EPIC Update Series – I

EPIC Update Series – I Department Communications April 2005

Purpose and intent of EPIC meeting series • Provide a regular forum for information sharing • Not design discussions • Not training • Purpose is to communicate critical EPIC implementation processes and to manage expectations • Plan for fiscal officers to cascade this information to their departments

Phase 1 June 04 Phase II Dec 04 Vendor subsystem for Disbursement Voucher Pre Disbursement Processor (PDP) (Replacement for TOPS PSI) Overview of EPIC implementation time line Phase III * May 05 Phase IV Oct 05 Phase V ** Dec 05 Basic system for B2B vendors Remaining functionality for standard & recurring orders (TOPS Web decommissioned & no additional requisitions or orders created in TOPS) TOPS decommissioned * May Date may slide a few weeks. ** December date is fixed.

Phase III implementation details • Pilot implementation will be with Canon IV only • Only pilot departments will be involved initially • IUB - School of Education (Lisa Brameier) • IUPUI - School of Nursing (Michael Vaughn) • IU East - Information Technology (Syndi Knorr) • IU Northwest - Purchasing (Cindy Kurpis) • IU Northwest - Technology Support (Kris Bagan)

Phase III Rollout – expanding vendors and departments throughout the summer Implement Canon IV With Pilot Depts Stabilize implementation Rolloutt Canon IV To other Depts Implement 2nd B2B Vendor With Pilot Depts Rollout 2nd B2B To other Depts Implement 3rd B2B Vendor - Pilot Rollout 3rd B2B Rollout 4th B2B Pilot 4th B2B Hypothetical timeline Pilot 5th B2B 2 -3 weeks 2 weeks 1 week 3 days 3 days Go live date

Planning for Phase IV implementation • Purchasing staff will re-enter all current 05-06 blanket orders • Current blanket orders in TOPS will be closed releasing the outstanding encumbrance • Purchasing will set up EPIC recurring payment orders (this is the “replacement” for blanket types) • EPIC orders encumbrance will be set to the outstanding TOPS amount

Implications for fiscal year-end processes • Departments should enter blankets as normal for FY05-06 in TOPS with a full year encumbrance • Purchasing staff will re-enter all current 05-06 blanket orders in EPIC as recurring payment orders • If departments need blanket orders previous to the current FY05-06 re-entered into EPIC, they will need to notify Purchasing • Goal is to ensure that only current, active blankets are re-entered into EPIC

PO clean up progress – BL/IN Some progress has been made but there is more work to do

PO clean up progress – Regional Campuses Some progress has been made but there is more work to do

EPIC vendors – DV and PO type • EPIC vendors have a designation of DV or PO type vendors • DV type vendors are set up to process a DV and have never been issued a PO • PO type vendors have been issued a PO • Because EPIC vendors have only been used for DV’s to date, nearly all EPIC vendors are DV type • Approximately 1,600 EPIC DV type vendors are in TOPS - which means they will become PO type vendors upon the vendor conversion • If a PO type vendor is selected for a DV payment, that DV will route to purchasing

Using a PO type vendor on a DV

Ongoing communications • Sign up for the EPIC List-serve • send email to listserv@indiana.edu • place subscribe EPIC-l in the body (not subject) • the remainder of the message text should be blank; any additional signatures that automatically appear on your email should be removed. • EPIC-l will be used to communicate training sessions and provide system update information during implementation

EPIC Update Series – I