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Financial Systems Replacement Initiative Project

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KPMG reviewed financial systems in 1998 and determined that further enhancement ... Systems Replacement Project was presented to CITI in Fall 2007 by Sue Abeles ... – PowerPoint PPT presentation

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Title: Financial Systems Replacement Initiative Project


1
Financial Systems Replacement Initiative Project
  • Judith Freed
  • Project Director
  • November 6, 2009

2
Project Background
  • KPMG reviewed financial systems in 1998 and
    determined that further enhancement of existing
    systems would be beneficial -- ISTIP
  • Bearing Point reviewed financial systems in 2007
    and determined that the strategy of incremental
    improvement to legacy systems is nearing end of
    useful life. Time for a move to an ERP or best
    of breed

3
Current Systems
  • Technology includes back-end legacy systems built
    in COBOL that have been heavily customized over
    the years
  • Front-end web applications have been built on top
    of these legacy systems some of these are now
    out of date technologies
  • System interfaces have helped to automate but
    have made the technology and the business more
    complicated

4
Project Proposal
  • Financial Systems Replacement Project was
    presented to CITI in Fall 2007 by Sue Abeles with
    a 7.3M proposed budget and proposed schedule of
    5 years for the planning phase
  • Life cycle replacement issue legacy systems are
    20 to 30 years old and difficult to maintain
  • Received highest priority ranking among all
    projects presented
  • Planning was considered to be key issue to
    avoiding the usual pitfalls of ERP projects
  • Opportunity for reengineering of business
    processes

5
Bearing Point view of Applications
6
More Current, More Detailed View of Applications
7
Project Start
  • Project was given 700k for 2 years of funding
    beginning in FY08 additional funding allocated
    in July 2009
  • Project Director was hired November 2008 at 50
    time changed to 100 time October 2009
  • Project Control Document v. 3.0 presented in
    October to Executive Committee
  • Current timeline 3 ½ years and budget 6.5M
  • Presentation made to CAO/CFO at quarterly meeting
    in October
  • Staffing of core project team is just beginning
    with several positions posted in October

8
Project Plan
  • Staff project team with functional and technical
    subject matter experts
  • Form workgroups with campus departmental and
    central office representatives
  • Document and verify current business processes
    from an end to end perspective
  • Document technical interfaces, issues,
    transaction volumes, costs and service quality
  • Determine key performance indicators as current
    measures of business processes
  • Assess campus readiness for change

9
Project Plan continued
  • Review what other universities are doing or
    lessons learned from prior implementations
  • Look at offerings and direction of current
    solution vendors (SAP, Oracle/Peoplesoft, Kuali)
  • Determine infrastructure readiness for
    implementation and maintenance of new system
  • Keep campus engaged and informed
  • Provide cost/benefit alternatives and
    recommendations

10
Challenges
  • We are the only UC that processes business
    transactions for other campuses (e.g., Merced
    UCOP, and possibly others)
  • Our transaction volume (13M annually) going
    through the General Ledger is the largest among
    UCs
  • We have concurrent replacement/reengineering
    projects for Payroll (with UCOP) and Research
    Administration (Huron) that will have an impact
    on the Financial Systems Replacement Initiative
  • DACSS and PAN-like requirements are unique, even
    among universities

11
Next Steps
  • Set up quarterly Executive Sponsors meetings
  • Identify membership of Management Steering
    Committee and schedule meetings
  • Identify members for process workgroups, schedule
    meetings and begin documenting the current end to
    end business processes
  • Determine what shadow systems are currently being
    used and why they are needed
  • Review processes, policies, and unmet campus
    needs and document requirements
  • Publish next version of Project Control Document

12
Processes to Review
13
Workgroup Participation
Department Management Committee General Ledger Workgroup Procure to Pay Workgroup Budget Workgroup Receivables Workgroup
Academic Personnel
Administration
Anderson School
Arts and Architecture
Acad Plan, Budget Cap Pgms
Dentistry
External Affairs
Geffen School of Medicine
Graduate Division
GSE IS
Law
Letters and Science
Library
Medical Center
Nursing
Public Affairs
Public Health
Research Administration
SEAS
Student Affairs
Theater, Film Television
UCLA Extension
14
Other Universities
Colorado State Implemented Kuali July 2009
U of Michigan Peoplesoft (impl. 1996-2001)
U of Washington FSNA ongoing SAP or Kuali
MIT SAP
U of Texas Oracle
U of Arizona Kuali in January 2010
USC Joined Kuali in 2007
Ohio State Peoplesoft
Harvard Oracle/Peoplesoft
Purdue SAP
15
Questions
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