UWinsite Finance Change Impacts · 2020-04-08 · iExpenses for IOS and Android (App) automatically...

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UWinsite Finance

Change Impacts

UWinsite Finance is the system selected by the University of Windsor

to replace its previous financial information system (JD Edwards/FIS).

UWinsite Finance is designed to:

• facilitate higher transparency

• provide decision makers with better data

• improve the overall financial processing of the University

The projected go-live date for UWinsite Finance is February 1, 2018.

UWINSITE FINANCE OVERVIEW

What is UWinsite Finance?

UWinsite Finance Change Impacts

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UWINSITE FINANCE OVERVIEW

All members of the

campus community

who currently use the

finance system

Who is Impacted?

Any campus members

who travel, procure

goods, or approve

either activity


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WHAT DOES UWINSITE FINANCE LOOK LIKE?


• Opened through any browser

• Tablet style look and feel to the home page

• Icons appear only for areas you have access to

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System Architecture


UWINSITE FINANCE “SOLAR SYSTEM”

General Ledger

Projects (Research & Capital)

iExpenses

Accounts Payable

AR and Billings

“Self Service” Procurement

Contracts and

Purchasing

Planning and

Budgeting

Reporting


• UWinsite Finance is a grouping of “modules” that operate independently but work in harmony

• The General Ledger (GL) is at the centre; transactions flow through modules to arrive at the GL

• Security and access is unique for each of the “modules”

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INTEGRATING UWINSITE FINANCE

WITH CAMPUS SYSTEMS

Payroll “VIP”

Raiser’s Edge

eCommerce

MySuccess

ActiveNet

University Tickets

WebWorks

Pitney Bowes

eRPortal

Alma CentreSuite

Bookware

Food Services

Scotiabank/RBC

General Ledger

Projects (Research & Capital)

Travel and Expense

Management

Accounts Payable

AR and Billings

“Self Service”

Procurement

Cash Management

Planning and

Budgeting

Reporting

UWinsite Systems SIS / Campus Sol’n

CRM


UNIVERSITY ORG CHART:

THE “BACKBONE” OF THE SYSTEM


The University’s Organizational Chart maintained in HR’s Software “VIP” supports UWinsite Finance:

Is the basis for the Chart of Accounts Determines the workflow for

Requisitions and Expenses

Supports the budgeting and planning process

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PASSWORD

No need to learn new ID and Password!

UWIN ID will be used to access all elements of UWinsite

New password requirements will be rolled out before

February (i.e., length, characters, 120-day turnover etc.)


Projects


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RESEARCH GRANTS - TEMPLATES

Research projects in

UWinsite Finance will

be structured in

“templates”

• Semi-automated reporting

• Increase in accuracy

• Enhanced service to PI's

Organized to

match the

external reporting

requirements

(e.g., Form 300)


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SALARY AND BENEFIT COMMITMENTS

FROM VIP

An automated integration will create

commitments automatically within

Research projects for staff salaries and

benefits eliminating a manual process.

The addition of commitments for benefits will

enhance accuracy of data for PI's

Commitments for staff costs are manually added to

JDE using data about salaries only from VIP.

Benefits are not committed for.


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Procure to Pay


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PAPERLESS PROCESSING

All processes will move to paperless, including approvals.


Attachment capability to expense reports for

documents including receipts, pre-approval,

and agendas.

iExpenses for IOS and Android (App)

automatically sends your receipts to your

expense report

The VIP hierarchical data will be integrated

into UWinsite Finance such that approvals are

automatically routed to the one-up approver

and the owner of the business unit

Pre-approval of travel embedded in UWinsite

Finance

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SUPPLIER MANAGEMENT

A review/audit process will be invoked to

ensure integrity of supplier information.

UWinsite Finance has rebuilt the supplier

database.

• Approximately 1,000 suppliers will be

available at go-live.

Suppliers must be added to the system

BEFORE a requisition can be issued.

• A form will be available to communicate

supplier info to the Procurement office.


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ONLINE REQUISITIONING

Electronic approval processing means no

more physical signatures and allows you to

easily track your orders through the

approval workflow.

Online requisitioning will replace paper-

based reqs. Online requisitions are built by

entering individual requisition lines.

Default chart of account mapping based on

who you are and what you are buying.


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ONLINE RECEIPT OF GOODS/SERVICES

Campus members who requisition goods/

services will be required to mark items as

“received” in the system.

Acknowledging “receipt of goods/services”

replaces the positive/negative approval

process.

Better practice of creating a 3-way match

between the PO, invoice and receipt before

a payment can be issued.


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PROCESSING INVOICES WITHOUT A PO

A “payment request” form has been developed

to facilitate the payment of invoices where

issuing a PO wouldn’t “fit”.

• i.e. payment of guest speakers, student

recruitment, utilities, taxes, etc.

Consistent with purchasing policy, the system

will not allow invoices to be paid without a PO.

Campus community is encouraged to use a P-

card whenever possible.


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18 UWinsite Finance Change Impacts

Expense Reimbursement

EMPLOYEE BANKING INFORMATION

Employees can add multiple bank accounts

and select a specific account for

reimbursement for each expense claim.

UWinsite Finance is migrating banking

information from FIS for employees who

have previously filed expense

reimbursements.

Each employee has the ability to update

their own banking information online in

iExpense.


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ONLINE IEXPENSE CLAIMS

Electronic approval processing means no more

physical signatures and allows you to easily

track your claims through the approval workflow.

Online iExpense claims will replace paper-based

cheque requisitions and travel claim forms.

Your accounting information will default based

on who you are.


BUILD YOUR EXPENSE CLAIMS LINE-BY-LINE

Built-in logic to ensure claims adhere to

travel policy.

Line-based expense claims enable more

accurate treatment of sales tax rebates.

Build individual expense lines and then

assemble multiple lines into a single claim.

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Attach your receipts and other back-up

information to each expense line for ease of

tracking.


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Planning & Budgeting


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COMMITMENT CHECK AGAINST BUDGET

High volume of

budget transfers

required

Campus budgets at a

granular level

Commitment checking

will occur at the highest

level within the natural

accounts structure

Speed up the PO,

Expense processing

Reduce the volume

of budget changes

required

Current

New


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ENHANCED BUDGETING AND

FORECASTING

Budget

Development

Budget Development

Forecasting

• Campus community empowered through

enhanced planning

• Clear planning for one time funds encouraged

• Direct link to VIP

• Opportunity for monthly forecasting

• Scenario planning encouraged

• Increased transparency for Faculties regarding

tuition income

Empowered and informed decision making


General Ledger


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CHART OF ACCOUNTS STRUCTURE

3 Segment

Model

8 Segment

Model Self-service elements of the

system are designed to function

without knowing the "numbers"

Higher levels of governance

and control

Error reduction


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CHART OF ACCOUNTS 2.0:

THE TRANSFORMATION

Singular definitions for each element of the chart string = Better Consistency

Department is based on the University’s

organizational structure.

Generally, a Department has a Dean, Head, AAU,

VP or ED.

Program is a tool to

distinguish the different ongoing

activities of a department.

Trust Accounts are Programs.

Project is a distinguishable initiative with an end date.

Research Grants and

Capital Projects are Projects.

Natural accounts are the “what” of

the transaction (what you

bought, what you earned).

Classification is used for central

tracking and budgeting purposes.

For example travel can be tracked as for

PD.

Fund Department Program Project Natural Classification Inter

Fund

Future Use

Fund Business Unit Object, Sub-Object

Chart 1.0

Chart 2.0


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PURCHASING CARD TRANSACTIONS

• Transactions come into

the system as invoices

Extended window for

corrections ten (10)

business days

• P-Card reclassification

will occur in Scotiabank

Centre Suite system

• Redesigned mapping of

transactions

Your expenses are

automatically charged

to the correct natural

account

Enhanced information


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JOURNAL ENTRIES

JE's required by campus community members can now be done via a very intuitive

Excel template

This template will be available to the entire campus community

Currently, the process of preparing a journal

entry in FIS is cumbersome, unintuitive, and

must be done while logged into the system


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Reporting


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ENHANCED REPORTS

Designed to facilitate end-user decision making

Clear, concise, and includes graphics

Detailed, available in Excel


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MONTH-END PROCESS

3 Business

days for the

month-end

close process 7 Business

days for the

month-end

close process

Current New

This will allow for the closure of modules and

reconciliation of clearing accounts


Key Messages


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CHANGE IMPACTS

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Here is what our campus is talking about when it comes to UWinsite Finance:

The data that we will have will be

POWERFUL!


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UWinsite Finance Change Impacts · 2020-04-08 · iExpenses for IOS and Android (App) automatically...

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