presented to the group

•  Tweaks and refinements are discussed

•  HRIS team transports the report to the Company Reports folder


Your Logo


Next steps

Your Logo

Ø  In the process of upgrading to release 2.07.02. Ø  Adding evalua'on paths that we have iden'fied in order to get to custom

OM objects that are linked to Job (need to create evalua'on path from S-‐C-‐custom).

Ø  Adding table T526, in order to include HR Administrator info in our reports

Ø  Adding custom infotypes

Ø  Future enhancements: •  Custom tables

o  Include ADP check registers in Z-‐tables?

•  Ongoing SpinifexIT upgrades


What we would like to see in future releases

Your Logo

Ø  Ability to include in-‐line ABAP code for some of the more complex reports

Ø When displaying manager informa'on, provide the ability to show the first occupied posi'on


Ques'ons

Your Logo

Ø  Contact Rob at:

[email protected]

201-‐531-‐6945

201-‐936-‐6300 (mobile)

Discussion Forum


Moderated Discussion Forum – How It Works

•  Danielle will initiate a topic and start the discussion •  You are invited to either “raise your hand” or to type a question into

the GotoWebinar control panel •  If you raise your hand, you will be unmuted so you can comment

Raise Your Hand Type Your QuesDon


Discussion Topics

•  Survey respondents asked us to cover a number of topics in this meeting. The following have been touched on in previous slides/demo already:

–  Length of Time to run some reports –  Upcoming releases of Easy Reporter and Easy Help Desk –  Stories from other companies –  Audit Reporting –  Fixes, updates, and changes in the manual –  Tips and Tricks (New Ideas) for Custom Calculation fields –  Upcoming releases of Easy Reporter

•  The following topics are included in today’s discussion: –  Field Descriptions SAP vs. Easy Reporter –  Differences between AND and OR Filters


Wrap-Up

•  We hope you enjoyed participating in today’s first NIC meeting!

•  Please provide feedback to [email protected] or [email protected]

•  If you have co-workers who wish to be on the mailing list for future meetings, please have them email [email protected] to request to be added to NIC

•  Our next meeting is tenatively scheduled for September 25, 2013. Surveys and “hold the date” emails will be sent out ahead of time!

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