PantherSoft Project

1. PantherSoft Project PantherSoft Implementation May 14, 2004

2. Agenda • Project Team • Getting Ready for PantherSoft • Important Dates • New Features • Accessing the System • Getting Trained • Support After “Go Live” • Getting More Information • Demo

3. Project Team

4. Functional Leads • Student Administration System

5. Functional Leads • Financials System

6. Getting Ready for PantherSoft

7. Essential Computer Skills • Before attending training, all users must have a working knowledge of Microsoft Windows and must be able to browse the Internet • Essential Computer Skills Mini-Workshops: • Courses offered by UTS Training Center to specifically prepare users for PantherSoft Training

8. Browser Requirements • The following browsers will be supported for effective use of PantherSoft: • Windows-based computer: • Internet Explorer 6.0 and above • Macintosh computer: • Internet Explorer 5.2 and above • Safari 1.0 and above • We cannot guarantee reliability of access, support, or security with other browsers

9. Hardware Requirements

10. Hardware Requirements • Current University hardware requirements exceed PantherSoft requirements • Computer assessments by UTS can be scheduled by contacting the UTS Support Center • Each department is responsible for payment of new computer/hardware needed in order to meet required standards

11. Desktop Security • New online environment • Each user is responsible for desktop security • A message from the FIU IT Security Office: • Password must be changed every 90 days; System will automatically prompt the user prior to the end of the 90 day period

12. Student Administration

13. Important Dates Student Administration

14. “Go Live” Dates • Admissions – August 20, 2003 • Financial Aid – February 16, 2004 • Student Financials – July 6, 2004 • Student Records – July 6, 2004

15. System Features Student Administration

16. Student Administration • Self-service features for faculty include: • Input grades online • Online access to class rolls • Online access to class schedule • Self-service features for students: • View admissions status online in real-time • Direct deposit of financial aid funds • Online payments through credit card or e-check • Update bio-demographic information

17. 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

18. Pre- and Co-requisites • Pre/co-requisites are currently in the testing phase • Academic Affairs has chosen specific departments to participate in Phase I • NOTE: When pre/co-requisites include courses and permission of instructor, permission of instructor supercedes all other pre/co-requisites

19. Getting Trained Student Administration

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

21. Tentative Training Schedule

22. Financials

23. Important Dates Financials

24. “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

25. System Features Financials

26. System Features • New Budget Rules • Online Requisition Forms • Online TAR • Inter-departmental (ID) Transfers • Electronic approval and routing • Online budget transfer • Reporting features – multiple-year data and analysis

27. 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

28. 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.

29. 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

30. Getting Trained Financials

31. Training Highlights • Hands-on training for all System Roles • Training guides and quick reference documentation on the web • Communication Partners – 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

32. Training 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

33. 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

34. 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

35. Training Schedule

36. Accessing the System

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

38. Support After “Go Live”

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

40. Getting More Information

41. Getting More Information • PantherSoft website • http://panthersoft.fiu.edu • Communication Partners • Presentations & Forums • PantherSoft News – Project newsletter • Univmails • E-mail • Psoffice@fiu.edu - General Information • Psfin@fiu.edu - Financials Training Information

42. Live Website Demo

43. Questions?