IRIS Project Update

1. IRIS Project Update IRIS Steering Committee July 26, 2005

2. Today’s Agenda • Time Management Update  Geoff Malloy • Go Live Plan   Kathy Hamperian • Security Update   Lee Nelson • Team Updates   Functional Leads • Questions

3. Changes in Time Management

4. Time Management • Assignment of Overtime Calculation • Calculation of Overtime Costs • Retirement Eligible Wages • Vacation/TDL/Holiday Accruals

5. Go Live Plan

6. Production Readiness Cutover Plan • Production System Ready • Production Conversion • Master data load and verify • Transactional/summary data • Enhancements Ready for Migration to Production • Interfaces Ready for Production • Reports Ready for Production • Security Ready for Production • End User Training on Target • Batch Processing and Scheduling Ready for Production • Communication to University

7. Production Readiness Cutover Plan Plan to include information from teams involved in the first go-live: FI MM CM/Student Accounting Security BASIS Enterprise Portal Business Warehouse Development

8. Security Update: FI/MM Security in SAP • Role-based security • Defined by how each user (or group of users) will interact with the system • Transaction (update & Display) • Purchasing • Accounting • Display only

9. Central Office User Roles These Users work in central offices (such as Accounting, Accounts Payable, Sponsored Projects Accounting, and Purchasing). As it is today, users within these departments are not restricted below the transaction level. If a Central Office User has access to a transaction (example: Create Purchase Order), the user may assign the cost to any cost center.

10. General User Roles A General User is a user who does not work in a central office (such as Accounting, Accounts Payable, Sponsored Projects Accounting, and Purchasing).

11. Update Roles for General Users • Purchase Requisitions – A user who has access to create purchase requisitions will not be restricted by cost center (FRS – Account). This will enable users to share costs of purchases across multiple accounts. NOTE: A Purchase Requisition must be approved (Departmental Approver) before it can be converted to a Purchase Order. Only Central Purchasing can create Purchase Orders. • GL Document Parking (IDIV) – A user who has access to park GL postings will not be restricted by cost center (FRS – Account). This will enable users to enter IDIVs online, eliminating the requirement to fill out a paper form that has to be keyed by the accounting office. NOTE: A parked document must be posted by the central accounting office. • Funds Reservation - General Users will have access to earmark (encumber) budget.

12. Update Roles for General Users • Requisition Approvers – Users with this role have access to release/approve requisitions. Approvers will only see and be able to approve requisitions that are associated with their department(s).

13. Display Roles for General Users • Purchasing Data – Display Users with Purchasing Data Access will be able to view Master Data (Vendors, Materials), Purchase Requisitions, Purchase Orders, Goods Receipts, Invoices, and Payment Information. • Financial Data – Display Users with Financial Data Access will be able to view master data (Cost Centers, Internal Orders, Funds, Fund Centers), G/L postings, Invoices, Payment Information, and Budget Transactions (Commitments, Supplements, Transfers). Most General Users have both Roles. Based on feedback from the Coordinating Committee and discussion during Steering Committee meeting on 06/28/2005, view access to Financial Data will be open/unrestricted.

14. Authorization Options • Open • Access to functionality • Elimination of paper processes (IDIV) • Ongoing maintenance • Partially Restrictive • Access to functionality within area • Elimination of paper processes within the area (Cross area will require paper.) • Additional Ongoing maintenance • Highly Restrictive • Reduced access to functionality • Paper processing for all IDIVs will continue. • Additional resources will be required for implementation and ongoing maintenance.

15. Alternative Access to Information in SAP System • Partially Restricted Access to Area • President • Provost • EVPFA • EVPHA • Research

16. Team Updates

17. Change Management • The Project no longer has a team designated as Change Management • No consultation on Change Management • The Project has a Training Team and a Communication Team • Blueprint called for the Change Management Team to complete: • Workforce Analysis and Report • Will not be completed in Phase I • Functional Teams overloaded • Not enough time

18. Financials

19. Financial (FI) Update Tasks recently completed: • Organizational structure- academic units • First cut of roles for security

20. Financial (FI) Update Tasks currently being worked on: • Cycle 2 Integration testing • KMSF component • Reporting priority list • Interface transaction testing • Faculty Effort – Advisory Committee • Endowment System replacement

21. Financial (FI) Update Tasks forthcoming: • Report Development • End-user training • Production Data Conversion • Grant data conversion (OSPA)

22. Materials Management

23. Materials Management (MM) Update Tasks recently completed: • Conducted Integration Testing (Purchasing Staff, A/P staff and end-users) • Configured and Tested Requisition/PO Approval Workflow • Completed first phase of Department Approval Data Collection • Reconciled the business requirements for Goods Receipt between Hospital and Campus

24. Materials Management (MM) Update Tasks recently completed (cont’d): • Validated Automatic Account Determination for Hospital (in coordination with FI Team) to support Purchasing and Goods Movement • Coordinated with IRIS Security to create authorization profiles for approvers • Created Cut-over plan for October 1 • Identified Reporting requirements

25. Materials Management (MM) Update Tasks currently being worked on: • Data Collection of Requisition Approvers • Work with Training Team and Purchasing Staff to prepare materials and staff for end-user training • Development of custom front-end (forms) for hospital procurement • Training for Accounts Payable Staff • Finalization of Master Data for conversion

26. Materials Management (MM) Update Tasks forthcoming: • Completion of cut-over plan • Final preparation

27. Campus Management

28. Financial Aid • Performance testing of ISIR load programs completed. Load time of more than 9,000 Institutional Student Information Records (ISIRs) reduced from 16 hours to ½ hour. • Final review of reloaded ISIR initial data, ISIR special conditions, document tracking, need analysis, and ISIR corrections modules will be completed this week. • Configuration and testing of Budget Module – 50% complete.

29. Financial Aid • Conversion of “active” financial aid fund subcodes to ProSAM Aid IDs - 90% complete. • Packaging and Notification modules - next areas of focus. • Sigma, UK ProSAM Team, Financial Aid Office staff, and KY Higher Education Assistance Authority (KHEAA) personnel to meet August 4 to discuss KY State Scholarship Programs (CAP and KEES) and processing of Federal Family Education Loans (FFEL) in ProSAM for 2006-2007.

30. Student Administration • Creation of Student Statuses • Header and Tab Customization • Communication Committee • Web content for IRIS CM page • Business Add-ins (BAdIs) for Appraisals • Holds and Hold Types

31. Student Accounting • Security Roles • Testing • Training • Data Conversion • Crosswalk Tables Charges and Payments 95% Financial Aid Table 75%

32. Human Resources Update

33. Human Resources • HR IRIS team completed integration test scenarios • Subject matter experts (SMEs) integration testing in progress

34. Human Resources • Still 6 months out from the HR go-live date • Large, complex job to configure the SAP system to provide UK functionality • New eyes and perspectives to help us identify problems and missing functions

35. Human Resources • The hard work of these SMEs is critical to meeting our goal of a stable, functional HR system.

36. Human Resources • Our next step is to compare payroll files for the entire campus. We will use information from HRS to set up and run payroll in SAP HR and then compare the results. • We are working with the data conversion team to create the SAP HR payroll file.

37. Human Resources • Finally, we will pick a sub-group of the campus for parallel payroll testing.

38. Training Update

39. End User Training Update • Area Security Officers have assisted in the identification of the training plans for end-users for the October 1, 2005 Go Live. Those plans have been distributed to the campus community • Registration for classes has begun. Everyone should register and attend classes early. There are limited offerings of the courses to accommodate the large number of people to be trained in multiple classes. • Individuals must use their AD log on id and password to enter the registration site.

40. End-user Training Update • Train the Trainer courses are scheduled for the next three weeks to get Subject Matter Experts and volunteers prepared for their roles in the classroom. • UK-specific help that is context sensitive is being developed and will be available to end-users via SAP and through the IRIS website.

41. Class Schedule Outline • UK100 SAP Awareness and Navigation kicks off on August 1. • Level 200 courses (specifically Req to Check and Finance Overview) begin August 1.and August 8. • Role-based Training begins August 15 and continues until post go-live. • An Executive Briefing course is in development and targeted for September delivery.

42. Business Warehouse

43. Business Warehouse (BW) Implementation • Identification and prioritization of existing reports • Training, planning and infrastructure • Review of R/3 reports and BW Business Content (data structures, extraction jobs, and reports) • Definition of BW “scope” for Phase I • Delivered and custom work • Defer Student Accounts due to new release • BW Advisory Committee • Input – policy and procedure decisions • “Working” committee – testing, report development, training