IRIS Project Update

1. IRIS Project Update IRIS Steering Committee March 22, 2005

2. Agenda • Project Team Updates • Campus Management Timeline Changes • HR Integration & Parallel Test Planning • Employee & Student ID Synchronization • HR, FI, CM Organization Structure Synchronization • Budget Preparation Update

3. Functional Team Updates • Financial (FI) • Materials Management (MM) • Human Resources and Payroll (HR) • Campus Management (CM)

4. Financial (FI) Update Baseline Unit Testing • Completed • CO (Costing) • FM (Budget Management) • GL (General Ledger) • To be done (this week) • GM (Grants Management)

5. Financial (FI) Update Other Tasks • Claim-on- cash testing • Chart of Accounts • Presentation to committee-3/24/2005 • Effort Specifications • Released to potential consultants • Work with SAP to direct development to support UK

6. Financial (FI) Update Other Tasks • Object code structure and review • Organizational structure • Integration points with CM, HR, MM • Development of document types and number ranges for interfaces Todd Hickey joined team to fill position formerly held by John Tripure.

7. Materials Management (MM) Update Current Realization Activities • Baseline Configuration • Purchasing • Hospital Inventory Management • Documentation • Configuration Scripts • Test Scripts • Unit Testing • Customer Outreach - Requisitioners

8. MM: Baseline - Campus Configuration, Documentation & Unit Testing • Vendor Master • Requisition for Consumption Item – Cost Center, WBS, Internal Order, CC w/ IO, Multiple Account Assignment • Purchase Order for Consumption Item- Same variations as Requisition • Request For Quotation • Framework Order (Blanket Order) • Contract • Goods Receipt • Invoices Receipt

9. MM: Baseline - Hospital Configuration, Documentation & Unit Testing: Includes Campus Baseline and: • Material Master • Requisition for Material – Stock, Non-stock and Non-valuated • Purchase Order for Material – Stock, Non-stock and Non-valuated • Reservations • Goods Movements – Goods Receipts, Goods Issues • Stock Transfer (Storage Location to Storage Location) • Physical Inventory/Stock Adjustment

10. MM: Hospital Project Integration • PICIS • Hospital OR Scheduling System • Go-Live Date between August and October • Interface to current ESI, then SAP • Par Level Management System • Investigating available options • EDI Translator • Investigating available options

11. MM: Customer Outreach • Met with 15 UK Requisitioners from a cross-section of departments to demonstrate Basic SAP Purchasing functions. • Received positive feedback on basic functions and level of perceived complexity • Will continue to meet periodically with customers to obtain feedback.

12. Human Resource/Payroll (HR) Update Baseline Configuration • Personnel Administration • Organizational Management • Benefits • Payroll • Time Management Unit and Integration Testing • Unit – to be completed by 5/15 • Integration – 6/20 to 7/29

13. Campus Management (CM) Update Major focus is the configuration of Master Data and Business Process requirements • External Work (test scores) • Cash Desk Functionality • Posting Functionality • Sigma – Financial Aid Req. • Academic Calendar • Academic Structure • External Organizations • External Qualification Upcoming Configuration • Manual Credit Postings • Manual Debit Postings (Charges) • Financial Aid Integration • Academic Scales • Performance Indices • Holds and Statuses

14. Campus Management (CM) Update Working with other Module Teams to clarify integration points • Automatic determination of General Ledger Accounts, Cost Centers, Fund Centers, etc. • Financial Aid data elements • Residency • Ethnic Origin • Marital Status • Name Prefixes and Suffixes Revising current work tasks to accelerate Student Accounting functionality • Dunning Activities • Data Conversion • Late Payment Fees • 3rd Party Processing • Creation of Student mini-master • Interfaces

15. Technical Team Update • ABAP Training (6 weeks) • Developing Requirements Technical Specifications • R.I.C.E. Development Interfaces – Accounts Payable Feed, JV Posting Conversions – Vendor & GL Master Reports – Prioritizing FI, HR, and Student Accounting • BASIS and Security Training (3 weeks) • Single Sign-on Progress

16. Project Management Update • Project Plan Refinement • CM Project Plan • Final Configuration, BPP Development, R.I.C.E. Specification and Testing (FI, MM) • Training • Level III Project Team Training • Course Outline Development • Validation of Training Population and Roles

17. Campus Management Timeline

18. Contents • Blueprinted Go Live Dates • Proposed Changes to Implementation Timeline Components and Dates • Reasoning behind Recommendation • Considerations and Risks

19. Blueprinted CM Go Live Dates • Finance and Purchasing October 1, 2005 • HR, Payroll, Hospital Inventory January 1, 2006 • Campus Management • Academic Structure, Visitor Center January 1, 2006 • Financial Aid (Sigma)ISIR Loads February 1, 2006 • Financial Aid Packaging (Sigma) March 2006 • Event (Course) Planning August 2006 • “The Rest”* October 2006 * Student Accounting, Financial Aid Disbursements, Financial Aid Sponsor Accounting, Admissions, Orientation, Recruitment, Booking (Class Registration), Grading, Progression, Graduation, Equivalency Determination, Academic Transcripts

20. Proposal for Revision of Go Live Schedule • The CM Team has recommended a revision to the implementation schedule to accelerate the Go Live of some components of Student Accounting in October 2005 and gradually roll out additional Student Accounting functions throughout 2006.

21. Student Accounting Components Recommended for October 2005 Go Live • Basic Student Data – name, address, Financial Holds, begin collecting bank information for ACH payment). • Student Billing (No Course Details) – Account Statements • Cash Desk (replaces BR Cash) – Incoming Payment Processing • Web Payment – Credit Card • Open Item Clearing – Release of Holds • Outgoing Payments – Excess Financial Aid, Refunds (check and Direct Deposit) Recommended for November 2005 • Percentage-based Late Payment Fee Calculation* • Dunning Notices – Including setting of Financial Holds Remaining Components • Collection Agencies (February 2006) Write-Offs (June 2006) • Financial Aid Disbursements, Fee Calculation (October 2006) * If it is determined that UK will do this.

22. Reasons for Recommendation • Ensured Integration between Student Accounting and SAP Financials. • Reduction of Temporary/Interim Processes • Balanced learning of new processes for SBS and other UK staff • Balanced distribution of work and support across CM Timeline • Utilization of Common Number Assignment (SAP-HR, SAP-CM & Sigma)

23. Timeline Changes: Considerations and Risks End-user Training R.I.C.E. List Synchronization of CM and SIS Timely Decision Making and Acceptance of Standard Functionality Campus Perception of Delay in Accelerated Timeline

24. HR Payroll Integration and Parallel Testing

25. HR Payroll Testing Unit Testing Integration Testing Parallel Testing •Static Comparison •Parallel Processing (Production Simulation)

26. Integration Testing (Late June) Integration Testing focuses on testing and validation of configured processes within HR and the integration of these processes with other modules of SAP and external interfaces (Chronos). Cycle 1 (2 Weeks)  UK IRIS resources & consultants • Each team member will switch roles for cross-exposure • 1 Week of Testing • 1 Week of Issue Resolution Cycle 2 (2 weeks)  Testing conducted by SMEs from across the University to test integration scenarios • Prerequisite of SAP navigation class • Paired up with IRIS functional team members • 1 week of testing • 1 week for issue resolution

27. Integration Testing Dependencies • Conversion of test group by technical team (50+ employees) • Available SMEs • Detailed integration scripts written for testing scenarios Benefits • SME involvement and sign-off • IRIS team cross-exposure • Cycle 1 – weed out common bugs before broader involvement • 4 weeks of integration testing

28. Parallel Testing (beginning early August) Parallel Testing focuses on validation of data and payroll results between SAP and current Systems. Two Types • Static Comparison (1-2 cycles) • Replication of data at fixed point in time (example: End of May) • Focus is on comparing payroll results and accuracy of data migration. • Parallel Process (2-3 cycles) • Replication of Production Environment • Dual Entry Required • Test Retroactive Payroll • Focus on eliminating “What Ifs”

29. Decisions Needed How big a population will be tested in Parallel Processing? Random Sampling vs. 100% • Who will do the dual entry (users)? • Can they be trained in time? • How will testing population be coordinated and supported (logistics)? • Are there sufficient resources and time to reconcile population?

30. Employee/Student Number Synchronization

31. Student Number/Employee Number In SAP, student information is accessed via the student number, and HR information is accessed via the employee number. A method must be developed to synchronize employee and student master records for individuals who are both students and employees. Blueprinted approach: Add characteristic for holding student number in employee master, and employee number in student master. Develop batch program to automate the update of fields based on criteria (Last Name, First Name, Date of Birth, SSN), and to produce a report for manual update where <100% criteria are not met.

32. Revised Approach During the creation of Employee Number (Hiring Action), a delivered BAdi (Business Add-in) is called to read the student database, and return a list of possible matches (Last Name, First Name, Date of Birth). The user can select a match, and employee number will be assigned the same number as the student. If a student does not exist with a match, the system will automatically create a student. The assigned student number will be used for the employee number.

33. Benefits Reduced custom development Student and Employee numbers are synchronized No modification required

34. SAP Organizational Structures

35. SAP Definitions

36. SAP Definitions

37. SAP Definitions

38. UK: Historically, Today, and Tomorrow Historically: • HR and Financial structures have been one in the same. • SIS has maintained structure independently. • Today: • HR will follow FI whenever possible (95% rule). • The CM structure is a branch of the HR structure. (Instructional disciplines do not follow costs.) • Working through the process of blending the FI, HR, and CM structures. • Tomorrow: • Coordination between FI, HR, and CM

40. Budget Preparation Update