1 local readiness team lead meeting june 27, 2007
TRANSCRIPT
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Local Readiness Team Lead Meeting
June 27, 2007
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Agenda
• Requirements Gathering and Analysis Process
• Business Process Changes/Impacts
• Chart of Accounts - Debbie Brodsky
• Supply Chain - Randy Henry
• Grants - Tom(my) Harmon
• Facilities - Marina Lerin
• Cognos Planning - Vicky Pickett
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PurposeGather, prioritize, and determine the best method to deliver requirements for the new systems to the user community
Process• Conduct design sessions with end users to identify
system requirements• Prioritize requirements • Determine how well requirements and desired future
process flows are met by the purchased software (gap/fit analysis)
• Create RD10 Process Detail documentation for each business process and a detailed project plan
Requirements Gathering and Analysis
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Requirements Gathering
Financial and Research Systems• More than 300 design sessions were held on more than 100 business
process topics to gather requirements • More than 1100 business requirements were identified
Cognos Planning and Facilities Management are currently conducting design sessions with business owners and end users
Once all requirements are identified, we prioritize them in the following categories:
• Critical• Desirable• Nice to Have
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Gap/Fit Analysis
• The gap/fit exercise determines how well the requirements and desired future process flows can be met by the purchased systems
• This analysis is done, for most areas, in the context of the purchased software and represents a mapping of our requirements to the system-delivered way of performing tasks
• Results of the mapping are grouped, broadly, into:• Those items that can be met by the system with proper
configuration• Those items that must have custom development work done in
order for the need to be met• Those items that cannot be met at all, and • Those items whose status is uncertain
• The purpose of the gap/fit analysis is to provide enough information for a detailed project plan to be assembled.
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Chart of Accounts
Debbie Brodsky
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Chart Of Accounts Mapping
The COA mapping team• Debbie Brodsky• Lois Riegel• Additional team members: analysts from the Budget Office as
assigned to their NU constituency
To gather information to assign the University Chart of Account values, the COA mapping team has met with all area, school, major unit and central entity business administrators (more than 40 meetings).
Some of these meetings involved VPs or Associate Provosts, sometimes they engaged Department and Center administrators.
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Chart Of Accounts Mapping
Goals and Objectives
• Primary focus is on “Department ID” - tree levels for master Department ID tree:
• Northwestern University
• Senior Administration
• Area / School / Major Unit / Central Entity
• Area / School / Major Unit / Central Entity Division
• Primary Management Unit
• Primary Management Unit Division
• Specific Department ID <tree leaves – detail values defined by a specific value or range of values >
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Chart Of Accounts Mapping
Department ID Tree Conclusions
1. Adherence to standard approach No deviations: e.g., no functional levels
2. Consistency is essential To ensure reliability of workflow To ensure reliability of reporting To ensure reliability of security
3. Level 5: Primary Management Unit Lowest level for common University-wide reporting Primary Management Unit is not dependent upon a
requirement for a chair or faculty/staff to be assigned to it
4. Below Level 5: School’s or Area’s further divisions for management purposes as required
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Chart Of Accounts Mapping
Activities• Follow-up with each unit• Building trees –
we’re planting a forest!
COA Mapping Workgroup• Comprised of representatives from the Budget Office,
Controller’s Office, Project Café• Meet weekly to address open COA mapping issues
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Chart Of Accounts Mapping
Timeline
• Phase 1: 8/31/06 close plus 9/1/06 through 12/31/06• In process, coming to a close
• Phase 2: 1/1/2007 through XX/XX/2007 • Actual end date to be determined
• We need to capture newly created CUFS values and map them to the hierarchies the Schools/Areas have identified (with assistance)
• Phase 3: XX/XX/2007 through August 31, 2008• Forms to be created and added to existing “Request for CUFS
Account” for non-grants and applicable Grant & Contract form
• Routine process to capture newly created CUFS accounts and convert to PeopleSoft chart strings must be established
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Supply Chain
Randy Henry
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PeopleSoft Supply Chain Modules
• eProcurement
• Purchasing
• Expenses
• Accounts Payable
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Changes/Benefits
Procurement
• Favorites, Templates and the Shopping Tool• Help to expedite Requisition entry
• Automated approval workflow with notifications (e-mail and worklist)
• Electronic attachment and routing of documents: SSJ, BD, Quotes, etc…
• Budget Checking/Pre-encumbrance
• Fax Server – Automate and expedite Purchase Order dispatch to vendors
• Manage Requisitions: Tool to help users follow the status of REQs and POs
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Changes/Benefits
Expenses
• Automated Approval Workflow with notifications
• Processed in separate module, employees no longer set-up as vendors
• Statuses can be monitored and tracked in the system
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Changes/Benefits
Accounts Payable
• Improved payment turnaround
• More interfaces that bring payment information directly into A/P, reducing manual input and duplicated effort
• Outstanding Receiver Notifications
• Check Requests for items such as: • Registrations, Subscriptions, Services, Independent Contractors,
etc…(REQs will not be created for these types of payments)
• Ability to set-up recurring payments • will create payment automatically as it becomes due: leases,
recurring services, etc.
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Manage Requisitions
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Manage Requisitions
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Approvals
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Worklist
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Grants
Tom(my) Harmon
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Grants Management Changes
• Finding Funding• SPIN\SMARTS\GENIUS
• Proposal Development• Online development of proposals
• Routing and Approval• Online routing and approvals capturing
• Submission• Grants.gov submissions
• Post submission activities• Negotiations and awards
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Grants Business Process Changes
InfoEd PeopleSoft
SpinPlus, Proposal Development, Proposal Tracking
Grants, Contracts, Project Costing
Projects, Commitment Control, GL, AP, PO
Contracts, Billing, Accounts Receivable
Identify Funding
Route and Approve Proposal
(Internal) Submit Proposal to Funding
Agency
Develop Proposal
Pre-
Awar
dPo
st-A
war
d
Establish Award
Post submission activities
Maintain AwardIncur Spending / Manage Budget
Invoice Sponsor
Apply Payments and Manage Collections
Close Out Award
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Grants Business Process Changes
InfoEd PeopleSoft
SpinPlus, Proposal Development, Proposal Tracking
Grants, Contracts, Project Costing
Projects, Commitment Control, GL, AP, PO
Contracts, Billing, Accounts Receivable
Identify Funding
Route and Approve Proposal
(Internal) Submit Proposal to Funding
Agency
Develop Proposal
Pre
-Aw
ard
Pos
t-Aw
ard
Establish Award
Post submission activities
Maintain AwardIncur Spending / Manage Budget
Invoice Sponsor
Apply Payments and Manage Collections
Close Out Award
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Facilities
Marina Lerin
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FAMIS Application Overview
• System for managing Facilities operations and projects
• Functions include • Work Management• Capital Projects• Utility Billing• Key Control• Inventory and Equipment Management
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FAMIS: User-Facing Components
• Service requests via web-based self-service
• Key requests via self-service
• Dashboards to track statistics/status of work orders and capital projects
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Business Process Improvements
• Timely feedback on status and progress of work requests
• Workflows for service requests and project approvals
• More frequent and detailed job cost/charge data
• Greater visibility to capital project planning data
• Informative reporting on project costs
• Timely and accurate Facilities inventory and equipment management and valuation
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Cognos Budgeting
Vicky Pickett
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Cognos Planning
What we have done so far
• Installed Cognos Planning on server and client side• Analyst (central facing)• Contributor (web-based)
• Approximately 60 hours of proctored training and three months of hands-on model building
• Created a prototype model to demonstrate Cognos to members of the University community
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Cognos Planning
Next Steps
• May - December 2007• Gather requirements from school/units to document all processes and opportunities
for improvement• Continue to enhance and develop the prototype based on that feedback
• January - April 2008• Final test of the system and training for financial managers
• Phase 4: May 2008 - August 2008• Preparation of the FY09 budget in Cognos Planning
(web-based submission – no more spreadsheets!)
• August 2008• FY09 budget will be loaded into PeopleSoft financials
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Questions?
Feel free to contact us with any questions…
Tiffany CleaverImplementation Readiness Team LeadAssistant Functional Manager [email protected]
OR