Automating data entry into SAP

Matt Beattie, HR Systems Manager City University London

Agenda

• Speaker introduction

• City University London overview

• SAP environment

• Challenges

• Why we chose Winshuttle

• How we currently use Winshuttle

• Benefits

• How we intend to use Winshuttle going forward

Introduction

Matt Beattie

HR Professional with 15 years experience gained in the civil service and

Higher Education sector.

Worked at City University London for past 11 years in a variety of HR

roles covering different functions and ranging in seniority.

Currently specialising in process and systems development.

City University London Overview

City University London is a special place. With skill and dedication, we

have been using education, research and enterprise to transform the

lives of our students, our community and the world for over a hundred

years.

We are a leading international university and the only university in

London to be both committed to academic excellence and focused on

business and the professions.

We have an ambitious vision to position City in in the top 2% of

universities in the world by 2016.

City’s SAP Environment

• Have used SAP solutions since 1998 (HR module from 2001)

• Current SAP version: ECC6

• Modules: HR, FI/CO, SD, MM

• Future Plans: PD, Self Service

City’s Challenges

• Streamline administration processes

• Pressure to incorporate more work within current resource

• Time intensive processes place pressure on data quality

• Gain better control of our data

• No skills within HR to perform LSMW

• Reliance on IS SAP support team to upload large volume

changes to data using LSMW

• Improve data quality

• Identify and fix data issues / remove manual interventions

Why we chose Winshuttle

• Ease of use

• Works similar to a macro

• No need for in depth technical knowledge of SAP

• No need for additional hardware or maintenance

• Sits on a local PC (or on a server)

• Input methods use familiar programmes

• Excel or Access

• Ability to adapt as our processes do

• Forms and workflows

Implementation

• Winshuttle has been in use at City University for 9 months

• 5 users in total:

• 2 in HR

• 2 in Payroll

• 1 in Finance

How we currently use Winshuttle

• Data cleansing

• Run Exception reports and then fills gaps in data

• Mass termination of historical records

• Bulk changes to data

• Amending HESA contract data

• Adding a unique identifier to all employee records

• Uploading data for Hourly Paid Lecturer appointments

• New process inherited from Finance (600 appointments)

• Uploading data for Student Ambassador / Invigilator appointments

• Various schemes throughout the year (300 appointments)

Student Ambassador / Invigilator SAP Record

Creation Process

Hourly Paid Lecturer SAP Record Creation

Process

Hourly Paid Lecturers Winshuttle Upload Form

Benefits of using Winshuttle

• Able to respond to MI requests quicker with more accurate data

• Removed manual interventions

• Can identify and correct errors as we go

• More confidence in data accuracy for future

• Significant time savings

• Hourly Paid Lecturers and Student Ambassadors input time

reduced from multiple resource days to 1 day

• Streamlined Hourly Paid Lecturer / Student Ambassadors Processes

• Less steps required to complete process

• Fewer people involved

How we intend to use Winshuttle going forward

• HESA (Higher Education Statistics Agency)

• Major changes announced for 2012/13 return

• SAP infotypes not ready until April 2013

• Monthly payroll input

• Actions require Administrator to access multiple infotypes

• Investigating how to use Winshuttle to upload

• Data cleansing

Thank You / Q&A