CIT Unified Billing System CUBS Project Update

1
CIT Unified Billing System (CUBS) Project
Update Report Retrieval and Access Tool
Demonstration
April 3, 2007
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Agenda

• Welcome and Introductions
• Project objectives
• Highlights of system upgrade
• Bills on the web
• Implementation plan
• Report retrieval demo
• Administering access to bills
• About the tool
• Access tool demo

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Introductions

• Project Team
• Bruce Barber
• Dan Caulfield, PAETEC
• Jolene Horton
• Ken Kline
• Beth Lyons
• Linda Lukosavich
• Celisa Manly
• Greg Menzenski
• Pat Nelson
• Ken Pendell
• Jeff Truelsen
• Casper VanWyk

• NCS Operations
• Joslin Buhrman
• Trisha Denesevich
• Lorie Emery
• Tracy Gavich
• Gene Holleran
• Anne Koester
• Karen Miller
• Bronwyn OBrien
• Kathy Parker
• Tori Thompson
• MScott Walters
• Judy Williams

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Project Objectives

• Phase I (May 2007)
• Upgrade voice and data billing system
• Deliver voice and data bills electronically
  instead of on paper
• Phase II (to be determined)
• Migrate billing for all for-fee services to
  Pinnacle
• Provide one electronic bill for all CIT for-fee
  services
• Create CIT Billing Office
• Begins after Phase I completes
• Out of scope
• Conversion of historical data, real-time
  reporting, order entry
• No change to NUBB in Phase I
• Self-service service administration (account
  changes, etc).

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Related Policies

• Policy 3.19, Telephone Usage
• Charges units to Implement review procedures to
  identify patterns of abuse in which the
  university is paying for an individuals personal
  use of a university telephone
• Does not specify what those review procedures are
• CIT will retain all data for 6 years

6
Highlights of system upgrade

• Communicated in FY08 rates memo
• Effective April 2, 2007
• Proration of monthly charges
• Does not apply to one-time charges
• Reduced work order fee
• Now applied to each work order

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Bills on the web

• Advantages of electronic access
• Faster access to your data
• More flexibility custom reports, Excel file
  format
• Eliminates printing and distribution of 25,000
  sheets of paper/month
• Enables everyone who uses CIT voice and data
  services to view their individual services bill
  online
• No department set up required
• Units determine and maintain who can access which
  reports for which accounts

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Bills on the web contd

• How and when
• E-mail notification when reports are available
• Individuals may opt out of notification
• Access via uPortal
• First electronic bills available approx. May 2
• 3 month overlap of hard copy bills
• These bills printed from new system
• Rolling 13 month availability of bills on web
• CUBS will encourage early adoption of electronic
  reports

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New data model

• Subscribers are people or departments
• Existing system one subscriber record per
  service
• Subscribers with multiple services have multiple
  records,and therefore receive multiple bills
• New system one subscriber record with multiple
  services
• Subscribers will receive only one bill
• No matter how many phones or services they have
• No matter how many different account numbers are
  charged
• Data ports will initially be associated with
  their department
• Departments may associate some or all data ports
  with subscribers
• If desired, provide CIT-NCS w/mapping of port to
  subscriber

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New data model contd
Existing
New
Subscriber X 555-1212 Acct A12-3456
Subscriber X 555-1212 Acct A12-3456 555-1313
Acct A23-4567
Subscriber X 555-1313 Acct A23-4567
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Implementation plan

• Regular e-mail updates with broad distribution
• Public presentations
• CUBS Forums (for all users) 3/14, 3/21 and 4/18
• Viewing access tool forums 3/29 and 4/11
• Documentation
• Paper and web materials
• Job aids
• Distribute job aids and how-to guides in April
• Project support during implementation
• CUBS-project_at_cornell.edu
• Available to meet and discuss with department

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Demonstration

• An individual retrieves their bill
• An authorized department user (ADU)
• Run a report
• Schedule a report to run at a later time

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How departmental users access reports

• First, units establish authorizationsWho can
  view which reports for what accountsNetID lt--gt
  Report(s) lt--gt 7 Character Account Number
• Then, authorized users
• Access report via uPortal
• Authenticate via Kerberos
• Select the report(s), account(s), and billing
  cycle they want to view

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How administrators manage authorization

• Only bill view administrators can manage
  authorizations
• You do not have to be an administrator in order
  to view department reports.
• The initial administrators are your units Web
  Financials account managers
• These initial administrators can delegate their
  authority
• You need not be in Web Financials to view
  bills,or manage access to bills
• Authorization is only for bill viewing

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About the tool

• Self-service online web interface
• Accessed via Bear Access in uPortal
• Only accessible by bill view administrators
• Only displays the logged-in users information
• Available now in support of
• First electronic reports on or about May 2, 2007
• Paper delivery continues through July 2007
• How-to forums on March 29 and April 11
• CUBS project team available to meet with units
  for custom presentations and support - just ask!

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Access administrators can

• Delegate administrative rights
• Add an individual
• Set which reports an individual can view
• Copy an individuals access rights to another
• Remove an individuals access to reports
• See who can view reports for an account (7)
• See who else can administer access to reports for
  an account (7) or department (3)

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Future tool enhancements

• Look-up permissions by individual
  (NetID)current searches are by account or dept
• Sort columnscurrent sort is alphabetical by
  NetID
• Work at organizational code levelhighest
  working level is currently dept
• Embedded directory look-up (LDAP
  query)currently need to know NetID or look up
  elsewhere

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Initial and on-going data

• All university accounts are part of system
• Web Financials account managers
• Will be labeled external account managers
• Initial administrators
• Full access to reports for their accounts
• Individuals with read-only access to Web
  Financials
• Will be labeled external read only
• Have no access to bills until granted access by
  an administrator
• The bill view authorization tool will update from
  the financial system when the financial system
  updates
• The bill view authorization tool never updates
  Web Financials.

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Sources of data in the access tool
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The three checkboxes

• CIT Service Charges
• Services Verification Report
• Department Totals Report
• Subscriber Summary Report
• Export Format Subscriber/Svc Summary Totals
  (Excel)
• Confidential Calling Codes
• Subscriber PBN/Acct Code/Calling Card Code Report
• Long Distance
• Faculty/Staff Communications Charges

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When changes become effective

• Changes in Web Financials will appear in the
  access administration tool on the day following
  the accounting system update
• If the accounting system fails to update for
  whatever reason, the change will not be visible
  in the access administration tool until the next
  system update.
• Changes made directly within the access
  administration tool will become effective on the
  next calendar day after the change is made

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New Account Numbers

• When an account number is created
• DFA notifies Web Financials account manager of
  creation
• Account managers are access administrators
• New account automatically added to the bill view
  access administration tool
• Units need to set flags if needed (the account
  may or may not be used for CIT service charges)

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Demonstration

• Delegating administration rights
• Changing bill view rights of an existing user
• Adding a new department user and rights
• Copying one users access to another
• Deleting a locally-defined department user

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Delegating administrative access

• Do this if someone else in your unit will
  determine report access
• Select the department or account number
• Select (or enter) the individual to whom
  authority will be delegated
• Under Admin Status Within Viewing Tool, select
  Yes
• Click Update to commit your change
• Effective next day
• Demonstration

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Changing bill viewing rights

• If you want a user to be able to access more or
  fewer reports
• Select the department, specific account, or user
• Adjust the access
• Click Update
• Repeat if needed
• Demonstration

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Adding a new user

• If you want to grant access to a user who is not
  defined in financial systems
• Select the department or specific account
• Enter the NetID and select the access level
• Click Update
• Demonstration

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Adding a new user shortcut!

• If the user needs the same access to many
  accounts
• Select the department
• Enter the users netID
• Multi-select (or select all) account numbers
• Set Flags
• Update
• Demonstration

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Copying one users access to another

• If you need to establish back-up for a staff
  member
• If you have work groups (service centers) where
  many staff have equal access
• Select by department
• Enter the netID of the first user
• Use the copy function
• Demonstration

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Deleting a users access

• If access is no longer required / appropriate
• Can be deleted on an account-by-account basis
• Access can also be revoked globally
• Users deleted from financial systems will be
  deleted from the access tool after the next
  financial systems update

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Thank you!

• Find out more
• Email CUBS-project_at_cornell.edu
• Contact Greg Menzenski, gm228
• Contact Celisa Manly, cjm5
• Visit http//www.cit.cornell.edu/onlinebills