Below is a summary of all development requests logged this year.
|
# |
SAP module |
Title |
Description |
Business motivation |
Contact |
Institution & rep. |
Pilot |
SAP Comment |
SAP estimated development effort |
|
1 |
FM/FI-CA |
Integration between FI-CA and FM (also for payments) |
There is no integration between FI-CA (Contract accounting) and FM (Funds management). In terms of postings, use can be made of the integration between FI-CA and CO (via Cost centres, Internal orders or WBS-elements), and corresponding CO-FM assignments. This is effective for original postings, but not for the payments that follow. The FM-document will always remain in the status "invoice" and never transfer to the status "paid". This will cause problems for budget-increasing revenues, based on payments which have to be triggered by this status change ! |
A lot of universities use FM for their budget management. SAP plans to use FI-CA ('student accounting') for the integration of Fee calculation and FI. The combination of these two considerations explains the need for this integration. |
barbara.debruyn@abh.kuleuven.ac.be
|
K.U.Leuven |
K.U.Leuven |
This issue is on the list of developments for campus. As CM is currently only available for pilot customers, SAP development planning is coordinated with pilot customers first. HERUGs general voting will only be able to influence priorities once CM is generally available |
|
|
2 |
? |
Management of intellectual property |
A patent for an invention is granted by a government to the inventor, giving the inventor the right for a limited period to stop others from making, using or selling the invention without the permission of the inventor. When a patent is granted, the invention becomes the property of the inventor, which - like any other form of property or business asset - can be bought, sold, rented or hired. In order to obtain a patent a certain procedure has to be followed:
Apart from this follow-up, the university also wants to make some statistics based on the information held in the database :
Patents can be linked to research projects. A publication about the content of a research project can thwart the patent application. Different patents can be linked to each other giving rise to cross-licences with a higher value than the sum of the individual patents. Before applying for the patent the inventor or researcher has to fill in a form giving information about the following topics : novelty, inventivity, market research (possible licensees). These analyses are discussed by the researcher and a patent-attorney, in order to reach a decision about the path to be followed. It is only after this that one decides whether an application is interesting enough to follow up. For every possible path a scheme has to be made up, giving an overview of the foreseen costs and necessary action dates of milestones. A close financial follow-up of a patent application is desirable and even necessary. Most of the application procedures can be summarised schematically. These procedures are firmly defined by country, on a European level (by the EPO) and world-wide (Patent Co-operation Treaty). The system should allow the definition of different standard structures that can be selected when starting an application. These structures contain the different actions and dates, and the corresponding costs and deliverables. For every application exactly one model can be chosen. Based on this model, concrete actions, dates and costs can be planned. Every procedure can lead to one of the more comprehensive procedures if the application is filed within a year. Besides patents similar procedures exists for copyrights, designs and trademarks. |
At universities inventions are often the result of research projects. These can be valorised in different ways - licenses, spin-off companies, and also patents. In some disciplines a research laboratorys number of patents is even considered a performance indicator. |
K.U.Leuven |
K.U.Leuven |
In discussion with the current Sponsored Program pilots SAP came to the conclusion that this item will be excluded from our scope for the next years, due to the complex relationships of unstructured data which is requested here. With the introduction of Records Management it will be possible to store and maintain documents electronically, including attaching them to a SAP transaction. The first shipment of Records Management will be available with the next release of the mySAP.com workplace 3.0 |
large |
|
|
3 |
HR, Knowledge Warehouse, Office ? |
Support for the working of university councils |
At universities a large number of meetings are organised at different organisational levels. It is currently already possible in SAP PD to register the councils and their members with their specific roles. It should also be possible to:
|
A lot (or almost all) of the decision making at universities happens in councils (general councils, councils at all organisational levels, councils for decisions on educational matters, councils for decisions on research matters, ). The running of these councils involves a large administration. |
K.U.Leuven |
K.U.Leuven |
If the focus and nucleus for such a function can be an electronic record, then Records Management would be able to solve part of the problem. Scheduling functions on the other hand will be integrated into SAPs workplace. It would need to be analyzed in more detail if all pieces are fitting together or what is missing. Both workplace and records management are fairly new products, which means additional development is going to happen, but there is not a lot of experience yet. |
large |
|
|
4 |
FI-AA; PM; HR-T&EM; IS-RE; CM (in HR-T&EM) |
Integration of resources (locations, buildings, rooms, moveable resources) |
Full description of all resources, into as much detail as is needed for use in different processes. Conceptually, this data should be held centrally and be available to whichever modules and processes require it, in a similar way to the planned "Central Person" should be. Currently, resources of the same type have to be maintained separately in several modules, in a way that is required by the processes of that module. This results in re-describing the same objects several times without the possibility to control their use for different purposes. Resources are: Locations Buildings Rooms and facilities in and around buildings Moveable equipment It should be possible to: -Monitor purchase, maintenance and full technical description of resources -Schedule resources for events, according to need -Record occupation of rooms and resources by members of staff -Make reservations for, and keep track of resources, without linking them to an event -Link maintenance of resources to their use and trigger search for alternatives -Trigger services when needed, like security, support (preparation of facilities, ) -Report on the occupation of resources according to the type of use, cost, efficiency of use, capacity of the resource |
A university's resources are used for many different purposes. In order to administer the very diversified occupation of resources, as well as their maintenance, a combination of functionalities currently scattered over different modules should be possible without duplicating data. Technical services want to maintain as precise a technical description of infrastructure as possible. Some, but not all, of this information should be available to organise the use of these facilities. One and the same resource (for example: a laboratory) may be used as physical working environment by members of staff, may be used as room for an event (laboratory session for students, examinations, ), may be available for use by third parties, and may require special maintenance and security procedures. |
Winsome Paterson-Jones (wpjones@its.uct.ac.za), Richard van Huyssteen (rvanhuys@its.uct.ac.za) Jan Raeymaekers (jan.raeymaekers@rec.kuleuven.ac.be); Marc Leroy (marc.leroy@abh.kuleuven.ac.be) |
University of Cape Town Seymour, LF, Lisa, Dr prismlfs@its.uct.ac.za K.U.Leuven |
University of Cape Town K.U.Leuven |
The idea sounds logic. Yet it would require to create new master data in a variety of modules, or at least add relations between modules which up to know do not integrate on this level. Such an idea up to now is unknown in the logistics modules. |
Very large |
|
5 |
SD |
Sales & Distribution integration with FM in sales order processing |
We would like to enter multiple funds when processing a sales order with many line items. We don't want to split one sales order line but would like an easy way to enter the different funds for every line item. When the user selects the Account Assignment screen, the "Objects Allocation: Funds Management" dialog box appears displaying the line item number and FUND field. We would like the dialog box or a fast entry screen to display all line items so that multiple funds can be entered. (For example in MM when processing a PO with many line items, you click on the "Repeat Account Assignment" button) |
For ease and efficiency of use. For a sales order with multiple line items and funds (e.g. 30 line items), the user has to click on the FM account assignment button 30 times and enter the fund 30. Our UCT development allowed a screen displaying all the line items per sales order, in which account assignments for every line item could be entered. The SD argument that most assignments are derived automatically does not apply if you are using FM, when funds centres and funds often have to be entered explicitly. Requires SAP Public Sector to convince SD development. |
Dallas Haynes |
University Cape Town, Lisa Seymour |
University Cape Town |
The idea sounds logic. Yet it would require to create new master data in a variety of modules, or at least add relations between modules which up to know do not integrate on this level. Such an idea up to now is unknown in the logistics modules. |
Medium |
|
6 |
SD |
Sales & Distribution sales order processing - billing plan type |
When creating a sales order with a" Milestone" billing plan attached to it, the user must be able to enter the values to be billed on the date specified in the billing plan Or enter the percentage of value to be invoiced on the date specified in the billing plan. Currently the user enters the billing values and cannot enter the percentage of value to be billed. Only 100% can be entered. Transaction VA01 is used. |
This is required for our Research Contracts. |
Dallas Haynes Lisa Seymour |
University Cape Town, Lisa Seymour |
University Cape Town |
According to our logistics specialist, this should be possible today. It also needs to be checked if the functionality is not better covered with the new module Sponsored Programs in the future. |
|
|
7 |
FM |
Improve Revenues Increasing Budget |
Improve RIB functionality [Transactions FMFO, F-02, FMIC and FMIB]
|
Currently we use RIB, it is critical to our Research area and it is activated at sales invoice. The University has made a decision to change the critical event to increase budget on payment of invoice. This will improve our cashflow and to. However the functionality is lacking.
|
Jim Harmer prismjdh@its.uct.ac.za Lisa Seymour |
University Cape Town, Lisa Seymour |
University Cape Town |
It would make sense to unify the systems reaction to processes which do not finally lead to payments. The full scope of RIB functionality also is reconsidered with the development of the new budget execution tool. |
Medium |
|
8 |
FM |
Improve FM line item reports |
Improve reports RFFMEP1A, RFFMEP1F
|
Some of our end users use these reports but find them limiting because of the lack of text with SD documents and all expenditure invoices being reflected against a GR/IR general ledger account. This has resulted in many Excel manipulations and ABAP written reports which are costly to maintain. If these two problems were resolved these reports could be used by the campus community and a huge amount of manual work will no longer be necessary. |
Jim Harmer prismjdh@its.uct.ac.za Lisa Seymour |
University Cape Town, Lisa Seymour |
University Cape Town |
Issue 4) can be achieved via user exit EXIT_SAPLFMRI_001.It is not done in standard because it only applies to those scenarios where the commitment item is derived from the G/L account.Issue 5) only makes sense when either there is no FI document text or always teh original text should be displayed. As modification, a solution in the logical database has already been implemented, the problem here is only to find a standard logic when to pull the text. The sales order itself is not part of the logical database. |
Easy |
|
9 |
FM |
Allow 2 fiscal years to be open concurrently |
We would like FI-FM to have the ability to have two fiscal years open concurrently as in FI. |
Closing Operations must currently commence on the first day of the new fiscal year for the following reasons:- 1) According to GAAP, we need to ensure that commitments and budgets to cover commitments are carried forward to the correct Sender Fund Centre/Fund combinations, and 2) So that the New FY can be opened as soon as possible to permit normal transaction processing, including posting invoices in respect of these commitments. This means that there is no time to review Funds after the Fiscal Year has ended in order pass final/adjusting entries. The downtime we currently have over the end of year will not be acceptable if we are running Campus Management. This is a critical period when we upload school results from our Department of Education and offer places to student applicants in competition to other Universities. |
Jim Harmer prismjdh@its.uct.ac.za Lisa Seymour |
University Cape Town, Lisa Seymour |
University Cape Town |
FM always derives its fiscal year from posting date information of the original document. There is no additional information which can be used.Also, in order to insure that yearend reporting encounters all transaction that cross fiscal years, all these documents are additionally stored in separate tables. The ability to open two fiscal years in FM in parallel would require to enable normal processing to change fiscal years on the fly, thereby also entering the involved documents into the yearend tables. The question of year end rules would still not be applicable here. Thus, the architectural solution seems difficult. |
Large |
|
10 |
FM |
Alternate reporting hierachies |
We would like to be able to report on alternative Commitment item, Fund and Fund Center hierachies |
CI hierachies: External Funders, particularly in our research area require reporting on certain specific revenue and expenditure groupings. Currently we have to download our reports and do mapping in Excel. Fund center hierachies: We have modelled our Fund center hierachy on our organisational structure. During organisational change when faculties merge and split we would like to be able to define different hierachies when reporting on the current faculty and the previous faculty. |
Jim Harmer prismjdh@its.uct.ac.za Lisa Seymour |
University Cape Town, Lisa Seymour |
University Cape Town |
A full support of alternative hierarchies will only be possible once the master data hierarchy is no longer included in the budget values. This is done with the new budget execution development. Also, the long term reporting tool for all SAP applications is the BW, were alternative hierarchies are supported. Both FM and IS-PS support the BW from release 4.6 on. Therefore, SAP does not generally consider to change the existing reporting tools any more. |
Medium |
|
11 |
FM |
Include classification in standard reports |
Classification is used in FM to add information to Funds, Commitment items and Funds Centers. However when wanting to create standard reports, classification is only available as selection criteria in reports and is not available as a characteristic in reports. We would like classification to be included as characteristics. |
We have many needs for classifying our Funds and Fund Centers but this functionality is not useful if it is not supported by reports. |
Jim Harmer prismjdh@its.uct.ac.za Lisa Seymour |
University Cape Town, Lisa Seymour |
University Cape Town |
The classification tool which FM uses was not built to establish summary information. Taking into account the general reporting strategy (see previous answer), the requested change certainly is outside SAPs scope and against our plans. It is currently beeing investigated how additional characteristics (like the ones maintained in the classification tool) could be included into the BW reporting |
Large |
|
12 |
FM |
Enhance Commitment item Groups |
The Commitment item Group has posting object rules for all expenditure commitment items for a Fund, Fund Center combination. We would like :
|
We use Commitment Item Groups extensively especially in the Research Area so that we can control the Rules assigned to Funds by Funders. As our Funders also have rules with respect to Revenue we would like these incorporated too. We have had cases where Tuition fees have been credited to Research accounts. The availability check would be useful especially when posting research levies. Currently we post revenue and then the research levy expense (a percentage) at the same time; AS RIB has not yet been activated there often is not budget. |
Jim Harmer prismjdh@its.uct.ac.za Lisa Seymour |
University Cape Town, Lisa Seymour |
University Cape Town |
The Sponsored Programs module will offer extensive ways to define to what objects documents can be posted. The general use of the budget structure plan is in discussion for the new budget execution module. Otherwise, the request for postings objects for revenues is reasonable |
Medium |
|
13 |
HR |
Personnel Cost Planning (accuracy enhancements) |
Personnel Cost Planning in standard R/3 (release 4.6) is not accurate enough for our needs. We would like to use Personnel Cost Planning as follows: - basic pay for employees (P IT0008) - projected pay for vacant Positions (S IT1018). More flexibility is needed with regard to: - employee-specific scheduled payments - expiration date of the job-assignment. For planning purposes these data have to be manipulated separately without causing changes in real basic pay data (IT00008). |
Personnel Cost Planning in standard R/3 does not meet the business needs of the university. Personnel Costs typically represent 70% of total costs of the university. So relatively small differences tend to have substantial financial impact. |
Henny Claessens claessens@control.unimaas.nl +31 43 388 2510 |
Harry de Bruijn, Universiteit Maastricht |
Universiteit Maastricht |
Reasonable request. A development project in this area is currently under way which also includes changes in cost planning. We will anyhow provide the request to the development team |
Medium/Large |
| DE1 |
FM |
Line item interface and reporting | Reports that prove the correct use of sponsor monies must be included in the FM standard. One ideal way to achieve this would be an OLE interface to external products like Access. As a minimum requirement, the standard formats from DFG (German research association) and BMBF (Federal Ministry for Education and Research) should be supported | DFG and BMBF are the two biggest sponsors in Germany. All universities and most research institutions receive grants from them. Currently, all customers need to create similar proprietary reports | It was always SAPs intention to provide all legally required reports. Yet the approach requested here generates two issues for SAP: The format requested is country-specific. Support and maintenance for all countries generates a resource issue. And based on current planing, the Sponsored Programs module will be the dedicated module that deals with all Grants issues | Medium | |||
| DE2 |
FM
|
Record name of last user in revenue increasing budget rule maintenance | Customizing settings for Revenue increasing budget can and need to be changed. For tracking and audit purposes, a full history of changes would be useful. At least, the name of the last user who changed the data is needed | Rules for RIB form part of the officially approved budget. Just as the budget entry documents can be traced back to the user, the maintenance of rules must be auditable | Reasonable request | Medium | |||
| DE3 |
FM
|
Include Fund Accounting features in standard release, with upfront delivery because the next standard release dates have not been defined yet | With the Fund Accounting project, several very important and useful features were developed in IS-PS, like true update of FM from CO postings, fund in CO and AM | The timeline until such features are available in standard is too long | The development effort for initial development was significantly more than 100 man days. Consolidation into the next standard release has started already. Even an upfront implementation- would require a considerable amount of resources - would create a fairly instable situation as new key fields are introduced, which would require an implementation very similar to an upgrade- would slow down SAPs effort to consolidate modules.From SAPs point of view, this request will almost certainly not be accepted. | Large | |||
| DE4 |
FM
|
Change FM hierarchy handling to CO model | Reporting in CO allows a lot of useful features like alternative hierarchies and better performance. A similar result is needed in FM | It is not possible to make the difference between the CO and FM approaches acceptable to users | The major design changes in the data model are being implemented in the new budget execution tool. An alternative is the use of the BW as reporting tool. Changes in the old environment would affect all existing customers and would almost certainly not be accepted | Large | |||
| DE5 |
FM
|
Improve standard line item reporting | Several line item reports that are common to all Her customers in Germany need to be in the standard delivery in order to facilitate a good budget/actual reporting. This includes FM reports as well as cross-module reports. | See explanations of DE1 and DE4 | FM is an operational module. It therefore needs to store data suitable for its operational needs. This excludes data from other applications which are not needed within FM. That was one of the reasons for SAP to strategically define BW as the reporting tool.Reports based on FM line item data only will be enhanced with the next standard version of R/3 when IS-PS functionality is included. Using the current data model, a consistent picture of for example open items cannot be assured in all scenarios | Medium |