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Local Readiness Team Lead Meeting Project Café Scope, Timeline, and Implementation Readiness Approach December 11, 200

Local Readiness Team Lead Meeting Project Café Scope, Timeline, and Implementation Readiness Approach December 11, 2007. Agenda. Project Café Scope Project Café Timeline Transition Workshops Process Chart of Accounts Transition Workshops Hands-on Application Training Go-Live

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Local Readiness Team Lead Meeting Project Café Scope, Timeline, and Implementation Readiness Approach December 11, 200

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  1. Local Readiness Team Lead Meeting Project Café Scope, Timeline, and Implementation Readiness Approach December 11, 2007

  2. Agenda • Project Café Scope • Project Café Timeline • Transition Workshops • Process • Chart of Accounts Transition Workshops • Hands-on Application Training • Go-Live • End User ‘Tracks’ • Questions

  3. Project Café Scope Project Café (also known as the Financial Management Systems Replacement Initiative) is charged with replacing Northwestern University’s current financial system, CUFS, with the following software: • PeopleSoft FinancialsChart of Accounts, General Ledger, Post-Award, Supply Chain • InfoEdGrants Pre-Award • Cognos PlanningPlanning and Budgeting • FAMISFacilities Management • Cognos ReportingCanned and Ad-hoc reporting capability for systems noted above • SciQuestShopping Tool

  4. Project Café Readiness Timeline D J F M A M J J A S O COA Workshop COA Crosswalk Tool Available End User Support after go-live will include ongoing training classes, open labs, and help desk support. #2 #3 #4 #5 #6 #7 Readiness and Training Activities will require participation from unit representatives, business owners, and Project Café team members. #8 #9 #10 Hands-on Application Training (ongoing) Go-Live

  5. Transition Workshops Purpose Provide end users (central, units, University community) targeted information about changes to: • Policy • Procedures • Culture • Organization structure Recommendations and impact information will be included with each topic. Dates January through June 2008 Topics • Chart of Accounts • Workflow/Approval • Purchasing • Spending and Budget Controls (We are in the process of finalizing the list of topics)

  6. Create/Deliver Transition Workshops Process • Create: Project Café team members and business owners assigned to the transition workshop gather information and create materials • Review: A pilot/focus group of unit representatives review the materials in order to provide feedback, additional impacts, and recommendations for supporting units through the change • Update: Project Café team members and business owners update the materials based on feedback • Deliver: Project Café team members and business owners deliver workshop to appropriate audience(s) Outcome • Central and school end users will have an understanding of the changes/impacts to their areas regarding each topic • Central and school end users will have a list of recommendations for how to update their internal policies, procedures, communication vehicles, and organization structure.

  7. Chart of Accounts Transition Workshop The Chart of Accounts Rollout will have 2 phases: • Transition Workshop I:PeopleSoft COA for CUFS UsersProvides an overview of the new PeopleSoft Chart of Accounts including an explanation of chartfields and chart strings. Examples will be provided. *Additional sessions will be held at larger schools.

  8. Chart of Accounts Transition Workshop The Chart of Accounts Rollout will have 2 phases: • Transition Workshop II: Using the COA CrosswalkThis workshop will demo the the Chart of Accounts crosswalk. Participants will learn how to use the crosswalk to look up their new PeopleSoft chart string values.

  9. Hands-on Application Training Purpose Provide end users (central, units, university community) with role-based training tailored to Northwestern University-specific business processes to support the new software systems as they are implemented across the institution. Dates June - September 2008 Key Components • Instructor-led classes combined with paper-based training guides • Hands-on computer training • Delivered close to the go-live date to maximize learning gains

  10. PeopleSoft Go-Live 2008 • CUFS will be replaced by PeopleSoft Financials. • The Project Café team, with assistance from the central offices, is currently putting together a detailed plan as to when FY09 activities will begin in PeopleSoft. • Fiscal Year End 2008 activities will be conducted in CUFS. • All Fiscal Year 2009 activities will be conducted in PeopleSoft. • CUFS may stay around for reporting purposes.

  11. End User ‘Tracks’ - School/Central Units

  12. Questions? Feel free to contact us with any questions… Tiffany Cleaver Implementation Readiness Team Lead tcleaver@northwestern.edu Marylou Novak Communications Specialist mlu@northwestern.edu

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