project update - steering committee-july 26 2005

7/29/2019 Project Update - Steering Committee-July 26 2005

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IRIS Project Update

IRIS Steering Committee

July 26, 2005


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Todays Agenda

Time Management Update Geoff Malloy

Go Live Plan Kathy Hamperian

Security Update Lee Nelson

Team Updates Functional Leads

Questions


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Changes in Time Management


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Time Management

Assignment of Overtime Calculation

Calculation of Overtime Costs

Retirement Eligible Wages

Vacation/TDL/Holiday Accruals


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Go Live Plan


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Production Readiness Cutover Plan

Production System Ready

Production Conversion

Master data load and verify

Transactional/summary data

Enhancements Ready for Migration to ProductionInterfaces 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


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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


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Security Update: FI/MM Security in SAP

Role-based security

Defined by how each user (or group of users) willinteract with the system

Transaction (update & Display)

Purchasing

Accounting

Display only


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Central Office User Roles

These Users work in central offices (such as Accounting,Accounts Payable, Sponsored Projects Accounting, andPurchasing).

As it is today, users within these departments are notrestricted below the transaction level. If a Central OfficeUser has access to a transaction (example: CreatePurchase Order), the user may assign the cost to any

cost center.


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General User Roles

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


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Update Roles for General Users

Purchase Requisitions A user who has access to create

purchase requisitions will not be restricted by cost center (FRSAccount). This will enable users to share costs of purchasesacross multiple accounts. NOTE: A Purchase Requisition mustbe approved (Departmental Approver) before it can be convertedto a Purchase Order. Only Central Purchasing can createPurchase Orders.

GL Document Parking (IDIV) A user who has access to park GLpostings will not be restricted by cost center (FRS Account).This will enable users to enter IDIVs online, eliminating therequirement to fill out a paper form that has to be keyed by theaccounting office. NOTE: A parked document must be posted

by the central accounting office.

Funds Reservation - General Users will have access to earmark(encumber) budget.


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Update Roles for General Users

Requisition Approvers Users with this role haveaccess to release/approve requisitions. Approverswill only see and be able to approve requisitions thatare associated with their department(s).


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Display Roles for General Users

Purchasing Data Display Users with Purchasing Data Access

will be able to view Master Data (Vendors, Materials), PurchaseRequisitions, Purchase Orders, Goods Receipts, Invoices, andPayment Information.

Financial Data Display Users with Financial Data Access will beable 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 anddiscussion during Steering Committee meeting on 06/28/2005,view access to Financial Data will be open/unrestricted.


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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 andongoing maintenance.


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Alternative Access to Information in SAPSystem

Partially Restricted Access to Area

President

Provost

EVPFA

EVPHA

Research


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Team Updates


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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 tocomplete: Workforce Analysis and Report

Will not be completed in Phase I Functional Teams overloaded

Not enough time

Change Management


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Financials


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Financial (FI) Update

Tasks recently completed:

Organizational structure- academic units

First cut of roles for security


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Tasks currently being worked on:

Cycle 2 Integration testing

KMSF component

Reporting priority list

Interface transaction testing

Faculty Effort Advisory Committee

Endowment System replacement


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Tasks forthcoming:

Report Development

End-user training

Production Data Conversion

Grant data conversion (OSPA)


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Materials Management


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Materials Management (MM) Update

Tasks recently completed:

Conducted Integration Testing (Purchasing Staff,A/P staff and end-users)

Configured and Tested Requisition/PO ApprovalWorkflow

Completed first phase of Department ApprovalData Collection

Reconciled the business requirements for GoodsReceipt between Hospital and Campus


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Tasks recently completed (contd):

Validated Automatic Account Determination forHospital (in coordination with FI Team) to supportPurchasing and Goods Movement

Coordinated with IRIS Security to createauthorization profiles for approvers

Created Cut-over plan for October 1

Identified Reporting requirements


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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) forhospital procurement

Training for Accounts Payable Staff

Finalization of Master Data for conversion


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Tasks forthcoming:

Completion of cut-over plan

Final preparation


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Campus Management


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Performance testing of ISIR load programscompleted. Load time of more than 9,000 InstitutionalStudent Information Records (ISIRs) reduced from 16hours to hour.

Final review of reloaded ISIR initial data, ISIR specialconditions, document tracking, need analysis, and ISIRcorrections modules will be completed this week.

Configuration and testing of Budget Module 50%complete.

Financial Aid


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Conversion of active financial aid fund subcodes toProSAM Aid IDs - 90% complete.

Packaging and Notification modules - next areas offocus.

Sigma, UK ProSAM Team, Financial Aid Office staff,and KY Higher Education Assistance Authority(KHEAA) personnel to meet August 4 to discuss KYState Scholarship Programs (CAP and KEES) and

processing of Federal Family Education Loans (FFEL)in ProSAM for 2006-2007.

Financial Aid


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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

Student Administration


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Security Roles

Testing

Training

Data Conversion

Crosswalk Tables

Charges and Payments 95%

Financial Aid Table 75%

Student Accounting


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Human Resources Update


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HR IRIS team completed

integration test scenarios

Subject matter experts(SMEs) integration testing

in progress

Human Resources


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Still 6 months out from the

HR go-live date

Large, complex job toconfigure the SAP systemto provide UK functionality

New eyes andperspectives to help usidentify problems andmissing functions

Human Resources


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The hard work of these

SMEs is critical to meetingour goal of a stable,functional HR system.

Human Resources


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Our next step is to

compare payroll files forthe entire campus. We willuse information from HRSto set up and run payroll in

SAP HR and then comparethe results.

We are working with thedata conversion team to

create the SAP HR payrollfile.

Human Resources


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Finally, we will pick a sub-group of the campus forparallel payroll testing.

Human Resources


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Training Update


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End User Training Update

1. Area Security Officers have assisted in the

identification of the training plans for end-users for theOctober 1, 2005 Go Live. Those plans have beendistributed to the campus community

2.

Registration for classes has begun. Everyone shouldregister and attend classes early. There are limitedofferings of the courses to accommodate the largenumber of people to be trained in multiple classes.

3. Individuals must use their AD log on id and passwordto enter the registration site.


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End-user Training Update

Train the Trainer courses are scheduled for the nextthree weeks to get Subject Matter Experts andvolunteers prepared for their roles in the classroom.

UK-specific help that is context sensitive is beingdeveloped and will be available to end-users via SAPand through the IRIS website.


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Class Schedule Outline

UK100 SAP Awareness and Navigation kicks off onAugust 1.

Level 200 courses (specifically Req to Check and

Finance Overview) begin August 1.

and August 8.

Role-based Training begins August 15 and continuesuntil post go-live.

An Executive Briefing course is in development andtargeted for September delivery.


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Business Warehouse


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Identification and prioritization of existing reports

Training, planning and infrastructure

Review of R/3 reports and BW Business Content (datastructures, 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

project update - steering committee-july 26 2005

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