Training
Coming Soon: S4 SAP Update
The SAP upgrade to S4 is scheduled to begin April 11. Find out information on the transition schedule, resource information on new features, and training opportunities.
Before taking any SAP related class, you are required to take the Introduction to Duke Accounting & Business Processes course and the Introduction to G/L Accounts online training
Introduction to SAP at Duke is a mandatory online course that must be taken before registering for any other SAP course. Other SAP related courses that pertain to Duke@Work or other SAP products, such as iForms, Projection and Reporting Tool, or Introduction to Business Warehouse, do NOT require this pre-requisite.
Health System Purchasing
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Related Materials
Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
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To Register
Target Audience
Prerequisites
To Register
Target Audience
Prerequisites
To Register
Please Note: This is a mandatory pre-requisite for Health System Purchasing Requisitions: Using the Material Maters – ME51N and Health System Purchasing: Requisitions Using Text Orders – ME51N.
Target Audience
To Register
Target Audience
To Register
Introductory
The Introduction to SAP course presents general information about the SAP system at Duke. You will learn common SAP language, as well as how to log on to and navigate the system. The course is presented in a series of five short videos and requires successful completion of a short quiz. Introduction to SAP is required before taking any other SAP courses. It is not required for either the iForms Overview or Introduction to SAP Business Warehouse courses.
Target Audience
Duration
To Register
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Financial
This course focuses on how to run, navigate, and understand Health System profit center and cost center reports. The course is taught in the SAP Production client. Topics include how to export reports to Excel (required by Hospital Finance for monthly budget variance reports) and how to print reports. While the drill down process is covered, the details on documents are not included in this course.
To gain the most benefit from this class:
- Be certain you can log into SAP (using your own User Name and ID).
- Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
This class provides experience in how to prepare and post or park various kinds of journal entries. The approval/posting of parked documents for others, as well as related accounting procedures are also covered. New employees are advised to take the recommended courses before attending this class.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
In this video, you will learn the process for non-salary cost transfers, look at different examples of when it's appropriate and not appropriate to use the tool, and explore the resources available to assist you.
Please note: If you are attending SAP Journal Entry, you are strongly encouraged to watch this video before coming to class if you work with federally sponsored research cost objects
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Duration
To Register
This course focuses on reporting using BFR selection for MULTIPLE Cost centers, Profit Centers, and/or Plant-related WBS Elements. The course is similar to the Non-Restricted course, but instead focuses on selecting and viewing numerous cost objects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are included. Printing and exporting reports to Excel are covered. While the drill down process is covered, the details on documents are not included in this course.
To gain the most benefit from this class:
- Be certain you can log into SAP (using your own User Name and ID).
- Please bring a few Cost Objects specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisites
Duration
To Register
Related Materials
This course focuses on how to run, navigate, and understand reports for Duke University INDIVIDUAL cost centers, profit centers, and Plant related projects. The class is taught in the SAP Production client. New custom reports, line item detail reports, and reports for cash balances and overdrafts are taught. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
- Be certain you can log into SAP (using your own User Name and ID).
- Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
Related Materials
This series focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. Each session in the series provides an in-depth look at how to run, interpret, drill down, and utilize critical SAP reports to support sponsored research across the institution. Some classes have pre-requisite requirements outlined in the LMS course descriptions. Please read the descriptions before enrolling in a session.
Registration for each session in the series will be handled through Duke's LMS. Sessions can be accessed by selecting the links below.
These sessions are recommended to those new to research administration or to seasoned administrators who want to refresh their SAP reporting skills. Continuing Education credit is offered for each of these sessions.
Sessions included in the series are:
- Sponsored Projects Reporting: Master Data
- Sponsored Projects Reporting: Organizational Reports
- Sponsored Projects Reporting: Project WBSE ITD w/Plan - Z71PROJ
- Sponsored Projects Reporting: Line Item Reports
Related Materials
Effective October 1, 2021, all University non-capital project WBSEs will be created as nine (9) digits. The new WBSEs will return to sight recognition within the 3xx range. The remaining six (6) digits will be generic.
- The first digit indicates a restricted WBSE
- The second digit identifies the sponsor
- The third digit identifies the type of activity funded
There will be no changes or conversions for existing WBSEs – codes will remain as is (7 digits) until they are closed. There will be no changes for cost centers or profit centers.
This decision to change the length of some WBS Elements to nine (9) digits was part of S/4 planning and made in order to:
- Return to sight recognition for the first three (3) digits
- Provide significant headroom in historical ranges
Additional information is available in the Related Materials below.
Target Audience
Related Materials
Financial, Advanced
This course offers instruction on the steps for using the Faculty Projection and Reporting Tool, as well as a discussion about the business processes driving the tool and how the tool may be used in support of Faculty serving as the Principal Investigator for sponsored research and / or who may have Startup funds. For those with access to the tool, this is a hands-on computer session. The emphasis of this class is placed on the process of providing projections for Research related cost objects/funds based on your Faculty's preferences.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisites
Duration
To Register
Related Materials
This course provides information about the reconciliation of financial transactions using SAP reports, including the GAP procedures that must be followed. The course also provides details for common SAP documents that are displayed via the report drill-down function, such as Purchase Requisitions, Purchase Orders, Invoices and Payments, Imprest Cash, Journal Entries, and Internal Orders. The content includes a list of document types to help in the report drill-down function and what data are available for the most common documents. Various ways to research these documents in SAP are also covered. This course does not cover how to create the various documents.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Prerequisites
Duration
To Register
This course provides instruction on using web tools found in the Duke@Work Portal to manage sponsored research projects. The course is designed to provide hands-on training on running reports relevant to faculty support, project management, and project closeout. Please come prepared with a few WBSEs, a BFR, and the DUID of a faculty member you support in order to run reports for your own codes and faculty.
Target Audience
Duration
To Register
Related Materials
Purchasing
Buy@Duke should be used to purchase standard and custom computers, as well as peripherals, through the Duke Technology Center (DTC). Based on the type of purchase, there are different ways to purchase through Buy@Duke, including several Punch-out catalogs for Dell and Apple products, a Hosted catalog for Lenovo and peripherals, and text orders for certain custom orders or orders to be picked up at the DTC.
To Register
The ZMOG (Materials Ordering Guide) allows users to create a template for frequently ordered items that are maintained in the Material Master.
Target Audience
To Register
Human Resources & Payroll
This resource provides instructions to override the default cost center at the employee position level within iForms.
To Register
Duke's Faculty IBS Tool is only used by the School of Medicine/Nursing and is available to those with the Compensation Tab in Duke@Work. Users can set salaries and the Duke appointment percentage for individuals in faculty positions in this tool during the annual salary setting process.
Select the link to launch the corresponding learning video.
- Accessing the Faculty IBS Administration Tool - Provides a demonstration of how to access the Faculty IBS grid for an org unit. Video length: 2:43.
- Faculty IBS Tool - Hiding Columns - Provides a demonstration of how to hide columns in the Faculty IBS grid display making it easier to read the data on the screen. Video length: 3:59
- Faculty IBS Tool - Action Buttons and Fill Functionality - Provides an overview of action buttons in the faculty IBS tool and how "Fill" works. Video length: 5:39
- Faculty IBS Tool - Working in the Grid - Provides an overview of how to enter data into the grid. Video length: 10:33
The detailed step-by-step guide should be used in conjunction with this learning to better understand all tool functionality. There are details in the guide that are not included in the e-learning.
Related Materials
iForm Instructional Videos are designed to demonstrate how to complete a variety of HR/Payroll transactions through the iForms tab in Duke@Work. These online learnings also include key reminders and specific guidance on common scenarios found at Duke. Please note: Videos may be specific to non-exempt (biweekly) and exempt (monthly) staff based on the differences in how the iForm behaves for each type of employee. Additionally, Department Payroll Representatives, HR Managers, and others with iForms access will be required to watch the iForms video prior to attending classroom training supporting the video's content.
Target Audience
Duration
To Register
- iForms Navigation
- iForms Overview
- iForms Master Data Overview
- Hire iForm Video
- Personal Data Change iForm
- Cost Distribution iForm
- Rate and Schedule Change iForm - Non-exempt Staff
- Rate and Schedule Change iForm - Exempt Staff
- Transfer iForm - Non-exempt Staff
- Transfer iForm - Exempt Staff
- Secondary Position iForm
- Supplemental Pay iForm
- Termination iForm - Non-exempt Staff
- Termination iForm - Exempt Staff
These videos demonstrate how to best navigate in the tool along with demonstrating some of the tool's key functionality. Specific focus is given to how to effectively download and update employee salary information. Focus is also given to show how data can be uploaded into the tool which may be particularly helpful when working with large groups.
Separate videos are available for Duke University (Company 10) and for DUHS. A detailed and customized Step-by-Step guide for the University and DUHS can be used in conjunction with the online videos to better understand all tool functionality.
To Register
Related Materials
Business Warehouse
This class provides an introduction on how to use the SAP Business Warehouse (BW) product for Duke University - Company Code 0010. SAP BW is a data warehouse that is updated nightly from SAP and is available as an additional tool for more advanced reporting options at an organizational level, using your Org. Unit (10 digit BFR code). You will learn how to access BW and run existing basic queries for your organizational unit, such as the Fund Trial Balance query. In addition the class provides experience in how to manipulate or rotate the data for different analysis, and how to save workbooks for use in the future.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Duration
To Register
Related Materials
Budget Tool
Duke University employees with responsibility for inputting departmental budget information, use the Budget tool accessible through Duke@Work. The training videos listed below provide training on key functionality within the Budget Development functionality of the tool. Step-by-step guides provide guidance on complete functionality of the Budget Development tool, as well as, guidance on Projections and Budget Modifications. Please view the below "View More Information" for descriptions of each video module.
Related Materials
Buy@Duke
To Register
Buy@Duke should be used to purchase standard and custom computers, as well as peripherals, through the Duke Technology Center (DTC). Based on the type of purchase, there are different ways to purchase through Buy@Duke, including several Punch-out catalogs for Dell and Apple products, a Hosted catalog for Lenovo and peripherals, and text orders for certain custom orders or orders to be picked up at the DTC.
To Register
This course is intended for those in the shopper or submitter role whose areas use Buy@Duke as their primary requestioning method. The course will cover the details needed to perform both the shopper and submitter roles in Buy@Duke. Training will cover the tool's full functionality, including how to set user personalizations, place orders, enter and confirm funding source information, submit orders for approval, track orders through creating a purchase order and perform goods receipt if applicable.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
To Register
Related Materials
Buy@Duke is the new web-based tool Duke employees will use to purchase goods and services. It is a component of the SAP enterprise system.rn
To assist you in learning to use Buy@Duke, we have offered a series of videos that demonstrate the features of the system. The videos are grouped into curriculums based on your Buy@Duke role.
To Register
Related Materials
Accounts Payable
Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience
To Register
Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user's SAP Inbox.
Target Audience
To Register
Effort Reporting & ECRT
Target Audience
Duration
To Register
Related Materials
The Certifier Quick Reference provides guidance for faculty and exempt staff who are required to review and certify effort in Duke University's ECRT tool.
To Register
These Frequently Asked Questions (FAQs) address questions commonly asked by faculty and staff who are required to review and certify effort or work in Duke University's ECRT tool.
To Register
Particular focus will be given to functionality and those functions that are different than the current ECRT tool. The sessions will consistent of a guide demonstration and an opportunity for questions and answers.
Attendees are strongly encouraged to view the online learning - An Overview of ECRT prior to attending a town hall session. The online learning can be found by searching on the key word "ECRT2017" in the LMS.
Target Audience
To Register
Related Materials
Reporting
SAP Security Administration
The Security Administration Tool available to SAP Security Administrators and Initiators allows departments to electronically request SAP security roles and organizational unit access for employees within their organizational unit. Requests are sent via workflow for approval to designated Approvers at departmental, organizational unit and corporate levels as appropriate. Online training videos provide SAP Security Administrators, Initiators and/or Approvers with an overview of tool functionality as well as detailed how to videos. Please see the Related Material How to Access This Training in Duke's LMS below for more information on about each video, including how to register and view the material.
Target Audience
To Register
Related Materials
Hands on SAP Security Administrator training was provided in early 2014 to over 150 individuals. These are the slides for that training.
To Register
SAP Security Administrator Step-by-Step guide for adding/changing org unit (PD Profile) access.
To Register
Additional Options
This course offers instruction on the steps for using the Faculty Projection and Reporting Tool, as well as a discussion about the business processes driving the tool and how the tool may be used in support of Faculty serving as the Principal Investigator for sponsored research and / or who may have Startup funds. For those with access to the tool, this is a hands-on computer session. The emphasis of this class is placed on the process of providing projections for Research related cost objects/funds based on your Faculty's preferences.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience
Duration
To Register
Related Materials
Forwarding a workflow to a manager for approval is useful for departments where the Accounts Payable Representative (gatekeeper) is responsible for research and documentation, but someone else is responsible for approving the change. The following video illustrates how a departmental representative can document research regarding an invoice exception and forward the exception to a manager for final approval.
Target Audience
To Register
This series focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. Each session in the series provides an in-depth look at how to run, interpret, drill down, and utilize critical SAP reports to support sponsored research across the institution. Some classes have pre-requisite requirements outlined in the LMS course descriptions. Please read the descriptions before enrolling in a session.
Registration for each session in the series will be handled through Duke's LMS. Sessions can be accessed by selecting the links below.
These sessions are recommended to those new to research administration or to seasoned administrators who want to refresh their SAP reporting skills. Continuing Education credit is offered for each of these sessions.
Sessions included in the series are:
- Sponsored Projects Reporting: Master Data
- Sponsored Projects Reporting: Organizational Reports
- Sponsored Projects Reporting: Project WBSE ITD w/Plan - Z71PROJ
- Sponsored Projects Reporting: Line Item Reports
Related Materials
Sharing an SAP Workflow Inbox permits an SAP user to process the SAP workflows for another SAP user when the workflow recipient is unable to process their own workflows. The following videos illustrate how to create a substitute and how to gain access to another user's SAP Inbox.
Target Audience
To Register
This course provides instruction on using web tools found in the Duke@Work Portal to manage sponsored research projects. The course is designed to provide hands-on training on running reports relevant to faculty support, project management, and project closeout. Please come prepared with a few WBSEs, a BFR, and the DUID of a faculty member you support in order to run reports for your own codes and faculty.
Target Audience
Duration
To Register
Related Materials
This quick reference guide provides an overview of the Workflow Status Reports, including reports generated by cost object or BFR/Organizational Unit.