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MAGIC PROJECT WORKSHOP AGENDA FIN_09 BANK MASTER DATA

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MAGIC PROJECT

WORKSHOP AGENDA

FIN_09 BANK MASTER DATA

PROJECT IDENTIFICATION

Project Name CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other)

MAGIC Implementation

Customer Name Customer Number Planned Start/Finish

State of Mississippi 600260

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, 15th Floor

WORKSHOP PARTICIPANTS

Facilitators Scribe

(2)

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

5 1. Overview of standard SAP Bank Master Simon Cherny

5 2. Explain difference between SAP Bank Master and Bank Account data

Simon Cherny

10 3. Use in Accounts Payable SoMS

10 4. Use in Accounts Receivable SoMS

10 5. Use in Grants Receivable Simon Cherny

10 6. Use in Grants Payable SoMS

10 7. Use for State Employees Simon Cherny

10 8. Use in Treasury Investment cash functions SoMS

10 9. Use in Treasury Operating cash functions SoMS

10 10. Bank Accounts used by SoMS not managed in SAAS – confirm these are not in scope

Simon Cherny

10 11. Wrap up – questions, action items, gaps etc Simon Cherny

TOTAL 4 hrs

ACTION ITEMS

From previous workshops

Action Item Assigned to… Due Date

(3)

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 Description NONE ATTACHMENTS Item Description NONE

(4)

Department of Finance and Administration

Office of the Mississippi Management and Reporting System

Workshop Presentation – FIN_09

Bank Master and House Banks

(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

(6)

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.

(7)

Workshop Guiding Principles

Workshop

Participant

Demonstrate how requirements are met

using Standard SAP functionality

Utilize standard SAP functionality (80/20

rule)

Avoid the “what won’t work” mindset

Be attentive and open minded

Explore questions and answers

Encourage input from other participants

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

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

(8)

Workshop Objectives

Understand where the Bank Master is used in processes

Understand the details in Bank Master

(9)

Workshop Agenda

Date

Topics

Deliverables

Team

Financial and Logistics

November 9, 2011

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

Workshop Minutes

Parking Lot

(10)

Blueprint Workshop - Roles

SAP Facilitator

Simon Cherny

Customer Facilitator

Frances Davis

Scribe

Tessa Turner

OCM

Frances Davis

(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

(12)

1.2 Vendor and Customer Master Record

Vendor or Customer

Purchasing

Company Code

(13)
(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

(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

(16)
(17)

2.3 Country Settings for Bank Key

Bank Key = ABA Number

Length – Routing & Account

(18)
(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

(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

(21)

3.3.2 “House Bank“ screen

•Bank Master need to exist

•Bank account number

•Data that can be used to control payments

•Data that helps with Bank Account Statement upload

(22)

3.3.3 “House Bank“ Account screen

•Bank Master need to exist

•Bank account number

•Data that can be used to control payments

•Data that helps with Bank Account Statement upload

Bank Account is linked to the related GL Account like : 10110000

(23)

4.1 Review RICEFW

Reports

- use standard delivered

Interfaces

- none

Conversions

- employee banks – see 4.2

Enhancements

- none

Forms

- none

Workflows

- none

(24)

4.2 Bank Conversion

Accounts Payable

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

(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

(26)

Workshop Objectives revisited

Understand where the Bank Master is used in processes

Understand the details in Bank Master

(27)

Next Steps

Identify the number of employee banks required for conversion

(28)

Let’s verify that we are on the same page…

Clarify any Strange Jargon

Validate Parking Lot Items

Record Key Decisions

(29)
(30)

+’

s

What worked well today?

∆’s

What can we improve for future meetings and project activities?

(31)
(32)

MAGIC Project

WORKSHOP MINUTES/ OUTPUT DOCUMENT

PROJECT IDENTIFICATION

Project Name CPI/Project Number Project Type

(CBI, Implementation, CSS, Upgrade, Internal, other)

MAGIC Implementation

Customer Name Customer Number Planned Start/Finish

State of Mississippi 600260

SAP Customer Partner Project Sponsor Program Manager SAP Project Director Customer Project Director Partner Project Manager

Bill Bevil Becky Thompson

GENERAL INFORMATION

Workshop Title FIN_09 Bank Master and House Banks

Workshop Facilitators Simon Cherny

Process Owner Frances Davis

Scribe Tessa Turner

ATTENDEES

Name (including Role/Organization) Email 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)

2

ATTENDEES

Name (including Role/Organization) Email Phone

(34)

3

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 3rd 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: Frances

Davis Find out technically how SPAHRS uses this

reference data - does SPAHRS dynamically link across to SAAS, or does SPAHRS get a downloaded file from SAAS of all the vendor bank data

11/18/2011

Action Item: Frances

Davis 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

(35)

4

ID ACTION/PARKING LOT ITEM OWNER DUE DATE

Paymode.

Action Item: Frances

Davis 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.

11/18/2011

Follow up: Frances

Davis

Put the real bank name and address into the sandbox. 11/10/2011

Follow up: Nancy

Jennings and Zach Ang in FIN_AP_03 (Accounts Payable automated

payment process) make sure to show how the GL accounting works with the bank accounts.

References

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