Iris project update
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IRIS Project Update. IRIS Steering Committee March 28, 2006. Today’s Agenda. Training and Security Update HR/Payroll Go Live Hospital Inventory Go Live FES Update Availability Control Meeting . Training Plans and Roles. ASOs approved training plans for >650 individuals.

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Iris project update

IRIS Project Update

IRIS Steering Committee

March 28, 2006


Today s agenda

Today’s Agenda

  • Training and Security Update

  • HR/Payroll Go Live

  • Hospital Inventory Go Live

  • FES Update

  • Availability Control Meeting


Training plans and roles

Training Plans and Roles

  • ASOs approved training plans for >650 individuals.

  • In a separate review process, ASOs approved display-only security roles for ~160 people and roles that allow editing/creating for ~475 individuals.

  • HR and Training Teams reviewed discrepancies and have been working with ASOs and business officers to address them.


Role modifications for go live

Role Modifications for Go Live

  • We have temporarily modified the roles of 90 people with business officer roles to provide access to Time Management this week for those whose role:

    • included time responsibilities, AND

    • the individual had completed the time class, BUT

    • the individual had NOT completed one or more other classes.


Training and statements of responsibility

Training and Statements of Responsibility

  • ~260 users have signed the SOR and completed  training

  • ~320 people who have editing roles have signed the SOR, but have not completed training

  • ~100 people who have display-only roles have signed SOR, but have not completed training

    NOTE: Executive training scheduled for this week and next

  • ~60 people have not signed the SOR, and have not completed training


Training snapshot

Training Snapshot


Hr payroll update

HR/Payroll Update

Racing to the Finish Line!


Hr payroll update1

HR/Payroll Update

Conversions are

BEAUTIFUL!

  • Worked around the clock loading data

  • 321 errors in loading

  • Errors addressed on Saturday, March 25

  • Additional records clean-up due to problems with HRS assignments


Hr organizational structure

HR – Organizational Structure

  • HR Organizational Structure:

    • “Drag and Drop” changes in the org structure

    • Roles* have been assigned in production

      *Statement of responsibility required

      *Completion of training required


Hr payroll update2

HR/Payroll Update

  • Communication with End-users

    • End-user Listserv – one way

      -Over 500 subscribers-

    • End-user Discussion Listserv

      -Over 120 subscribers-

    • IRIS web site

    • Go Live Kits

    • myHelp (includes Quick Reference Cards)


Hr payroll help available

HR/Payroll – Help Available

Command Center

  • Monday – Friday, 7:00 am – 6:00 pm,

  • Phone number: 257-1300

  • Operational March 29-April 28; re-opens May 17-23

    Walk-in Centers

  • 72 McVey Hall (8:00 – 4:30)

    March 29, 30, 31 (time-entry help available)

    April 5

    April 12, 13, 14 (time-entry help available)

    April 19

    April 26, 27, 28 (time-entry help available)

  • 317 Wethington Building (8:00 – 4:30)

    April 4, 11, 18, 25


Hr payroll go live schedule

HR/Payroll Go Live Schedule

  • System scheduled to open on March 29, 2006.

  • First payroll in IRIS HR/Payroll:

    • Biweekly Final Runs on April 4, 2006

    • Biweekly Pays on April 7, 2006

    • Monthly Final Runs on April 20, 2006

    • Monthly Pays on April 28, 2006


Hospital inventory go live

Hospital Inventory Go Live

  • Go Live Details

  • PICIS

  • Omnicell

  • Master Data

  • Training and Support


Fes update

FES Update

  • Process changes in new system (06-07)

  • FES training schedule

  • Interim processing (April-June 05-06)


Fes interim period background

FES Interim Period - Background

  • April 1 - June 30, 2006

  • DOEs are based on annualized effort over the UK fiscal year

  • Need to be able to certify full year

  • The current FES system will continue processing faculty effort until June 30, 2006


Fes interim period processing

FES Interim Period Processing


Fes interim processes

FES Interim Processes

  • April 1, 2006 through June 30, 2006

  • FES faculty will be paid on a clearing cost center (at the department level) by IRIS HR/Payroll beginning April 2006 (monthly pay period 04)

  • HR/Payroll will update FES with the faculty base pay

  • The current FES reallocation process using the FES DOE information will record the payroll distribution in IRIS FI (financial accounting) and will update the HRS labor distribution


Fes interim processes1

FES Interim Processes

  • April 1, 2006 through June 30, 2006

  • The FES Labor Distribution by Department report on Beta93 will show the FRS accounts that were affected.

  • Existing full-time faculty prime positions and assignment changes will need to be maintained in HRS payroll for the interim period.

  • New full-time faculty prime positions and assignments will also need to be added to HRS.

  • Changes to HRS will need to be communicated to Sponsored Projects Accounting.

  • On July 1, 2006, the FES replacement system will go live and process directly with IRIS FI and HR modules.


Fes interim processes hrs entry for faculty

FESInterim ProcessesHRS Entry for Faculty


Fes interim processes hrs entry for faculty1

FESInterim ProcessesHRS Entry for Faculty


Fes interim processes2

FES Interim Processes

  • Tools to reconcile during the interim period

  • HR Labor Distribution

  • FES Labor Distribution on Beta93

  • FI posting by document type (Y5)

  • Ledgers for clearing cost centers

  • FES online screens P32, P33, P46, P47

  • Cross-reference for G/L accounts http://www.uky.edu/IRIS/FI/glaccts.html

  • Cross-reference for chart of accounts http://www.uky.edu/IRIS/FI/Chart/


Iris fes

IRIS-FES


Iris fes replacement system

IRIS FES Replacement System

  • May 2006

  • New IRIS FES replacement system goes live FY 06-07.

  • The single DOE form will be available for printing via the web prior to the new FES DOE entry application being available.


Iris fes replacement system1

IRIS FES Replacement System

  • Beginning July1, 2006

  • What hasn’t changed?

    • Faculty are still required to do a DOE.

    • Departments will send DOE versions to the colleges for approval and the colleges will then forward to Sponsored Projects Accounting for approval.


Iris fes replacement system2

IRIS FES Replacement System

  • Beginning July 1, 2006 – New Requirements

  • Administrators with full-time faculty rank must complete the detailed effort portion of a DOE.

  • Control of distribution in IRIS-HR/Payroll will be optional for administrators. At a future date, colleges may request that this be activated. The Go Live date for controlling distributions will be announced.


Iris fes replacement system3

IRIS FES Replacement System

  • Beginning July 1, 2006 – Process Changes

  • New formula that determines monthly percentages of effort (IRIS FES does not accept negative payroll distribution percentages) A deferred account is no longer needed

  • There must be at least one cost object active for each month in the distribution

  • Reallocations will not be as frequent as the current weekly reallocations – exact schedule to be determined


Iris fes replacement system4

IRIS FES Replacement System

Beginning July 1, 2006 – Process Changes

  • Deferred pay accounting is supported as an enhancement in HR. The FES controlled distribution for 9- and 10-month faculty will start in August and end in May.

  • A Cost Center will be established for each department to record “four partial” grants (now called expected grants), rather than entering the “4” on the DOE (This will be considered sponsored.).


Iris fes replacement system5

IRIS FES Replacement System

  • Beginning July 1, 2006 – Improvements

  • No automatic track splits; must be requested of Sponsored Projects Accounting

  • User can drill down from IRIS FES screens to view detailed IRIS-FI and IRIS HR/Payroll information

  • Legacy FES requires that faculty be added to HRS before DOE can be entered or uploaded from the faculty database. Will be able to enter the DOE data (which will be verified before upload) before the faculty member is hired in IRIS HR/Payroll.

  • Users will be able to print both Draft and Final DOE. The DOE is printed on the local printer.


Iris fes replacement system6

IRIS FES Replacement System

  • Beginning July 1, 2006 – Improvements

  • The FES client will allow the effort and the payroll distribution block to be entered in any order. It will note when the percentages are not in balance with each other.

  • Prior fiscal year DOE versions may be copied to new fiscal year, according to decisions made in each college.

  • When DOE is sent for approval, the data will be sent real time to IRIS. There is no need for a batch upload from the FES client DOE entry to IRIS FES.

  • The approval transaction is in IRIS.

  • Two types of versions – detail effort changes vs cost object distribution changes


Fes training

FES Training

  • Training will be available for FES DOE entry users in May.

  • Training will be split between those individuals who prepare the DOEs only and those who perform HR actions.

  • Roles will be established in security for FES functions that will include basic HR and FI accesses as needed to support the IRIS-FES system.

  • Process includes identification of users of the existing Faculty Database (DOE only) and FES systems.

  • Area Fiscal Officers will schedule training for all users of IRIS-FES.

  • To gain access to the systems, training must be completed.


Availability control grant budgeting

Availability Control (Grant Budgeting)

  • Budgeting - FRS vs SAP

  • How AVC works

  • Timing of AVC

  • Known issues and solutions

  • Discussion


Budgeting

FRS

Object Code

ABR Rule

No Equivalent

ABR Pool

SAP

G/L Account

BudRule

Sponsored Class

Budgeted Sponsored Class

Budgeting


Budgeting1

Budgeting

Sponsored Class and Budgeted Sponsored Class

  • A Sponsored Class may have one or more G/L accounts

  • Sponsored Classes track to a BUDGETED Sponsored Class depending upon the BudRule, just as in FRS different ranges of object codes tracked to an ABR Pool depending on the ABR rule

  • To understand your budget, you need to know the G/L account and the BudRule


Budgeting2

Budgeting

  • ABR 9 BudRule 9

    1000 – AllE500000 – Direct Expenses

    9998 – F&A costsE590020 – F&A costs


Budgeting3

Budgeting

  • ABR 5 BudRule 5

  • 1000 – SalariesE510000 – All Salary & Benefits

  • 3010 – TravelE530010 – Travel – All

  • 3105 – ConsultantsE530130 – Consultants

  • E530170 – Train Participants

  • 3114 – Sub CT < $25KE530200 – Sub-contract < $25K

  • 3118 – Sub Ct > $25KE530201 – Sub-contract > $25K

  • 3050 – Current ExpensesE530300 – Direct Current Expenses

  • 5000 – EquipmentE550000 – Equipment

  • 9998 – F&A costsE590020 – F&A costs


Budgeting4

Budgeting

ABR 4 BudRule 4

1000 – Direct SalariesE511000 - Direct Salaries & BenefitsE513000 - Student Salaries & Benefits

3010 – Travel E530011 - Travel - DomesticE530033 - Travel – Foreign

E530040 - Travel – Student

3105 - ConsultantsE530130 – Consultants

E530170 - Train Participants

3114 – Sub-Ct < $25,000E530200 - Sub-contract < $25K

3118 - Sub-Ct > $25,000E530201 - Sub-contract > $25K


Budgeting5

Budgeting

  • ABR 4 Budrule 4

    3050 – Direct Current ExpE530300–Direct Current Exp

    E534040- Rent/Lease Land/Eqp

    E534041-Rent/Lease – Bldg

    E536120-Patient Care & Support

    3701 – Fellowship Payments E537010 – Fellow/Trainee Stip

    3711 - Grants in Aid - OtherE537030 – Trainee Tuit/Fees

    5000 – EquipmentE550000 – Equipment

    9998 – F&A CostsE590020 – F&A Costs


Budgeting6

Budgeting

ABR 4 BudRule 4

Examples of CAS items possible with approval:

1203 – Secr/ClericalE512030 – Secr/Cler Sal & Ben

3335– Office SuppliesE540334 – Office Supplies

3203 – PostageE530402 – Postage

3031 – Equpmt/Line ChargeE531199 – CAS Communication, includes all the items in left column

3033 – Work Orders

3034 - Cell Phone

3035 – Internet Charges

3036 – Voice Mail

3037- Answering Services

3039 – Pager Services


Availability control

Availability Control

Why do we need AVC?

  • Not in compliance with OMB circulars

  • Not compliant with Federal sponsor regulations

  • Not compliant with UK policies

  • Sponsor audits more frequent

  • Findings may be extrapolated to all other grants from same sponsor


Availability control1

Availability Control

CAS Report example of extrapolation:

  • Monthly FRS CAS report averaged$992,000 per month

  • Federal funds for UK averaged $2,300,000 in 2004-2005

  • Federal F&A rate for 2004-2005 = 47.3%

  • 992,000 * 1.473 =$1,461,216

  • 1,461,216/2,300,000 * 100% =63%Unbudgeted and unjustified expenses on federal and federal flow-thru grants


Availability control timing

Availability Control - Timing

Why turn on AVC now?

October FI Go Live

  • Grants budgets did not post until November

  • Problems with conversion data

  • Spent October dealing with conversion issues with grants

  • November was spent adding the ability to charge F&A costs

  • December was spent correcting F&A postings that were overcharged

  • January first month where these and other issues were successfully resolved


Availability control timing1

Availability Control - Timing

Why turn on AVC now?

October FI Go Live

  • Grants budgets did not post until November

  • Problems with conversion data

  • Spent October dealing with conversion issues with grants

  • November was spent adding the ability to charge F&A costs

  • December was spent correcting F&A postings that were overcharged

  • January first month where these and other issues were successfully resolved


Availability control definition

Availability Control Definition

Availability Control (AVC)

Verifies sufficient budget is available prior to allowing documents to post

Includes three levels of tolerance

Tolerances

Define what type of message is displayed:

Information

Warning

Error


Availability control how it works

Availability Control – How it works

Tolerances are assigned by grant type and sponsored class.

Grant Types excluded:

CB – Cash Basis

HC – Human Clinical

FA – Federal Appropriation (College of Ag)

SF – Student Financial Aid


Availability control how it works1

Availability Control – How it works

Sponsored Classes excluded

All Payroll and Benefits sponsored classes (including fellowship)

  • Other sponsored class overrides:

  • E540348 – Procard default

  • E590000 – E599999F&A costs

  • Revenue sponsored classes – All

  • Will only stop payroll, procard or F&A costs, if the entire grant is over budget.


Availability control2

Availability Control

  • 8 Production Issues Identified

    Status – 7Resolved

    03/01/2006 Service center and recharge centers suspense entries

    Issue: Not getting paid for services

    Status - Unresolved

    Proposal - Set up a overrun cost center per area (at lowest level desired by business officer) to post charges if budgeted sponsored class is over budget


Availability control3

Availability Control

Decision Process:

1. Campus forum held 03/28/2006

2. Summary to be sent to Karen Combs and Dan Wentz for review

3. Summary to be forwarded to the IRIS Project

4. Recommendation and summary will be forwarded to business owners: Wendy Baldwin and Clay Owen


Questions

Questions?


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