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S4 SAP Update

Upgrade Schedule

The SAP Upgrade to S/4 Hana is now complete.  The SAP GUI, Duke@Work, and other systems outlined on the Transition Schedule Detail page are now available.  

Visit the Duke IT Status page and subscribe to Updates to receive notification when the upgrade is complete, and SAP is available.

Transition Schedule Details

Duke Migration from SAP ECC to SAP S4 Hana

The Upgrade is complete.  All systems are online and available to users. If you are experiencing a system issue, please submit a Service Now Ticket and request that it be assigned to Financial Services-Admin Sys Mgmt.  

Duke will upgrade from its current version of SAP ECC to SAP S4 Hana (referenced as S4) in April. While this upgrade is primarily technical, it will cause SAP to be down for an extended period. Technical changes will result in underlying structural changes that will impact users across Duke.

Functions with changes impacting users are listed below. Resources covering transition details, training opportunities, Step-by-Step and Quick Reference guides, and demonstration videos are available for each area.

Please contact your manager if you have additional questions about how the transition may impact you.

Important note: Key operational systems will experience downtime to support this upgrade. The downtime will impact the entire Duke community.  This includes all Duke@Work functions - Employee Self-Service, IForms, Buy@Duke, the Grants Management Tab, and other tools accessed through that site.  Review the S4 Update Schedule page for more information.       

Review of SAP Functions & Features Impacted

FUNCTIONS THAT ARE CHANGING FUNCTIONS THAT ARE NOT CHANGING

Please Note:  Duke will update the SAP Menu path - adding the new transactions and removing the retired transactions. Users should update their SAP Favorites. 
  • Buy@Duke
  • Concur (Travel and Expense)
  • DADD (Fund Raising)
  • Duke@Work Portal
  • GL Account and Cost Object Structures
  • iForms
  • SAP GUI User Experience
  • SBP – Budget Development
  • SuccessFactors (Recruitment and Onboarding)
  • Universal Worklist (UWL) for Approvals
  • Users will not need to update their current version of the SAP GUI.                                                                                                                                                    

 

Summary of Updating Functions & Features

    PROCUREMENT

    ► Resource Materials

    • Duke is retiring “old” SAP transactions that SAP has replaced with newer versions of the transactions referenced as the Enjoy transactions.   This change impacts all users who create requisitions in the SAP GUI; however, the primary impact is on Duke Health entities.
    • The current Display Purchase Order transaction, ME23, is being replaced by a new transaction, ME23N.  This change will impact users directly accessing the transaction and reports, which allow users to drill down on purchase order details. 
    • Duke is retiring the current goods movement transaction MB01 that SAP has replaced with MIGO_GR. This change impacts all users who perform any goods movement transaction – receipt, return, correction – in the SAP GUI; however, the primary impact is on Duke Health entities. 
    • Transition all users who create standing/framework purchase orders via paper to an electronic transition in the SAP GUI. This change primarily impacts Duke Health entities.
    • Specific changes for Duke Health entities:
      • Duke is transitioning away from using purchasing groups (PGroups) in business units.
      • Duke is introducing workflow approvals for SAP requisitions and retiring the release strategy model.
    • Introducing Business Partners that will impact transactions business units use to display vendor information. This change impacts users across the institution.
    • Please note:  Purchasing via Buy@Duke will not experience any change with the S4 transition. 

    REPORTING

    ► Resource Materials

    • The upgrade will change SAP GUI reports (ZRF1E, ZFR1F, for example) that include Common Budget (Plan) vs. Actual Performance data. This change impacts users across the institution. 
    • The update will introduce new flexible reports that consolidate Duke's existing reports and allow users to select output as either a hierarchy or a list that presents in an ALV grid format, which allows sorting, filtering, and column reordering. 
    • The upgrade will change many HR/Payroll/Noncomp Reports available in Duke@Work that business units use for various reporting functions. Examples include managing biweekly time card reports processed via Duke@Work and exempt employee time off reports. This change will not impact units using API Time and Attendance to manage biweekly time cards or exempt PTO.

    RESEARCH ADMINISTRATION

    ► Resource Materials

    • Changes SAP GUI report (ZRF1E, ZFR1F, for example) that includes Common Budget (Plan) vs. Actual Performance data.  For research administrators, changes will impact drill-down views on other reports.  
    • Report consolidation where appropriate.
    • SAP transaction CJ20N consolidates various project (WBSE) master data transactions (CJ02, CJ03, CJ07, CJ08) into one location.  

    WORKFLOW APPROVALS VIA MY INBOX

    ► Resource Materials

    • My Inbox introduces a new, single approval point for all SAP transactions.  
    • My Inbox uses the technology of a Fiori App that offers increased mobile usability. 
    • Duke will make this option available and run in parallel to the current model for workflow approvals – Universal Worklist (UWL) and SAP Inbox (JV specifically).