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IRIS Project Update

IRIS Project Update. IRIS Steering Committee February 28, 2006. Today’s Agenda. Recommendation on HR/Payroll Security (Combs) HR/Payroll Go Live (Bliffen) Training (Sage) Hospital Inventory Go Live (Stevens) Financial Aid Go Live (George) Status of Grants Module (Miles)     

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IRIS Project Update

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

  2. Today’s Agenda • Recommendation on HR/Payroll Security (Combs) • HR/Payroll Go Live (Bliffen) • Training (Sage) • Hospital Inventory Go Live (Stevens) • Financial Aid Go Live (George) • Status of Grants Module (Miles)      • Status of Interim Budget Process (McLetchie) • Reporting (Hamperian) • Campus Reaction to IRIS (Hamperian)

  3. Human Resources/Payroll Update • We Are On Target To Go Live April 1 • Working on staffing model for payroll • Working on final cutover plan • Communicating process and policy changes • Training has begun – positive feedback

  4. Human Resources/Payroll (HR) Update Parallel Testing Progress: • Continue testing through February • Testing the processes • Processing time issue resolution • Feedback from testers

  5. HR – Organizational Structure • HR Structural Authorizations: • One individual meeting remains • Changes to Org Structure have been made • Access to specific org units has been tested and works correctly • Roles have been assigned Change from assigning roles to position to assigning to person

  6. HR – Possible Pressure Points • Time entry process • Change in time evaluation • Change in payroll cost distribution • Multiple assignments all paid in the same payroll area • Date sensitivity • Timing of Payroll Area Transfers

  7. Human Resources/Payroll Update • Outstanding Issues: • Finalizing Direct Bill and COBRA processes • Determining schedule for FES off-cycle payroll

  8. Human Resources/Payroll Update • Expectations • Differences in net pay • Optional Life Insurance • Flexible Spending Accounts • Taxes • Weighted Average Overtime • Uneasiness with new processes

  9. Human Resources/Payroll Update • Go Live Support: • Command Center • Go Live Kits • Walk-in Centers • Town Hall Meetings, March 7 and 8

  10. Go Live Schedule • Final payroll in HRS runs on March 21, 2006. • Conversion process begins on March 22, 2006. • Plans call for open system on March 29, 2006. • First payroll in IRIS HR/Payroll: • Runs on April 4, 2006 • Pays on April 7, 2006

  11. Training Cancellation Policy • Applies only to IRIS training (all classes). • Communication Plan has been completed. • Beginning date - March 1, 2006. • Feedback continues.

  12. Training Update • FI/MM training continues. • Hospital Inventory training is being developed and will be implemented in mid-March. • HR/Payroll training is in high gear – we are experiencing difficulty in getting trainers to volunteer to train.

  13. Hospital Inventory Go Live • Issues and Expectations • Cutover Plan • Command Center

  14. Financial Aid Update • Financial Aid Office staff initial training completed. • ProSAM Training environment released to Student Financial Aid Office (SFA) staff. • Installation of 2006-2007 ProSAM Release on February 9. • Deployment of Sigma Financial Aid Web Services on February 9. Upgrading and modification of services are ongoing. • Production environment created. • Initial load of SIS interim interface biographic, academic and enrollment data completed in Production.

  15. Financial Aid Update • Daily incremental load of SIS interim interface data in Production will be ongoing. • Initial loading of electronic Institutional Student Information Records (ISIRs) completed in Production. • Weekly loading of ISIRs records will be ongoing, with daily loads expected to begin late March/early April. • Track and document assignment processing completed for initial ISIR load; processing ongoing as new ISIRs are loaded. • Automated generation of follow-up letters to request missing documents: March 6 for initial ISIR load; ongoing thereafter, as new ISIRs are loaded.

  16. Financial Aid Update March Go Live: Successful loading of ISIRs in Production and assignment of student group tracks and requiredapplication documents. Upcoming tasks in phased-in implementation schedule: • Compliance (verification) module (testing & training) • Assign student budgets when 06-07 fees are available • Fund attribute conversion • Award history conversion • Award Packaging • Generate 06-07 award letters

  17. Status of Grants Module Tasks recently completed: • Staying alive - Grants

  18. Status of Grants Module Issues with Go Live: • Billing program updates • Availability Control implementation • Status management • Validity dates – require date reload • Distribution of Financial Aid to grants

  19. Status of Grants Module Current tasks: • Availability Control Issues • Validity date reload • Grant Revenue Recognition • Status management • Responsibilities reload • Update Apply Payment program • Interface with OSPA

  20. Status of Grants Module Other current tasks: • Reporting -Ledger updates • LOC Reconciliation Report updates • Report schedule • Invoice schedule

  21. Status of Grants Module Tasks forthcoming: • Continued Report Development • Phase II • PI training course

  22. Interim Budget Solution Update Tasks completed: • Developed budget calendar. • Prepared step-by-step instructions of the budget process. • Provided demonstration of the SAP budget transaction to budget users. • Completed copy over of the recurring expense budget. • Prepared the SAP budget transaction for revenue budget input.

  23. Interim Budget Solution Update Tasks completed: • Defined and implemented security for budget development. • Completed two reports - narrative and income - needed for the budget process reports. • Completed position validation program. • Completed road map for position budget roll. • Completed Functional Area changes for budget process

  24. Interim Budget Solution Update Tasks in progress: • Establishing a budget role for budget reports in BW. • Working on expense budget report. • Testing position validation program. • Developing process to develop budgets for Land Grants.

  25. Interim Budget Solution Update Tasks in progress: • Arranging demonstration on running budget reports from BW. • Testing programs to extract position and benefits budgets from FRS. • Developing programs to convert position and benefit budgets by line item into SAP.

  26. Interim Budget Solution Update Tasks forthcoming: • Create master data groupings to convert budget data from FRS into SAP by line item. • Develop program to load salaries into SAP-HR.

  27. Reporting • Frustration with Reporting Environment • R/3 • Business Warehouse • Reporting Tools • Knowledge of Data • Training • Structure of the Business Warehouse • What Next?

  28. Campus Reaction to IRIS • Frustration with new system • Knowledge of the system • Knowledge of the data • Reporting • Overwhelmed with amount of work to be done • HR/Payroll Go Live in four weeks • General uneasiness with all the change

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