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Timesheet Management using  CATS Webdynpro SAP Adobe Interactive Forms Smartcard Digital Signature Pierre Kupper (UCL Proj...
<ul><li>Introducing UCL   </li></ul><ul><li>Our business context </li></ul><ul><li>The project approach </li></ul><ul><li>...
<ul><ul><li>More than  1000 research contracts </li></ul></ul><ul><ul><li>More than 25 spin-offs </li></ul></ul><ul><ul><l...
A challenge in terms of HR management 21,000 students 1,300 academics 1,800 scientists 1,900 administrative staff
A challenge in terms of budget management
<ul><li>Fifth Framework Programme (1998 – 2002) </li></ul><ul><li>200 contracts, total value: 38 million euros </li></ul><...
<ul><li>300M €  budget       </li></ul><ul><ul><li>-  Accountability is essential </li></ul></ul><ul><ul><li>- Allocated ...
Project objectives <ul><li>Align with the requirements of the Seventh Framework Programme for Research and Development  (P...
<ul><li>Introducing UCL  </li></ul><ul><li>Our business context </li></ul><ul><li>The project approach </li></ul><ul><li>O...
Planning & workload Workload :  80 d. consultancy  / 40 d. IT / 40 d. key users Phase Period Analysis workshops,  project ...
A few technical challenges!  Full RedDot Portal integration of Timesheet application Digital signature of timesheet by the...
<ul><li>Quintisys </li></ul><ul><li>100% dedicated to  SAP HCM </li></ul><ul><li>Deep knowledge of  Portal ESS/MSS  soluti...
<ul><li>Introducing UCL  </li></ul><ul><li>Our business context </li></ul><ul><li>The project approach </li></ul><ul><li>O...
The Business Process Solution
The business process cycle 2 3 5 1 4 Employees record monthly Timesheet via web portal Project leaders check WBS working t...
Step 1 Recording of monthly timesheet via web portal 2 3 4 5 1
Seamless integration of SAP portal
Timesheet entry screen WBS Three month view with rejected times Total Hours Per week WBS/Absence text Absence Type Hours D...
Bobby says ... User Friendly & Sexy! Is it really SAP? And do other ESS/MSS screens look  the same?
 
Step 2 Check WBS working times 2 3 4 5 1
Project leader checks WBS working times via portal
View selection (monthly / weekly ) Details on click Approve / reject Guided procedure Project leader checks WBS working ti...
Approve / Reject Project leader checks WBS working times via portal
Project leader checks WBS working times via portal
Step 3 Period locking & CO transfer 2 3 4 5 1
Management screens   Transfer to accounting (CO)
Step 4 PDF timesheet digital signature & SAP HR storage 2 3 4 5 1
Output (PDF) + digital signature of timesheet via portal
Output (PDF) + digital signature of timesheet via portal
Header  :  (Period, project leader’s name, identication number, department) Total  :  summary of hours within the period D...
Output (PDF) + digital signature of timesheet via portal
PDF Timesheets viewable in SAP HR via transaction PA30 (using ArchiveLink)
Step 5 PDF working time summary digital signature  & storage in SAP 2 3 4 5 1
Output (PDF) + digital signature of project working time summary via portal
Output (PDF) + digital signature of project working time summary via portal
Bobby’s impressed!  <ul><li>New SAP Web applications really are sexy and user friendly!    thanks to  Webdynpro </li></ul...
Creation of Interactive Forms using Adobe LiveCycle Designer in  SAP NetWeaver Developer Studio
Bobby says... Too much!  What else can I do with  SAP Interactive Forms?
SAP Interactive Forms : Wide ranging potential
<ul><li>Introducing UCL  </li></ul><ul><li>Our business context </li></ul><ul><li>The project approach </li></ul><ul><li>O...
Conclusion
Conclusion Standard SAP Portal capabilities Multi browser & multi platform use  [ IE  + Firefox (Mac) ]  Digital signature...
Any questions ?
Thank you!
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Time Management using CATS webdynpro, Interactive forms and Smartcard digital signature

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

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

  1. 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
  2. 2. <ul><li>Introducing UCL </li></ul><ul><li>Our business context </li></ul><ul><li>The project approach </li></ul><ul><li>Our partner: Quintisys </li></ul><ul><li>The solution in detail </li></ul><ul><li>Conclusions and questions </li></ul>Agenda
  3. 3. <ul><ul><li>More than 1000 research contracts </li></ul></ul><ul><ul><li>More than 25 spin-offs </li></ul></ul><ul><ul><li>Science park with 3 major sites </li></ul></ul><ul><ul><li>4000 active people in research </li></ul></ul><ul><ul><li>600 foreign nationals in research </li></ul></ul><ul><ul><li>37 nationalities to be managed </li></ul></ul><ul><ul><li>200 laboratories </li></ul></ul>UCL: more than ‘just’ a university
  4. 4. A challenge in terms of HR management 21,000 students 1,300 academics 1,800 scientists 1,900 administrative staff
  5. 5. A challenge in terms of budget management
  6. 6. <ul><li>Fifth Framework Programme (1998 – 2002) </li></ul><ul><li>200 contracts, total value: 38 million euros </li></ul><ul><li>Sixth Framework Programme (2002 – 2006) </li></ul><ul><li>89 validated proposals out of 237 submitted </li></ul><ul><li>Seventh Framework Programme (2007 – 2013) </li></ul>The European Research Framework Programme  Cost justifications are mandatory!
  7. 7. <ul><li>300M € budget  </li></ul><ul><ul><li>- Accountability is essential </li></ul></ul><ul><ul><li>- Allocated credits must be tracked </li></ul></ul><ul><ul><li>- Detailed reporting on project time spent </li></ul></ul><ul><li>The bottom line: </li></ul><ul><ul><li>UCL needs integrated solution! </li></ul></ul>The bottom line
  8. 8. Project objectives <ul><li>Align with the requirements of the Seventh Framework Programme for Research and Development (PCRD 7) </li></ul><ul><ul><ul><li>Integrated solution: </li></ul></ul></ul><ul><ul><ul><li>Self-service application enabling input and validation of working time (permanent employees / contractors on project) </li></ul></ul></ul><ul><ul><ul><li>Digital signature of timesheet and activity follow-up for each project to insure integrity of documents </li></ul></ul></ul><ul><ul><ul><li>Reporting tool & Audit trail for accountability to financing organizations </li></ul></ul></ul>
  9. 9. <ul><li>Introducing UCL </li></ul><ul><li>Our business context </li></ul><ul><li>The project approach </li></ul><ul><li>Our partner: Quintisys </li></ul><ul><li>The solution in detail </li></ul><ul><li>Conclusions and questions </li></ul>Agenda
  10. 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. 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
  12. 12. <ul><li>Quintisys </li></ul><ul><li>100% dedicated to SAP HCM </li></ul><ul><li>Deep knowledge of Portal ESS/MSS solutions </li></ul><ul><li>Pan-European project delivery capacity </li></ul><ul><li>SAP Service Partner & SAP Lounge Partner </li></ul>To complete this challenge UCL needed a strong HR partner: <ul><ul><li>Visit us at www.quintisys.com ! </li></ul></ul>
  13. 13. <ul><li>Introducing UCL </li></ul><ul><li>Our business context </li></ul><ul><li>The project approach </li></ul><ul><li>Our partner: Quintisys </li></ul><ul><li>The solution in detail </li></ul><ul><li>Conclusions and questions </li></ul>Agenda
  14. 14. The Business Process Solution
  15. 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. 16. Step 1 Recording of monthly timesheet via web portal 2 3 4 5 1
  17. 17. Seamless integration of SAP portal
  18. 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. 19. Bobby says ... User Friendly & Sexy! Is it really SAP? And do other ESS/MSS screens look the same?
  20. 21. Step 2 Check WBS working times 2 3 4 5 1
  21. 22. Project leader checks WBS working times via portal
  22. 23. View selection (monthly / weekly ) Details on click Approve / reject Guided procedure Project leader checks WBS working times via portal
  23. 24. Approve / Reject Project leader checks WBS working times via portal
  24. 25. Project leader checks WBS working times via portal
  25. 26. Step 3 Period locking & CO transfer 2 3 4 5 1
  26. 27. Management screens Transfer to accounting (CO)
  27. 28. Step 4 PDF timesheet digital signature & SAP HR storage 2 3 4 5 1
  28. 29. Output (PDF) + digital signature of timesheet via portal
  29. 30. Output (PDF) + digital signature of timesheet via portal
  30. 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
  31. 32. Output (PDF) + digital signature of timesheet via portal
  32. 33. PDF Timesheets viewable in SAP HR via transaction PA30 (using ArchiveLink)
  33. 34. Step 5 PDF working time summary digital signature & storage in SAP 2 3 4 5 1
  34. 35. Output (PDF) + digital signature of project working time summary via portal
  35. 36. Output (PDF) + digital signature of project working time summary via portal
  36. 37. Bobby’s impressed! <ul><li>New SAP Web applications really are sexy and user friendly!  thanks to Webdynpro </li></ul><ul><li>Interactive PDF documents with a ‘Word’ look & feel thanks to Interactive Forms ! </li></ul><ul><li>But how does it work? </li></ul>
  37. 38. Creation of Interactive Forms using Adobe LiveCycle Designer in SAP NetWeaver Developer Studio
  38. 39. Bobby says... Too much! What else can I do with SAP Interactive Forms?
  39. 40. SAP Interactive Forms : Wide ranging potential
  40. 41. <ul><li>Introducing UCL </li></ul><ul><li>Our business context </li></ul><ul><li>The project approach </li></ul><ul><li>Our partner: Quintisys </li></ul><ul><li>The solution in detail </li></ul><ul><li>Conclusions and questions </li></ul>Agenda
  41. 42. Conclusion
  42. 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
  43. 44. Any questions ?
  44. 45. Thank you!

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