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IRIS Steering Committee Meeting

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Title: IRIS Steering Committee Meeting


1
IRIS Steering Committee Meeting
  • May 2005

2
Todays Agenda
  • Welcome, introduction, and agenda - David
    Hardison
  • End-user Training (including FI and MM) - Diana
    Sage
  • PC Requirements Information - Kathy Crouch
  • Updates (including FI and MM Testing)
  • Technical, Data, and Development (K. Crouch)
  • CM (M. Nordin)
  • HR (M. Bliffen)
  • MM (K. Stevens)
  • FI (D. Austin)
  • Procurement-to-Payment Demonstration - Lee Nelson

3
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4
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5
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6
Project Phases (FI, MM, Hosp Inventory, Student
Accounting, HR)
We are Here
7
Title
IRIS Training Team End-user Training Proposed
Curricula
  • Name

8
Training Delivery Path
T R A I N I N G D E L I V E R Y
SAP Awareness / Navigation
Process Training
quizzes
Transaction/Role Based
Go Live
Advanced Topics/Reporting
Ongoing Training
THE BEST-RUN UNIVERSITIES RUN SAP
9
Preparation for Oct. 1 Go-Live
SAP Awareness NavigationUK1004 Hrs.

Level 100
Req. to Check OverviewRtC2002 Hrs.

Finance OverviewFI2002 Hrs.

General Reporting RPT2004 Hrs.

Level 200
FI, FM, CO 9 days
Req. to Check 5.5 days
Contract Accounting 1.25 days

Level 300
THE BEST-RUN UNIVERSITIES RUN SAP
10
Level 300 classes
  • Req to Check classes 5.5 days
  • Requisitions/Receiving 6 hrs
  • Pro-Card 2 hrs
  • AP Invoice Processing 18 hrs
  • AP Payment 6 hrs
  • Approvers 2 hrs

THE BEST-RUN UNIVERSITIES RUN SAP
11
Level 300 classes
  • FI, FM, and CO classes 9 days
  • FI, FM, CO Master Data 6 hours
  • General Ledger Accountant 12 hours
  • Budgeting 4 hours
  • Internal Order Processing 4 hours
  • FI Reporting 4 hours
  • Decentralized User 10 hours
  • Grants Management 4 hours
  • Grants Analysis 12 hours
  • Bank Accounting 4 hours
  • Period Closing - TBD

THE BEST-RUN UNIVERSITIES RUN SAP
12
Level 300 classes
  • Contract Accounting classes 1.25 days
  • Cash Desk Cashiers 6 hrs
  • Contract Balance Analysis 2 hrs

THE BEST-RUN UNIVERSITIES RUN SAP
13
Business Process Procedure (BPP)
  • A Business Process Procedure (BPP) is a dynamic
    document that thoroughly explains the use(s) of
    and the step-by-step instructions in properly
    executing a UK business process (transaction) in
    the SAP R/3 system. There is one BPP for every
    transaction. The entire compilation of BPPs from
    all the various modules (FI, MM, HR, CM) could be
    thought of as the systems Owners Manual.
  • This consistent, content-rich documentation then
    serves as the foundation material for all
    end-user education in the form of manuals,
    exercise guides, cue cards, on-line simulations
    (via the Web), and other job aids.
  • The BPPs will also become the base of every
    software upgrade and subsequent implementation
    (new modules, etc.) in the future.

14
BPP Front Matter Information
  • Header The section at the top of the first page
    listing the Title, Module, Sub-Module, File name,
    Author, and Transaction code for the BPP.
  • Trigger Explains WHY and/or WHAT would prompt a
    user to execute the transaction.

15
BPP Front Matter Information (Cont)
  • Business Process Description Overview The main
    overview stating WHO performs the transaction,
    WHERE and WHEN it is done, and describing at
    least one, UK-specific example.

16
BPP Front Matter Information (Cont)
  • Input Required Files and Field Value/Comments
    Table of all required fields that need to be
    completed throughout the transaction and the
    values (or value examples) to be entered.
  • Output Results and Comments Brief statements
    regarding the end result of running the
    transaction and any related comments.

17
BPP Front Matter Information (Cont)
  • Tips and Tricks Any other additional
    information or short-cuts that will assist the
    end-user in completing the transaction.

18
BPP Procedure Information
  • The Procedure section of the BPP is the
    step-by-step, HOW guide in executing the
    transaction. Besides the numbered steps, this
    also includes screen shots and important
    information bubbles that serve as a guide to
    the end-user.

19
PC Requirements
20
SAP MINIMUM PC Specifications
  • Hardware
  • Pentium class II 300 MHz processor clock speed or
    higher
  • 128Mb Ram
  • 1024 x 768 screen resolutions with 256 colors
    (32,768 colors or higher recommended)
  • 300Mb HDD space for program files, and an
    additional 200Mb are required for installation
  • Software
  • Windows 2000 or Windows XP Professional with
    TCP/IP network connectivity
  • Internet Explorer 5.5 with Service Pack 2 or
    higher

21
SAP MINIMUM MAC Specifications
  • Hardware
  • CPU G3 or newer
  • RAM at least 256Mb
  • Software
  • OS MAC OS X 10.2 or MAC OS X 10.3 (with rev 4
    and newer)
  • JVM 1.3.1 (included in OS)
  • Internet Explorer for MAC

22
IT Campus Computing Standards
  • For employees who spend a significant portion of
    their time in intensive use of their desktop
    system for additional applications
  • http//www.uky.edu/IS/Standards/1410.html
  • For those employees with less extensive desktop
    needs
  • http//www.uky.edu/IS/Standards/1420.html

23
Technical Team Status Report
24
Technical Infrastructure Updates
  • Development
  • Work continues on R.I.C.E. list (Reports,
    Interfaces, Conversions, Enhancements). Focus on
    conversions. Consulting resources for
    programming are on-site.
  • Business Warehouse (BW)
  • Concentration on mapping of data elements and
    conversions.
  • Enterprise Portal (EP)
  • Continue to work on production environment for
    Single Sign-on (SSO) to SAP system. IRIS Project
    Team will use EP as the launch pad to SAP.
  • BASIS
  • Production hardware ordered and installed.
    Working with IT Systems Team to install
    environments (production, QA, testing, training,
    and sandbox).

25
Campus Management
26
Financial Aid
  • ProSAM Development Installation - 100 complete
  • Sigma ProSAM Pre-Configuration - 100 complete
  • ProSAM Sandbox Environment - 90 complete
  • Configuration and Testing of the following
    modules - 95 complete
  • Institutional Student Information Record (ISIR)
    Data Load Module  loading of financial aid
    application information
  • Tracking Module -  assignment of students to
    processing groups with particular document
    requirements
  • Need Analysis Module - determination of the
    students eligibility for financial aid
  • ISIR Correction Module creation of data
    corrections and transmission to the U.S.
    Department of Education

27
Financial Aid
  • Development of schema and process to convert
    current system active financial aid fund
    subcodes to
  • ProSAM Aid IDs 10 complete

28
Student Administration
  • Baseline Configuration 70 Complete
  • Master Data Values
  • Academic Calendar
  • Programs of Study
  • Test and Grade Scales
  • Visitor Center
  • January 2006 Phase 1 Go Live
  • Student Self-service for Campus Visit
  • Data Mapping
  • SIS ? Campus Management
  • GRADS ? Campus Management
  • ASRT ? Campus Management

29
Student Administration (contd)
  • Training, Classes and Events
  • University of Mississippi
  • Germany for Acceptance Testing

30
Student Accounting
  • Baseline configuration - 75 complete
  • Cash Journal (Cash Desk)
  • Request
  • Creating main and subs for posting request
    (charges and reversals)
  • Payment methods (cash, check and credit card)
  • Credit card acceptance on the Web for October
    2005
  • Student File (student record)
  • Post a payment
  • Monthly billing for account statements and
    dunning letters

31
Human Resources
32
Human Resource/Payroll (HR) Update
  • Baseline Configuration Complete
  • Personnel Administration
  • Organizational Management
  • Benefits
  • Payroll
  • Time Management
  • Unit and Integration Testing
  • Unit to be completed by 5/27
  • Integration
  • Internal 6/20 7/8
  • External 7/18 7/29

33
Human Resource/Payroll (HR) Update
  • Activities Taking Place Now
  • Enhancements
  • Retirement Plan Limits
  • Deductions for Benefit Plans
  • Custom Infotypes
  • Hospital Salary Specifications
  • Employee Education
  • Long Term Disability
  • Direct Bill
  • User Exits
  • Issue Resolution
  • Cost Accounting
  • Payroll Accruals

34
Materials Management
35
Materials Management (MM) Update
  • Tasks recently completed
  • Final Configuration and Testing
  • Campus Requisition and Purchase Order Release
    Strategy
  • Automatic Account Determination for material
    master item 
  • Configuration of the Physical Inventory Process
  • Configuration of the Backordered item
    substitution process (MPN)
  • Developed Functional specs for Pro-card process

36
Materials Management (MM) Update
  • Tasks recently completed (contd)
  • Configured final Screen Layouts
  • Purchasing Group Assignment Process
  • Integration Scenario Testing

37
Materials Management (MM) Update
  • Tasks currently being worked on
  • Business Process Procedures
  • Initial load of the Material Master
  • Automated supply replenishment process (MRP)
  • Discussion of Release strategies for
    patient-related, Non-file requisitions in the
    Hospital
  • Development of enhancement of the Charge
    Description Master (CDM) and sourcing of supplies
    from the appropriate storage location
  • Form Outputs

38
Materials Management (MM) Update
  • Tasks forthcoming
  • Determining Authorizations and Roles
  • Configuration of the ABC supply analysis for
    cycle counting
  • Final design of the Item Master

39
Finance
40
Financial (FI) Update
  • Tasks recently completed
  • Object code structure, cross-reference
  • table, and object code conversion test
  • Chart of Accounts
  • Organizational structure - College of
  • Agriculture

41
Financial (FI) Update
  • Tasks recently completed (contd)
  • Development of document types and number
  • ranges
  • Baseline unit testing
  • Business Process Procedures (BPPs)

42
Financial (FI) Update
  • Tasks currently being worked on
  • Organizational structure - academic units
  • Faculty Effort System replacement
  • Attribute data mapping

43
Financial (FI) Update
  • Tasks currently being worked on (contd)
  • Kentucky Medical Services Foundation
  • (KMSF) component
  • Reporting priority list
  • Interface transaction testing
  • Final configuration

44
Financial (FI) Update
  • Tasks forthcoming
  • Work with Training Team to edit BPPs to
  • develop training materials
  • Integration testing
  • Interface development and testing

45
Financial (FI) Update
  • Tasks forthcoming (contd)
  • Data conversion testing (accounts and
  • attributes)
  • Faculty Effort replacement ongoing work
  • Endowment System replacement
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