IRIS Project Update

1. IRIS Project Update IRIS Steering Committee August 23, 2005

2. Today’s Agenda • Go Live Plan • Team Plans • General Plans • Security Decision • Statement of Responsibility and IRIS Appropriate Use Notification • Updates  • Finance • Materials Management • Student Accounting • HR • Training • Preparation for Go Live

3. Go Live/Cutover Plans for October 2005 • Team Plans (sample) • General

4. Command Center • Location • Staff • Schedule • Phone set-up • Escalation

5. Walk-in Centers • Peterson Service Building • Funkhouser Building • Other • Schedule TBD

6. Other Support Items • Tracking • Customer Service Center is the “Front Door” (7-1300) • Communication plans • Long Range

7. Security in IRIS • Security options presented to AFOs • Security reviewed and approved by the President’s Council

8. Security in IRIS • Security will be OPEN for DISPLAY. • Only roles for Financials and Materials Management (Purchasing) are being set now. • All data protected legally or by regulation will be protected in IRIS. • Employees will sign statement of responsibility and a notice of responsibility will appear at each log on. • User IDs and passwords must not be shared.

9. Comparison of Security

10. Comparison of Security

11. Financials

12. Financial (FI) Update Tasks recently completed: Converted master data (except grants) • Trained OT in Master data maintenance Developed vendor & student: • checks • positive pay files • lockbox • check recon formats Complete functional specs: • Mini-overhead process • Claim-on-cash • Data conversion quality reports • Grant revenue recognition

13. Financial (FI) Update Tasks currently being worked on: • Complete Cycle 2 Integration testing • KMSF component • Reporting priority list • Interface transaction testing • Faculty Effort • Endowment System replacement • End-user Training

14. Financial (FI) Update Tasks currently being worked on (cont’d): • Production Dollar Data Conversion • Testing • Banking activity • Interim Budget Solution • Security (roles and assignments)

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

16. Materials Management

17. Materials Management (MM) Update Tasks recently completed: • Completed collecting information from departments on the Requisition Approvers • Tested authorization roles • Loaded vendors • Conducted advanced training for the AP staff • Tested printer output of MM forms

18. Materials Management (MM) Update Tasks recently completed (cont’d): • Created cut-over plan for October 1 • Identified reporting requirements

19. Materials Management (MM) Update Tasks currently being worked on: • Verification and load of Requisition Approvers • Final configuration and validation of Release Strategies

20. Materials Management (MM) Update Tasks forthcoming: • Training, training, and more training (internal Purchasing and AP, as well as end-users) • Final preparation

21. Campus Management – Student Accounting Update • End-User Testing • Testing Data Conversion • Testing Interfaces for Deltas • Load Target Population • End-user Training • Communication Plan • Active Directory (AD) Accounts for students • SAP Biller Direct • October 2005 Go-Live Impact on Current Systems

22. Human Resources Update

23. Human Resource/Payroll (HR) Update Comparison and Parallel Testing Delayed • Comparison Testing • Bi-Weekly Comparison now due 9/1 • Parallel Testing • New Start Date is 10/1 • Bi-Weekly Payrolls: October 4 October 18 November 1 • Monthly Payrolls: October 31 November 30

24. Human Resource/Payroll (HR) Update • Reasons for Delay • Data Conversion Issues • Data Quality Issues in HRS HRS Data required a significant “clean-up” effort before it could be loaded into SAP • Result of Delay • No “cushion” in timeline • Intensifies Parallel Testing requirements • No room for changes, no matter how small

25. Training Update

26. Training Strategy SAP Awareness & NavigationUK_1004 Hrs. I Level 100 Req. to Check OverviewRTC_2002 Hrs. I FinanceOverview FI_2002 Hrs. I General ReportingRPT_2004 Hrs. I Level 200 Req. to Check 24 hrs FI, FM & CO 54 hrs Contract Acct. (CM) 5 hrs. FI,FM, CO Master DataMD_3006 Hrs. I Grants Mgmt.FI_GM_300 12 Hrs. I Requisitions/ REQ_300 3 Hrs. I Receiving REC_320 1 Hr. I Cash Desk - Cashiers CM_CA_3004 Hrs. I GL Accountant FI_GL_30012 Hrs I Grants AnalysisFI_GM_310 4 Hrs I Approvers APP_310 2 Hrs. I AP Invoice ProcessingFI_AP_30018 Hrs. I Student AccountBalance Display CM_CA_3101 Hr. I Level 300 FI ReportingFI_RPT_3504 Hrs. I Bank AccountingFI_BA_3004 Hrs. DC AP PaymentFI_AP_3106 Hrs. DC Vendor Master DataMD_3102 Hrs. DC Period Closing**FI_CLS_350 TBD DC Legend: 6 hours=full day(less lunch, breaks) 4 hours = ½ day I = instructor led DC = desk-side coaching Post go-live in grey Taught by Purchasing (in orange) Taught by IRIS project team members or SMEs (in aqua) Internal Order ProcessingCO_IO_3004 Hrs. I General User FI_GU_300 12 Hrs. I Level 1 = 4 hrs Level 2 = 8 hrs Level 3 = 83 hrs Total = 95 hrs

27. Setting Go Live Expectations • Typical Go Live Issues • Preparedness

28. Go Live: Typical Issues • Access and Authorizations • Change • Reporting • Performance

29. Authorization Issues • Typically, the largest number of post-Go Live issues are associated with access and authorization issues. • Access refers to access logging into SAP. -GUI -Logging into the Portal -IDs in Production -Passwords • Authorization refers to permission to access transactions once a user is logged into SAP -Access to transactions needed (e.g., User needs to create a Purchase Requisition, but is not assigned the required role.)

30. Change Issues • The most uncomfortable component of Go Live is change. • Everything is different (terminology, accounting codes, transactions/screens). • Largest impact is on the clerical staff (been doing the same thing for years). • Accounts Payable • Purchasing • Reaction to/frustration with change can be severe.

31. Reporting Issues • All of the 1,700 current reports have not been rewritten. • Financial Data will be in different formats (June – September) • Different Systems • Transition years stink. Online reports are available. Reports are being developed.

32. Performance Issues • During the first few weeks temporary system performance issues may be experienced: -Excessive Run Times Biller Direct* Table Space (max extends) -Print Times • Adjustments to improve performance -Dedicated Processors -Expand Table Spaces -Adjust ratio of work process (Dialog vs. Background) -Adjust Print Cues

33. Preparation for Go Live Issues • Go Live Kit (familiarize yourself with it) • Authorization Issues: Procedures for Reporting Security Issues • Some Useful Online Reports in SAP: Budget/Actuals, Budget Line Items, Actual Line items (Drilling Down, changing line layouts, sorting, subtotaling, exporting) • Walk-In Centers (know where they are, take advantage of them) • Purchasing & FI – 379 Peterson Service Building + TBD • Student Accounting – 18 Funkhouser Building • Keep training after training • Use the Training Sandbox to reinforce what was taught in training • Develop Departmental SMEs (and let others know who they are) • Requisition, Approving, Receiving, IDIVs, etc.

34. Preparation for Go Live Issues Help the Help Desk help you. • Minimize general question calls. • If it the choice is between reading over your training materials for guidance or calling the help desk, please read materials first. • Be prepared to be asked questions and give specific answers. • “SAP won’t let me do a requisition” can be due to several reasons (no access, no authorization, need for handholding). • The Help Desk will need to ask questions and get answers to isolate and resolve issues.

35. Preparation for Go Live Issues • Listen for General condemnations • You may hear: • The system can’t do... • The training was terrible… • You won’t hear • I don’t know how… • I have not practiced… Users who use the general condemnation are most likely expressing frustration with change, or that they need additional assistance. Make sure they are aware that assistance is available, and where to get it. Encourage them to utilize the Walk-In Centers.

36. Conclusion • Go Live will not be issue free. • Nor will it be the “end of the world.” • Prepare yourself and your people