School of Medicine Assignment of Roles in e UMB Financials July 15 and 21, 2005

1. School of Medicine Assignment of Roles in eUMB Financials July 15 and 21, 2005

2. Agenda • Welcome • Overview of eUMB Financials • Roles in eUMB Financials • Form to complete • Requirements for roles • Orientation sessions/training

3. Overview of the New eUMB Financials

4. 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)

5. 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)

6. eUMB Financials: 8 roles have been identified • 5 roles are related to Procurement • 1 role is related to Accounts Payable • 1 role is related to Journal Entry • 1 role is related RAVEN reporting

7. Roles in eUMB Financials • Requisitioner • Requestor • Department Requisition Approver • Receiver • Pro-Card Viewer • Pro-Card Re-Allocator • Department Journal Entry Initiator

8. Roles in eUMB Financials Today’s Work: eUMB Financials Role: Complete the paper requisition Requisitioner form with the needed information and submit it for approval Requests payment or reimbursement Requisitioner via a Request for Payment/ Reimbursement form

9. Roles in eUMB Financials Today’s Work: eUMB Financials Role: If another person completes the paper Requester requisition form for you, but goods are (will not have access to shipped directly to you eUMB Financials) and/or You complete the paper requisition form and goods are shipped directly to you

10. Roles in eUMB Financials Today’s Work: eUMB Financials Role: Signs the paper requisition form as Dept Requisition Approver the approver for the department or approves payment/reimbursement requests

11. Deny Procurement Services Deny Financial Services QA Approval (Level 2) Department Approver (Level 1) Requisitioner e Mail Notification to approver Hardcopy documents Requisition & Request for Payment Approval Process

12. Roles in eUMB Financials Today’s Work: eUMB Financials Role: Signs the green receiver form verifying Receiver that requisitioned material was received by your department

13. Roles in eUMB Financials Today’s Work: eUMB Financials Role: Views (Read Only) Procurement Card Pro-Card Viewer information using CPC Web

14. Roles in eUMB Financials Today’s Work: eUMB Financials Role: Re-allocates Procurement Card Pro-Card Re-Allocator expenses using CPC Web

15. Roles in eUMB Financials Today’s Work: eUMB Financials Role: Completes and approves Journal Dept JE Initiator Vouchers and/or Interdepartmental Transfer forms (IDT)

16. Requirements for roles • To use eUMB Financials, you must be assigned a role • The role you are assigned will permit you to perform designated transactions or view information • You can hold multiple roles with certain exceptions • Your assigned role must be approved by the appropriate authority in your school/ department • You must be trained in your role prior to being granted access to the system

17. Names identified by role Will be used to invite employees/affilliates to: • Orientation sessions on Chart of Accounts and Business Processes beginning in September • Training Sessions beginning in October

18. Assignment of roles in eUMB Financials

19. Assignment of roles in eUMB Financials form • Consider how you will conduct business in the new on-line system • Think about who in your organization should perform each of the roles that have been identified • Consider how the role of Department JE Initiator will be performed, as there is no approver role • Complete forms for your departments; an electronic copy will be sent to you • Return completed forms to Sherie Johnson at sjohns@admin.umaryland.edu • Must be completed by August 1, 2005

20. QUESTIONS?????