smartkey/speedtype. information about the testers detailed data output appendix what the testers...

Compass UpgradeInteractive Lab Survey Data

SmartKey/SpeedType

Agenda

Information About the TestersDetailed Data Output

AppendixWhat the Testers Heard

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INFORMATION ABOUT THE TESTERS

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SpeedType Interactive Lab – Number of Participants

Goal

May 12th

Beta Session Number of Lab Participants:

240 June 3rd 73

June 11th

June 17th

12

54

52

~ 80% of goal

2 participants on June 3rd did not complete the survey.

189

Actual

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SpeedType Interactive Lab – Number of Participants by Division

70% of lab participants

were from 5 divisions.

Most participants came from the following divisions:

1. SOM - 43 participants2. VP Finance - 25 participants3. SON - 21 participants4. ECAS - 20 participants5. RA - 13 participants

122 participants were from five divisions (Data includes June labs only.)

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School Of Medicine

Vice President For Finance

School Of Nursing

Emory College

Research Administration

School Of Public Health

Office of Development & Alumni Relations

Campus Life Activities

Yerkes National Primate Research

Exec. V.P. for Health Affairs

EVP Provost Academic Affairs

LITS: Library and IT Services

Executive Vice President

Candler School Of Theology

Human Resources

Emory Temporary Services

Graduate School

Communications and Marketing

Office of General Counsel

Emory Healthcare Inc.

School Of Law

President's Office

DAR

Campus Services

0 5 10 15 20 25 30 35 40 45 50

43

25

21

20

13

8

6

6

4

4

4

4

4

2

2

2

2

1

1

1

1

1

1

1

Key Notes:

1. SOM - 24.3% of participants2. VP Finance - 14.1% participants3. SON - 11.9% of participants4. ECAS - 11.3% of participants5. Research Admin - 7.3% of participants

Interactive Lab Participants by Division – (June 3rd, 11th, 17th)

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Interactive Lab – 3 Configurations Tested

Numbering Configurations

Option A: 2341987656Dept # (3 digits) Number representing a Fund CodeAuto Number (6 digits)

Option B: 234D987656Dept # (3 digits) Letter representing a Fund CodeAuto Number (6 digits)

Option C: 2346987653 Dept # (4 digits) Auto Number (6 digits)

Winning configuration

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DETAILED DATA OUTPUT

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3 digit department + 1 digit fund as a number + 6 digit auto number 3 digit department + 1 digit fund as an alpha + 6 digit auto number 4 digit department + 6 digit auto number

(Data includes June labs only.)

Ranking DivisionNumber of Participants

Percentage out 60 Participants

1 School Of Medicine 17 28.3%

2 Vice President For Finance 12 20.0%

3 School Of Nursing 8 13.3%

4 Emory College 4 6.7%

5 School Of Public Health 4 6.7%

6 10 Remaining Divisions 15 25.0%


Percentage of 13 Participants



3 Research Administration 2 15.4%

4Yerkes National Primate Research 2 15.4%










Ease of Entry

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Comments:Ease of entry

• “Less zero counting while inputting”• “It was all numbers and you didn't have to switch to letters.”• “No alpha. Alpha's require moving hand from keypad and movement of head and focus of eyes (two times). It is an inefficient use of time. Time = $.”• “Faster without the Fund letter”

Green55/60

provided comments

2 3 4 1 9 8 7 6 5 6‐ 3 digit Department‐ 1 digit Fund Code‐ 6 digit auto-number 2 3 4 D 9 8 7 6 5 6

‐ 3 digit Department‐ 1 alpha Fund ‐ 6 digit auto-number

2 3 4 6 9 8 7 6 5 3‐ 4 digit Department‐ 6 digit auto-number


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5Research Admin, RSPH, EVP Health Affairs 9 4.9% each







4 RSPH 2 8.0%











Preference

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Comments:


• “I like the fact that I can identify the SpeedType by the fund code just by looking at SpeedType. I will know that this fund code is an endowment, unrestricted, or sponsored fund code.”

• “No letter values and less zeros while inputting”• “Again either yellow or green works. I guess having the fund code information with the green one is helpful”

Green47/61

provided comments

Preference

2 3 4 1 9 8 7 6 5 6‐ 3 digit Department‐ 1 digit Fund Code‐ 6 digit auto-number

2 3 4 D 9 8 7 6 5 6‐ 3 digit Department‐ 1 alpha Fund ‐ 6 digit auto-number

‐ 4 digit Department‐ 6 digit auto-number

2 3 4 6 9 8 7 6 5 3

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Percentage out 60 Participants





5 School Of Public Health 5 8.3%

















Logic

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Comments:


• “While I love the fact that I'm keying numbers only, at least I know that the correct fund code is being applied. Also, I think it is great for tracking purposes.”• “…quick data entry; informative digits”• “I am used to completing a 21 digit Chartfield string, so knowing the fund type helps me know what type of funds I am working with.”• “For me it is very important because I have thousands for smart keys for my loan funds and I will want to make sure we get the correct loan.”

Green46/60

provided comments

Logic

2 3 4 1 9 8 7 6 5 6‐ 3 digit Department‐ 1 digit Fund Code‐ 6 digit auto-number

‐ 4 digit Department‐ 6 digit auto-number

2 3 4 6 9 8 7 6 5 32 3 4 D 9 8 7 6 5 6

‐ 3 digit Department‐ 1 alpha Fund ‐ 6 digit auto-number

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5 Participants Answered No

1. Emory College - 2 participants2. SON - 1 participant3. EVP - 1 participant4. Emory Temp Services - 1 participant

“Do not base a decision merely on journal entry speed. Users (including students) are key to this.”

“I appreciate that you are getting a broad range of input - of course I'll be more interested in the implementation …”

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Email to listserv for Compass users

NewsletterWebinar

Post on websiteGroup SessionsOSP Newsletter

Hear it from the CBOERAZ listserv

RAS bulletin board

“Logical Explanation of the selection, if possible”

“Email to compass users; ensure that users were given the

opportunity to provide feedback during the interactive lab

sessions; explain that the final results were determined by suggestions from the people

who have participated in the lab sessions.”

Emphasize that having SmartKeys limits the ability to

take advantage of future upgrades to Oracle is good to

know.

“It would be great to send the results and how the decision will

impact data entry in the new Compass environment”

“Email will be fine, but you can also formally communicate in a

breakfast meeting with bacon. :)”

“Email survey results and discussions”

“My understanding is that the SpeedType number isn't staying

with the transaction. This should be communicated if it is

so, would take a lot of the decisions out of the matter.”

What advice do you have for us on how to communicate the final results for the SpeedType logic?

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“Let everyone how much work and testing went into the SpeedType logic. Lots of

community involvement.”

Final Thoughts…

Green

Green

Green

Green

Red

Red

RedYellow

Yellow

YellowYellow

Yellow

YellowYellow

Green

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APPENDIXWHAT THE TESTERS HEARD

Program Guiding Principles

Promote shared ownership, collaboration, and communication

Fully evaluate functionality and impacts

Represent the enterprise (University & Healthcare)

Be transparent

Understand the business need and unintended consequences in every decision

Consider impact to constituents and related budgets

Encourage improved functionality, safeguarding valued existing solutions

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SmartKey Replacement Overview

SmartKey is a “short-cut” tool to provide a shorter entry key than the full 70 digit ChartField string

SmartKey is not a PeopleSoft tool. It is a 3rd party interface that sits on top of PeopleSoft

SmartKey is costly based on fees incurred and prevents ability to apply updates/patches

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SmartKey Replacement Recommendation

Leverage the PeopleSoft 9.2 delivered functionality

Convert existing SmartKeys to SpeedTypes

Comply with user community request to have a numbering convention that is logical and simple.

Engage the user community for testing and feedback

Smart.Logical.Simple

PeopleSoft Chart of Accounts – Current Structure

Account (5)

Class (5)NACUBO Code for Functional Classification

Reporting

Fund (4)Dept ID (6)Operating Unit (5)

Business Unit (5)All Transactions

Optional

Project Costing Business Unit (5)

Identifies type of Project: Sponsored, CIP, Non-

Sponsored

Project (8)

Identifies sponsored projects and select non-

sponsored activities

Activity (15)

System requires use of the activity ChartField with all

Projects

Program (5)

What is the activity for which I need to capture financial information?

Event (4)

Additional ChartField to track financial data

Projects Only

SMARTKEY is a third-party vendor tool used for data entry of ChartFields and

interfaces. It will populate all these fields for end users.

When a transaction using SmartKey is processed, the SmartKey number entered is embedded into ChartField2 automatically.

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Balance is Necessary for Success

User Needs System Needs

SpeedType is not used in all transactions

Delivered Functionality = Unlocked Retained Values

SpeedType = Entry Code Only

Want the “SmartKey” number to be smart and intuitive

based on chartfield details

Don’t change the current SmartKey number used

Need to See the SpeedType Used (in report details and

inquiry screens if used in the transaction)

Manage Efficiency & Cost of Ownership

Community Outreach

SpeedType Interactive Labs ( May12, June 3, 11, 17)

Goal240 participants

Multiple numbering configurations tested

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Interactive Lab – Test Scenarios

Numbering Configurations

Option A: 2341987656Dept # (3 digits) Number representing a Fund CodeAuto Number (6 digits)

Option B: 234D987656Dept # (3 digits) Letter representing a Fund CodeAuto Number (6 digits)

Option C: 2346987653 Dept # (4 digits) Auto Number (6 digits)

smartkey/speedtype. information about the testers detailed data output appendix what the testers...

Documents

digit auto number data

digits number

digits auto number

fund codeauto number

digit department1 alpha

interactive lab participants

goal2 participants

vice president