IRIS Project Update

1. IRIS Project Update IRIS Steering Committee March 28, 2006

2. Today’s Agenda • Training and Security Update • HR/Payroll Go Live • Hospital Inventory Go Live • FES Update • Availability Control Meeting

3. Training Plans and Roles • ASOs approved training plans for >650 individuals. • In a separate review process, ASOs approved display-only security roles for ~160 people and roles that allow editing/creating for ~475 individuals. • HR and Training Teams reviewed discrepancies and have been working with ASOs and business officers to address them.

4. Role Modifications for Go Live • We have temporarily modified the roles of 90 people with business officer roles to provide access to Time Management this week for those whose role: • included time responsibilities, AND • the individual had completed the time class, BUT • the individual had NOT completed one or more other classes.

5. Training and Statements of Responsibility • ~260 users have signed the SOR and completed  training • ~320 people who have editing roles have signed the SOR, but have not completed training • ~100 people who have display-only roles have signed SOR, but have not completed training NOTE: Executive training scheduled for this week and next • ~60 people have not signed the SOR, and have not completed training

6. Training Snapshot

7. HR/Payroll Update Racing to the Finish Line!

8. HR/Payroll Update Conversions are BEAUTIFUL! • Worked around the clock loading data • 321 errors in loading • Errors addressed on Saturday, March 25 • Additional records clean-up due to problems with HRS assignments

9. HR – Organizational Structure • HR Organizational Structure: • “Drag and Drop” changes in the org structure • Roles* have been assigned in production *Statement of responsibility required *Completion of training required

10. HR/Payroll Update • Communication with End-users • End-user Listserv – one way -Over 500 subscribers- • End-user Discussion Listserv -Over 120 subscribers- • IRIS web site • Go Live Kits • myHelp (includes Quick Reference Cards)

11. HR/Payroll – Help Available Command Center • Monday – Friday, 7:00 am – 6:00 pm, • Phone number: 257-1300 • Operational March 29-April 28; re-opens May 17-23 Walk-in Centers • 72 McVey Hall (8:00 – 4:30) March 29, 30, 31 (time-entry help available) April 5 April 12, 13, 14 (time-entry help available) April 19 April 26, 27, 28 (time-entry help available) • 317 Wethington Building (8:00 – 4:30) April 4, 11, 18, 25

12. HR/Payroll Go Live Schedule • System scheduled to open on March 29, 2006. • First payroll in IRIS HR/Payroll: • Biweekly Final Runs on April 4, 2006 • Biweekly Pays on April 7, 2006 • Monthly Final Runs on April 20, 2006 • Monthly Pays on April 28, 2006

13. Hospital Inventory Go Live • Go Live Details • PICIS • Omnicell • Master Data • Training and Support

14. FES Update • Process changes in new system (06-07) • FES training schedule • Interim processing (April-June 05-06)

15. FES Interim Period - Background • April 1 - June 30, 2006 • DOEs are based on annualized effort over the UK fiscal year • Need to be able to certify full year • The current FES system will continue processing faculty effort until June 30, 2006

16. FES Interim Period Processing

17. FES Interim Processes • April 1, 2006 through June 30, 2006 • FES faculty will be paid on a clearing cost center (at the department level) by IRIS HR/Payroll beginning April 2006 (monthly pay period 04) • HR/Payroll will update FES with the faculty base pay • The current FES reallocation process using the FES DOE information will record the payroll distribution in IRIS FI (financial accounting) and will update the HRS labor distribution

19. FES Interim Processes • April 1, 2006 through June 30, 2006 • The FES Labor Distribution by Department report on Beta93 will show the FRS accounts that were affected. • Existing full-time faculty prime positions and assignment changes will need to be maintained in HRS payroll for the interim period. • New full-time faculty prime positions and assignments will also need to be added to HRS. • Changes to HRS will need to be communicated to Sponsored Projects Accounting. • On July 1, 2006, the FES replacement system will go live and process directly with IRIS FI and HR modules.

20. FESInterim ProcessesHRS Entry for Faculty

21. FESInterim ProcessesHRS Entry for Faculty

22. FES Interim Processes • Tools to reconcile during the interim period • HR Labor Distribution • FES Labor Distribution on Beta93 • FI posting by document type (Y5) • Ledgers for clearing cost centers • FES online screens P32, P33, P46, P47 • Cross-reference for G/L accounts http://www.uky.edu/IRIS/FI/glaccts.html • Cross-reference for chart of accounts http://www.uky.edu/IRIS/FI/Chart/

23. IRIS-FES

24. IRIS FES Replacement System • May 2006 • New IRIS FES replacement system goes live FY 06-07. • The single DOE form will be available for printing via the web prior to the new FES DOE entry application being available.

25. IRIS FES Replacement System • Beginning July1, 2006 • What hasn’t changed? • Faculty are still required to do a DOE. • Departments will send DOE versions to the colleges for approval and the colleges will then forward to Sponsored Projects Accounting for approval.

26. IRIS FES Replacement System • Beginning July 1, 2006 – New Requirements • Administrators with full-time faculty rank must complete the detailed effort portion of a DOE. • Control of distribution in IRIS-HR/Payroll will be optional for administrators. At a future date, colleges may request that this be activated. The Go Live date for controlling distributions will be announced.

27. IRIS FES Replacement System • Beginning July 1, 2006 – Process Changes • New formula that determines monthly percentages of effort (IRIS FES does not accept negative payroll distribution percentages) A deferred account is no longer needed • There must be at least one cost object active for each month in the distribution • Reallocations will not be as frequent as the current weekly reallocations – exact schedule to be determined

28. IRIS FES Replacement System Beginning July 1, 2006 – Process Changes • Deferred pay accounting is supported as an enhancement in HR. The FES controlled distribution for 9- and 10-month faculty will start in August and end in May. • A Cost Center will be established for each department to record “four partial” grants (now called expected grants), rather than entering the “4” on the DOE (This will be considered sponsored.).

29. IRIS FES Replacement System • Beginning July 1, 2006 – Improvements • No automatic track splits; must be requested of Sponsored Projects Accounting • User can drill down from IRIS FES screens to view detailed IRIS-FI and IRIS HR/Payroll information • Legacy FES requires that faculty be added to HRS before DOE can be entered or uploaded from the faculty database. Will be able to enter the DOE data (which will be verified before upload) before the faculty member is hired in IRIS HR/Payroll. • Users will be able to print both Draft and Final DOE. The DOE is printed on the local printer.

30. IRIS FES Replacement System • Beginning July 1, 2006 – Improvements • The FES client will allow the effort and the payroll distribution block to be entered in any order. It will note when the percentages are not in balance with each other. • Prior fiscal year DOE versions may be copied to new fiscal year, according to decisions made in each college. • When DOE is sent for approval, the data will be sent real time to IRIS. There is no need for a batch upload from the FES client DOE entry to IRIS FES. • The approval transaction is in IRIS. • Two types of versions – detail effort changes vs cost object distribution changes

31. FES Training • Training will be available for FES DOE entry users in May. • Training will be split between those individuals who prepare the DOEs only and those who perform HR actions. • Roles will be established in security for FES functions that will include basic HR and FI accesses as needed to support the IRIS-FES system. • Process includes identification of users of the existing Faculty Database (DOE only) and FES systems. • Area Fiscal Officers will schedule training for all users of IRIS-FES. • To gain access to the systems, training must be completed.

32. Availability Control (Grant Budgeting) • Budgeting - FRS vs SAP • How AVC works • Timing of AVC • Known issues and solutions • Discussion

33. FRS Object Code ABR Rule No Equivalent ABR Pool SAP G/L Account BudRule Sponsored Class Budgeted Sponsored Class Budgeting

34. Budgeting Sponsored Class and Budgeted Sponsored Class • A Sponsored Class may have one or more G/L accounts • Sponsored Classes track to a BUDGETED Sponsored Class depending upon the BudRule, just as in FRS different ranges of object codes tracked to an ABR Pool depending on the ABR rule • To understand your budget, you need to know the G/L account and the BudRule

35. Budgeting • ABR 9 BudRule 9 1000 – All E500000 – Direct Expenses 9998 – F&A costs E590020 – F&A costs

36. Budgeting • ABR 5 BudRule 5 • 1000 – Salaries E510000 – All Salary & Benefits • 3010 – Travel E530010 – Travel – All • 3105 – Consultants E530130 – Consultants • E530170 – Train Participants • 3114 – Sub CT < $25K E530200 – Sub-contract < $25K • 3118 – Sub Ct > $25K E530201 – Sub-contract > $25K • 3050 – Current Expenses E530300 – Direct Current Expenses • 5000 – Equipment E550000 – Equipment • 9998 – F&A costs E590020 – F&A costs

37. Budgeting ABR 4 BudRule 4 1000 – Direct Salaries E511000 - Direct Salaries & BenefitsE513000 - Student Salaries & Benefits 3010 – Travel E530011 - Travel - Domestic E530033 - Travel – Foreign E530040 - Travel – Student 3105 - ConsultantsE530130 – Consultants E530170 - Train Participants 3114 – Sub-Ct < $25,000 E530200 - Sub-contract < $25K 3118 - Sub-Ct > $25,000 E530201 - Sub-contract > $25K

38. Budgeting • ABR 4 Budrule 4 3050 – Direct Current Exp E530300–Direct Current Exp E534040- Rent/Lease Land/Eqp E534041-Rent/Lease – Bldg E536120-Patient Care & Support 3701 – Fellowship Payments E537010 – Fellow/Trainee Stip 3711 - Grants in Aid - Other E537030 – Trainee Tuit/Fees 5000 – Equipment E550000 – Equipment 9998 – F&A Costs E590020 – F&A Costs

39. Budgeting ABR 4 BudRule 4 Examples of CAS items possible with approval: 1203 – Secr/Clerical E512030 – Secr/Cler Sal & Ben 3335– Office Supplies E540334 – Office Supplies 3203 – Postage E530402 – Postage 3031 – Equpmt/Line Charge E531199 – CAS Communication, includes all the items in left column 3033 – Work Orders 3034 - Cell Phone 3035 – Internet Charges 3036 – Voice Mail 3037- Answering Services 3039 – Pager Services

40. Availability Control Why do we need AVC? • Not in compliance with OMB circulars • Not compliant with Federal sponsor regulations • Not compliant with UK policies • Sponsor audits more frequent • Findings may be extrapolated to all other grants from same sponsor

41. Availability Control CAS Report example of extrapolation: • Monthly FRS CAS report averaged$992,000 per month • Federal funds for UK averaged $2,300,000 in 2004-2005 • Federal F&A rate for 2004-2005 = 47.3% • 992,000 * 1.473 =$1,461,216 • 1,461,216/2,300,000 * 100% =63%Unbudgeted and unjustified expenses on federal and federal flow-thru grants

42. Availability Control - Timing Why turn on AVC now? October FI Go Live • Grants budgets did not post until November • Problems with conversion data • Spent October dealing with conversion issues with grants • November was spent adding the ability to charge F&A costs • December was spent correcting F&A postings that were overcharged • January first month where these and other issues were successfully resolved

43. Availability Control - Timing Why turn on AVC now? October FI Go Live • Grants budgets did not post until November • Problems with conversion data • Spent October dealing with conversion issues with grants • November was spent adding the ability to charge F&A costs • December was spent correcting F&A postings that were overcharged • January first month where these and other issues were successfully resolved

44. Availability Control Definition Availability Control (AVC) Verifies sufficient budget is available prior to allowing documents to post Includes three levels of tolerance Tolerances Define what type of message is displayed: Information Warning Error

45. Availability Control – How it works Tolerances are assigned by grant type and sponsored class. Grant Types excluded: CB – Cash Basis HC – Human Clinical FA – Federal Appropriation (College of Ag) SF – Student Financial Aid

46. Availability Control – How it works Sponsored Classes excluded All Payroll and Benefits sponsored classes (including fellowship) • Other sponsored class overrides: • E540348 – Procard default • E590000 – E599999 F&A costs • Revenue sponsored classes – All • Will only stop payroll, procard or F&A costs, if the entire grant is over budget.

47. Availability Control • 8 Production Issues Identified Status – 7Resolved 03/01/2006 Service center and recharge centers suspense entries Issue: Not getting paid for services Status - Unresolved Proposal - Set up a overrun cost center per area (at lowest level desired by business officer) to post charges if budgeted sponsored class is over budget

48. Availability Control Decision Process: 1. Campus forum held 03/28/2006 2. Summary to be sent to Karen Combs and Dan Wentz for review 3. Summary to be forwarded to the IRIS Project 4. Recommendation and summary will be forwarded to business owners: Wendy Baldwin and Clay Owen

49. Questions?