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Timesheet Management using

CATS Webdynpro
SAP Adobe Interactive Forms
Smartcard Digital Signature

Pierre Kupper (UCL Project Manager)


Thierry Anckaert (Quintisys Senior Consultant)
SAP Lounge, Brussels
October 8-9, 2008
Agenda

Introducing UCL
Our business context
The project approach
Our partner: Quintisys
The solution in detail
Conclusions and questions
UCL: more than just a university

4000 active people in research


600 foreign nationals in research
37 nationalities to be managed
200 laboratories

More than 1000 research contracts


More than 25 spin-offs
Science park with 3 major sites
A challenge in terms of HR management

21,000 students 1,300 academics

1,800 scientists 1,900 administrative staff


A challenge in terms of budget management
The European Research Framework
(programme-cadre)

Fifth Framework Programme (1998 2002)


200 contracts, total value: 38 million euros

Sixth Framework Programme (2002 2006)


89 validated proposals out of 237 submitted

Seventh Framework Programme (2007 2013)

Cost justifications are mandatory!


The bottom line

300M budget

- Accountability is essential

- Allocated credits must be tracked

- Detailed reporting on project time spent

The bottom line:

UCL needs integrated solution!


Project objectives

Align with the requirements of the Seventh Framework Programme for


Research and Development (PCRD 7)

Integrated solution:

Self-service application enabling input and


validation of working time (permanent employees /
contractors on project)

Digital signature of timesheet and activity follow-up


for each project to insure integrity of documents

Reporting tool & Audit trail for accountability to


financing organizations
Agenda

Introducing UCL
Our business context
The project approach
Our partner: Quintisys
The solution in detail
Conclusions and questions
Planning & workload

Phase Period
Analysis workshops, 5th of July
project preparation & Kick-off

Preparation phase and prototype presentation 27th of August


Gap analysis & extensions September 2007
Validation Oct. Nov. 2007
Pilot phase (PCRD 6 projects) December 2007
Go Live January 2008

Workload : 80 d. consultancy / 40 d. IT / 40 d. key users


A few technical challenges!

Challenges

Full RedDot Portal integration of Timesheet application

Multi-matricule use must be transparent for users

Multi browser & multi platform [ IE + Firefox (Mac) ]

Validation of hours by project leaders (not by N+1)

Digital signature of timesheet by the researcher using UCL smartcard

Automatic valuation of working time at standard cost with transfer to


accounting and invoicing
To complete this challenge UCL needed a
strong HR partner:

Quintisys
100% dedicated to SAP HCM

Deep knowledge of Portal ESS/MSS solutions

Pan-European project delivery capacity

SAP Service Partner & SAP Lounge Partner i si t u s at


V
y s . c o m!
w . q u intis
w w
Agenda

Introducing UCL
Our business context
The project approach
Our partner: Quintisys
The solution in detail
Conclusions and questions
The Business Process Solution
The business process cycle

Output (PDF) + digital


Employees record
signature (smartcard) of
monthly Timesheet
project working time
summary via portal 5 1 via web portal

Output (PDF) + digital


signature (smartcard) of
Timesheet via portal

4 2

3
Project leaders check
Period is locked and WBS working times
data sent to CO via web portal
Step 1
Recording of monthly timesheet via web portal

5 1

4 2

3
Seamless integration of SAP portal
Timesheet entry screen

Three month view with


rejected times

Daily view (for free


text addition)
Period

WBS Absence WBS/Absence Total Hours Hours


Type text
Per week
Bobby says ...

User Friendly & Sexy!


Is it really SAP?
And do other ESS/MSS
screens look
the same?
Step 2
Check WBS working times

5 1

4 2

3
Project leader checks WBS working times via
portal
Project leader checks WBS working times via
portal

Guided procedure

View selection (monthly / weekly)

Details on Approve /
click reject
Project leader checks WBS working times via
portal

Approve / Reject
Project leader checks WBS working times via
portal
Step 3
Period locking & CO transfer

5 1

4 2

3
Transfer to accounting (CO)

Management screens
Step 4
PDF timesheet digital signature & SAP HR storage

5 1

4 2

3
Output (PDF) + digital signature of timesheet
via portal
Output (PDF) + digital signature of timesheet
via portal
Output (PDF) + digital signature of timesheet
via portal

Certificate
(digital signature)

Header : (Period, project


leaders name, identication
number, department)

Total : summary of hours


within the period

Detail : hours per


employee and per day
(WBS and absences)
Output (PDF) + digital signature of timesheet
via portal
PDF Timesheets viewable in SAP HR via
transaction PA30 (using ArchiveLink)
Step 5
PDF working time summary digital signature
& storage in SAP

5 1

4 2

3
Output (PDF) + digital signature of project
working time summary via portal
Output (PDF) + digital signature of project
working time summary via portal
Bobbys impressed!

New SAP Web applications


really are sexy and user
friendly! thanks to
Webdynpro
Interactive PDF documents
with a Word look & feel
thanks to Interactive Forms!
But how does it work?
Creation of Interactive Forms using Adobe LiveCycle
Designer in SAP NetWeaver Developer Studio
Bobby says...

Too much!
What else can I do with
SAP Interactive Forms?
SAP Interactive Forms : Wide ranging potential
Agenda

Introducing UCL
Our business context
The project approach
Our partner: Quintisys
The solution in detail
Conclusions and questions
Conclusion
Conclusion

Challenges Solutions

Solution for managing and checking Standard CATS implementation using


timesheet by project leaders using web new standard Webdynpro screens
screens
Ensure integrity of timesheet data Digital signature and UCL smartcard
using Interactive Forms

Full RedDot Portal integration of Standard SAP Portal capabilities +


timesheet enhancements + Web services

Multi-matricule use must be Leverage CATS enhancement


transparent for users capability

Multi browser & multi platform use Standard SAP Portal capabilities
[ IE + Firefox (Mac) ]

Automatic valuation of working time at Standard CATS scenario with CO


standard cost with transfer to transfer
accounting and invoicing module
Any questions ?
Thank you!