Power User Kickoff Meeting

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Power User Kickoff Meeting

• eUMB Financials and Grants Project
• January 21, 2005

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Agenda

• Welcome
• Overview of eUMB Financials/Grants
• Power User Roles
• The Testing Plan
• The Training Plan
• Chart of Accounts 101
• Wrap Up

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Welcome!

• Orientation to build foundation
• Provide orientation to Financials-Grants
• How why Power Users were selected
• Power User Roles and Responsibilities
• Central Office Power Users
• Department/Unit Power Users

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Overview of the New System
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Campus-wide Legacy Systems That Will Be Replaced

• FAS
• FAS Web (remains as a source of historical data)
• AP sub-system
• Corporate Purchasing Card (CPC)
• Grant billing system (BARS 2000)

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Legacy Systems That Wont Be Replaced

• Pre Award System (ORDs MIS)
• Central Billing System
• Financial Services Working Fund System
• MERTS (Effort Reporting)
• CRIS (FA Proposal System)

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eUMB Financials Grants Release 2
Campus Portal
Purchasing P-Card
Accounts Payable
General Ledger
State of MD Interface
Internal Sys Interfaces
Data Extracts Mission Based Mgmt Other School
Systems
System Feeds SIMS Telephone Vet Resources Freezer
Program Central Billing Prompt Print
HR Payroll Release 1
Operational Reporting RAVEN/Queries/Reports
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What Does All This Mean For You?

• Requisitions Receiving
• Requests for Payment
• P-Card
• Pay Vendors
• Make Deposits
• Post-Award Grant Activities
• Journal Entries, IDTs, Interdepartmental Billing
• Reporting financial status reports for all fund
  types.State, Revolving, Grants, etc.

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Questions
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Power User Roles
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We Cant Do This Without Y-O-U!

• Central offices are learning back office
  functions that make the new system work
• Limited project staff for testing, training
• Limited help desk staff for go-live support
• You know your business best

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Power User Roles

• SUPPORT others in your department or unit as a
  first point of contact after go-live you know
  your business best
• TEST components of the system before it goes live
• TRAIN other users in classroom setting

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What You Bring As A Power User

• Currently work with business processes in one or
  more affected area
• Familiar with how your department/unit does
  business in affected areas
• Often a go to person when others in your area
  have questions
• Could be a go to person in training

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Becoming An eUMB Power User

• Participate actively in Power User Orientation
  sessions (Everyone)
• User Support (Everyone)
• Pre Go-Live preparation
• Support during/after Go-Live

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Becoming An eUMB Power User (contd)

• Testers (approx. 10 people)
• Testing Orientation
• Overviews by Process
• Trainers (approx. 15 people)
• Train the Trainer
• Training Orientation
• Review book(s) and Practice Online

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Where Will You Fit In?

• Department/Unit User Support All Power Users
• Testing Training Selected Power Users
• Power User Profile

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Questions
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User Support
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User Support Role

• Answer basic questions about new system for
  colleagues in department/unit
• Troubleshoot common questions
• Request additional support
• Report new issues
• Preparation
• Attend Power User meetings and regular classes
• Attend Power User meeting just prior to Go- Live

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Questions
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Testing Plan
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What Is The Purpose of Testing?

• System Integration Testing (SIT) tests the new
  business processes in the eUMB system and any
  customized components that have been developed.
• Testing helps identify issues prior to go-live
  and allows for updates to be made quickly and
  efficiently.
• Testing is an essential prerequisite to the
  overall success of the project and provides the
  users with the ability to validate the system
  readiness.

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Who Participates In Testing?

• A handful of Power Users will participate in
  testing and will serve as Subject Matter Experts
  in their departments or units.
• Both Central Services and Departmental personnel
  will be needed to ensure a thorough test of the
  system.
• Testing efforts will be focused according to a
  users current job functions.

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What Is The Timeframe For Testing?

• Testing is slated to begin in March.
• Power Users will be needed for testing from March
  July (Go-Live).
• Approximately 20 time commitment will be
  required.

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How Will Testers Prepare For Testing?

• Testers will attend all 4 Power User sessions to
  become familiar with Business Process decisions.
  
• Testers will participate in a Testing Orientation
  and informal training sessions prior to the start
  of hands-on testing.

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Where Will Testing Be Conducted?

• A dedicated testing room will be reserved so that
  testers can get away from their desks.
• The testing room will be monitored by a eUMB team
  member that can answer questions as the testers
  work through the scenarios.
• The sessions will occur at defined times and
  users will be able to use several resources to
  assist them in testing.

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What Testing Resources Exist?

• Testers will be provided with the following tools
  to assist them in their testing efforts
• Test Scenarios These scenarios will be a
  breakdown of the current business processes for
  Financials Grants within the Departments and
  Central Services.
• Results Log Testers will record their actual
  results in a log and record any issues the
  Testing Manager will monitor any expected vs.
  actual results.

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What Testing Resources Exist? (contd)

• Escalation Process This document will define
  the process for routing issues through the proper
  channels for resolution.
• Implementation Design Documents These documents
  outline the business process decisions.
• Training Materials Any training materials that
  exist when testing begins will be available to
  the testers.

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Questions
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Training
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How Will Users Be Trained?

• Department/Unit users will attend classes led by
  the Training Team, including some Power Users
• Central Office users will attend customized
  classes led by our Crestone consultants or by key
  department managers
• Today we will focus on classroom training for
  Department/Unit users

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What Classes Will I Need To Attend?

• Training will be required for security access to
  the new system
• Your department/unit will determine who will
  fulfill which roles in the new system
• You will need to attend all classes that are
  required for your role(s) in the new system
• System access will be set up after training

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Classes Planned For Department/Unit Users

• Introduction to
• Financials Grants
• Reporting
• Procurement Requisition to Payment
• Accounts Payable Inquiries

• Procurement Card Reallocation
• Post Award Grants Accounting
• Commitment Accounting Update

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When Where Will Training Occur?

• Slated to run May through July
• We will run 3-4 classes per day
• We will use PC classrooms across campus
• Books will be delivered to each classroom

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How Will Power Users Participate?

• We will need approximately 15 additional trainers
  from this group
• Power Users will teach classes related to area(s)
  of expertise

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How Will I Prepare To Teach?

• Power User/Trainers will
• Attend Train the Trainer class
• Preview course materials
• Play in the sandbox environment
• Ask questions of training team or other project
  team members.

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What Is the Time Commitment?

• Preparation Time
• Train the Trainer is a 2-day course
• Prep with materials approx. 16 hours/course
• Teaching Time
• Estimate 4 hours/classroom session
• Estimate 3 hours/demo session

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Questions
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Chart of Accounts
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Objectives For Today

• Introduce PeopleSoft Chartfields
• Transition from FAS to eUMB Financials
• FAS codes versus PeopleSoft Chartfields
• Use of Account Code in HRMS

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FAS Account Model

• Campus Book S/L Acct
  Exp/Rev Code
• 02-1-10625-3752
• school, dept., program, element, sub-element,
  executive level
• The above accounting attributes are hardwired to
  a 5 digit S/L account number in FAS

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Basic PeopleSoft Chartfield String

• PeopleSoft doesnt hardwire accounting
  attributes to an account like FAS. The
  accounting attributes are strung together to
  create what is called a Chartfield String.
• For State Appropriated Funds at UMB the
  Chartfield String will include the following
  attributes and look like this
• GL Business Unit Fund Dept Program
  Account

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Basic PeopleSoft Chartfield String
All other types of resources .(i.e. Revolving
Funds, Grants, Endowment Plant)the Chartfield
String -will include three additional accounting
attributes of PCBU, Project ID and Activity ID
and will look like this
GL Bus Unit Fund Dept Program PCBU
Project ID ActID
Account
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UMB Chartfield String Examples
GLBU Fund Dept Prog PCBU
Project ID ActID
Account
State PSUMB 110 08500000 011

3752 Grant PSUMB 510 10414030 021
00510 00520635 00 Revolg PSUMB
130 10206020 064 00130 00060125
00
3752
3220
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The Before and After Comparison
GLBU Fund Dept Prog PCBU Project ID
ActID
Account
3752
PSUMB
110
08500000
011
3752
PSUMB
510
10403000
010
00510
00528089
00
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Data Entry Tips and Tricks (Usability)

• System defaults set at institution level
• User defaults can be set up at module level
• Drop down selection boxes (pick lists)
• System edits to reduce keying errors
• End users bookmarks to aid navigation
• Role base security

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Next Steps

• FAS Account Mapping to PS Chartfields
• Project team will perform initial account mapping
  
• Will meet with departments to review initial
  mapping
• Opportunity for departmental administrators to
  cleanse current FAS accounts (get rid of the dead
  wood)
• Expect to have some expansion and/or contraction
  of department codes in PeopleSoft
• After account mapping is completed we will focus
  on account balance conversion.

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Questions?
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Power User Profile

• Please take five minutes now to fill out your
  personal Power User Profile.
• At the end of the meeting, place your profile on
  the table by the door.
• Thank you!

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Wrap Up

• Post Go-Live Support
• Power User Fridays in February ?
• February 4 Procure to Pay
• February 11 CA Updates, Central Billing
• February 18 Grants Accounting
• February 25 General Ledger, QA, Reporting

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Presentation Materials

• All Power User presentation materials will be
  posted to the eUMB web site
• http//www.umaryland.edu/eUMB/support/presentation
  s.html

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Questions