Register for DSA SAP Refresher Training Session

July 17th, 2012 in BUworks - General

It has been almost two months since the transition of Departmental Security Administrators (DSAs) requesting SAP security access.  The BUworks Security Team has developed a “hands on” classroom training to introduce the new DSA Org Role Report and to follow up with any questions DSAs may have about the current process.  This session is optional and seating is limited.

DESCRIPTION:

This session introduces the new DSA Org Role Report (report based on role access for a specific org unit) and offers a Q&A session where DSAs can ask questions and get a refresher on how the SAP functionality works.

PRESENTER(S):

Tammy Pruneau, BUworks Security

LOCATION:

Charles River Campus – SMG Room 314 (595 Commonwealth Avenue)

DATES:

·         July  23 MON 2:00 – 4:00 PM

·         July  24 TUE 2:00 – 4:00 PM

·         July  26 THU 2:00 – 4:00 PM

·         July  30 MON 10:00 – 12:00 PM

As this is a hands on session, there is a 28 person limit per session. The link to register. The session name is ‘DSA SAP Refresher Training and Q&A Session’.  If you have any questions, please feel free to contact BUworks Security at BUW-TECH-GRC@bu.edu.

Error Message – Non-Exempt Absence Code 2028 Reached Limit

July 16th, 2012 in Human Capital Management

Timekeepers and Managers

Absence Code 2028 is used to convert non-exempt sick time to personal time.  There are annual limits to the amount of time that can be recorded as personal time.  As of Friday, July 13, 2012, when a non-exempt employee or timekeeper enters hours using absence code 2028 that exceed the annual allowed time, the following warning message will appear:

[Note: The number of hours displayed in the message will reflect what the employee is entitled to for each contract or calendar year, based on the hours worked per week (i.e., 35, 37.5 or 40 hours per week).  For more information, see the appropriate Bargaining Unit Agreement or the Non-Represented Employee Handbook.]

When Will the Error Message Appear?

The message will appear when time is being entered under the Personal Day (Conv Sick) absence code 2028 if the annual hour limit will be exceeded.  Example: If a non-exempt employee is entitled to 16 hours annually but has previously used 12 and then attempts to enter 8 more, the error message will appear.

Who Receives the Error Message?

This message will be seen by the person inputting time for the non-exempt employee (whose time has reached the limit). This means that the message could be seen by the non-exempt employee him/herself, the timekeeper, or the manager (if the manager inputs the employee’s time).

What To Do If You Receive the Error Message?

The message is simply a warning. The person inputting time that coincides with the Personal Day (Conv Sick) absence code 2028 could accidentally hit the enter key and bypass the message.  If you receive the message, please enter the allowable time remaining for sick code 2028 and select an alternative absence code for the remaining time being submitted.

How To Monitor?

With proper monitoring, using the system tools described below, the manager and timekeeper can quickly identify an error in Personal Converted from Sick limits.  Timekeepers and managers can run the Display Working Time report (cats_da) in the WebGUI and MSS respectively.  A variant has been created to assist you in quickly executing the report.  Use the links below to see screenshots of the following:

·         Select Get Variant

·         08. PERSCONVSIC if bargaining agreement follows the fiscal year

·         09. PERSCONVSIC for the calendar year (non-represented employees)

·         Enter your three-digit mail code or range of mail codes, or the employee’s Person ID (BU ID), in Time Recording Administrator under Selection Criteria

·         Select the Execute button.

 

Help Link

Help link for managers

Help link for timekeepers

 

Questions?

Should you have any questions, or need assistance with the reports, please contact Jeff Small, Time Management Administrator, jsmall@bu.edu, 617-358-4817 or Mark Spengler, BUworks Time Management Lead, mnspengl@bu.eu, 617-358-6872.

Business Warehouse (BW) Reporting Availability

July 13th, 2012 in Finance, Reporting

Business Warehouse Reporting User

Reminder to share with individuals on your team involved in reporting.

BW Unavailable 5pm Friday July 13th thru 7am Monday July 16th, 2012

The Integrated Planning (IP) budget development program loads are being completed this weekend which require that Business Warehouse (BW) be unavailable for usage.  Business Warehouse (BW) reporting will be unavailable from 5pm Friday July 13th thru 7am Monday July 16th, 2012.

Thank you for your patience as these updates are completed.

Sincerely,

 

Mark Faria

Director, IS&T Reporting

 

Ines Garrant

Director, BUworks Financial Systems

 

Business Warehouse Reporting Updates and Availability

July 11th, 2012 in Finance, Reporting

Business Warehouse Reporting Users

Please note the two important updates below and share with individuals on your team involved in reporting.

(1) Fringe and Facilities & Administrative (F&A) Charges – Posting Errors

Some fringe benefit and F&A posting errors occurred this week that impact activity in both June and July. These have been corrected in our production system and will soon be updated in Business Warehouse (BW) reporting.  These posting errors are expected to be updated in BW reporting and available this Friday morning (7/13/12).

(2) BW Unavailable 5pm Friday July 13th thru 7am Monday July 16th, 2012

The Integrated Planning (IP) budget development program loads are being completed this weekend which require that Business Warehouse (BW) be unavailable for usage.  Business Warehouse (BW) reporting will be unavailable from 5pm Friday July 13th thru 7am Monday July 16th, 2012.

Thank you for your patience as these updates are completed.

Sincerely,

 

Mark Faria

Director, IS&T Reporting

 

Ines Garrant

Director, BUworks Financial Systems

Adjustment Implemented to Reduce Proxy and Gateway Errors

July 9th, 2012 in BUworks - General

BUworks Power Users

The Technical Team has made an adjustment to the BUworks Central portal which will greatly reduce proxy related gateway errors.  Please accept our apologies for the extended inconvenience.  If you experience a significant number of these proxy errors in the future, please contact the IT Help Center at ithelp@bu.edu or (617)353-HELP (4357).  Thank you.

BUworks Central Proxy and Gateway Error Messages

July 9th, 2012 in BUworks - General

BUworks Power Users

Please note that we have received notification from system users reporting periodic “Proxy Error” and “Bad Gateway” errors displayed when attempting to complete transactions in BUworks Central.  The BUworks Technical Team is aware of and actively working to resolve these issues.  We will keep you posted on resolution progress.  While the issues are being resolved, if you receive one of these error messages, please exit and re-start the BUworks application, then restart the transaction.  We realize that this is an inconvenience and thank you for your patience!

Please contact the IT Help Center at ithelp@bu.edu or (617)353-HELP (4357) if you have questions.

 

Internal Service Provider Deadline for Billing

July 3rd, 2012 in Finance

Internal Service Providers

We realized this week that Internal Service Providers (ISPs) were unable to bill for fiscal 2012 after June 30th and are in the process of correcting this problem.  However, since we are so close to the end of our first close, we recommend that providers now bill any remaining charges using a Journal Entry upload.     If you have unbilled transactions, please send them in the form of a Journal Entry upload  (format attached) to Jennifer Lapierre, jhoover@bu.edu and we will post them for you.   If the manual reservation number is placed in column J of the journal entry template, the related encumbrance will be relieved when Jennifer posts your entry.

Please send Jennifer your journal entry as soon as possible.  We will process everything we receive by noon on Thursday July 5th so that your charges will be available for viewing by departments in the Business Warehouse (BW) on Friday, July 6th.   If you have any questions, please contact Israel Elmeus, Donna Lane, or Jennifer Lapierre at 353-4266.

We apologize for the inconvenience, and thank you for your help.

Sincerely,

 

Gillian Emmons

Associate VP, Financial Affairs And University Comptroller

 

Ines Garrant

BUworks, Director of Financial Systems

Deadline for Billing from ISP

July 3rd, 2012 in Finance

Internal Service Requestors, Readiness Leaders and Power Users

We have encountered an issue with billing by Internal Service Providers (ISPs).  All charges have not been posted yet.  We have identified a fix and extended the deadline for completing processing of these billings through the close of business (5 pm) on Thursday, July 5.  Internal Service Request (ISR) charges will be available for viewing by departments in the Business Warehouse (BW) on Friday, July 6th.  We apologize for any inconvenience.

Sincerely,

 

Gillian Emmons

Associate VP, Financial Affairs And University Comptroller

 

Ines Garrant

BUworks, Director of Financial Systems

Purchase Order Close Out Report – Maintenance

July 2nd, 2012 in Reporting

Shoppers and Approvers

The Purchase Order Close Out Report is down for maintenance.  Follow-up notice will be provided when the report is available.

Thank you,

BUworks Team

Shopping and Approval Enhancements are Live

June 28th, 2012 in Finance, Procurement

Shoppers and Approvers

The following enhancements are being released today as part of the BUworks Phase 3 implementation:

  1. Product Category selections have been simplified from over 9000 to approximately 100 core selection categories.
  2. Adjustments to Shopping Cart approval paths will improve the accuracy of routing.
  3. Additional supplier Punch-Out Catalogs are available for your convenience (Audio Visual Innovations and W.W. Grainger, Inc.).
  4. Terrier Marketplace includes additional suppliers for expanded one-stop shopping capability.
  5. A new Purchase Order approval process is in place for change orders.

About the New Product Category Selections

Product Categories make it possible to group together similar products or services within a BU business context.  In order to simplify the Shopping Cart ordering process, over 9,000 numerical categories have been consolidated, leaving approximately 100 core selection categories to choose from. The Shopping Cart upgrade will also streamline General Ledger (GL) mapping and improve Business Warehouse (BW) spend management reporting.

About the New Purchase Order Approval Process

Purchase Order changes will route to the appropriate Department or Compliance Approvers whenever the change triggers such an action (e.g. changing a Product Category).  Change Orders will route to department Approvers whenever a new Account Assignment is added to the Purchase Order, or if a Purchase Order increase exceeds $5,000.00.

Approvers will receive email notifications for PO Approval requests, just as they do for Shopping Cart Approval requests.  The link in the email notification will bring the Approver to his or her SAP worklist.  The actual approval steps will be very similar to those used to approve other SAP documents.  Change Orders will not be sent to the vendor, nor will invoices that do not match the initial PO be processed until the Change Order is fully approved.

Questions?

If you have any questions, please contact the Buyers at Sourcing and Procurement.

 

Richard Stack

Director of Sourcing and Procurement

 

Ines Garrant

BUworks, Director of Financial Systems