Georgia FIRST Financials Financ Roadmap David Nisbet September

Georgia. FIRST Financials Financ Roadmap David Nisbet September 17, 2014 3: 20 pm – 4: 10 pm

Agenda • • Introduction 9. 2 Application Upgrade Schedule Goals and Objectives of 9. 2 Upgrade Institutional Involvement Institutional Consolidation Update on Current 8. 9 Production Current Challenges and Pain points Looking into the future

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 access and institutional development

Institutional Involvement • • • Institutional Retrofits Preproduction Clean-up Security Setup Training UAT Production Cutover and Validation

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

Institutional Consolidation We are here Project Kickoff Meeting with USG team May 2014 Review Configuration Options Complete Department numbering July 2014 October 2014 Compare configuration and reconcile differences Create project work plan and schedule Complete Integration and Interface Design Complete Security and Workflow plan January 2015 Develop payroll interfaces Complete Conversion plan for all key data elements (projects, assets, open Items, beg balances) Test any configuration changes and Budget Prep Extracts Begin Budget Prep April 2015 Final testing of Conversion routines and integration points Convert open POs Transition to SHARE Accounts and Vendors July 2015 Final merger and conversion of beginning balances

Current 8. 9 Production • Development Freeze • Resource Contention • Clean up now

Current 8. 9 Production Tickets 4500 4200 4000 3507 3455 3326 3000 2500 2000 1500 1000 500 0 2011 2012 2013

Current 8. 9 Production Tickets by Focus Area 500 456 450 400 361 350 347 300 269 250 208 200 185 161 134 150 100 50 0 Security AP GL PO Technical EXP AM GFM

Current Challenges and Pain Points

Looking Into The Future Three to Five Year Roadmap Priorities Training (Application & GASB) BCR automation and AFR Prep Imaging Grants Solution Budget Amendment with Position tracking/budgeting Budgeting & Planning Solution Contracts (Revenue & Expenses) Vendor Registration (automation of) Historical PO Reporting (Surplus) AR & Billing (non-student) 9. 2 Functionality (Pivot Grids, Workcenters, Connected Queries) Workflow for electronic forms (payment requests, etc. ) Business Unit Specific Configuration Electronic Student Notification Vendor Payment Remittance Sci. Quest Site Licenses (more contracts available) Priority Order 20 18 15 14 8 8 5 4 4 4 3 3 1 1 1 0

Looking Into The Future • Priority took place at the CAO meeting - Mobile Strategy - Budget Prep - Training - Report Automation (AFR/BCR) - Imaging - Grants

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

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