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e UMB Financials and Grants Project

e UMB Financials and Grants Project. Project Update December 10, 2004. Agenda. Project Life Cycle Portal PeopleSoft modules and changes Chart of Accounts (COA) Power Users Next steps. Project Life Cycle. In the beginning…. March 22, 2003. e UMB ESTABLISHED WITH HR/PAYROLL APPLICATIONS.

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e UMB Financials and Grants Project

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  1. eUMB Financials and Grants Project Project Update December 10, 2004

  2. Agenda • Project Life Cycle • Portal • PeopleSoft modules and changes • Chart of Accounts (COA) • Power Users • Next steps

  3. Project Life Cycle

  4. In the beginning…. March 22, 2003 eUMB ESTABLISHED WITH HR/PAYROLL APPLICATIONS

  5. Next comes the Portal HR eUMB PAYROLL

  6. Post Award/Grant Accounting A/R Billing Projects Contracts eUMB Financials and Grants - Release 2 Campus Portal Purchasing P-Card Accounts Payable General Ledger HR & Payroll Release 1 Internal Sys Interfaces System Feeds SIMS Telephone Vet Resources Freezer Prog Central Billing Prompt Print Data Extracts Mission Base Mgmt Other School Systems State of MD Interface RAVEN/Queries/SQR Reports

  7. Project Phases for Financials and Grants 7/03 1/04 7/04 1/05 7/05 Fit-Gap Configuration-Prototype Build-Test-Train Modules Chosen 67 Gaps Identified 180 Sessions Design Document Configuration 100 Modifications Mods Built/Tested Power Users Oriented System Testing Training

  8. eUMB PROJECT STRUCTURE Executive Committee University Leadership Committee Project Team Functional Leads Technical Team Central Services Offices School-based Groups POWER USERS

  9. Questions?

  10. Portal

  11. Portal: What It Is • A central place to gain access to enterprise-wide web applications • User-friendly, User-customizable, User-specific content • Intended Audiences • Faculty • Staff • Students • Affiliates of UMB

  12. Portal: What It Is Not • A replacement for the campus home page • A replacement for the applications it hosts • A replacement for a user’s desktop

  13. Portal: My Page

  14. Questions?

  15. PeopleSoft Modules and Changes

  16. Procurement: What Changes? Requisitions • Online Entry • Online Approval Purchase Orders • PO Express Inquiry • Online Document Status

  17. Procurement: What Stays the Same? • Procurement Card Procedures

  18. Financials: What Changes? Accounts Payable • Requests for Payments • Electronic receiver • Better access to RSTARS

  19. Financials: What Changes? HR/Payroll • “Account Code” will be a system-generated number representing a unique Chartfield String • “Account Code” will not exist in eUMB Financials • EFP will display the unique Chartfield String associated with the “Account Code” plus additional information

  20. Financials: What Changes? HR/Payroll • When managing EFPs CA users will be able to: • Search by using Project ID, Account Code, or Department • Enter by using Project ID or Account Code • CA reports will be modified to include Project ID and other Chartfields

  21. Financials: What Changes? Deposits • PeopleSoft receipt • Anyone doing their own deposit will begin deposit – will be released by cashier.

  22. Financials: What Changes? Grants-Post Award • Billings and Receivables • Collections • Account Set-up

  23. Financials: What Changes? Procurement Card Re-allocation • PeopleSoft re-allocation system G/L • Budget checks for requisitions

  24. Financials: What Stays the Same? • Central Billing • IDT’s • Pre-Award Grants • Working Fund

  25. Financials: What’s New? Interface With The State • Reconciliation of Transactions • Process Directly to the State • Accounts Payable • Cash

  26. Questions?

  27. Chart of Accounts

  28. FAS Account vs. PS Chartfield Comparison Account Rev/Exp Code Campus Book 02 10625 1 3752 02 5 28089 3752 GLBUFundDept ProgPCBUProject IDActID Account 3752 PSUMB 110 08500000 011 3752 PSUMB 510 10403000 010 00510 00528089 00

  29. Data entry tips and tricks (usability) • System defaults set at institution level • User defaults can be set up • Drop down selection boxes (pick lists) • System edits will be in place to reduce keying errors • End users have the ability to create ‘bookmarks’ to aid navigation • Role base security

  30. How do we get there from here! • FAS Account Mapping to P/S Chartfields • Starting with the School of Medicine • Project team will perform initial account mapping • Will meet with departments to review initial mapping • Opportunity for departmental administrators to cleanse current FAS accounts (get rid of the dead wood) • Expect to have some expansion and/or contraction of department codes in PeopleSoft • After account mapping is completed we will focus on account balance conversion.

  31. Questions?

  32. Going Live With A Little Help From Our Friends Power Users

  33. Why Financials-Grants Power Users? • The existing UMB Payroll Rep group was central to implementing the HR/Payroll portion of the eUMB project. • There is no similar group for Financials-Grants. • Power Users will be central to successfully implementing Financials-Grants.

  34. Power Users: The Concept Establish & prepare a network of Power Users… • to be involved in specified user activities • who are located in departments/units across campus • who will be active before and aftereUMB Financials/Grants Go Live

  35. Power Users: Selection • John Geiman and Marjorie Forster met with key managers from each school and unit. • Key managers nominated Power Users for each division, department or unit. • As additional names are suggested, they are submitted to these key managers for consideration and nomination.

  36. Power Users: User Activities • Test the new database • Help train other users • Answer common questions in your Department/Unit • Communicate within your Department/Unit

  37. Power Users: Test the Database Work with the Project Team to… • Test business processes and transactions within the test environment • Record and report any discrepancies between expected and actual results • Timeframe: March/April 2005

  38. Power Users: Help Train Other Users • Participate as a classroom trainer for specific class(es) • Preparation to teach: • Attend “Train the Trainer” session • Study & review classroom guides • Test drive the new database in the “sandbox” • Observe class(es)

  39. Power Users: Help Train Other Users • Resources: Project Team and Process Owner contacts • Timeframe: Mid-April through July (as needed)

  40. Power Users: Answering Questions • Answer questions and provide early troubleshooting for Financials-Grants users in your department/unit • Forward questions or problems for research and resolution

  41. Power Users: Answering Questions • Preparation: • Participate in update presentations and orientation sessions (Jan/Feb) • Attend end user classes • (For some) Test and/or train • Support from Process Owner and Project Team contacts

  42. Power Users: Answering Questions • Commitment: Anticipate ??% of your time • Timeframe: July through December as questions or problems arise

  43. Questions

  44. Next steps

  45. Next Steps • Power Users orientation: January • Portal target to go-live: Jan.-Feb. 2005 • Help with financial & grants testing: March • Next eUMB Update: March

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