MAGIC PROJECT WORKSHOP AGENDA FIN_09 BANK MASTER DATA

Transcription

1 MAGIC PROJECT WORKSHOP AGENDA FIN_09 BANK MASTER DATA PROJECT IDENTIFICATION Project Name MAGIC CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other) Implementation Customer Name Customer Number Planned Start/Finish State of Mississippi SAP Customer Partner Project Sponsor Program Manager SAP Project Director Customer Project Director Partner Project Manager Bill Bevil Becky Thompson WORKSHOP DESCRIPTION Workshop Name FIN_09 Bank Master data Workshop Purpose / Focus Overview of SAP Bank master data Determine applicable use within the business functions : o Accounts Payable confirm not required due to PayMode functionality o Accounts Receivable confirm not required as State does not collect funds directly from customer bank accounts o Grants Receivable confirm not required as Grantor receivables are paid via: separate advance/drawdown systems, checks or wire received from Grantor. o Sub-grantees find out requirements. o State Employees o Treasury Date Time Location 11/09/2011 1:00 5:00 Faulkner Conference Room, 15 th Floor WORKSHOP PARTICIPANTS Facilitators Simon Cherny Scribe

2 Invitees Diane Langham Valerie Hill Donna McFarland Melissa Womack Robbie Coleman Frances Davis Nancy Jennings Sue Jones Bob Lowery Kay Martin Margaret Jordan Teresa Hayes Joshua Tillman Janice Begin John Cunningham Rene Montes Shauna White Michael Martin Jessica Morris Carol Wilson Jim Hurst WORKSHOP AGENDA Time (minutes) Agenda Item Presenter/Facilitator TOTAL 4 hrs 5 1. Overview of standard SAP Bank Master Simon Cherny 5 2. Explain difference between SAP Bank Master and Bank Account data Use in Accounts Payable SoMS Use in Accounts Receivable SoMS Simon Cherny Use in Grants Receivable Simon Cherny Use in Grants Payable SoMS Use for State Employees Simon Cherny Use in Treasury Investment cash functions SoMS Use in Treasury Operating cash functions SoMS Bank Accounts used by SoMS not managed in SAAS confirm these are not in scope Simon Cherny Wrap up questions, action items, gaps etc Simon Cherny ACTION ITEMS From previous workshops None Action Item Assigned to Due Date 2

3 PRELIMINARY PROCESS INFORMATION The following State processes need to be identified : a. State processes which use physical Bank Accounts b. Of the State processes that use physical bank accounts, which are managed in SAAS and so will be managed in SAP from 1/1/2013 c. Banking processes which have associated additional accounts at the bank used for automated funding / zero balancing WORKSHOP DOCUMENTATION Item NONE Description ATTACHMENTS Item NONE Description 3

4 Workshop Presentation FIN_09 Bank Master and House Banks November 9, 2011 Department of Finance and Administration Office of the Mississippi Management and Reporting System 11/9/2011 1

5 1. Workshop Ground Rules 2. Workshop Guiding Principles 3. Workshop Objectives 4. Workshop Agenda in Detail 5. Workshop Roles 6. Workshop Content 7. Workshop Wrap-up AGENDA 11/9/2011 2

6 Workshop Ground Rules All participants should be familiar with the requirements and the topics to be covered; The workshop scribe is responsible for documenting the parking lot issues and follow up questions; The workshop facilitators are responsible for keeping the discussion centered on the topic being discussed. If an issue is determined that cannot be resolved during the workshop, the facilitator will note the issue for future resolution and enter it into the workshop output document; and Parking of discussion item if the required knowledge is not in the room. 11/9/2011 3

7 Workshop Guiding Principles Workshop Demonstrate how requirements are met using Standard SAP functionality Utilize standard SAP functionality (80/20 rule) Participant Be attentive and open minded Explore questions and answers Encourage input from other participants Avoid the what won t work mindset Essential to dos: Review Business Process Model Update/Create process Flow Diagrams WS Output Documents Identify RICEFW Objects Document process changes/implications Solution Manager: Create Business Blueprint documents Identify Issues and Risks Refrain from absolutes and mandates Focus on current issue being discussed Avoid war stories Manage cell phone, pagers & interruptions Keep the conversations to one at a time 11/9/2011 4

8 Workshop Objectives Understand where the Bank Master is used in processes Understand the details in Bank Master Understand the House Bank for Accounts Payable 11/9/2011 5

9 Workshop Agenda Team Date Financial and Logistics November 9, 2011 Topics 1. SAP Bank Master where used Confirm SOMS current needs 2. SAP Bank Master data 3. SAP House Bank Accounts 4. Review RICEFW objects 5. Check SOMS Requirements Deliverables Workshop Minutes Parking Lot 11/9/2011 6

10 Blueprint Workshop - Roles SAP Facilitator Simon Cherny Customer Facilitator Frances Davis Scribe OCM Tessa Turner Frances Davis A successful workshop is the result of interaction and participation! 11/9/2011 7

11 1.1 Overview of Bank Master The Bank Master table is simply a list of Banks the business processes need to know about. The processes where a Bank Master can be used are : Accounts Payable - for the warrant / check bank Treasury - Financial Supply Chain Management Vendors direct payment to vendor s bank Customer direct collection from customer s bank Employees payroll and other reimbursements The actual bank account number is on the related master record per module e.g. Vendor Master 11/9/2011 8

12 1.2 Vendor and Customer Master Record Vendor or Customer General Data Company Code Purchasing 11/9/2011 9

13 1.3 Vendor Master Bank account data 11/9/

14 1.4 Use of Bank Master at SOMS The processes where a Bank Master is needed at SOMS : Accounts Payable one - Treasury Demand Account Treasury n/a Vendors n/a for regular vendors this data is in Paymode only, including grant sub-recipients if applicable Vendors in SAAS as reference data for use by SPAHRS payroll payments to 3rd Party Customer n/a including Federal Grantors Employees payroll and other reimbursements Note : Travel Reimbursements may go through AP 11/9/

15 2.1 Bank master data The Bank Master data is fairly simple : Bank Key = ABA (US) Routing number - 9 digits with check Bank Name Bank Branch name Address Other fields not usually required, like SWIFT code Note : The Bank Master data is centrally maintained. 11/9/

16 2.2 Bank Master data 11/9/

17 2.3 Country Settings for Bank Key Bank Key = ABA Number Length Routing & Account Check digit check 11/9/

18 2.5 Full standard Address details 11/9/

19 3.1 House Bank Accounts House Bank Accounts are used by Accounts Payable Can have more than one House Bank or Account if : Different payment methods use different bank accounts Vendor is paid from different, specific accounts For SOMS there is only one Treasury Demand account What are the details of the account? 11/9/

20 3.3.1 House Bank Accounts Detailed House Bank data : Bank Master needs to exist before account House Bank account number Data used by Bank Account Statement upload Payment program configuration links to this 11/9/

21 Bank Master need to exist Bank account number Data that can be used to control payments Data that helps with Bank Account Statement upload House Bank screen Internal Id 11/9/

22 Bank Master need to exist Bank account number Data that can be used to control payments Data that helps with Bank Account Statement upload House Bank Account screen Bank Account is linked to the related GL Account like : Remember the last digit is reserved for the clearing accounts. 11/9/

23 4.1 Review RICEFW Reports - use standard delivered Interfaces - none Conversions - employee banks see 4.2 Enhancements - none Forms - none Workflows - none 11/9/

24 Accounts Payable 4.2 Bank Conversion Only one Bank and House Bank Account Manual entry Employee and 3 rd Party Liability banks Data is currently in the SPAHRS for employees Data is currently in SAAS system for 3 rd Party Standard Program RFBVALL_0 to load bank file Account details are on the HCM employee record 11/9/

25 5 SOMS Requirements no gaps Bank Master and House Bank Accounts support : Direct Deposit (EFT) for payroll One bank for warrants Banks for payroll 3 rd Party vendors Supported, but not currently used by SOMS : Banks for regular Vendors and Customers Multiple Banks and Accounts for warrants Automated Bank Account reconciliation 11/9/

26 Workshop Objectives revisited Understand where the Bank Master is used in processes Understand the details in Bank Master Understand the House Bank for Accounts Payable 11/9/

27 Next Steps Identify the number of employee banks required for conversion Get the details of the State s Treasury Demand account 11/9/

28 Wrap-up Let s verify that we are on the same page Clarify any Strange Jargon Validate Parking Lot Items Record Key Decisions 27

29 Questions 11/9/

30 Plus/Delta + s What worked well today? s What can we improve for future meetings and project activities? 11/9/

31 Thank you! 11/9/

32 MAGIC Project WORKSHOP MINUTES/ OUTPUT DOCUMENT PROJECT IDENTIFICATION Project Name MAGIC CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other) Implementation Customer Name Customer Number Planned Start/Finish State of Mississippi SAP Customer Partner Project Sponsor Program Manager SAP Project Director Customer Project Director Partner Project Manager Bill Bevil Becky Thompson GENERAL INFORMATION Workshop Title Workshop Facilitators Process Owner Scribe FIN_09 Bank Master and House Banks Simon Cherny Frances Davis Tessa Turner ATTENDEES Name (including Role/Organization) Phone Frances Davis Teresa Hayes Zach Ang Tricia Ledford Valerie Hill Nancy Jennings Tessa Turner Simon Cherny Joshua Tillman Diane Langham Sue Jones Michael Martin Cille Litchfield

33 ATTENDEES Name (including Role/Organization) Phone Kay Martin 2

34 SUMMARY OF THE MEETING All the warrants for SOMS are placed against the one Trustmark Treasury Demand bank account. Employees get direct deposit payment from SPAHRS so as part of the SAP Payroll go-live, the employees banks will need to be loaded first. There are some 3 rd party liabilities that are paid from SPAHRS via direct deposit as well. Currently the SAAS system holds the reference data (Vendors and Bank Accounts) for this. Travel Reimbursements can be via direct deposit if the person is already set up as such. In SAP these may be paid through AP with employees as vendors, and this will happen before SAP payroll goes live. The SAP Bank Master data is usually centrally maintained and this matches DFA procedures. At each agency, they maintain payroll data and run their payroll calculation, but the central DFA has the final approval. Data such as who is on direct deposit is entered at the agency level (not the bank master data as such, but they can enter the routing number and an individual s banking information) Check digit- makes it so if you enter a bank number that has an error you will not be able to save/ use the incorrect bank number. Does anyone know if there are other bank master record data elsewhere? No there are not. ***SAAS is not staying alive just to hold the bank data for SPARS though***talk to a business owner to discuss options. SAAS is being shut off, may still be available for tables, but is being closed for the most part, even for historical data which will be run through Merlin. Third party liabilities from payroll. DECISIONS ANSWERED REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT CHANGE IMPACT ITEM AREA IMPACTED ID ACTION/PARKING LOT ITEM OWNER DUE DATE Action Item: Find out technically how SPAHRS uses this Frances 11/18/2011 Davis reference data - does SPAHRS dynamically link across to SAAS, or does SPAHRS get a downloaded file from SAAS of all the vendor bank data Action Item: Confirm,before payroll go-live, the State Employee vendors will need bank details on their vendor master. Additionally, confirm whether or not these will be paid through Frances Davis 11/18/2011 3

35 ID ACTION/PARKING LOT ITEM OWNER DUE DATE Paymode. Action Item: Ask payroll to find out if there are any overseas employment payments. If in the future this is necessary then some of the code lengths may be different and a few things will be changed in the background of SAP. Frances Davis 11/18/2011 Follow up: Put the real bank name and address into the sandbox. Frances 11/10/2011 Follow up: in FIN_AP_03 (Accounts Payable automated payment process) make sure to show how the GL accounting works with the bank accounts. Davis Nancy Jennings and Zach Ang 11/14/2011 4