IRIS Project Update

1
IRIS Project Update

• IRIS Steering Committee
• November 29, 2005

2
Todays Agenda

• FI Update and General Ledger Report Approach
  (Austin)
• HR Update and HR Organizational
  Structure (Bliffen)
•  
• MM Update Hospital Go Live (Stevens)
• CM Update (Nordin)
• Training Update, Class Cancellations (Sage) 
• Upgrade Status (Nelson)   
• Conclusion (Nash)

3
Financial (FI) Update

• Tasks recently completed
• GO LIVE FINANCIALS

4
Financial (FI) Update

• Issues with Go-live
• Completion of month end closing
• Interfaces
• Indirect Cost
• Ledger replacements
• BW reporting
• Formats
• Distribution
• Training
• Reporting (lack there-of)

5
Financial (FI) Update

• Tasks currently being worked on
• ERP2005 upgrade
• Faculty Effort
• Ledgers
• Indirect Cost

6
Financial (FI) Update

• Tasks forthcoming
• Continued Report Development
• Scheduling of Batch processing
• Phase II

7
Financial (FI) Update

• Ledger Replacement Prototype

8
Financial (FI) Update

• Ledger Replacement Prototype

9
Financial (FI) Update

• Ledger Replacement Prototype

10
Human Resources/Payroll (HR) Update

• Work continues in comparison testing on entire
  population.
• Monthly
• Cycle II tested 5,970 monthly employees out of
  6,891
• Net difference 1,036,444.24
• Cycle III tested 7,182 monthly employees out of
  7,184
• Net difference 52,032.54
• Biweekly results are currently being analyzed
  and should be complete by December 2.

11
Human Resources/Payroll (HR) Update

• Parallel testing on sample population will begin
  on December 7 for biweekly payroll number 11.
• Close to 100 parallel testers from across campus
• Current activities
• Expectations
• Support during parallel testing
• Importance of timing of testing
• Meeting with parallel testers (for review) is
  scheduled for November 29 and November 30.

12
HR Organizational Structure

• Structural Authorizations
• Working with Area Security Officers to identify
  roles
• Looking at the entire organizational structure as
  it relates to
• Organizational Units
• Positions
• People

13
HR Organizational Structure
14
HR Organizational Structure
15
HR Outstanding Issues

• Data quality issues in HRS
• Handling of working retirees who are also in
  direct bill
• Changes to NRA processing requirements
• Process for employee transfers between payroll
  areas (monthly and biweekly)
• Retirement plan limits

16
Materials Management
17
Materials Management (MM) Update

• Procurement
• Approvers
• Procurement Card
• Begin Daily Load of Transactions

18
Materials Management (MM) Update

• Hospital Inventory
• Go-Live Date
• Integration Testing
• EDI

19
Campus Management (CM) Update

• Student Accounting
• Student Administration

20
Title
Training Update Steering Committee 11/29/2005

• Name

21
End User Maintenance Training Update

• We continue to train employees on the
  Financial/Materials Management/Student
  Accounting/Business Warehouse courses (currently
  teaching 16 classes per week)
• Approximately 1500 training events are still
  needed by individuals, yet we are canceling
  classes due to low enrollment
• We continue to develop UK specific context
  sensitive help and make it available to end users
  via SAP and through the IRIS website

22
End User Future Training Update

• Hospital Inventory/KMSF 2006 go-live
• Human Resources Curricula
• Human Resources Training Client Data Plan

23
Title
Cancellations for IRIS Training

• Name

24
Cancellation Picture

• August November 2005
• 3773 Class Cancellations
• Results
• 19,163 hours of lost training opportunities
• Classes were cancelled or classes were held with
  smaller number of participants

25
All Class Cancellations
26
Cancellation Reasons GU 300
27
Repeat Offenders

• Employees who have cancelled at least three times
  in one course August November 2005
• 132 individuals
• Account for 1267 cancellations

28
Repeat Offenders (gt 3 in any one class)
29
Proposed Actions

• Keep things as they are and risk the ability to
  train all individuals in the tight time frame for
  the HR go-live or have folks without access when
  we go live
• Provide an incentive for people who do not cancel
• Impose some disincentive for people who cancel
• Impose punishment for repeat offenders
• What is the threshold?
• What is the punishment?

30
Upgrade Status

• Upgrade schedule has been changed from Spring
  2006 to Winter 2005/2006.
• Upgrade Test Run- Completed 11/11. Second Test
  Run has been eliminated, and installation of the
  Upgrade Test system in in process and scheduled
  for completion by 12/2.
• Upgrade Testing Troubleshooting 12/5 01/13.
  
• Go/No Go Decision 01/16
• Upgrade of Development, Test, Production 01/16
  01/31

31
Conclusion