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Financial Systems Needs Assessment

Financial Systems Needs Assessment. New Financial System User Needs: Opportunity to Weigh In. Information Session. FSNA New Financial System – Information Session. Information Session Agenda. Introductions Project Background/Campus Input - Approach Demos Registration Login Navigation

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Financial Systems Needs Assessment

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  1. Financial Systems Needs Assessment New Financial System User Needs: Opportunity to Weigh In Information Session

  2. FSNA New Financial System – Information Session Information Session Agenda • Introductions • Project Background/Campus Input - Approach • Demos • Registration • Login • Navigation • Quick Reference Guide • FSNA Website walkthrough • Q&A

  3. Project Background UW Strategic Roadmap • Financial Systems Replacement Project – Outcome of: • UW Strategic Roadmap (2008) • Comprehensive strategic plan for future of our information and administrative systems • Involved 170 Key Stakeholders across campus • Recommendations: • Replace our financial systems • Redesign business processes

  4. Financial System Replacement Project The Financial System Replacement Project Is a major effort to replace the UW core financial systems FAS BGT PAS

  5. Project Approach A New Approach • Past efforts focused on incremental enhancements • Scope and scale is larger and more complex • Long term solution is much more radical

  6. Project Principles Project Foundation Principles • New system will transform how we do business • System changes of this magnitude take time • Start preparing for change now • Select a vendor package or open source system – not building our own • Minimize customization to reduce risk & cost • No system will meet 100% of our needs • User involvement critical during every phase of the project

  7. Project Life Cycle System Replacement Life Cycle 2008-2009 2010 2011 – 201? Go-Live 20XX Phase 1 Needs Assessment Phase 2 Alternatives Analysis Phase 3 Implementation Planning Phase 4 Design & Development Phase 5 Final Preparation Phase 6 Post Implementation Support Major Investment Funded Funded Timing and funding to be determined at later date Communication Business Process Redesign & Change Management

  8. FSNA Project Activities Project Activities to date: • Interviews: Over 100 interviews with users across campus to better understand issues and document existing business processes • Focus Groups: 26 General Ledger Focus Groups held to determine what is needed in a new chart of accounts • Retreats: 225 campus users participated in retreats to help define requirements for each functional area and to review business processes.

  9. Project Functional Areas in Scope Functional Areas in Scope • Fixed Assets • Purchasing/Receiving • Accounts Payable • Travel and Expense Reporting • Vendor Management • Cost Accounting • Service/Recharge Centers • General Ledger • Grants Management (Post Award) • Project Accounting • Capital Projects • Budgeting • Budget Activity Reconciliation • Accounts Receivable • Debt/ILP • Endowment Management • Bank Reconciliation

  10. FSNA Project Activities Project Activities taking place now: • All campus users of financial systems are invited to provide input on requirements for the new system and to rate current business processes • Input is being collected via a web-based survey • We are gathering high level requirements to help select a system and to help identify process improvements that can possibly start being addressed

  11. FSNA - Campus Input Campus Input - What We Need from You • Review business processes first, then move to requirements • Business (functional) areas are subdivided into major functions and may be subdivided further • Example: Fixed Assets is divided into Additions, Inventory, Maintain Data, etc. Maintain Data is further subdivided into Accounting, Data/System, General, etc. • If we missed something, please add it

  12. FSNA - Campus Input Time Commitment – What to Expect • Time commitment will vary – participants determine what they review and vote on • Participants do not need to review everything • Participants should focus on the areas that impact them the most or that they work with most often. On average, it takes 30 seconds per process or requirement • Participants don’t have to review everything at once. They can access the survey tool, review and provide input, save changes, and come back later. • We are hoping staff will make time for this important feedback and input process. • Validation activities go through December 4th

  13. FSNA - Campus Input Why Campus Input is Critical • Information collected from campus will be used to prioritize process improvement opportunities • Campus input will help to identify missing requirements and to prioritize the requirements for the new financial system • Prioritized requirements will be used to select a system that best meets UW’s business needs

  14. FSNA - Campus Input Need Additional Information? • Want to Learn More about the Project? • Attend an FSNA Project Forum to learn more about the approach and timeline for replacing our financial systems • Want to Learn More about the Survey Tool? • Attend an information session and demo of the Web-based tool we are using to gather feedback • Schedule, FAQs and other information is available on the FSNA website • http://www.washington.edu/provost/oim/SPP/FSNA

  15. Campus Validation Tool Web-Tool (Decision Director) Demo

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