IRIS Project Update

1. IRIS Project Update IRIS Steering Committee September 27, 2005

2. Today’s Agenda • Response to September 22 Town Hall Meeting Phyllis Nash • Board of Trustees Approval of Phase II Phyllis Nash • Updates David Hardison • Student Accounting • Materials Management • Finance • HR • Training • Security • Go Live Support Plan Kathy Hamperian • Thank You Phyllis Nash • Consultant’s Perspective on Go Live Steve Roach, VP Labyrinth Solutions, Inc.

3. Updates • Campus Management • Student Accounting • Student Administration • Materials Management • Finance • Human Resources • Training • Security

4. Campus Management

5. Student Accounting • Student Master Data and Student Accounting open items have been converted to SAP PRD 999 •             -Approximately 40,000 students •             -Over 100,000 account transactions •             -Validation process is currently underway • IRIS Team and Student Billing Services has coordinated current system down-time with IT for conversion to SAP PRD 300 •             -September 30 – October 2 current systems down •             -Affected systems are SIS, webUK, UK-VIP •             -Student master data load into SAP will begin on September 30 •             -Converted data will be validated October 1 - 2 • IRIS Support in Student Billing Services (Funkhouser) October 3 – 31

6. Student Administration • Current Tasks: • Mapping Undergraduate Admission process • Identification of Data elements needed in professional school interfaces • Verification of ACT numbers • Assistance with data conversion and validation • Documentation of progression rules for professional schools

7. Student Administration • Upcoming: • SAP Campus Management Focus Group in Waldorf, Germany October 3 – 7 • Support of IRIS Command Center • Build course inventory (modules, e.g., BIO 103, MA  109, ACC 201) • Build Programs of Study (degree programs, e.g., Arts and Sciences, Bachelor of Arts, English) • Create Internal Qualifications (UK degrees, e.g., Doctor of Philosophy, Master of Arts, Bachelor of Arts)

8. Materials Management (MM) Update • Procurement Card • Two Demo Sessions were held September 23. • Classes will begin first week of October. • Vendor Master is loaded in Production 300, along with other Master Data . • Approvers are being finalized and will be loaded Thursday.

9. Financial (FI) Update Tasks recently completed: • Converted and reconciled most $ data: • Year-end 2005 and August 2006 • Subsidiary Ledger • General Ledger • Original Budget • Recurring/Non-Recurring budget • Have NOT converted grant budgets/actuals • Pending grant master conversion • Security Roles • Forms

10. Financial (FI) Update Tasks currently being worked on: • Grant master and $ conversion • KMSF component • Reporting priority list • Interface transaction testing • Faculty Effort • Endowment system replacement • Back office training • Testing • Banking activity

11. Financial (FI) Update Tasks forthcoming: • Report Development • Batch processing • Scheduling

12. Current Status of HR Implementation • Due to problems with integration testing and changes that have been made to the system after integration testing was started, we have had to retest the integration scenarios.  The Integration scenarios should be completely retested by September 30. • Because of data conversion issues, we are behind on the comparison testing of the monthly and biweekly payrolls from June.  We are reloading data and retesting the payroll. The comparison testing is scheduled to be completed by Friday, October 7.

13. Current Status of HR Implementation • Delays with integration and conversion testing have resulted in the need to push the parallel testing back to mid-October.  • A final decision on whether the system is ready for parallel testing will be made by October 10.

14. Current Status of HR Implementation • The need for additional analytical help on the retirement plans and the Long Term Disability plans were identified and resulted in changes to the HR team staff.  • Beth Ann Wolfe and David Wahler returned to the Benefits Office.  • Ward Suthon and Denny Haynes joined the HR team on Monday, September 26, to help with the analysis required to identify issues and resolve problems with the system.

15. End-User Training Update • We have trained over 1200 people in the Financials/Materials Management/Student Accounting/Business Warehouse courses for the October 1 Go Live. • UK-specific help that is context-sensitive is available to end-users online and through the IRIS website. • We had 1200 Go Live kits developed and delivered to the end-users this week (the first ones went out yesterday morning).

16. End-User Training Update, cont’d • We have begun development of courses on the Human Resources/Hospital Inventory/KMSF for the January 2006 Go Live. • We have identified potential trainers for the Human Resources content. • Training Numbers # of trainers involved                        45 # of classes being offered                23 # of training sessions conducted       449

17. Post Go Live Classes • SAP R/3 Awareness & Navigation UK_100 • 10/4        8:00 - 12:00        B108a, W. T. Young Library • 10/11      1:00 - 5:00          B108a, W. T. Young Library • Finance Overview (FI_200) • 10/4        1:30 - 3:30         B108, W. T. Young Library • 10/11       8:30 - 10:30       B108, W. T. Young Library • Req. to Check Overview (RTC_200) • 10/5        8:30 - 10:30        B108, W. T. Young Library • 10/14      1:30 - 3:30          B108, W. T. Young Library • General User (FI_GU_300) • 10/6 - 10/7        8:00 - 4:30    B108, W. T. Young Library • 10/12 - 10/13    8:00 - 4:30    B108, W. T. Young Library

18. Post Go Live Classes • Requisitions (REQ_300) • 10/5        8:30 - 11:30        379 Peterson Service Building • 10/12      8:30 - 11:30        379 Peterson Service Building • 10/19      8:30 - 11:30        379 Peterson Service Building • 10/26      8:30 - 11:30        379 Peterson Service Building • Receiving (REC_300) • 10/5       1:00 - 2:30           379 Peterson Service Building • 10/12     1:00 - 2:30           379 Peterson Service Building • 10/19     1:00 - 2:30           379 Peterson Service Building • 10/26     1:00 - 2:30           379 Peterson Service Building • Approvers (APP_320) • 10/5       3:00 - 5:00           379 Peterson Service Building • 10/12     3:00 - 5:00           379 Peterson Service Building • 10/19     3:00 - 5:00           379 Peterson Service Building • 10/26     3:00 - 5:00           379 Peterson Service Building

19. Security Area Security Officers are doing a final review of Security roles. Final load of roles and users will be Wednesday, September 28, 2005.

20. Go Live Support Plan

21. Go Live Support • Customer Service Center – 7-1300 • Command Center • October 3-31, Monday through Friday, 7 a.m. – 6 p.m. • Walk-in Centers • FI/GM Q&A Session • Wednesday, September 28, 1:30 p.m. – 3:30 p.m. Student Center Worsham Theater • MM Q&A Sessions • Thursday, September 29 • Four Sessions: 8:30, 10:30, 1:00, 3:00 Student Center Worsham Theater

22. Where Do I Go for Help? Phone (257-1300) Monday – Friday, 7 a.m. to 6 p.m. The Customer Service Center (help desk) at (859)257-1300 will have IRIS Project staff members working on dedicated lines to help you with issues that could not be resolved through the help features listed previously. The IRIS project will staff a Command Center Monday – Friday, 7 a.m. to 6 p.m. The Command Center can be reached as an option from the 7-1300 Customer Service phone number. Walk-in Help Centers • 379 Peterson Service BuildingOctober 4, 6, 11, 13, 18, 20, 25, 27 (10 a.m. – 12 p.m.)October 6, 13, 20, 27 (2 p.m.– 4 p.m.) • 111 McVeyOctober 3, 5, 7, 10, 12, 14, 17, 19, 21, 24, 26, 28, 31 (8 a.m. – 12p.m.)

23. Where Do I Go for Help? Walk-in Help Centers • 931 Patterson Office TowerOctober 3, 5, 10, 12, 17, 19, 24, 26, 31 (1 p.m. – 5 p.m.) • 249 Barnhart BuildingOctober 6, 13, 20, 27 (8 a.m. – 12 p.m.) • H108 Med CenterOctober 3, 5, 10, 12, 17, 19, 24, 26, 31 (1 p.m. – 5 p.m.) • 191-B W Lowry Lane (for off-campus users)          October 4, 11, 18, 25 (8 a.m. – 12 p.m.)

24. Where Do I Go for Help? • myHelp WebsiteThis is your best resource for help in using the IRIS/SAP system. It contains many useful job aids such as Quick Reference Cards (QRC), simulations, Cue Cards, and Work Instructions. Web links to Central Office departments (e.g., Purchasing, General Accounting, and SPA) and new accounting forms are available. • myHelp through IRIS/SAP Applications UK-specific help is available within IRIS/SAP by choosing Help  myHelp myUK Help. This choice will take you directly to the myHelp website and provide specific help for the transaction. By clicking on the Home button, you will be able to access the full resources on the website. • IRIS Project Website http://www.uky.edu/IRIS/ Continue to visit the IRIS website for the most recent news and events for the project.

25. Where Do I Go for Help? IRIS Website • myHelp on the IRIS Website http://www.uky.edu/IRIS/

26. Where Do I Go for Help? SAP Help • SAP Help is available within IRIS/SAP by choosing Help  SAP Library. To display SAP documentation for a particular field, click in the field and press the F1 key. Frequently Asked Questions (FAQs) • IRIS: http://www.uky.edu/IRIS/faq/ • Purchasing’s SAP MM: http://www.uky.edu/Purchasing/sapinfo.htm Department Resources • Information available on the IRIS web site and in your Go Live kit.

27. Support Plan • New Electronic Forms • Working with the Controller’s Office on instructions • Available on the Forms page and on the IRIS website • Information Translator • Statement of Responsibility electronic acceptance and approval • Contingency Plans • Part of Risk Management • Define a course of action in case of a disaster • Keep the current systems running • Plan B, not a promise of failure

28. Statement of Responsibility • Statement of Responsibility will be required to have authorization to the IRIS/SAP system • This was true for FRS, HRS, and SIS • Combined into one form for all modules • Will be distributed electronically and will be collected electronically • This should be distributed in the next few days

29. Thank You • Phyllis Nash

30. Consultant’s Perspective on Go Live Steve Roach VP, Labyrinth Solutions, Inc.

31. The SAP Journey….where are we? • Finance and Procurement • Student Accounting

32. Over the last nine months what has been done? Over the last nine months the IRIS project has participated in the following activities: • System Configuration and Testing • Design, Development and Testing of Enhancements • Design, Development and Testing of Interfaces • Development and Refinement of BPPs, Training, Documentation, and Training Courses • Training Delivery • Conversion

33. Over the last nine months what has been done (continued)? • Systems installation and support of environments for Sandbox, Development, Testing, Training, and Production (Portal, R/3, and BW). • Design, Development and Testing of end-user security Roles. • Participated in countless meetings and presentations to various constituencies around the University (Steering Committee, Town Halls, Area Fiscal Officers, etc). • Establishment of Command Center for Post Go Live Support. At the same time the team was learning SAP, a new operating system, and new database.

34. System Configuration • Modules Configured • General Ledger • Cost Center Accounting • Funds Management • Grants Management • Accounts Receivable (Grants and Cobra) • Accounts Payable • Materials Management • Student Accounts Receivable

35. System Configuration • Finance Master Data – Configuration of SAP master data to meet UK requirements including GL Accounts, Cost Centers, Internal Orders, WBS elements, Grants, Business Areas, Funds, Funds Centers, Functional Areas, Vendors, Customers, and Students. • Accounting Processes for online parking and posting of journal entries (IDIVs) and Vendor Invoices (with and without reference to a Purchase Order) including configuration of derivation rules to default the majority of values during entry • Configuration of Special Purpose Ledger to force balanced entries for Fund and Business Areas • Budget Processes for entering budget changes and supplements, and encumbrances

36. System Configuration • Check Management – Processes for voiding, re-issuing and clearing cashed checks. • Configuration of Accounts Payable and Student AR Payment Programs for creating mass Check Payments and “on demand” check payments to Vendors and Students (with Positive Pay). This includes the development of new check forms to replace current check writing software. • Configuration of Purchase Requisitions and Purchase Orders with workflow for online approval, and development of Purchase Order forms for Printing and online faxing.

37. System Configuration • Processes for Posting Student Charges and payments, automatic placement and release of Student Financial Holds (Stops). • Configuration of Cash Desk for entering student payments (replacing BR Cash). • Configuration of Biller Direct for Online Payments by Students via Credit Card. • Configuration of Late Fee calculation, Student Account Statements and Dunning.

38. System Configuration • Processes for Posting Student Charges and payments automatic placement and release of Student Financial Holds (Stops). • Configuration of Cash Desk for entering student payments (replacing BR Cash). • Configuration of Biller Direct for Online Payments by Students via Credit Card. • Configuration of Late Fee calculation, Student Account Statements and Dunning.

39. Testing and BPPs Development and completion of over 70 test scripts for FI, MM, and Student Accounting. Creation of over 200 Business Process Procedures (BPPs) for Training developed for FI, MM, and Student AR.

40. Enhancements Over Twenty (20) enhancements have been developed. Examples include: • Student Number and Employee Number matching • Procurement Card • Endowment Income Distribution • Custom Attributes on Fund and Grant Master • Plant Fund • Claim on Cash

41. Interfaces Approximately fifty (50) inbound and outbound interfaces have been developed. Examples include: • Automated Journal Entries (IDIVs) • Automated Vendor Invoice Entries (DAVs) • SAP to SIS synchronization • Positive Pay • Cashed Checks

42. Conversion Conversion Programs developed and tested for: • Master Data - GL Accounts, Cost Centers (11,000) , Internal Orders (14,000), Funds (11,000), Funds Centers (11,000), Students (25,000), Customers (3,000), and Vendors (27,000) • History – GL Balances, Budget, and Student Open Items

43. Training • Over 20 Courses have been developed and delivered to over 1200 users in a 10-week period. • Special Thanks to all those who volunteered as Trainers and Subject Matter Experts.

44. End-User Security • Over 50 individual Security Roles have been developed and tested for Financials, Purchasing, Accounts Payable, and Student Accounting.

45. Consultant’s Perspective on Go Live Preseason • Project Preparation • Business Blueprinting • Realization • Final Preparation Opening Game • Go Live

46. Stress is inevitable • We have changed the business processes and technology • We have not changed the people • People + Change = Stress • People react differently to stress • We can always “tweak” the business processes and technology. • “If you are not part of the solution, you are part of the problem.”

47. Six True Phases of Any Project • Unbridled Enthusiasm • Total Disillusionment • PANIC • Frantic Search for the Guilty • Punishment of the Innocent • Promotion of the Uninvolved

48. Acknowledgement Over the course of the last nine months the IRIS team members and others have invested long and late hours sacrificing weekends and family time to get the project done. An unfortunate fact of projects like this is that their reward for this hard work will not be acknowledgement and praise for what they have done, but complaints for what they did not do or should have done.