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UPDATE Finance

2. PEOPLESOFT ACQUISTION AND IMPLEMENTATIONSelected and acquired in March 2002Budgeted for $10 millionTo be implemented over a 5-year period- Human Resources/Payroll- General Ledger - Position Management- Purchasing/Accounts Payable- Projects, Contracts

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UPDATE Finance

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    1. 1 UPDATE Finance/Facilities Committee Meeting Wednesday, October 29, 2003

    2. 2 PEOPLESOFT ACQUISTION AND IMPLEMENTATION Selected and acquired in March 2002 Budgeted for $10 million To be implemented over a 5-year period - Human Resources/Payroll - General Ledger - Position Management - Purchasing/Accounts Payable - Projects, Contracts & Grants - Student Records - Student Financials - Financial Aid - Advisement - Contributor Relations

    3. 3 GOALS OF IMPLEMENTATION As communicated to Board of Trustees in Sept. 2001 Modernize aging legacy systems Enhance integration among systems Improve student processes Provide modern reporting tools Provide web-enabled self service Redefine business processes (gain efficiencies) Provide strategic advantage in recruiting and fund raising Position Universities of the UMS as first class institutions

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    6. 6 HUMAN RESOURCES/PAYROLL IMPLEMENTATION Modules Implemented Human Resources Payroll Benefits Administration Time and Attendance Employee Self-Service Assessment Complex (multi-campus) Self-service (requires oversight) Teamwork and accuracy (intra-system dependence)

    7. 7 STUDENT SERVICES TRANSFORMATION PROJECT Process Team comprised of student administration representatives from all campuses External consultant for facilitation Review and document “as is” process Identify and recommend process improvement opportunities Presidential review Implement as appropriate Assessment Campus autonomy Perceived conflict with campus mission Improvement opportunities to be implemented with student modules as appropriate Very few organizational implications

    8. 8 Web Security Encryption security much greater focus in future implementations Communication Up-to-date web site Newsletters Enterprise-wide e-mail informational updates Training Project team discussing recruitment of full-time training staff Design and Development Appropriate functional area involvement Standardize utility software to minimize implementation costs System-wide

    9. 9 Risk assurance review Conduct independent reviews on pre/post-implementations providing comfort for high risk areas Reporting Attention to reporting requirements early in implementation Decision making process Campus autonomy vs. System-wide initiatives Organization chart for ERP project Business process review Perform prior to implementation

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    11. 11 FUTURE PROJECT TIMELINE Implement the General Ledger, Position Management and Purchasing/Accounts Payable - January 2005 targeted go-live date - Begin Projects, Contracts and Grants Spring 2005 Implementation of the student administration modules - Begin with admissions late Spring 2004 - Other modules to be implemented in the following sequence (tentative): - Student Records - Contributor Relations - Student Financials - Financial Aid - Advisement

    12. 12 PROJECT FUNDING UPDATE Of the $10 million borrowed for the project, $5.0 million has been spent through June 30, 2003 - Software - PeopleSoft and Oracle - $3.1 million - Consulting - $1.9 million - Debt service paid by System Ongoing incremental support costs (such as maintenance and technical training) - $1 million per year charged to campuses Hardware costs funded under base UNET budget or campus budgets (i,e., desktop hardware upgrades)

    13. 13 CONCLUDING COMMENTS This is a major undertaking for the University of Maine System New ERP system necessary and crucial to replace legacy systems We must do BPR to reach our goals (efficiencies will be gained) Change management is our greatest challenge Efficiencies not fully realized until all modules implemented

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