PantherSoft Project

1. PantherSoft Project PantherSoft Implementation March 24, 2004

2. Agenda • Financials • Update • Training • Student Administration • Update • Training • Demos • Queries

3. Financials

4. Timelines • May – December 2003 • - Design, Configuration and Development • January – June 2004 • - Testing and Conversion • March – September 2004 • - Departmental and University-Wide Training

5. “Go Live” Dates • July 1, 2004 • General Ledger, Budget, Purchasing, Accounts Payable, P- Card (My Wallet) and Asset Management • October 1, 2004 • Travel and Expenses

6. Terminology SAMAS  PantherSoft • Account Department ID Project ID • Object Code  Account Chartfields

7. System Features

8. Budget Rules • E&G • Permanent Salaries • Temporary Salaries • Operating Expenses • Auxiliaries • Permanent Salaries • Temporary Salaries • Operating Expenses • OCO • Contract and Grants • Permanent Salaries • Temporary Salaries • Account Roll-up, i.e.,travel, contractual services, phones, etc

9. Request for external purchases will be done online Requests will require the identification of where the expense will be charged to Online approval rather than manual approval Users can monitor the status of their requisition online Acknowledgement of receipt and acceptance of goods Will be done by each department when goods/services are received directly by the department Will be done by Central Receiving when goods/services are received by their facilities Online Requisition Forms

10. Online Reqs - Example Guide • Log on to PeopleSoft • 2. Navigate to: • Purchasing > • Requisitions > • Maintain Requisition • Verify that Business Unit • is set to “FIU01” and • Requisition ID is set to • “NEXT” • 4. Click on the button 3 4 2

11. Example Guide, cont’d • Select Requester • 6. Enter the Header Default • Information • 7. Enter the Requisition Line Item Information 8. Set Requisition to Pending Approval 9. Budget Check Requisition 10. Save Requisition 8 9 5 7 6 10

12. Asset Management (Property Systems) • High-Jump Software integrated with PantherSoft to Bar Code all Assets. • Each department will have the ability to view and print their own property reports • Significant “clean up” has been done in the property area

13. Procurement Cards • The processing of P-Card transactions will be integrated with the Expense and Account Payables Modules. • New cards are being issued with Panther ID numbers as identification of cardholders. • New cards are coded with PantherSoft department numbers. • Payment process integrated with Payables Module.

14. Travel and Expense Forms • Users will be able to complete these forms online • Forms will be electronically routed to the appropriate person(s) for electronic approval and processing • Templates can be created by end-users to reduce the amount of data required from travelers • Cash Advances will be requested and approved online • Paper TAR and Expense reports will be submitted to Travel Department through September 30th 2004 • The University will be online October 1st 2004

15. Access

16. Panther ID Distribution Faculty & Staff: • Financials System: Faculty/Staff will need Panther IDs in order to register online for training. They will be able to get their Panther IDs by using the Panther ID Look Up tool online. • NOTE: Although faculty/staff may have their Panther IDs before attending training, access to the System will not be given until necessary training is completed

17. Access & Roles Within PantherSoft • Extent of access to the System will be determined by ‘Roles’ • System Access Roles: • Requisition Initiator • Requisition Approver • Department Head • Budget Manager • Pro-Card Approver • Traveler Initiator • Traveler • Travel Approver • Reporting

18. Training

19. Training Highlights • Hands-on training for all System Roles • Training guides and quick reference documentation on the web • Communication Partner – lead liaison for Training • Self-Service Registration – www.panthersoft.fiu.edu • Online Access Request Form • Introduction to Financials course • Included Navigation, Chart of Accounts and Budget Rules; mandatory pre-requisite for all classes

20. Communication Partners • Roles & Responsibilities: • Act as a liaison between the PantherSoft Project and the Academic Unit/Division • Provide updates about the PantherSoft Project to Deans and Department Heads • Work closely with training group to schedule training activities and ensure proper access to staff • Collaborate with functional staff in other Campuses: • BBC & Pines Center • Facilitate adherence to Project deadlines

21. Training Scope and Status • Departmental training - January to March ‘04 • Purchasing • Controller’s Office • Property • Budget Office • University Wide training – April to July ‘04 • Travel and Expenses – August and September ‘04

22. University Wide Training Scope • Introduction to Financials • Budget Transfer • Requisitions • Receiving • Requisitions Approval • Procurement Card Approval • Financials Reporting • Travel and Expenses • Travel and Expenses Approval

23. Training Schedule

24. Skills Needed for Training • Getting ready for PantherSoft training • Pre-requisites: Users must have a working knowledge of Microsoft Windows and Internet browsers to be successful • Management is responsible to ensure staff members are prepared for training • UTS Training Center offers PC Fundamentals and Basic Internet Skills courses

25. System Support

26. System Support • Multiple channels to receive support • Support Staff will be “on-site” for departments to assist during “Go-Live” • Self-service online guides and FAQs (coming soon) • Quick reference guides available from training • UTS Support Center representatives • Consultants-in-Residence (CIR) • Open labs • Refresher courses

27. Student Administration

28. Student Administration “Go Live” Dates • Admissions –Aug 20, 2003 • Financial Aid – Feb 16, 2004 • Student Financials – July 2004 • Student Records – July 6, 2004

29. Terminology Legacy  PantherSoft • Classification  Career/Level • Schools & Colleges  Academic Groups • Academic Depts  Academic Organizations • Major  Plan • Tracks/Concentrations  Sub-Plan • Reference Number  Class Number • Course Prefix  Subject • Course Number  Catalog Number

30. Numbering System for Terms/Semesters • Term = CYYT • C = Century (last digit of century) • YY = Year (last two digits of the year) • T = Term Code (single digit to represent Fall, Spring and Summer) • Term examples: • 1031 – Spring 2003 • 1035 – Summer 2003 • 1038 – Fall 2003

31. Scheduling • March 2004 – keying of Fall ’04 classes will be done in a centralized manner • Keying for future semesters will gradually be done in a de-centralized manner

32. Pre- and Co-requisites • Pre/co-requisites are currently in the data entry phase • Testing of pre/co-requisites begins in early April • Department chair-persons will be contacted to resolve any issues • NOTE: When pre/co-requisites include courses and permission of instructor, permission of instructor supercedes all other pre/co-requisites

33. Grading • Fall 2004 - First official semester to be graded in PantherSoft • Summer 2004 enrollments will be converted to PantherSoft • Grading for Summer B & C will be completed in PantherSoft or through bubble sheets • Academic Affairs will contact department chairs about participating in the pilot for Summer grading in PantherSoft

34. Before Attending Training • Print forms from PantherSoft website (http://panthersoft.fiu.edu) • PantherSoft Security Access Form • Confidentiality Agreement Form • Submit Completed Forms • PantherSoft Trainers • ADM 121 – PantherSoft Modular • Trainers will contact you to schedule training sessions

35. Tentative Training Schedule

36. Panther ID Distribution Faculty & Staff: • Student Administration System: Panther IDs will be given to employees who need access to the System after completing necessary training

37. PantherSoft Website • Http://PantherSoft.Fiu.Edu • Navigate through the site to access • Overall project information • Training information • Register online for Financials training • Download new Chart of Accounts • Project newsletters

38. Questions?