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 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
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
Department of Finance and Administration
Office of the Mississippi Management and Reporting System
Workshop Presentation – FIN_09
Bank Master and House Banks
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
•
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.
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
Workshop Objectives
Understand where the Bank Master is used in processes
Understand the details in Bank Master
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
Blueprint Workshop - Roles
SAP Facilitator
Simon Cherny
Customer Facilitator
Frances Davis
Scribe
Tessa Turner
OCM
Frances Davis
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
1.2 Vendor and Customer Master Record
Vendor or Customer
Purchasing
Company Code
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
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
2.3 Country Settings for Bank Key
Bank Key = ABA Number
Length – Routing & Account
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
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
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
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
4.1 Review RICEFW
•
Reports
- use standard delivered
•
Interfaces
- none
•
Conversions
- employee banks – see 4.2
•
Enhancements
- none
•
Forms
- none
•
Workflows
- none
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
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
Workshop Objectives revisited
Understand where the Bank Master is used in processes
Understand the details in Bank Master
Next Steps
Identify the number of employee banks required for conversion
Let’s verify that we are on the same page…
Clarify any Strange Jargon
Validate Parking Lot Items
Record Key Decisions
+’
s
What worked well today?
•
∆’s
What can we improve for future meetings and project activities?
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
2
ATTENDEES
Name (including Role/Organization) Email Phone
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
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.