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eUMB Financials and Grants Project

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SIMS. Telephone. Vet Resources. Freezer Prog. Central Billing ... eUMB Financials and Grants - Release 2. Data Extracts. Mission Base Mgmt. Other School Systems ... – PowerPoint PPT presentation

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Title: eUMB Financials and Grants Project


1
eUMB Financials and Grants Project
  • Project Update
  • December 10, 2004

2
Agenda
  • Project Life Cycle
  • Portal
  • PeopleSoft modules and changes
  • Chart of Accounts (COA)
  • Power Users
  • Next steps

3
Project Life Cycle
4
In the beginning.
March 22, 2003
eUMB ESTABLISHED WITH HR/PAYROLL APPLICATIONS
5
Next comes the Portal
HR
eUMB
PAYROLL
6
eUMB Financials and Grants - Release 2
Campus Portal
Purchasing P-Card
Accounts Payable
General Ledger
HR Payroll Release 1
Internal Sys Interfaces
System Feeds SIMS Telephone Vet Resources Freezer
Prog Central Billing Prompt Print
Data Extracts Mission Base Mgmt Other School
Systems
State of MD Interface
RAVEN/Queries/SQR Reports
7
Project Phases for Financials and Grants
  • 7/03 1/04 7/04
    1/05 7/05

Fit-Gap
Configuration-Prototype
Build-Test-Train
180 Sessions Design Document Configuration 100
Modifications
Modules Chosen 67 Gaps Identified
Mods Built/Tested Power Users Oriented System
Testing Training
8
eUMB PROJECT STRUCTURE
Executive Committee
University Leadership Committee
Project Team
Functional Leads
Technical Team
Central Services Offices
School-based Groups
POWER USERS
9
Questions?
10
Portal
11
Portal What It Is
  • A central place to gain access to enterprise-wide
    web applications
  • User-friendly, User-customizable, User-specific
    content
  • Intended Audiences
  • Faculty
  • Staff
  • Students
  • Affiliates of UMB

12
Portal What It Is Not
  • A replacement for the campus home page
  • A replacement for the applications it hosts
  • A replacement for a users desktop

13
Portal Demonstration
14
Portal My Page
15
Questions?
16
PeopleSoft Modules and Changes
17
Procurement What Changes?
  • Requisitions
  • Online Entry
  • Online Approval
  • Purchase Orders
  • PO Express
  • Inquiry
  • Online Document Status

18
Procurement What Stays the Same?
  • Procurement Card Procedures

19
Financials What Changes?
  • Accounts Payable
  • Requests for Payments
  • Electronic receiver
  • Better access to RSTARS

20
Financials What Changes?
  • HR/Payroll
  • Account Code will be a system-generated number
    representing a unique Chartfield String
  • Account Code will not exist in eUMB Financials
  • EFP will display the unique Chartfield String
    associated with the Account Code plus
    additional information

21
Financials What Changes?
  • HR/Payroll
  • When managing EFPs CA users will be able to
  • Search by using Project ID, Account Code, or
    Department
  • Enter by using Project ID or Account Code
  • CA reports will be modified to include Project ID
    and other Chartfields

22
Financials What Changes?
  • Deposits
  • PeopleSoft receipt
  • Anyone doing their own deposit will begin deposit
    will be released by cashier.

23
Financials What Changes?
  • Grants-Post Award
  • Billings and Receivables
  • Collections
  • Account Set-up

24
Financials What Changes?
  • Procurement Card Re-allocation
  • PeopleSoft re-allocation system
  • G/L
  • Budget checks for requisitions

25
Financials What Stays the Same?
  • Central Billing
  • IDTs
  • Pre-Award Grants
  • Working Fund

26
Financials Whats New?
  • Interface With The State
  • Reconciliation of Transactions
  • Process Directly to the State
  • Accounts Payable
  • Cash

27
Questions?
28
Chart of Accounts
29
FAS Account vs. PS Chartfield Comparison
GLBU Fund Dept Prog PCBU Project ID
ActID
Account
3752
PSUMB
110
08500000
011
3752
PSUMB
510
10403000
010
00510
00528089
00
30
Data entry tips and tricks (usability)
  • System defaults set at institution level
  • User defaults can be set up
  • Drop down selection boxes (pick lists)
  • System edits will be in place to reduce keying
    errors
  • End users have the ability to create bookmarks
    to aid navigation
  • Role base security

31
How do we get there from here!
  • FAS Account Mapping to P/S Chartfields
  • Starting with the School of Medicine
  • Project team will perform initial account mapping
  • Will meet with departments to review initial
    mapping
  • Opportunity for departmental administrators to
    cleanse current FAS accounts (get rid of the dead
    wood)
  • Expect to have some expansion and/or contraction
    of department codes in PeopleSoft
  • After account mapping is completed we will focus
    on account balance conversion.

32
Questions?
33
Power Users
34
Why Financials-Grants Power Users?
  • The existing UMB Payroll Rep group was central to
    implementing the HR/Payroll portion of the eUMB
    project.
  • There is no similar group for Financials-Grants.
  • Power Users will be central to successfully
    implementing Financials-Grants.

35
Power Users The Concept
  • Establish prepare a network of Power Users
  • to be involved in specified user activities
  • who are located in departments/units across
    campus
  • who will be active before and after eUMB
    Financials/Grants Go Live

36
Power Users Selection
  • John Geiman and Marjorie Forster met with key
    managers from each school and unit.
  • Key managers nominated Power Users for each
    division, department or unit.
  • As additional names are suggested, they are
    submitted to these key managers for consideration
    and nomination.

37
Power Users User Activities
  • Test the new database
  • Help train other users
  • Answer common questions in your Department/Unit
  • Communicate within your Department/Unit

38
Power Users Test the Database
  • Work with the Project Team to
  • Test business processes and transactions within
    the test environment
  • Record and report any discrepancies between
    expected and actual results
  • Timeframe March/April 2005

39
Power Users Help Train Other Users
  • Participate as a classroom trainer for specific
    class(es)
  • Preparation to teach
  • Attend Train the Trainer session
  • Study review classroom guides
  • Test drive the new database in the sandbox
  • Observe class(es)

40
Power Users Help Train Other Users
  • Resources Project Team and Process Owner
    contacts
  • Timeframe Mid-April through July (as needed)

41
Power Users Answering Questions
  • Answer questions and provide early
    troubleshooting for Financials-Grants users in
    your department/unit
  • Forward questions or problems for research and
    resolution

42
Power Users Answering Questions
  • Preparation
  • Participate in update presentations and
    orientation sessions (Jan/Feb)
  • Attend end user classes
  • (For some) Test and/or train
  • Support from Process Owner and Project Team
    contacts

43
Power Users Answering Questions
  • Commitment Anticipate ?? of your time
  • Timeframe July through December as questions or
    problems arise

44
Questions
45
Next steps
46
Next Steps
  • Power Users orientation January
  • Portal target to go-live Jan.-Feb. 2005
  • Help with financial grants testing March
  • Next eUMB Update March
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