Georgia FIRST Financials Financ PreConference Workshop David Nisbet
Georgia. FIRST Financials Financ Pre-Conference Workshop David Nisbet and Vikki Williamson September 17, 2014 9: 00 am – 11: 00 am
Agenda • • • Introduction 9. 2 Application Upgrade Schedule Goals and Objectives of 9. 2 Upgrade Institutional Involvement Current 8. 9 Production Institutional Retrofits Security Pre-Upgrade Cleanup Scope Institution Workstation Configuration Application Integration Demo of 9. 2
Introduction • Purpose – Enhance, streamline and improve business processes and operations • Partnership with financial leadership at USG institutions • Coordination with auditors • Increased focus on functioning as a system
Upgrade Schedule Fit Gap Sessions Scope Definition Detail Project Plan Complete May 2014 Project Planning July 2014 Development Retrofits 10/31/2014 September 2014 January 2015 March 2015 System Testing CAO/BIC/BPC Approval Fit Gap Preparation November 2014 User Acceptance Testing Final Go Live Complete Unit Testing Functional Specifications Creation Complete Application Configuration Institutional Retrofits Complete Training
Goals and Objectives • • • Reduce modifications Reduce complexity Increase standardization Improve Expense module functionality Increase automation of current manual processes
Goals and Objectives Modification Comparison 8. 9 vs 9. 2 People. Soft Module 8. 9 Modification Total 9. 2 Modification Total Percent Decrease Accounts Payable 53 19 64% Asset Management 10 1 90% e. Pro/GFM 34 17 50% Expenses 34 15 56% General Ledger 32 19 41% Purchasing 24 5 79% 187 76 60% Total
Institutional Involvement • Institutional Coordinator Responsibilities – Key Contact for your institution – Participate in scheduled project status meetings – Disseminate information from project team – Provide feedback – Identify appropriate staff for UAT & Go-live – Assist with coordination and scheduling training
Institutional Involvement • Technical Representative Responsibilities – Central contact for all technical communications – Banner Integration: • UAT (firewall changes, dblinks, etc. ) • Go-live cutover – User workstation setup and issues – PSQST (2 -tier) access and institutional development
Institutional Involvement • • • Institutional Retrofits Pre-upgrade Cleanup Security Setup Training UAT Production Cutover and Validation
Current 8. 9 Production • Development Freeze • Resource Contention • Clean up now
Security • Security access review for changes from 8. 9 to 9. 2 – Job aids will be provided to identify role changes • Dynamic role assignments • New Workflow roles • Attend the 9. 2 Security session on Thursday at 3: 30 pm for more information
Pre-Upgrade Cleanup Examples • Workflow – Various workflow changes – Transactions (Requisitions, Purchase Orders, Vouchers, Travel Authorizations, Expense Reports, Journals, etc. ) will need to be in a specific status. – Attend each of the 9. 2 upgrade sessions for more information.
Pre-Upgrade Cleanup Examples • e. Pro/Purchasing – Approve or close requisitions and Purchase Orders • Assets – Must be run through transloader and cannot be in a pending status.
Pre-Upgrade Cleanup Examples • AP Vouchers: – Vouchers should be matched and budget checked. – Vouchers should be posted. • AP Pay Cycles/Payments: – Pay cycles must be in a completed status. – Payments should be posted.
Pre-Upgrade Cleanup Examples • Journal Generate – All AP accounting entries (vouchers and payments) – All Expense module accounting entries • 1099 Withhold Post – Run Post Withholdings for CY 2015
Scope – Modifications What has happened since Fit Gap? • Fit Gap recommendations posted on Georgia. FIRST Financials website (Project information, People. Soft Financials 9. 2 Upgrade): http: //www. usg. edu/gafirstfin/project_information/peoplesoft_financials_9. 2_upgrade • Chief Accounting Officers and Budget Issues Committee met and approved or denied recommendations.
Scope – Modifications • Business Analysts completed initial tests to validate that mods where a People. Soft fix available can be dropped. • Created functional specification documents. • Collaborating with Technical team on how to simplify or reduce complexity.
Scope - Modifications Module 9. 2 Online Mods 9. 2 BOR Reports Total 9. 2 Mods by Module 9. 2 BOR Queries GL/KK 19 43 62 114 EX 15 1 16 23 e. Pro-GFM 17 1 18 18 PO 5 7 12 18 AP 19 6 25 36 SEC/PT 12 0 12 2 1 7 8 31 ADP Recon 23 21 44 7 Common Remitter 21 26 47 6 Budget Prep 24 13 37 9 Payroll 14 21 35 18 170 152 316 282 AM Total Mods
Scope - Modifications • Accounts Payable – Approach - start with clean slate and drop most AP modifications in favor of delivered functionality. – Reality - we will have to keep some and have a few new modifications in 9. 2 – Good news - able to reduce complexity and use delivered functionality that was previously not an option.
Scope - Modifications • Accounts Payable - Significant Project Decisions and Changes – Standardized AP Check Printer Recommendation • HP Troy – Signatures will be an image stored on network • ITS will provide image requirements – AP Check files will be a PDF file • Can eliminate use of Swift. View
Scope - Modifications • e. Pro, Purchasing and Georgia. First Marketplace – Dropping substantial amount of mods for e. Pro and Purchasing – New features like Pre-budget check – Trying to incorporate changes to address institutional needs (NIGP 5 digit codes, updates to the printed PO, etc. ) – No GFM changes planned
Scope - Modifications • Expenses – Emphasis on enhancements and maturing Expenses module by Oracle and ITS – This will help us broaden functionality – Dropping mods applied due to being behind on Oracle bundles/fixes. – Continuing to engage Fit Gap participants for input (personal/commute mileage). – Some configuration changes planned.
Scope - Modifications • Asset Management – No significant changes – New Combo edit functionality – Attempting to deliver new AM reports to assist in balancing within AM module and Capital Ledger
Scope - Modifications • General Ledger & Commitment Control – Explored dropping the ENCUMB Ledger but decision was made to keep it. – Mod that syncs Budget Reference with Budget Period is being dropped. – PCARD Functionality – keeping custom BOR table and file import functionality
Scope - Configuration • Significant Project Decisions – Ledger Configuration Changes • Update to how projects are budgeted – adding project_id to the ORG and APPROP ledgers • Julie Thompson will cover this configuration change and the topics on the previous slide in greater detail in the 9. 2 GL session Thursday.
Institution Workstation Configuration CHANGES • Crystal Reports vs. BI Publisher – ORACLE no longer provides Crystal Reports – You may use your own version of Crystal Reports – PS and BOR delivered reports -> BI Publisher
Institution Workstation Configuration CHANGES • Check Printing – Standard PDF format (Acrobat Reader) – Swift. View no longer needed • New Spreadsheets – Voucher Load and Journal Load
Institution Workstation Configuration • Most Workstations – no changes – If it works today is should work with the upgrade – Updated workstation installation guides
Institution Workstation Configuration • Some Workstations – Budget and Journal load spreadsheets – Voucher Load spreadsheets – Swift. View no longer needed for person doing AP check printing!
Institution Workstation Configuration • Advanced Users / Technical Staff – PSQUEST or SQL Developer (2 -tier) access – Oracle 11 g Installation Guide – People. Tools 8. 53 Installation Guide
Institutional Retrofits • • Institutional queries and developed reports Database(s) will be provided Query jump start reports will be provided Document of record changes (including BOR)
Application Integration • • BOR Payroll Benefits (ADP) Reconciliation Common Remitter Budget Prep
Budget Prep 9. 2 Upgrade • Budget Prep Bug Fixes and Enhancements: http: //www. usg. edu/gafirstfin/project_information/peoplesoft_financials_9. 2_upgrade – People. Soft Financials 9. 2 Upgrade: Budget Issues Committee (BIC) • Budget_Prep_Fit_Gap_Items_Summary rev. 09/04/2014
Budget Prep 9. 2 Upgrade • Few highlighted Bug Fixes/Enhancements: – Budget Data Tab vs New Distrib Tab in Personal Services Update Pages not in sync. (BUG FIX). – Issue not being able to save new NPS Budget Lines (BUG FIX) – Suppress zero budgets from being loaded into Financials (ENHANCEMENT) – Ability to run Fringe Generator on range of departments or all departments (ENHANCEMENT) – Extract Projects and Grants (not just Grants) (ENHANCEMENT)
Budget Prep 9. 2 Upgrade • Pre-Budget Prep Activities (Feb/March): – Make sure positions have valid pay distributions – Clean up inactive/active positions in EV 5 • • • Title changes Inactivate position that are not needed in extraction Create new approved positions Add new departments (PSFIN) Request new departments from SSC – Clean up grants (PSFin)
9. 2 Demo
Future Upgrade Communications & Documentation • Scheduled Web. Ex sessions • Georgia. FIRST Financials website • UPK Business Process documentation and Job Aids • Targeted emails to Institutional Coordinator and Technical Representative
Summary of 9. 2 Related Sessions Day and Time Session Title Room Wednesday, 3: 20 pm Georgia. FIRST Financials Update and Roadmap Oglethorpe E Thursday, 9: 40 am People. Soft 9. 2 e. Pro and Purchasing: Not So New But Improved Oglethorpe F/G Thursday, 1: 00 pm Accounts Payable 9. 2: How It Will Be Different Oglethorpe F/G Thursday, 2: 00 pm What to Expect in People. Soft Expenses 9. 2 Oglethorpe E Thursday, 3: 10 pm The Slightly Re-Engineered People. Soft 9. 2 Security Oglethorpe E Thursday, 3: 10 pm How to Better Manage Your Assets in People. Soft 9. 2 Oglethorpe F/G Thursday, 4: 10 pm Getting Ready for People. Soft 9. 2 General Ledger Oglethorpe E Thursday, 5: 10 pm In People. Soft 9. 2, Workflow is Overflowing! Oglethorpe E Friday, 9: 30 am People. Soft Query Oglethorpe E
Questions?
University System of Georgia Information Technology Services
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