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Technology Day - CMS Session -

Technology Day - CMS Session -. Overview: Chris Manriquez Human Resources: John Lynn Finance: Allyson Bates Campus Solutions: Susan Kachner. September 21, 2006 2:15 – 3:00 pm. Agenda. CMS General Items CMS Committee Overviews CMS Support Systems CMS Training & Support

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Technology Day - CMS Session -

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  1. Technology Day- CMS Session - Overview: Chris Manriquez Human Resources: John Lynn Finance: Allyson Bates Campus Solutions: Susan Kachner September 21, 2006 2:15 – 3:00 pm

  2. Agenda • CMS General Items • CMS Committee Overviews • CMS Support Systems • CMS Training & Support • CMS Project Status Updates • Human Resources • Finance • Campus Solutions (Student Administration)

  3. CMS General Items • New CMS Space Plan • Library 6th Floor Space • Became cost prohibitive for improving location • College Park 800 & 830 • House Project Office and the HCM/HR and FIS Projects • Improvements to be made in CP830 • Library 2nd Floor Space • House SA Project • Reorganization of IT Division locations • Utilizing 2nd floor space for meeting / fit gap rooms

  4. CMS General Items • CMS Staffing Challenges • CSUF is encountering difficulty hiring and retaining business analyst and technical staff • Existing Project Requirements have Grown • Timelines for upgrades have been collapsed to a point where they are nearly continuous • Once software is implemented, the BA role becomes important to both operations and upgrades simultaneously • The campus requests for enhancements and bolt-on’s to CMS will continue to grow

  5. CMS General Items • Communication • Redesigning CMS Website to provide timely project updates per Application / Area (October 06)

  6. CMS General Items • Communication • Monthly CMS Divisional Finance Manager’s Meetings • Various Sessions • Finance Demo / Exposure Session (Completed May/June) • Technology Day • CMS Campus Solutions Launch and Demo Session • September 27 in PLN-130, 2 – 4pm • Please forward your suggestions and feedback to cmsproject@fullerton.edu

  7. CMS Committee Overviews • CMS Steering Committee • Finance Big Concepts Review and Approval Process • CMS Finance Management Team • CMS Steering Committee • Big Concepts include: • Definition of Chart of Accounts • Custom Front-End for Requisition Entry • Department Level Security for Custom Front-End Requisition Entry • Custom Front-End for Online Budget Transfer • Two new student representatives on the CMS Steering Committee • Daniel Ramsey and Cailen White ü ü ü ü ü ü ü ü

  8. CMS Committee Overviews • Forms Committee • Completed review for software (E-Forms) • Limited section pool for forms • Recommending E-Forms to CMS Steering Committee • Next steps are: • Discussions on campus wide forms across all applications • Providing a recommendation on campus support needs for form deployments

  9. CMS Committee Overviews • Reports Committee • Steering Committee approved recommendation for software (Brio) • New Committee Chair: Lisa Kopecky • Next steps are: • Discussions on campus wide reports across all applications • Providing a recommendation on campus support needs for report deployments

  10. CMS Support Systems • Brio Hyperion Installation: • Reporting tool to be used by campus to access reports • Brio version 9.0 purchased • Specifying hardware for new installation • Working with Admin and Finance Division for transition plan • Currently using 6.0 • Reporting Committee to discuss access and deployment • Timeline: March 2007 Go Live

  11. CMS Support Systems • File Net Upgrade • Scanning, imaging, and repository • File Net version P8 purchased • Specifying hardware for upgrade • Installation to include E-Forms as an Informed Filler Replacement • Stage releases for Content Engine and Process Engine functionality • Timeline: January 2007 (installation Go Live) • CMS Team will be contacting current imaging end users to ensure minimal or no change.

  12. CMS Support Systems • CMS Data Warehouse • Sun hardware installed and testing in-process. • CO discussing the use of newer EPM 9.0 software for 8.9 DW installations • may include additional costs (installation and hardware) • Planning begun on disaggregating of current campus data warehouse (Ziggy) • Timeline: September 2006 (8.0 installation Go Live) • Timeline: March 2007 (Anticipating installation of EPM 9.0 for 8.9 HR and Finance depending on CO decision)

  13. CMS Support Systems • CMS Portal Integration • Selection of a People soft / Oracle tool • Driven by Student Admin application • Examining these applications and toolsets needed • Timeline: October 2007 (Implementation Go Live) • CMS Software Development & Operations • HCM/HR 8.9 instances now available (**) • HCM/SA 8.9 instances now available (**) • FIS 8.4 instances now available ** Collaborative development in HR/SA

  14. CMS Training & Support • Training and Support working closely with all application areas (HR, Finance and Student Admin) • documenting fit/gap and IDP sessions • assisting with testing end-user functionality • creating user training guides including web-based tutorials • Training and Support will be working with all divisional coordinators • to create a training plan and schedule that will accommodate campus users.

  15. CMS Project Status Updates

  16. Tech Day – CMS Session CMS Human Capital Management / Human Resources (HCM/HR) Status Update

  17. HCM/HR Project Upgrade & Implementation Timeline • March 2007 Campus Go-Live • HCM/HR 8.9 Upgrade • Retrofit existing functionality • Addressing Central and Campus Issues & Concerns • Design is 90% complete • Functional specifications to be completed • Development in-process • Retrofitting current modifications • Developing revisions requested from Fit Gap & Design Review Sessions • To be completed mid-October • Testing to begin in October

  18. HCM/HR Project Upgrade & Implementation Timeline • March 2007 Campus Go-Live (cont.) • Absence Management • Pending receipt of the Absence Management setup from CMS Central • Replaces Leave Accounting and Positive Pay • Design Stage in-process • Module Fit Gap sessions scheduled to begin week of 10/02 • User Work Team Design Review sessions targeted for November timeframe • Development to begin in November • Testing to begin in December

  19. HCM/HR Project Upgrade & Implementation Timeline • March 2007 Campus Go-Live (cont.) • Distributed Functionality • Temp Faculty Modification • Student Worker Modifications • Incorporating campus suggestions / feedback

  20. HCM/HR Project Upgrade & Implementation Timeline • July 2007 Campus Go-Live • Labor Cost Distribution • Process within CMS HR where state paid earnings, taxes and deductions are associated with the appropriate combination of Finance chartfields. • Design Stage in-process • Module Fit Gap sessions completed • User Work Team Design Review sessions targeted for October / November timeframe • Development to begin in November • Testing to begin in December

  21. HCM/HR Calendar of Events • Campus Involvement • User Work Team Design Review Sessions • Completed • Student Worker Modification • Temp Faculty Modification • Yet to be Completed • Labor Cost Distribution: October / November timeframe • Absence Management: November timeframe

  22. HCM/HR Calendar of Events • Campus Involvement • User Work Team Testing • Temp Faculty Mod: 8 hours week of 1/15/07 • Student Worker Mod: 8 hours week of 1/22/07 • Absence Management: 8 hours week of 2/12/07

  23. Web Functionality Benefits

  24. HCM/HR 8.9 Functionality

  25. HCM/HR 8.9 Functionality

  26. HCM/HR 8.9 Functionality

  27. HCM/HR 8.9 Functionality

  28. HCM/HR 8.9 Functionality

  29. HCM/HR 8.9 Functionality

  30. HCM/HR 8.9 Functionality

  31. HCM/HR 8.9 Functionality

  32. Tech Day – CMS Session CMS Finance Status Update

  33. Introduction of CMS Finance Team • CSUF Team • Business Analysts • Allyson Bates, Lead Business Analyst • Shelly Montoya, AP Business Analyst • Joan Horn, PO and Asset Mgmt Business Analyst • Lynn Cayas, GL/Budget Business Analyst • Technical Team • Documentation / Training & Support Team • Subject Matter Experts • Module Work Teams & User Work Teams • IO Consulting Team • Gary Murphy, Joe Lipnisky, John Leary

  34. Finance Project Implementation Timeline • July 2007 Campus Go-Live • 8.4 implementation vs 8.9 implementation • Modules • GL / Budget • Procurement • Accounts Payable • Asset Management • Accounts Receivable & Billing

  35. Functionality / Benefits of CMS Finance • Enhanced reporting capabilities • Campus Community reporting • Chancellor’s Office required reporting • State required reporting • Opportunity for Business Process improvement • Budget transfers • Requisition entry / approval • Recharge / reimbursement activity • Reports

  36. Finance Calendar of Events • CMS Divisional Finance Coordinators • Completed • FIS System Exposure – Overview of CMS “baseline” system • Desktop Reviews – 1:1 meetings to review FRS Web, FIS reports, etc. • Divisional Finance Coordinators continue working with their CMS Divisional Finance Support Groups • In Summer 06: Discussion materials included: Process maps, chart of accounts, FRS conversion mapping, FIS interfaces, department reporting tree, distributed end user reports, distributed end user forms, issues & concerns • Continue Divisional Finance Coordinators monthly meeting

  37. Finance Calendar of Events • CMS Module Work Team • Training • GL/Budget, PO, AP – Completed • AR/Billing – October • Asset Management - November • Fit Gap • GL/Budget and PO – In process • AP and AR/Billing – to begin in October • Asset Management – to begin in November • Development: to begin end of September • System/Acceptance Testing: to begin January 07

  38. Finance Calendar of Events • CMS User Work Team • Information Meeting on September 22nd • To review Fit Gap process, schedule and roles/responsibilities • Training & Fit Gap • PO – October 3-5 • GL/Budget – October 17-19 • Dates to be determined for future sessions • Accounts Payable • Asset Management • AR / Billing • Reports • Forms

  39. Finance Calendar of Events • Fit Gap Training with User Work Team • Conduct System Overview • Review process maps per divisional feedback (integration points) • Fit Gap with User Work Team • Review Decisions and Outstanding Issues from Module Work Team Fit / Gap • Review divisional issues & concerns and resolution • Hold design sessions for gap customizations • Req Entry • Fund transfers • Chartfield change request form • “Common” Distributed End User Reports • Common” Distributed End User Forms

  40. Tech Day – CMS Session CMS Campus Solutions (Student Administration) Status Update

  41. Introduction of CMS Campus Solutions Team • CSUF Team • Susan Kachner - Project lead and Campus Community module lead • Nancy Dority - Admissions module lead • Melissa Whatley - Records module lead • Maria Mezhinsky - Academic Advising module lead • Jan Burnham/Zia Qureshi - Student Financials module lead • Ann Sciortino - Financial Aid module lead

  42. Introduction of CMS Campus Solutions Team • Cedar / Crestone Team • Jan Loomis - Project manager consultant • Melanie McClellan - Admissions consultant • Ryan Meyers/Paul Rhinehart - Records consultant • Bonnie Schmidt - Academic Advising consultant • Jay Baruch - Student Financials consultant • Laura Savage - Financial Aid consultant • Fortino Lopez, Tian Xin – technical consultants

  43. Campus Solutions Project Implementation Timeline • Phased-In Implementation Go-Live Dates • Course inventory (catalog) – August 2007 • Summer and Fall 2008 class schedules – September 2007 (begin schedule build) • Admissions applications for Fall 2008 –October 2007 • Financial Aid ISIR’s loaded for 2008/09 – February/March 2008 • Registration/Fee payment for Summer 2008 – April 2008 • Grading and transcripts in CMS – Summer 2008

  44. Functionality / Benefits of CMS Campus Solutions • Secure web-based access to CMS Student Administration available 24x7 • Web-based self-service functionality for faculty and students (replacing TITAN Online) • available 24x7 • will handle a much larger load of simultaneous users • Student self-service access to see and update more information than they can in TITAN Online • including viewing/changing address data

  45. Functionality / Benefits of CMS Campus Solutions (cont.) • Faculty self-service access to real-time class lists • with easy ability to email students in the class and post grades on the web • Articulated transfer coursework will be used in pre-requisite checking • A more readable degree-progress report • Registration wait listing functionality that we may choose to utilize

  46. Functionality / Benefits of CMS Campus Solutions (cont.) • Will provide CSU Fullerton opportunities • To examine, revise and streamline current business processes • To improve documentation and training • CMS Central will handle implementing all regulatory and CSU-mandated changes for all 23 campuses • eliminating the need for all 23 campuses to do this independently • There is an opportunity to share best-practices, modifications and reports across all CSU campuses

  47. What is an IDP? • Interactive Design & Prototype (IDP) sessions • Examine current business processes in and identify how those processes will change in PeopleSoft • Begin to identify any modifications we need in PeopleSoft • Setup of CMS tables (see examples below) • Careers, programs, plans, sub-plans (all our majors, minors, concentrations, etc.) • Colleges, departments, subject abbreviations • Degree audit rules • Begin data conversion from SIS+ • Begin identifying critical reports and write them in the PeopleSoft environment

  48. Campus Solutions Calendar of Events • Overview training held August 7-10 • Academic Structure IDP sessions held August 14-24 • Campus Community IDP sessions held August 28 – September 14 • Consultants will “preview” their functional area September 18-28

  49. Campus Solutions Calendar of Events • IDP sessions for these modules will begin October 2nd • Admissions • Academic Advising • Records • Financial Aid • Student Financials IDP sessions will begin in January 2007 • CMS Campus Solutions (Student Admin) Launch and Demo • September 27 in PLN-130, 2pm – 4pm • CMS Campus Solutions Overview • Demonstration of Self Service for students, faculty and staff

  50. CMS Project Status Update • ERP System • Campus-wide Project • Working together across all applications • LCD: HR & Finance • Campus Community: Campus Solutions & HR • Student Financials: Campus Solutions & Finance Please forward your suggestions and feedback to cmsproject@fullerton.edu

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