the unexpected webification of frs financial records system or steve machuga gil thornfeldt “a...
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The Unexpected Webification of
FRS Financial Records Systemor
The Unexpected Webification of
FRS Financial Records Systemor
Steve Machuga Gil Thornfeldt
“A funny thing happened on the way to electronic forms”
Copyright Wesleyan University, 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.
Wesleyan University 2
Review of Financial Systems guided by basic principles:
Review of Financial Systems guided by basic principles:
1. Base decisions on institutional & departmental goals
2. Integrate planning for Finance systems technology3. Develop a single data repository or warehouse4. Enter data once, closest to the source5. Ensure users receive the proper level of training6. Use generic web tools when feasible7. End user access to base information, with security8. Work-flow employed for paperless flow of data,
forms and reports
Wesleyan University 3
Issues and ProblemsIssues and Problems
An aging, but capable system that is not “user-friendly”
Perception is Reality Frustrated users, impatient management Limited resources Distributed user base User sophistication pyramid Training
Wesleyan University 4
Users: Data access and entry should include:
Users: Data access and entry should include:
Web enabled user-friendly solution Greater access to data Satisfy the need for detail Eliminate shadow systems Security considerations Flexible for all user levels Access to training
Wesleyan University 5
Data access survey indicated three levels of reporting needsData access survey indicated
three levels of reporting needs
Static, monthly reporting
Dynamic, user defined reporting
Data download to spreadsheets
Wesleyan University 6
The Game Plan!The Game Plan!
Purchase FRS vendor software, e-Print, for static reporting
Develop a data warehouse, Inquiry
License electronics forms software, ELF, in partnership with University of Maryland.
Use Wesleyan’s Employee Portfolio to access applications.
www.wesleyan.edu
Wesleyan University 7
Implementation sequenceImplementation sequence
E-Print – fully implemented December, 2001– Roll out reports on staggered basis
Inquiry – fully implemented December, 2002– Utilized pilot test group
– Enhanced systems to add AP detail
ELF (Electronic Forms) – April, 2003– Utilizing pilot test group
– Journal Entry forms only
– AP and Travel to follow
Wesleyan University 8
The “Wizard of Oz” solutionThe “Wizard of Oz” solution
Most Users never go “behind the curtain”
Extends the life of FRS (3-5 years?)
Low cost & maintenance
Groundwork for potential PeopleSoft Financials
Wesleyan University 9
Basis for post-FRS FinancialsBasis for post-FRS Financials
Develop a web culture of data access
Re-design account and object code structures
Utilize FRS system attributes more effectively
Engage the users in Financial System design process unburdened by a major systems implementation
Key LessonsKey Lessons
Expect the Unexpected Embrace the Unexpected Enable the Unexpected Enhance the Unexpected Encourage the Unexpected
The Unexpected Webification of FRS Financial Records System
Questions & CommentsQuestions & Comments
The Unexpected Webification of FRS Financial Records System
Steve Machuga -Director of Administrative Systems
Gil Thornfeldt - Director of Financial Services
Copyright Wesleyan University, 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.