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Integrated Resource Information Systems IRIS University of Kentucky

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IRIS University of Kentucky s ERP Project February 2005 Welcome and Session Overview Welcome Housekeeping Items This session will end at 4:00 p.m. – PowerPoint PPT presentation

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Title: Integrated Resource Information Systems IRIS University of Kentucky


1
Integrated Resource Information SystemsIRIS
University of Kentuckys ERP Project
  • February 2005

2
Welcome and Session Overview
  • Welcome
  • Housekeeping Items
  • This session will end at 400 p.m.
  • Please turn cell phones, pagers, Blackberries,
    etc., to silent, vibrate or off.
  • Please refrain from side conversations.
  • Please hold questions until the QA time.
  • The facilitator will keep the QA moving along
    questions that require follow-up may need to be
    addressed after the session is over.

3
Todays Agenda
  • Facilitator Diana Sage
  • Introduction J. David Hardison
  • Human Resources Michelle Bliffen
  • Materials Management Kevin Stevens
  • Campus Management Michelle Nordin
  • Finance Dale Austin
  • Technical Kathy Hamperian
  • Training Diana Sage
  • Questions

4
What is IRIS?
  • Integrated Resource Information Systems
  • ? The replacement of existing financial, human
    resource, student, purchasing, and inventory
    computer-based management systems with an
    integrated software application that will enhance
    service
  • Phase One is a 2-3 year, 40 million dollar
    project that will touch every part of the
    University.
  • Driving forces are functional not technical.
  • Established by the President and supported by his
    Cabinet
  • Executive Sponsor EVPFA Frank Butler
  • Project Director Phyllis Nash

5
Why does this need to be done?
  • ?Lack of access to information
  • Needed information may not be available
  • Needed information may not be easily accessible
  • ? Technology environment is obsolete
  • Poor integration of systems
  • Inability to maintain the current systems
  • Lack of capacity of the current systems
  • Difficulty in remaining compliant with
    regulations
  • ? Service delivery is ineffective and inefficient
  • ? Some business processes are out of date

6
Introduction Replacement of Systems
  • Goals
  • Improve business and service processes
  • Ensure high levels of faculty, student, staff
    and customer satisfaction
  • Enhance the Universitys overall competitiveness

7
Change Requests
  • The IRIS Blueprint provides a picture of the
    many targets for which this project must aim.
  • To ensure we hit our targets, we must be aware
    of any changes to existing systems.
  • If changes are needed/desired, the University
    has established a process for consideration.
  • For information on the request process during
    the IRIS Project, please see the Change Process
    item listed in the Resources column of the IRIS
    website at http//www.uky.edu/IRIS/.

8
Are other organizations doing similar projects
with SAP?
Other institutions with SAP systems include
  • Central Michigan University
  • Duke University
  • LA Community College District
  • Texas State University
  • University of Nebraska
  • MIT
  • University of Tennessee
  • Northern Kentucky University
  • Johns Hopkins Medical Center
  • University of Cincinnati
  • University of Mississippi

9
What is addressed in Phase One?
  • In Phase One of the IRIS Project, these SAP
    modules will replace the core functionality of
    our current systems
  • Finance (FI)
  • Human Resources (HR)
  • Campus Management (CM)
  • Materials Management (MM)

10
What are the Powers of IRIS?
  • Does IRIS make policy?
  • Answer NO
  • Does IRIS change policy?
  • Answer NO
  • Does IRIS ever raise questions that initiate
    discussions by those who do?
  • Answer YES

11
What methodology is being used to implement SAP?
12
Introduction Project Timeline
  • Project Timeline
  • Project Preparation ended August 6, 2004
  • Business Blueprinting began August 9 - ended
    December 17, 2004
  • Realization began January 2005
  • Go Live Support (Starting with Financials,
    October 1, 2005)

13
Project Timelines
  • Finance and Procurement
  • Realization January July 2005
  • Final Preparation August September 2005
  • Go Live October 1, 2005
  • HR, Payroll, Hospital Inventory Management
  • Realization January October 2005
  • Final Preparation November December 2005
  • Go Live January 1, 2006 (technically, 12/25/05)
  • Campus Management
  • Realization January 2005 July 2006
  • Final Preparation August September 2006
  • Go Live October 2006 (exact date TBD)

14
Project Phases
We are Here
15
Realization
  • Stop Talking and Start Doing Phase

16
Realization High-Level Activities
  • System configuration and documentation
  • Baseline Configuration 80 (20 of Realization)
  • Final Configuration 20 (80 of Realization)
  • End-user authorization role development
  • Development of R.I.C.E. items
  • Extraction of current systems data for
    conversion
  • End-user training and development
  • Level III project team training
  • System testing and documentation

17
How will the SAP Implementation affect you?
  • Youll learn new processes and new technology at
    the same time.
  • Your actions will impact others.
  • Your work will slow down at first.
  • Youll work harder to get less done at first.
  • Youll deal with more data entry, duplication of
    effort, testing, and data review.
  • In other words, it may be painfulbut it will
    get better.

18
Human Resources
19
Human Resources Blueprint
  • Components of Human Resources Blueprint
  • Personnel Administration
  • Organizational Management
  • Enterprise Structure
  • Benefits
  • Time Management
  • Payroll

20
Business Process Changes
  • New hire process
  • Assignment change process
  • Elimination of half-time status
  • Employee ID will be system-generated
  • Elimination of annual roll-over process
  • Reduction of multiple assignments
  • Employees paid on one pay cycle

21
Human Resources Blueprint
  • Phase One
  • Organizational Management
  • Personnel Administration
  • Future Phases
  • Recruitment
  • Personnel Development
  • Workflow
  • Employee Self-service
  • Managers Self-service

22
Benefits
23
Benefits - Business Process Changes
  • Single point of entry for employee data
  • Core Benefits (health, dental, life, vision)
  • Bi-weekly employee deductions will pull on first
    and second payroll
  • Eliminated requirements for
  • Six-month assignment requirement for temporary
    employees
  • Thirty-day waiting period for STEPS employees
  • Hospital employee eligibility will be consistent
    with campus
  • Health Care Flexible Spending Account
    Eligibility
  • Voluntary Benefit Eligibility

24
Benefits Phase One
  • Core functionality of HRS and BMS
  • Administration of benefit plans
  • Determination of employee eligibility
  • Enrollment in benefit plans
  • Termination of benefit plans
  • COBRA administration
  • Direct Bill processing
  • Open Enrollment
  • Pre-paid deductions
  • Process Retiree benefits

25
Benefits - Future Phases
  • Employee Self-service
  • Managers Self-service
  • Workflow functionality

26
Time Management
27
Time ManagementBusiness Process Changes
  • Leave balances will be validated during
    timesheet entry, assisting with policy compliance
    and reducing errors
  • Retroactive changes to time and leave entries
    result in automatic recalculation of balances and
    pay
  • FMLA Workbench will automate the current manual
    process of determining eligibility
  • Cross Application Time Sheets (CATS) for
    single-entry time recording
  • Elimination of separate hospital payroll
    application
  • Time evaluation process manages overtime, leave
    accruals and balances

28
Time Management
  • Phase One
  • Holiday Calendars
  • Work Schedules
  • Time Entry
  • Time Evaluation
  • Absence/Attendance Management
  • FMLA Support
  • Future Phases
  • Employee Self-service
  • Managers Self-service
  • Workflow

29
Payroll
30
Payroll - Business Process Changes
  • University work week
  • Concurrent Employment/multiple assignments
  • Employee new hire/rehire process
  • Employee additional compensation and assignments
  • 2 direct deposit options (checking and savings)
  • Savings Bond process automated

31
Payroll - Phase One
  • Payroll Accounting
  • Position Budget Control
  • Human Resource Information System
  • Deferred Pay
  • Concurrent Employment

32
Payroll - Future Phase
  • Employee Self-service
  • Managers Self-service
  • Workflow functionality

33
Materials Management
34
Introduction
  • Project Scope Materials Management
  • Phase One-A October 1, 2005
  • Purchasing
  • Accounts Payable
  • Procurement Card
  • Phase One-B January 2006
  • Hospital Inventory Management
  • Future Phases TBD
  • e-Commerce/e-Procurement
  • Inventory Management in other areas (Physical
    Plant, Stores)
  • EDI Transmission of Purchasing Documents (Campus)
  • Expanded Use of Workflow

35
Materials Management
  • Key Decisions Made
  • Support uniform or standard SAP processes
  • Standard procurement approval process
  • No approval process will be required for
    hospital purchases of material master items
  • Procurement will be made using 5 basic SAP
    documents Requisition, Purchase Order, Outline
    Agreements (Contracts), Request for Quotation,
    and Goods Receipt
  • Material Requirements Planning (Inventory
    Management System) will generate automatic
    Purchase Orders for the hospital

36
Materials Management
  • On-line receiving will be done by department
  • Three-way match (Purchase Order, Goods
    Receipt, and Invoice) will be performed on-line
    in SAP for commodities and equipment
  • Two-way match (Purchase Order and Invoice)
    will be used for certain types of purchases
    (e.g., rentals and leases)
  • Vendor File maintained by Accounts Payable,
    Hospital Accounting, and Purchasing

37
Materials Management Purchasing Business
Process Changes
  • The paper invoice transmittal process will be
    eliminated
  • The Requisition and Purchase Order processes
    will be standardized
  • Purchase Order transmittal to vendors will be
    automated where appropriate

38
Materials Management Purchasing New System
Benefits
  • Integrated System (FI, CO, FM, GM, CM, HR)
  • All data in one system will reduce the effort
    required to maintain unnecessary batch processes,
    interfaces and shadow systems
  • Improved efficiency for end-users
  • Standardized requisition process
  • Reduced reliance on paper processes
  • Higher Data Quality
  • Improved access to document flow
    (REQ/PO/GR/Invoice/Check)
  • Authorized users will be able to view and
    monitor the status of their requisitions on-line

39
Materials Management Purchasing New System
Benefits
  • Streamlined Reporting Process
  • Real Time Reports Drill Down Functionality
  • Fewer Printed Reports
  • Semi-automated/Automated Process
  • Auto PO for hospital MRP Orders
  • Transmission of Purchasing Documents via
    EDI/FAX/Email

40
Hospital Inventory Summary
41
Hospital Inventory
  • Project scope
  • Inventory management will comprise eight
    processes
  • Goods Receipt
  • Goods Issue
  • Stock Reservation
  • Stock Transfer
  • Material Requirement Planning
  • ABC Classification
  • Physical Inventory
  • Replenishment Area Management (expensed
    unofficial inventories)

42
Inventory Key Decisions
  • Phase One
  • Implement core functionality to replace the ESI
    Inventory system
  • ESI will interface with SAP
  • Some ancillary areas could be converted into
    storage locations
  • Custom bar-code scanning
  • Low dollar ancillary areas will request supplies
    replenishments for their area.
  • Eliminate the need for paper forms and faxing

43
Materials Management Inventory
  • New System Benefits
  • Improved flexibility and growth with new bar
    coding technology
  • Real-time updating of transaction
  • Future Patient Billing System support possible
  • Integration with Materials Management and
    General Ledger
  • SAP bar code communication technology forms part
    of the SAP system
  • Re-stocking procedure at the converted Storage
    Location will be improved and streamlined using
    SAP MRP functionality
  • Place material orders directly via a front end
  • Storage Location configured for separate stock
    planning (individual MRP areas)
  • MRP can adjust re-order levels (pars) based on
    actual usage

44
Accounts Payable
45
Accounts Payable
  • Key Decisions Made
  • Central invoice receiving (Hospital and Campus)
  • Standard Invoice matching processes
  • Three-Way
  • Two-Way
  • An electronic non-purchase order invoice feed to
    Accounts Payable will be implemented to receive
    invoice data from departmental databases (e.g.,
    Library)
  • Check printing outside of SAP
  • Vendor File maintenance

46
Accounts Payable
  • Business Process Changes
  • Central Invoice Receiving (Hospital and Campus)

47
Accounts Payable New System Benefits
  • New System Benefits
  • Improved access to document tracking
    (REQ/PO/GR/Invoice/Check)
  • Improved Cash management
  • Improved Payment alternatives
  • Improved Check distribution/mailing
  • Streamlined Reporting Process
  • Semi-automated/automated Process
  • Logistics Invoice Verification (LIV)
  • EDI/FAX/Email

48
Procurement Card
49
Procurement Card
  • Key Decisions
  • Continue current interface process with the
    current card provider (Paymentnet)
  • Duplicate existing system with opportunity to
    expand

50
Campus Management
51
Campus Management Student Admin
  • Academic Structure
  • Recruitment/Visitor Center/Admission
  • Holds/Stops
  • Event Planning (Schedule Building)
  • Booking (Registration)
  • Grading
  • Progression

52
Campus Management Student Admin (continued)
  • Degree Audit (with interface to APEX)
  • Transcript/Academic History
  • Performance Indices (GPAs, cumulative hours)

53
Campus Management Student Accounting
  • Student Billings
  • Financial Aid (with Third-party software ProSAM)

54
Campus Management Future Phases
  • Document Imaging
  • Workflow for more business processes
  • Future web functionality for students
  • Application status
  • On-line transcript request/payment
  • Transcript request status
  • Supplemental applications for professional
    schools
  • Scheduling of academic advising appointments

55
Campus Management Business Process Changes
  • Electronic distribution of class rolls and grade
    reports
  • Phone registration system (UK-VIP) will be
    eliminated
  • Implementation of Student Statement of
    Obligation
  • Elimination of cancellation/reinstatement
    practice

56
Campus Management To Be Determined
  • Centralized Student Billing
  • Payment Hierarchy
  • Leaving registration windows open

57
Finance
58
Finance Organization Structure
  • Phase One
  • Financial Module General Ledger, A/P, A/R
  • Funds Management Module
  • Grants Management Module
  • Materials Management
  • Future Phases
  • Project Accounting
  • Assets Accounting
  • Treasury Management
  • Enhanced Workflow and others

59
Finance Organization Structure
  • Summary
  • Defined SAP Organization Structure
  • Defined General Requirements and Business
    Process
  • Identified Required Development of R.I.C.E.
    items
  • Finalized Project Scope
  • Gap Analysis of System to Requirements
  • Opened a New Chapter - Realization

60
Finance Organization Structure
  • Issues
  • Training for more than 2000 Users
  • KMSF Integration Decision
  • Endowment Processing
  • Faculty Effort System Replacement
  • Complicated Reporting Needs
  • Challenge of Being First Module to Go Live at UK
  • Phased SAP Implementation Impact on Interfaces

61
Funds Management
62
Funds Management - Challenges in Current System
  • Real-time data not immediately available because
    of lag time for data entry
  • Lots of manual business processes paper-driven
  • Systems are not fully integrated too many
    shadow systems
  • System allows unbalanced entries on transactions

63
Funds Management - New System Benefits
  • Provides electronic approval functionality
    within system
  • Provides real-time data for planning and
    analysis (Departments can create their own budget
    versions and perform what if analyses.)
  • Improves the efficiency of the budget update
    process, particularly budget transfers
  • Provides online reports with drill down
    capabilities
  • Ensures that entries are always balanced
  • Provides a fully-integrated system among modules
  • Eliminates some paper processes

64
Funds Management Issues
  • Keeping position data in HRS synchronized with
    SAP Financials until SAP HR is operational
  • Possible duplicate maintenance of faculty
    positions (affects effort reporting)
  • Training for more than 2000 Users
  • Phased SAP Implementation Impact on Interface

65
Funds Management
  • Phase One
  • Budget Execution and Reporting
  • Future Phases
  • Budget Preparation
  • Most Workflow Processes

66
Grants
67
Grants - Historic Challenges and Barriers
  • Grants
  • Post-Award Sponsored Project Management
  • Budgeting and Effective Dates
  • Cost Sharing
  • Sub-Award Information
  • Accounts Receivable
  • Invoicing/Reporting Processes
  • Federal Appropriations
  • Budget for UK Fiscal Year
  • Account Number Changes Annually

68
Grants - New System Benefits
  • Grants
  • Master Data provides comprehensive information
  • Budgeting budget for entire grant period
  • Invoices/Reports printed automatically
  • Accounts Receivable automatic posting, clearing
    and dunning
  • Federal Appropriations
  • Federal Fiscal Year budget on federal fiscal
    year
  • Carry-Over Funds ability to report separately

69
Grants Issues
  • Effort Reporting
  • Decisions Concerning
  • Commitment Postings
  • Availability Controls
  • Training
  • Departmental Reporting Needs

70
Technical Team Status Report
71
Agenda
  • Technical Infrastructure
  • R.I.C.E. Items
  • What we learned during Blueprinting Phase
  • Final Preparation

72
Technical Infrastructure
  • Hardware Landscape
  • Development, QA/Test, Sandbox, and Training
    environments
  • Multiple machines to provide redundancy
  • IBM pSeries 570 (2) running AIX 5.3, using
    logical partitions (LPARS)
  • R/3 FI, HR, MM, CM
  • Sigma ProSAM financial aid
  • Business Warehouse (BW)
  • Intel servers running Portal and Internet
    Transaction Server (ITS)
  • Database environment
  • IBM UDB DB2 for R/3, ProSAM, and BW

73
University of Kentucky SAP Architecture pSeries
New p570
Existing p570
New p570 (upgrade of p650)
R/3 Campus Mgmt Dev 2 Proc/12GB
R/3 Campus Management Appl Prod 4 Proc/24GB
R/3 Campus Management Appl Prod 4 Proc/24GB
Dev 8
800GB Storage
BW Dev 2 Proc/12GB
500GB Storage
SAP Exch Infra Dev 1 Proc/6GB
R/3 Campus Management DB Prod 4 Proc/24GB
Existing
Sigma ProSAM Dev 1 Proc/6GB
AIX 5.3 Sandbox 2 Proc/4GB
1.7TB Storage
BW Prod 9 Proc/54GB
Solution Mgr Prod 1 Proc/6GB
SAP Sandbox 1 1 Proc/2GB
1.0TB Storage
50GB Storage
SAP Sandbox 2 1 Proc/2GB
R/3 Campus Mgmt Appl QA 2 Proc/12GB
Sigma ProSAM QA 1 Proc/6GB
R/3 Campus Mgmt DB QA 2 Proc/12GB
Upgrade
1.7TB Storage
BW QA 4 Proc/24GB
CUA - 1 Proc/2GB
SAP Exch Infra Prod 1 Proc/6GB
1.0TB Storage
AIX 5.2 System 1 Proc/2GB
Sigma ProSAM Prod 1 Proc/6GB
AIX 5.2 System 1 Proc/2GB
Extra Capacity 1 Proc / 2GB
AIX 5.2 System 1 Proc/2GB
74
University of Kentucky SAP Architecture xSeries
ITS
Portal
Trex/uni



Sandbox 4w/10GB
Sandbox 2w/6GB
Dev (1) 2w/4GB
Dev 4w/10GB
Dev 2w/6GB
Prod (2) 2w/4GB
70GB Storage
140GB Storage
QA 4w/10GB 2w/4GB
QA Cluster Test (2) 4w/10GB (2) 2w/4GB
280GB Storage
140GB Storage (External)
Prod (2) 4w/12GB - Agate (2) 2w/4GB - Wgate
Prod (4) 4w/10GB (2) 4w/8GB
280GB Storage
140GB Storage (External)
Development Environment Existing Server
Development Environment
Sandbox Environment Existing Server
Q/A Environment
CUA
Production Environment
Extra Capacity
Sandbox Environment
Storage is based on a general rule that QA
Production and DEV ½ Production. Your
implementation partner may recommend different
storage requirements. BW Storage is based on Core
R/3 Data base (no inputs provided).
75
R.I.C.E. Items
  • Reports
  • 1700 production reports identified
  • Identify reports delivered with R/3 and BW
  • Interfaces
  • 534 current interfaces to current administrative
    systems identified
  • Need to identify temporary interfaces required
    with phased go-live
  • Conversions
  • 70 conversion programs identified
  • Need to identify conversion of IDMS data to R/3
    and BW
  • Enhancements
  • 149 Enhancements identified
  • Security
  • Role-based

76
R.I.C.E. Items
  • If required reports not included in R/3 or BW, UK
    will write.
  • There will be temporary interfaces that will be
    required because of the phased go-live
    implementation.
  • Conversion of IDMS data decisions on how much
  • BW and current data warehouse environment to
    co-exist for some period of time. All data to
    move to BW environment.
  • Major enhancements include FES and Procard.
  • Student Self-service (admissions, registration,
    grades) delivered via the EP. UK must develop
    the user interfaces for SSS.

77
What We Learned in Blueprinting
  • Blueprint will be the guide to configuring the
    system.
  • There will be changes to the blueprint during
    configuration.
  • There are still many decisions that have to be
    made.
  • We found out how much we dont know about why we
    do things the way we do.
  • We began using a new language.
  • We learned to accept just-in-time information.
  • We are anxious for knowledge transfer.
  • The roles of IT in support of administrative
    systems are very different with SAP.

78
What is Realization?
  • What will the Development Team be doing?
  • Training
  • Work with Functional Teams on Program
    Specifications for R.I.C.E. items and Web Content
  • Develop Programs for R.I.C.E. Items and Web
    Content
  • Test, Refine, and Validate R.I.C.E. programs
  • Schedule Interfaces for Production
  • Develop Conversion Plan for Data Migration to PRD

79
What is Realization?
  • What will the BASIS Team be doing?
  • Complete Install of SAP Environment
  • Development (DEV)
  • BW
  • Portal
  • Quality Assurance/Testing/Training (QAS)
  • Production (PRD)
  • System Administration, Tuning, Patches, and Fixes
  • Transport Management
  • Define and Develop Authorization Roles

80
Final Preparation
  • Shift focus from getting system ready to
    getting the University ready to use the system.
  • Transport Configuration to Production System
  • Convert Data
  • Master Data
  • Balances
  • End-user Training
  • Deploy Front-end
  • Finalize Support Strategy and Prep Help Desk
  • Schedule Interfaces

81
Training
82
Training Plan
  • Power Users (300 500 people per system)
  • Will be involved in testing
  • Will be trained first (starting approximately 8
    weeks prior to each go-live)

83
Training Plan
  • End-users
  • Will be trained next
  • starting 6 8 weeks prior to go-live for each
    module
  • Continuing until after go-live
  • Methods of training include but are not limited
    to
  • Online courses
  • Instructor-led classes
  • Web-based documentation

84
What to do before SAP training
  • Take the EVC online course SAP R/3 4.6 User
    Basics (http/www.uky.edu/IS/Training/EVC/)
  • Take this prior to attending the IRIS training
    scheduled to begin in two months prior to
    Go-Live.
  • This will introduce you to
  • SAP screen
  • Navigation tools
  • Data entry
  • Online training, if you have not used it before

85
Other Resources
  • Operation Educate
  • 257-7911
  • Meet the personal computer
  • Intro to Windows
  • Basics of Word and Excel
  • Basic introduction to the Internet
  • Self-paced nature
  • No computer experience needed
  • Practice new skills
  • Instructor available

86
Technology Training
  • Desktop training, administrative computer
    training and online training
  • Learning_at_email.uky.edu
  • Classes include
  • Microsoft Office ½ day classes (Word, Excel,
    PowerPoint and Outlook 2003)
  • Navigating Your PC
  • EVC (on-line SAP course is included here)

87
HRD Professional Development Training
  • Enhance interpersonal skills, personal
    productivity, and professional effectiveness
  • 257-9555 ext 183
  • Recommended programs available to help
    understand and work with the dynamics of change
    include
  • Coaching Your Front-line Staff
  • Facing the Challenge of Change
  • Basics of Leadership
  • Leading Effective Teams

88
Question and Answer Session
  • Questions Submitted in Advance

89
Questions Submitted in Advance
  • 1. What does SAP stand for?

90
  • Answer
  • The original meaning (which is German) is
    "Systeme, Anwendungen und Produkte in der
    Datenverarbeitung".When SAP came to America, it
    changed to Systems, Applications and Products,
    although back in the 80s it was Systems,
    Applications and Products in Data Processing.
    That is a literal translation of the German
    meaning.

91
Questions Submitted in Advance
  • 2. Will there be a transition to one payroll
    period for all UK employees so all are on the
    same pay schedule?

92
  • Answer
  • The University will continue to have monthly and
    bi-weekly payroll schedules.
  • A large University group is currently working on
    this matter and more information will soon be
    made available to the University community.

93
Questions Submitted in Advance
  • 3. Will the new system have electronic
    signatures or some type of electronic approval
    mechanism (similar to the current purchasing
    requisition method) for PAR approvals or will we
    still be using paper print screens?

94
  • Answer
  • Print screens will not be required. However,
    for new hires, the employee record will be locked
    for payroll until Compensation reviews and
    approves. Electronic workflow will be
    implemented during later phases.

95
Questions Submitted in Advance
  • 4. I am very concerned about how well the new
    system will address the over-usage of the social
    security numbers as an identification number on
    this campus. The fact that our social security
    numbers are needed everywhere on this campus from
    being printed on our timesheets, to being needed
    to get a UK key to getting a copy of our
    transcripts, etc. Will it be possible for UK to
    create a different ID number for faculty, staff,
    and students to use at the various places on
    campus, so that our social security numbers will
    not have to be used or printed?

96
  • Answer
  • SAP will create a system-assigned ID number
    which will be used for identification of
    employees and students.  The University of
    Kentucky recognizes the need to protect social
    security numbers and will use the new
    system-assigned IDs as the method to identify
    students, the faculty, and staff members.

97
Questions Submitted in Advance
  • 5. I would ask that you reconsider why we are
    going to "book students into events."  Perhaps
    this is what they do in Germany but here at UK we
    "register students into classes" because that is
    what we do in higher education in the United
    States.  Certainly Campus Management doesn't care
    what we call it - after all it is merely a
    system, it doesn't have a culture.  Learning to
    use a new system will be challenging enough for
    most of us but having to redefine the language we
    use to describe what we have done for years may
    be forcing more challenge than need be.  I simply
    ask that you consider, "are we changing our
    language because critical evaluation says we
    must, or are we doing it because no one asked,
    "why?" 

98
  • Answer
  • While it is true that some of the terminology
    used at the University of Kentucky will change
    with the implementation of SAP, this is being
    done with thoughtful consideration.  Issues such
    as on-going system maintenance, upgrades, etc.,
    must be considered and the decision has been made
    to use SAPs terminology for these reasons. If
    the University were to require that the SAP
    system adopt current University terminology,
    every screen, every program, every data element
    in the system would have to be modified. This
    would make the system unsupportable by SAP and
    make the maintenance of the system impossible.

99
Questions Submitted in Advance
  • 6. Will we continue to use BRIO or Crystal for
    reports?

100
  • Answer
  • SAP Business Warehouse has a tool, Business
    Explorer (BEx) that allows us to build flexible
    queries/reports where users can change
    parameters, select which elements (of a
    pre-defined list) they want on the report, use
    drilldown options, etc., and download to EXCEL. 
    Once the report output is in EXCEL, Brio or
    Crystal can be used to run against the data if
    the user chooses.  However, users may find that
    the BEx functionality is sufficient. 
  •  

101
  • Answer to Question 6, continued
  • We are in the process of installing the SAP
    Business Warehouse, and once test data are
    available, we plan to do presentations for users
    who are trying to decide whether to continue to
    use Brio and Crystal.  Past evaluations have
    indicated that users who have need of advanced
    special formatting functions prefer Crystal,
    while those who need the OLAP (data pivoting,
    drilldown) functions prefer Brio.  Because the
    strengths of the two tools were sufficiently
    distinct, IT made a decision in the past to
    support both tools to assist users.  In the
    future, if someone is using Crystal to do
    sophisticated formatting of the output, and
    cannot do the same functions within BEx or EXCEL
    when the output has been downloaded from BEx,
    they may choose to continue to use Crystal.

102
Questions Submitted in Advance
  • 7. Will SAP track TDL and vacation accruals and
    balances?

103
  • Answer
  • Yes, SAP will be used to track vacation and TDL
    for staff employees.

104
Questions Submitted in Advance
  • 8. Will direct deposit become mandatory?

105
  • Answer
  • Direct deposit is currently required for new
    employees. This policy will not be impacted by
    the implementation of SAP.

106
Questions Submitted in Advance
  • 9. Will source documents, such as with
    intercompany charges, be electronic in the
    system?
  • For example, when PPD completes a work order
    there is often a lag time before a job order
    report is received in my office or an
    intercompany charge is posted to the office FRS
    account detailing the amount of the charge. Once
    SAP is implemented, will these documents be
    accessible?

107
  • Answer
  • Some electronic workflow will be available when
    the system goes live in Phase One. In later
    phases of the project, more workflow will be
    provided to support additional electronic
    processing.
  • Documents processed within electronic workflow
    will be available online for review. Documents
    processed as part of systems external to SAP,
    such as the job order system, will not be
    available online as part of the SAP system.

108
Questions Submitted in Advance
  • 10. What security measures will be in place?

109
  • Answer
  • Security has not yet been developed. The intent
    at this point is to restrict access when the data
    are such that issues of privacy or legality are
    concerns, such as SSN, payroll deductions, etc.
    Additionally, access will be restricted where
    necessary to ensure that an individual can update
    only the appropriate records. Otherwise,
    value-based access may not be limited, at least
    on an inquiry basis.

110
Questions Submitted in Advance
  • 11. Will my access be limited to only the modules
    I need for my job (i.e., finance)?

111
  • Answer
  • Yes, everyone will be given access based on
    roles. An individual may have several roles
    within an application.

112
Questions Submitted in Advance
  • 12. Will financial processes be outlined in the
    system, and will there be a troubleshooting/help
    menu to explain and outline the steps of these
    processes?

113
  • Answer
  • Yes, this still needs to be done, but processes
    relating to functions and roles will be developed
    so that users see what they need to see. An
    on-line help feature provides access to multiple
    methods of help including simulations, cue cards,
    work instructions and screen shots, so that users
    can easily find information that helps them
    perform their functions.

114
Questions Submitted in Advance
  • 13. Is it true that UK employees will be required
    to pass a proficiency test before they get an ID
    and password for SAP/IRIS?

115
  • Answer
  • You will need to show competency before using
    the actual SAP system, so you will be comfortable
    with the system and what you are doing in it. 
    You can compare this to getting your driver's
    license -- you have to show your competency
    before you are issued a license.  Drivers who
    have not proven their competency could cause
    accidents.  We want to prevent SAP accidents and
    ensure your success in the system. To be
    authorized to use SAP, you will demonstrate that
    you can navigate the system and perform
    transactions.  If you have problems, there are
    multiple resources available to help you.

116
Question and Answer Session
  • Audience Questions

117
Where to Get More Information
  • Visit the IRIS Web site www.uky.edu/iris
  • (This presentation will be available on IRIS Web
    site)
  • Join the IRIS Project Listserv (sign-up via the
    web site)
  • Send questions and comments to iris_at_uky.edu
  • Read UK News articles

118
  • Thank You for Your Support
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