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IRIS Project Update
IRIS Steering Committee
July 26, 2005
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Todays Agenda
Time Management Update Geoff Malloy
Go Live Plan Kathy Hamperian
Security Update Lee Nelson
Team Updates Functional Leads
Questions
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Changes in Time Management
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Time Management
Assignment of Overtime Calculation
Calculation of Overtime Costs
Retirement Eligible Wages
Vacation/TDL/Holiday Accruals
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Go Live Plan
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Production Readiness Cutover Plan
Production System Ready
Production Conversion
Master data load and verify
Transactional/summary data
Enhancements Ready for Migration to ProductionInterfaces Ready for Production
Reports Ready for Production
Security Ready for Production
End User Training on Target
Batch Processing and Scheduling Ready for Production
Communication to University
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Production Readiness Cutover Plan
Plan to include information from teams involved in the first go-live:
FI
MM
CM/Student Accounting
Security
BASIS
Enterprise Portal
Business Warehouse
Development
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Security Update: FI/MM Security in SAP
Role-based security
Defined by how each user (or group of users) willinteract with the system
Transaction (update & Display)
Purchasing
Accounting
Display only
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Central Office User Roles
These Users work in central offices (such as Accounting,Accounts Payable, Sponsored Projects Accounting, andPurchasing).
As it is today, users within these departments are notrestricted below the transaction level. If a Central OfficeUser has access to a transaction (example: CreatePurchase Order), the user may assign the cost to any
cost center.
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General User Roles
A General User is a user who does not work in a centraloffice (such as Accounting, Accounts Payable,Sponsored Projects Accounting, and Purchasing).
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Update Roles for General Users
Purchase Requisitions A user who has access to create
purchase requisitions will not be restricted by cost center (FRSAccount). This will enable users to share costs of purchasesacross multiple accounts. NOTE: A Purchase Requisition mustbe approved (Departmental Approver) before it can be convertedto a Purchase Order. Only Central Purchasing can createPurchase Orders.
GL Document Parking (IDIV) A user who has access to park GLpostings will not be restricted by cost center (FRS Account).This will enable users to enter IDIVs online, eliminating therequirement to fill out a paper form that has to be keyed by theaccounting office. NOTE: A parked document must be posted
by the central accounting office.
Funds Reservation - General Users will have access to earmark(encumber) budget.
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Update Roles for General Users
Requisition Approvers Users with this role haveaccess to release/approve requisitions. Approverswill only see and be able to approve requisitions thatare associated with their department(s).
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Display Roles for General Users
Purchasing Data Display Users with Purchasing Data Access
will be able to view Master Data (Vendors, Materials), PurchaseRequisitions, Purchase Orders, Goods Receipts, Invoices, andPayment Information.
Financial Data Display Users with Financial Data Access will beable to view master data (Cost Centers, Internal Orders, Funds,Fund Centers), G/L postings, Invoices, Payment Information,
and Budget Transactions (Commitments, Supplements,Transfers).
Most General Users have both Roles.
Based on feedback from the Coordinating Committee anddiscussion during Steering Committee meeting on 06/28/2005,view access to Financial Data will be open/unrestricted.
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Authorization Options
Open
Access to functionality
Elimination of paper processes (IDIV)
Ongoing maintenance
Partially Restrictive
Access to functionality within area Elimination of paper processes within the area (Cross area will
require paper.)
Additional Ongoing maintenance
Highly Restrictive
Reduced access to functionality
Paper processing for all IDIVs will continue.
Additional resources will be required for implementation andongoing maintenance.
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Alternative Access to Information in SAPSystem
Partially Restricted Access to Area
President
Provost
EVPFA
EVPHA
Research
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Team Updates
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The Project no longer has a team designated as Change
Management
No consultation on Change Management
The Project has a Training Team and a Communication
Team
Blueprint called for the Change Management Team tocomplete: Workforce Analysis and Report
Will not be completed in Phase I Functional Teams overloaded
Not enough time
Change Management
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Financials
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Financial (FI) Update
Tasks recently completed:
Organizational structure- academic units
First cut of roles for security
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Financial (FI) Update
Tasks currently being worked on:
Cycle 2 Integration testing
KMSF component
Reporting priority list
Interface transaction testing
Faculty Effort Advisory Committee
Endowment System replacement
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Financial (FI) Update
Tasks forthcoming:
Report Development
End-user training
Production Data Conversion
Grant data conversion (OSPA)
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Materials Management
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Materials Management (MM) Update
Tasks recently completed:
Conducted Integration Testing (Purchasing Staff,A/P staff and end-users)
Configured and Tested Requisition/PO ApprovalWorkflow
Completed first phase of Department ApprovalData Collection
Reconciled the business requirements for GoodsReceipt between Hospital and Campus
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Materials Management (MM) Update
Tasks recently completed (contd):
Validated Automatic Account Determination forHospital (in coordination with FI Team) to supportPurchasing and Goods Movement
Coordinated with IRIS Security to createauthorization profiles for approvers
Created Cut-over plan for October 1
Identified Reporting requirements
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Materials Management (MM) Update
Tasks currently being worked on:
Data Collection of Requisition Approvers
Work with Training Team and Purchasing Staff to
prepare materials and staff for end-user training
Development of custom front-end (forms) forhospital procurement
Training for Accounts Payable Staff
Finalization of Master Data for conversion
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Materials Management (MM) Update
Tasks forthcoming:
Completion of cut-over plan
Final preparation
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Campus Management
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Performance testing of ISIR load programscompleted. Load time of more than 9,000 InstitutionalStudent Information Records (ISIRs) reduced from 16hours to hour.
Final review of reloaded ISIR initial data, ISIR specialconditions, document tracking, need analysis, and ISIRcorrections modules will be completed this week.
Configuration and testing of Budget Module 50%complete.
Financial Aid
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Conversion of active financial aid fund subcodes toProSAM Aid IDs - 90% complete.
Packaging and Notification modules - next areas offocus.
Sigma, UK ProSAM Team, Financial Aid Office staff,and KY Higher Education Assistance Authority(KHEAA) personnel to meet August 4 to discuss KYState Scholarship Programs (CAP and KEES) and
processing of Federal Family Education Loans (FFEL)in ProSAM for 2006-2007.
Financial Aid
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Creation of Student Statuses
Header and Tab Customization
Communication Committee
Web content for IRIS CM page
Business Add-ins (BAdIs) for Appraisals
Holds and Hold Types
Student Administration
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Security Roles
Testing
Training
Data Conversion
Crosswalk Tables
Charges and Payments 95%
Financial Aid Table 75%
Student Accounting
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Human Resources Update
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HR IRIS team completed
integration test scenarios
Subject matter experts(SMEs) integration testing
in progress
Human Resources
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Still 6 months out from the
HR go-live date
Large, complex job toconfigure the SAP systemto provide UK functionality
New eyes andperspectives to help usidentify problems andmissing functions
Human Resources
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The hard work of these
SMEs is critical to meetingour goal of a stable,functional HR system.
Human Resources
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Our next step is to
compare payroll files forthe entire campus. We willuse information from HRSto set up and run payroll in
SAP HR and then comparethe results.
We are working with thedata conversion team to
create the SAP HR payrollfile.
Human Resources
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Finally, we will pick a sub-group of the campus forparallel payroll testing.
Human Resources
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Training Update
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End User Training Update
1. Area Security Officers have assisted in the
identification of the training plans for end-users for theOctober 1, 2005 Go Live. Those plans have beendistributed to the campus community
2.
Registration for classes has begun. Everyone shouldregister and attend classes early. There are limitedofferings of the courses to accommodate the largenumber of people to be trained in multiple classes.
3. Individuals must use their AD log on id and passwordto enter the registration site.
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End-user Training Update
Train the Trainer courses are scheduled for the nextthree weeks to get Subject Matter Experts andvolunteers prepared for their roles in the classroom.
UK-specific help that is context sensitive is beingdeveloped and will be available to end-users via SAPand through the IRIS website.
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Class Schedule Outline
UK100 SAP Awareness and Navigation kicks off onAugust 1.
Level 200 courses (specifically Req to Check and
Finance Overview) begin August 1.
and August 8.
Role-based Training begins August 15 and continuesuntil post go-live.
An Executive Briefing course is in development andtargeted for September delivery.
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Business Warehouse
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Identification and prioritization of existing reports
Training, planning and infrastructure
Review of R/3 reports and BW Business Content (datastructures, extraction jobs, and reports)
Definition of BW scope for Phase I
Delivered and custom work
Defer Student Accounts due to new release
BW Advisory Committee Input policy and procedure decisions
Working committee testing, report development, training