ISTAR : Implementing SAP S/4 HANA for Transforming Administration and Research

Frequently Asked Questions

(Will be continuously updated)

(This Version: January 20, 2020)

Login Issues

What is the URL for accessing the SAP platform? Is it secure?

The URL is: https://sap.iisc.ac.in

This uses the HTTPS protocol (HTTP over Secure Socket Layer). HTTPS encrypts and decrypts user page requests as well as the pages that are returned by the web server. It can be used from anywhere in the world on any browser as long as you have an Internet connection provided you are accessing the IISc campus network through VPN. The login ID that you use is the same as your email ID in the iisc.ac.in domain. The password to be used first time you login is Welcome@123. You will be required to change your password after logging in for the first time. Please do not forget your password.

Can I use the SAP application through my cellphone?

The application is mobile enabled and as explained in the response to the previous question, will be accessible only through a VPN connection.` The mobile interface works well for simple transactions such as requesting/granting online approvals; going forward, it requires more optimization for viewing complex reports.

I have forgotten my password and have got locked out. How do I get a new password and log in again.

Please send email to Nazeer (Shaik Nazeerahmed WIPRO nazeer.wipro@vendor.iisc.ac.in or shaik.nazeerahmed@wipro.com) (+91-9704312625) (Internal Phone No: 3669) (Cell: 9704312625) or to Janmejay janmeyjay.raj@wipro.com (Cell: 7903247046). Your password will be reset and you will receive an email with the new password.

SAP Accounts

Please provide a SAP account for my Secretarial Assistant(SA) and enable the SA to handle creating purchase orders, creating new projects, raising and settling cash advances, payment of bills, etc.

Every department/centre/unit has been provided with a generic account with suffix "OFF"; for example, MBUOFF, CSAOFF, CENSEOFF, IPCOFF, PHYOFF, CIVILOFF, OOADOFF, etc. This account can be used for carrying out all the above operations. Every faculty member will also be able to carry out these operations using her/his account.

On specific request, an account will be given to your secretarial assistant to carry out operations on your behalf. In such a case, your individual account will only have minimal essential features. Specifically, the secretarial assistant will be provided with the following roles and privileges.

  1. All your project related activities (Creation of Project Proposal, Project status update and project reports)
  2. All your purchase related activities (Creation and change of Purchase Requisition and Purchase Order, Goods Receipt, Stores Delivery Note, Reservation, Invoice parking (please note that Invoice posting will be done by F&A Caseworkers)
  3. Creation of Cash Advance Request on your behalf (Raising Cash Advance request and settlement, Vendor Bill/invoice processing and settlement as part of Account payable)

When your Secretary raises these requests on your behalf, your approval step has been dropped as part of the workflow design. After submission, the requests will directly go to the Chair for approval. The Secretary will have an option to preview the request and can send to your SAP User Id or any valid SAP user a message with this request as attachment, which you will receive in your SAP Inbox.

If the Secretary is a temporary (contract) staff, s/he will not be provided with any ESS (Employee Self Service) role. If s/he is a permanent staff, s/he will be provided with ESS role to look into her employee self-service details. Please note thats/he will have no visbility into your ESS details.

When your Secretary gets an account with the above privileges, your account will have the following roles and privileges:

  1. ESS ‐ Employee Self service
  2. MSS ‐ Manager Self service (if applicable)
  3. HR Service Request: Project Staff- Appointment, Extension, Termination, Change of Salary
  4. Projects Reports

In order to create an account for your Secretary, please provide the following details of your Secretary through email to sapsupport@iisc.ac.in with subject head as "Create Account for Secretarial Assistant."

  1. Name
  2. Whether Permanent Staff or Temporary Staff

Purchase Processing Issues

What is the status of the availability of materials to be procured in SAP material master?

The purchase section team and the DIGITS team have completed Division-wise discussions with representative faculty members from the respective Divisions. Based on the inputs received, material masters are being populated to different departments/centres. SAP S/4 HANA requires each department/ centre (called "plant" in SAPterminology) to have its own separate material master (for reasons of quick response). The target date for populating "adequate" material masters to all plants is July 12, 2019. The material masters can be updated continuously. Meanwhile, material master inputs being provided by individual departments and labs are being uploaded to the material masters with a lead time of at most two working days.

I have a purchase order which was committed and released using IAMS before the SAP package went live. The goods have now been received and I need to initiate a payment. How do I proceed.

For purchase orders involving consumables, please note that you do not have to create purchase order afresh in the SAP system. As soon you receive the goods, you have to directly park the invoice on SAP using option " Park Vendor Invoice" under the "Accounts Payable" tile. Next, you have to provide the docket number of the parked invoice to the concerned case worker in CSSP or F&A as applicable (It is optional to provide the old BL number of the purchase order). CSSP or F&A will be able to transfer the amount from commitment to expenditure and release the payment. For purchase orders involving equipment and other items that need to be capitalised(which will be considered as asset and need to be entered in the stock register), a PO needs to be created afresh and you have to submit the goods receipt and park the invoice for payment.

I get the message "Budget Not Available (NBUD)" when I create a purchase order or HR service request or a cash advance. What do I do?

This is an issue that the F&A and CSSP sections are addressing aggressively. We hope this would be resolved before July 12, 2019. When you encounter this difficulty, you are requested to contact the concerned case workers in F&A or CSSP. They would ensure that budgets will be posted (subject to their availability in your account).

I am not seeing attachments in the purchase order. Even if I see attachments, the attachments are in no particular order.

To see attachments at purchase order, you need to Select purchase order line item and Click on Attachment icon.

By default, you will get the current version of DMS Document No; Goto Originals tab, you will be able to access all the attachments attached to Purchase Order.

How do I track an indent that I have placed?

Please go to Purchase order Processing Catalogue Group and Click on purchase order status tile and press Go button, you will get the purchase order status.

How does one do a multi-debit-head multi-department purchase?

You can do the multi debit heads for authorized projects and department debit heads. You cannot do multi department if you are not authorized; for getting the authorization, please approach the concerned person in CSSP and F&A.

For Authorised Projects : Select item and go to Account Assignment, Press multiple account assignment button, system will enable you to

Then click Distribution and you will find distribution option available to distribute the cost to different-different debit heads

How do I cancel a Purchase order where I have made some mistakes. The PO is already approved by the chair.

Once approvedby all the levels, the end-user will not be able to cancel the PO. You have to send a request for cancellation mail to sapsupport@iisc.ac.in and follow up.

Leave Issues

I want to apply for sabbatical. How do I proceed?

Please take a look at the user manual available at https://digits.iisc.ac.in/wp-content/uploads/2019/06/SAP-S4-HANA-User-Manual.pdf In the above document, look into the section titled "Leave Application." If you need more assistance, please contact Mr. Dattatray and Mr. Venkatesh – Phone number: 3667 (cell: 9148466245; 9740321671). You can also send them email at dattatray.wipro@vendor.iisc.ac.in and kvenkatesh.wipro@vendor.iisc.ac.in.

I hear that I can avail leave only after my leave is approved. What if I have to take emergency leave and I don’t have access to the SAP system?

You can access the SAP system from anywhere in the world through your VPN account.

How does the department chair approve leave of a faculty member?

Please take a look at the user manual available at https://digits.iisc.ac.in/wp-content/uploads/2019/06/SAP-S4-HANA-User-Manual.pdf. In the above document, look into the section titled "Approvals by Chair." If you need more assistance, please contact Mr. Dattatray and Mr. Venkatesh – Phone number: 3667 (cell: 9148466245; 9740321671). You can also send them email at dattatray.wipro@vendor.iisc.ac.in and kvenkatesh.wipro@vendor.iisc.ac.in.

I had applied for duty leave which was approved. However, after approval I did not get any notification, either as email or dashboard or inbox that it has been approved. The only way I could find out was when I went to duty leave as if I am applying for fresh leave, saw the calendar and there the status of approved leave appeared when I clicked on those days.

Once the leave is approved, the calendar will indicate the days of the leave with a coloured box around the dates.

I find in MSS that a leave approval is pending in my Inbox but I am unable to approve from my Inbox. How do I proceed?

Leave request must be approved through " Approve Leave request" tile in Manager’s Self Service. Please do not try approving through My Inbox.

Travel Related

Before seeking travel approval, is it mandatory to get leave approval?

Yes.

Estimate is being asked for USD in my travel request. Since we make all the payments in INR, why should we be asked to provide the estimate in USD?

This is being corrected.

I have some travel bills for which I am claiming the reimbursement. The process of uploading all the bills etc. went on smoothly. When I submitted the bills, it was sent for approval to my manager which is fine. However, after that the claim still remained open and I could open it, change it etc and submit it again. In other words, I am able to submit the same claim multiple times. My expectation was that once submitted, the submit button will be greyed out till it comes back to me because it is rejected.

The claim will remain open for revision until it gets approved. Once approved, you will not be able edit or modify.

I will be attending a conference abroad for which I had already applied thro SAP. My travel request is duly approved and I claimed advance (TA). Instead of WBS element in a project, I selected cost centre wrongly. I tried changing it many times but the system is not accepting. How do I progress now?

After approval you will not be able to change the WBS. You need to reach out to respective case worker of CSSP and F&A.

Projects

How do I view my projects and the balances in various debitheads?

Please take a look at the user manual available at https://digits.iisc.ac.in/wp-content/uploads/2019/06/SAP-S4-HANA-User-Manual.pdf.In the above document, look into the section titled "Project System for Sponsored Projects."If you need more assistance, please contact Mr. Akshay (Phone: 3653) (cell: 7406966966) Or send email to: akshay.wipro@vendor.iisc.ac.in.

How do I hire an employee in a Project?

Please take a look at the user manual available at https://digits.iisc.ac.in/wp-content/uploads/2019/06/SAP-S4-HANA-User-Manual.pdf. In the above document, look into the section titled "Project System for Sponsored Projects."If you need more assistance, please contact Mr. Akshay (Phone: 3653) (cell: 7406966966)Or send email to: akshay.wipro@vendor.iisc.ac.in.

I have filled up SAP form to hire a project assistant. However, I do not see any record of that in my SAP account currently and cannot check the status of my request. Please let me know if something has gone wrong and I need to do this again.

Please check HR Service Request Status available under HR Service Request Catalogue.

Are SID (Society for Innovation and Development) projects and transactions covered by the SAP system?

SID projects and transactions are not covered by the SAP system. In due course of time, SID will be implementing its own online processing system.

We find that staff appointments (HR service requests) are going to the Divisional Chair’s approval which is not required as per the existing process.

This is an incorrect implementation of the existing workflow. The implementation is being corrected.

In the Project Reports tile, I just want to know the status of the funds in one of my projects. I could search for and get the project number. After that there is nothing intuitive about what I should do to proceed. The training modules are not sufficient.

The tile "Released Budget/Actual/Commitment" to be used for finding the details of the funds in projects.

I have a joint project with another faculty member. However, I do not have access to the project through my SAP portal, could you please assist me in getting the access.

The PI needs to send a mail to DFC (Schemes) for adding the details of Co-PIs.

PF Loan, LTC, Form 16, etc.

I want to apply for a PF Loan. How do I proceed?

Please take a look at the user manual available at https://digits.iisc.ac.in/wp-content/uploads/2019/06/SAP-S4-HANA-User-Manual.pdf. In the above document, look into the section titled "Loan Application." If you need more assistance, please contact Mr. Dattatray and Mr. Venkatesh – Phone number: 3667 (cell: 9148466245; 9740321671). You can also send them email at dattatray.wipro@vendor.iisc.ac.in and kvenkatesh.wipro@vendor.iisc.ac.in.

I want to apply for LTC. How do I proceed?

Please take a look at the user manual available at
https://digits.iisc.ac.in/wp-content/uploads/2019/06/sap-user-manual-travel-management-ltc-6jun19.pdf
In the above document, look into the section titled "Loan Application." If you need more assistance, please contact Mr. Dattatray and Mr. Venkatesh – Phone number: 3667 (cell: 9148466245; 9740321671). You can also send them email at dattatray.wipro@vendor.iisc.ac.in and kvenkatesh.wipro@vendor.iisc.ac.in.

How can I access my Form 16?

Log into IAMS and download the Form 16 for the previous financial year. THE SAP Form 16 tile is for the current (ongoing) financial year.

Student Related Expenses

I want to seek a travel fund for my student through CPDA/Sponsored Project. How do I proceed?

To request for student travel through CPDA or sponsored project or F&A project, etc., please make the request through the Department Office as per the existing procedure. The concerned backoffice staff will make an entry into the SAP system and will process it through the SAP system. When Wave-2 of the ISTAR project goes live (expected in November 2019), student related requests will be handled through the SLCM (Student Life Cycle Management) module.

How do we settle student travel bills which were committed before the SAP package went live?

The process is the same as that of a PO which was committed before SAP GoLive.

Cash Advances

How do I raise a cash advance request?

First of all, "cash advance" is called as just "advance" in the SAP system. Please take a look at the user manual available at
https://digits.iisc.ac.in/wp-content/uploads/2019/06/SAP-S4-HANA-User-Manual.pdf
In the above document, look into the section titled "Accounts Payable and Advance Request." If you need more assistance, please contact
Mr. Arunachalam, Mr. Debasish and Mr. Venkata – Finance & Accounts – 3654
arunachalam.wipro@vendor.iisc.ac.in Cell: 8056131231
debasish.wipro@vendor.iisc.ac.in Cell: 9986784002
venkat.wipro@vendor.iisc.ac.in Cell: 9949948483

After raising a request for a cash advance and submitting it, will it be approved online by the Chair of the Department ? Or should I take a printout and get it signed by the Chair and submit it to the F&A Section?

While online approval by the Department Chair will speed up the process, the process that is currently implemented is to raise a request for an advance through the SAP system, park it in the system and take a printout of the request form. The hardcopy request form, after physical signature by the Department Chair, will be sent to the F&A Section. After approval, the advance will be released.

Will the cash advance system allow hard cash to be obtained? Or should I go through only a cashcard?

While the cash advance system does allow hard cash to be drawn, you are strongly encouraged to go for a cashcard.

I have been told that cash advances above Rs 20000 will not be allowed by the SAP system. What if I need a cash advance exceeding Rs 20000 (due to special circumstances)?

The SAP system does not allow cash advances above Rs. 20000. If you do need one for an extraordinary reason, there is an option that is available, which needs the approval of higher authorities. Please contact the F&A Section.

How do I settle a cash advance?

Please take a look at the user manual available at
https://digits.iisc.ac.in/wp-content/uploads/2019/06/SAP-S4-HANA-User-Manual.pdf In the above document, look into the section titled "Accounts Payable and Advance Request." If you need more assistance, please contact
Mr. Arunachalam, Mr. Debasish and Mr. Venkata – Finance & Accounts – 3654 arunachalam.wipro@vendor.iisc.ac.in Cell: 8056131231
debasish.wipro@vendor.iisc.ac.in Cell: 9986784002
venkat.wipro@vendor.iisc.ac.in Cell: 9949948483

Requests to HR and Council Section

How do I change bank account details in my profile?
How do I change my name to the correct one in SAP profile?
How do I include a dependent?
How do I change the profile of a dependent?

Please take a look at the user manual available at
https://digits.iisc.ac.in/wp-content/uploads/2019/06/SAP-S4-HANA-User-Manual.pdf In the above document, look into the section titled "Employee Self Service for User Profile, HR Service Requests & Pay Details." If you need more assistance, please contact Mr. Dattatray and Mr. Venkatesh – Phone number: 3667 (cell: 9148466245; 9740321671). You can also send them email at dattatray.wipro@vendor.iisc.ac.in and kvenkatesh.wipro@vendor.iisc.ac.in.

I need a "No Objection Certificate (NOC)" to initiate my passport renewal. This is time critical. How do I proceed?

Please send an email or a hardcopy letter to the Assistant Registrar, Council Section (ar.council@iisc.ac.in). The required NOC will be generated by the Council Section from the SAP system (which will have all your particulars) and a signed, hardcopy letter will be sent to you. At this point, there is no provision for you to make an online request for NOC through the SAP system.

I need to get Registrar’s endorsement for submitting a project to the DST. The deadline is fast approaching. What do I do?

Once your project proposal is ready, please send an email or a hardcopy letter to the Registrar (registrar@iisc.ac.in) attaching a copy of the proposal. The required endorsement letter in hardcopy form will be sent to you through the usual channel.

SAP Issues

When I search for my projects, the search process unnecessarily displays names and project titles of other faculty members (though, thankfully, the system does not allow me access the details of those projects). This is a totally avoidable feature. Please fix it.

This is a functionality with S/4 HANA application (like google search) which we will try to remove. Clearly, you won’t be able to see any details of the other projects. There is no possibility of mixing up debit heads (BWS elements) of yours project with those of any other projects.

I have HR requests that should not have come to me. Earlier these were being removed immediately; now when I complain they just sit there.

For any project related HR Request, the SAP system is now looking up the "Responsible Person" for the Project (that is, the Principal Investigator or PI) and the Organization unit (Department/Centre) associated with the PI and then the HR Request is going to the Head of that Organization Unit for approval and on his/her approval, a workflow is triggered to the concerned case worker of CSSP or F&A depending upon the section handling the project.

This is being rectified as follows. For any project related HR Request, the system will now look for the Project and the Organization unit associated with the Project and then the HR Request is going to the Head of that Organization Unit for approval and on his/her approval, a workflow is triggered to the concerned case worker of CSSP or F&A depending upon which sectionsectionis handling the project.

Purchase orders are not following the approval sequence correctly.

If you observe any deviations, please notify in detail to sapsupport@iisc.ac.in. SAP support team with discuss with the SAP Committee and fix the issues at the earliest.

We get emails from SAP Auto that are difficult to relate to a request that we have placed. Instead of the email, why can't it land up in the SAP Inbox? There needs to be some record of a request that has been made, and a link to it when the approval comes.

We are looking into this and we will find the best way of linking a notification to the task it corresponds to.

When a PO is rejected, why should the information be cascaded to higher echelons in the approval process?

As per process flow, if a purchase order rejected by any level, all previous levelsshould get notified. Information is not to be notified to higher levels. This is being corrected.

When you log in and click on various options, each click opens a new tab. As a result, one can end up with 10-15 tabs of SAP at a time. Furthermore, while approving PO, any click on attachment results into pdf file downloaded.

Please use the "<" arrow on the top left corner of the screen to avoid creation of new tabs.

While this is excellent that the approval process is now online, why does the system not show who all are supposed to approve and who all have done it so far?

The status can be viewed under the "Release Strategy" link which can be accessed by clicking on "…" to view the dropdown menu.

Why is Autosave feature not enabled while filling up forms in SAP?

The current version that is implemented does not have this functionality. We are working on this and will enable it as soon as possible. All POs have names like AR-Purchase, Case Worker, etc. Why do they not show originating department people such as faculty or chair etc. This will be implemented soon.

Final Question

Since it will take at least a few weeks for users to become familiar with the SAP system, why not continue the old system for a few weeks. During this time, people can use either the legacy system or SAP according to their preferences. A date like 31 July can be fixed after which the legacy system will be phased out and everybody will have to switch to SAP.

The ISTAR team, after much deliberation, has taken a conscious decision to switch over completely to the SAP system.

It must be noted that the legacy system had multiple applications developed by multiple vendors and these were using multiple (often inconsistent databases). There was little assurance about the correctness of transaction execution. The new system works with a single source of truth and provides real-time access to master data as well as transactional data. It would be a technical challenge to run both the systems together. Moreover, the back office staff and admin case workers will be burdened with additional work.

It must also be mentioned that the users, if provided access to the legacy system, will have the usual natural tendency to continue to use the legacy system for as long as possible thus delaying full transition to the new system.

Partner Function

  1. How to describe a ‘Partner function’ and its members ?
  2. The ‘Partner function’ represents the Project Team members in a Project. They are mainly the PI, Co-PI, Project Staff and Office / Department staff who perform the operational transactions for a project in SAP

    1. Project Investigator - SAP Employee no. of Project PI to be maintained
    2. Co Project Investigator - SAP Employee no. of Co - PI to be maintained (multiple rows can be added to maintain more than one Co-PI)
    3. Project Staff - SAP Employee no. of Staff hired for the Project to be maintained (multiple rows can be added to maintain more than one Employee)
    4. Department Staff - SAP Employee no. of Office / Department staff or Secretary who perform the operational transactions is to be maintained (multiple rows can be added to maintain more than one Employee)
    5. Coordinator (User) – SAP User-ID of a Temporary staff who does not have an SAP Employee no. is to be maintainedM

  3. What roles and authorizations can be provided to the members of the ‘Partner Function’?
  4. The members of ‘Partner Function’ can be provided with the department-specific roles and authorization based on the Department in which the Project is being operated.

  5. How to restrict the operation and view of a project within a group of people (PI, Co-PI, Project staff, Department staff, Secretary or the User-ID of the Office-user) only using the ‘Partner Function’ features in SAP ?
  6. This can be done through the authorization control of User-based / Role-based Fiori applications.

    1. The catalogue ‘Project System’ should be provided only to users who are maintained as ‘Partner’ for a Project and are authorized to perform Project related transactions
    2. The catalogue ‘Project Reports’ should be provided to users who are maintained as ‘Partner’ for a Project and are authorized only to view Project related reports

  7. What is the role of 'Person Responsible ' in a Partner function and who would be the ideal person for this role?
  8. ‘Person Responsible’ is the standard authorization object in SAP Project System (PS) module to control the access of Projects to end-users and the Employee number of Project PI is maintained as the ‘Person Responsible’. Due to the requirement of IISc for providing additional access to the Co-PI of a Project in addition to the Projects in which he / she is already a PI, a secondary authorization level has been developed based on the ‘Partner Function’. This secondary authorization will ensure the Co-PI has access only to the Projects in which he / she is a Co-PI and not to all the Projects of the Project PI.

  9. With the current set up of privilege distribution between a PI (Faculty Member) and his/her secretary (wherein the PI is not given any operation/report access to his /her projects by not allocating Professional User privileges but the secretary will have the PU privileges) how the members of the ‘Partner Function” will be re-organized and will operate the projects?
    1. The Project PI will no longer be able to perform any project related transactions or view project related reports from his / her SAP login credentials. Only his / her secretary will be authorized to perform any project related transactions or view project related reports from their login credential.
    2. The Project PI will not be able to add / change / delete Partners after the creation of Project structure. This will need to be performed by F&A or CSSP department depending on the Project.
    3. The Project PI will only be able to perform ‘HR Service Request’ application from his / her login credentials for the Project in which they are tagged as a PI / Person Responsible.