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Power User Kickoff Meeting

Power User Kickoff Meeting. e UMB Financials and Grants Project January 21, 2005. Agenda. Welcome Overview of e UMB Financials/Grants Power User Roles The Testing Plan The Training Plan Chart of Accounts 101 Wrap Up. Welcome!. Orientation to build foundation

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Power User Kickoff Meeting

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  1. Power User Kickoff Meeting eUMB Financials and Grants Project January 21, 2005

  2. Agenda • Welcome • Overview of eUMB Financials/Grants • Power User Roles • The Testing Plan • The Training Plan • Chart of Accounts 101 • Wrap Up

  3. Welcome! • Orientation to build foundation • Provide orientation to Financials-Grants • How & why Power Users were selected • Power User Roles and Responsibilities • Central Office Power Users • Department/Unit Power Users

  4. Overview of the New System

  5. Campus-wide Legacy Systems That Will Be Replaced • FAS • FAS Web (remains as a source of historical data) • AP sub-system • Corporate Purchasing Card (CPC) • Grant billing system (BARS 2000)

  6. Legacy Systems That Won’t Be Replaced • Pre Award System (ORD’s MIS) • Central Billing System • Financial Services Working Fund System • MERTS (Effort Reporting) • CRIS (F&A Proposal System)

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

  8. What Does All This Mean For You? • Requisitions & Receiving • Requests for Payment • P-Card • Pay Vendors • Make Deposits • Post-Award Grant Activities • Journal Entries, IDTs, Interdepartmental Billing • Reporting – financial status reports for all fund types….State, Revolving, Grants, etc.

  9. Questions

  10. Power User Roles

  11. We Can’t Do This Without Y-O-U! • Central offices are learning “back office” functions that make the new system work • Limited project staff for testing, training • Limited help desk staff for go-live support • You know your business best

  12. Power User Roles • SUPPORT others in your department or unit as a first point of contact after go-live …you know your business best • TEST components of the system before it goes live • TRAIN other users in classroom setting

  13. What You Bring As A Power User • Currently work with business processes in one or more affected area • Familiar with how your department/unit does business in affected areas • Often a “go to person” when others in your area have questions • Could be a “go to person” in training

  14. Becoming An eUMB Power User • Participate actively in Power User Orientation sessions (Everyone) • User Support (Everyone) • Pre Go-Live preparation • Support during/after Go-Live

  15. Becoming An eUMB Power User (cont’d) • Testers (approx. 10 people) • Testing Orientation • Overviews by Process • Trainers (approx. 15 people) • Train the Trainer • Training Orientation • Review book(s) and Practice Online

  16. Where Will You Fit In? • Department/Unit User Support: All Power Users • Testing & Training: Selected Power Users • Power User Profile

  17. Questions

  18. User Support

  19. User Support Role • Answer basic questions about new system for colleagues in department/unit • Troubleshoot common questions • Request additional support • Report new issues • Preparation: • Attend Power User meetings and regular classes • Attend Power User meeting just prior to Go- Live

  20. Questions

  21. Testing Plan

  22. What Is The Purpose of Testing? • System Integration Testing (SIT) tests the new business processes in the eUMB system and any customized components that have been developed. • Testing helps identify issues prior to go-live and allows for updates to be made quickly and efficiently. • Testing is an essential prerequisite to the overall success of the project and provides the users with the ability to validate the system readiness.

  23. Who Participates In Testing? • A handful of Power Users will participate in testing and will serve as Subject Matter Experts in their departments or units. • Both Central Services and Departmental personnel will be needed to ensure a thorough test of the system. • Testing efforts will be focused according to a user’s current job functions.

  24. What Is The Timeframe For Testing? • Testing is slated to begin in March. • Power Users will be needed for testing from March – July (Go-Live). • Approximately 20% time commitment will be required.

  25. How Will Testers Prepare For Testing? • Testers will attend all 4 Power User sessions to become familiar with Business Process decisions. • Testers will participate in a Testing Orientation and informal training sessions prior to the start of hands-on testing.

  26. Where Will Testing Be Conducted? • A dedicated testing room will be reserved so that testers can get away from their desks. • The testing room will be monitored by a eUMB team member that can answer questions as the testers work through the scenarios. • The sessions will occur at defined times and users will be able to use several resources to assist them in testing.

  27. What Testing Resources Exist? • Testers will be provided with the following tools to assist them in their testing efforts: • Test Scenarios: These scenarios will be a breakdown of the current business processes for Financials & Grants within the Departments and Central Services. • Results Log: Testers will record their actual results in a log and record any issues; the Testing Manager will monitor any expected vs. actual results.

  28. What Testing Resources Exist? (cont’d) • Escalation Process: This document will define the process for routing issues through the proper channels for resolution. • Implementation Design Documents: These documents outline the business process decisions. • Training Materials: Any training materials that exist when testing begins will be available to the testers.

  29. Questions

  30. Training

  31. How Will Users Be Trained? • Department/Unit users will attend classes led by the Training Team, including some Power Users • Central Office users will attend customized classes led by our Crestone consultants or by key department managers • Today we will focus on classroom training for Department/Unit users

  32. What Classes Will I Need To Attend? • Training will be required for security access to the new system • Your department/unit will determine who will fulfill which roles in the new system • You will need to attend all classes that are required for your role(s) in the new system • System access will be set up after training

  33. Introduction to… Financials & Grants Reporting Procurement: Requisition to Payment Accounts Payable Inquiries Procurement Card Reallocation Post Award Grants Accounting Commitment Accounting Update Classes Planned For Department/Unit Users

  34. When & Where Will Training Occur? • Slated to run May through July • We will run 3-4 classes per day • We will use PC classrooms across campus • Books will be delivered to each classroom

  35. How Will Power Users Participate? • We will need approximately 15 additional trainers from this group • Power Users will teach classes related to area(s) of expertise

  36. How Will I Prepare To Teach? Power User/Trainers will… • Attend Train the Trainer class • Preview course materials • Play in the “sandbox” environment • Ask questions of training team or other project team members.

  37. What Is the Time Commitment? • Preparation Time: • Train the Trainer is a 2-day course • Prep with materials: approx. 16 hours/course • Teaching Time: • Estimate 4 hours/classroom session • Estimate 3 hours/demo session

  38. Questions

  39. Chart of Accounts

  40. Objectives For Today • Introduce PeopleSoft Chartfields • Transition from FAS to eUMB Financials • FAS codes versus PeopleSoft Chartfields • Use of “Account Code” in HRMS

  41. FAS Account Model Campus Book S/L Acct Exp/Rev Code 02-1-10625-3752 school, dept., program, element, sub-element, executive level The above accounting attributes are hardwired to a 5 digit S/L account number in FAS…

  42. Basic PeopleSoft Chartfield String PeopleSoft doesn’t “hardwire” accounting attributes to an account like FAS. The accounting attributes are strung together to create what is called a Chartfield String. For State Appropriated Funds at UMB the Chartfield String will include the following attributes and look like this … GL Business Unit + Fund +Dept +Program + Account

  43. Basic PeopleSoft Chartfield String All other types of resources .(i.e. Revolving Funds, Grants, Endowment & Plant)…the Chartfield String -will include three additional accounting attributes of PCBU, Project ID and Activity ID and will look like this… GL Bus UnitFundDept ProgramPCBUProject IDActID Account

  44. UMB Chartfield String Examples GLBUFundDept ProgPCBUProject IDActID Account State PSUMB 110 08500000 011 3752 Grant PSUMB 510 10414030 021 00510 00520635 00 Revol’g PSUMB 130 10206020 064 00130 00060125 00 3752 3220

  45. The “Before and After 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

  46. Data Entry Tips and Tricks (Usability) • System defaults set at institution level • User defaults can be set up at module level • Drop down selection boxes (pick lists) • System edits to reduce keying errors • End users bookmarks to aid navigation • Role base security

  47. Next Steps • FAS Account Mapping to PS Chartfields • 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.

  48. Questions?

  49. Power User Profile • Please take five minutes now to fill out your personal Power User Profile. • At the end of the meeting, place your profile on the table by the door. Thank you!

  50. Wrap Up • Post Go-Live Support • Power User Fridays in February ? • February 4: Procure to Pay • February 11: CA Updates, Central Billing • February 18: Grants Accounting • February 25: General Ledger, QA, Reporting

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