SAP Finance

SAP Finance Implementation at MU

Duke University has it. Massachusetts Institute of Technology has it. Johns Hopkins has it and very soon Millersville University will begin using a new integrated administrative system commonly referred to as SAP.

In August of 2001, the Pennsylvania State System of Higher Education (PASSHE) began the implementation of SAP. To date, 10 of our sister institutions have migrated to the new financial and procurement components of the system and all of us are currently using the payroll and human resource management modules.

In late November, the remaining four institutions including Millersville University will transfer to the SAP financial and procurement modules. In an effort to prepare for this upcoming implementation a team consisting of key constituents from accounting, budget, bursar, human resources, information technology, payroll and purchasing, has been working since March 2006 to ensure a smooth transition from the University's Banner finance module to the SAP system.

To assist the University community in this transition, which will include all financial processes, budget, accounting, accounts payable and procurement, training classes will be offered beginning in late September and will extend through January 2007. This training will be available to all financial managers and key personnel responsible for day-to-day input.

As with all new systems of this kind, changes in business processes will occur, therefore, the training will include how to navigate within SAP, such as logging in, setting up your profile, moving between screens, performing other commonly used functions and how to manage your financial responsibilities, including financial reporting.

The SAP system also includes a student information module called campus management. Four universities; Shippensburg, Kutztown, Cheyney and East Stroudsburg, are currently working toward the implementation of this module. Millersville is currently scheduled to transfer to the shared campus management component in 2010.

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Critical Dates

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SAP Training

Initial training is provided to our campus customers, these sessions are being coordinated by the Budget Office, Gladys LaPorte ext. 2077. Sessions include:

Additional Purchasing related training dates will be listed under Training Dates, an example of the topics are:

• Entering a requisition with a Cost Center and a WBS Element or Order (Internal Order)
• Authorizations, when signatures are needed, who's signature is acceptable, what forms, approved authorizations, etc.
• P-Cards – discussion of the audit memo
• G/L Accounts (commitment items) How to choose the appropriate code
• Vendor Information – where can I find it, how do I request it
• Honoraria/Consulting – Detailed procedures.
• Document tracking for purchasing and accounts payable information
• Ordering on-line from OfficeMax
• Direct Pay Forms – when do I use them, what are the procedures
• Invoices – Information needed when an invoice is sent to the Purchasing Department so that you will not get them back.
• Quotation information for materials and services.

Sessions will be held for new employees on a one-to-one basis for all Purchasing/Accounts Payable related issues.

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SAP Contacts

Name	Dept.	Ext.	E-mail
David Errickson	Purchasing	3015	David.Errickson@millersville.edu
Darlene Cassidy	Purchasing	3643	Darlene.Cassidy@millersville.edu
Dawn Reese	Budget	3045	Dawn.Reese@millersville.edu
Jenn Mariacher	Budget	3436	Jennifer.Mariacher@millersville.edu
Gladys Laporte	Budget	3077	Gladys.Laporte@millersville.edu
Teh Krajan	Accounting	3480	Teh.Krajan@millersville.edu