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Financials ERP

Financials ERP. ARC Security and Workflow. November 9, 2011. Housekeeping. Please set cell phones and pagers to silent Handouts Note cards for questions Sign-in sheets. Welcome and Introductions. Presenters: Anne Sullivan, Executive Vice President for Finance

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Financials ERP

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  1. Financials ERP ARC Security and Workflow November 9, 2011

  2. Housekeeping • Please set cell phones and pagers to silent • Handouts • Note cards for questions • Sign-in sheets

  3. Welcome and Introductions Presenters: • Anne Sullivan, Executive Vice President for Finance • Alice Gleason, Deputy Controller / FIN ERP Functional Lead • Joe Harney, VP Procurement Services / FIN ERP Procurement Sponsor • Kate Sheeran, Change Management Lead

  4. Welcome and Introductions Core Team Members: • Karen Burke, CUMC Dept Surgery • Kim Chadourne, Budget Office • Kevin Cook, SPF • Alice Gleason, Controller’s Office • John Hogan, Facilities • Mike Kerstan, Controller’s Office • Brendan Mallee, EVPF • Terry Park, Purchasing • Ting Shi, CUMC Controller’s Office Extended Team Members and Subject Matter Experts: Harry Aristakesian, Internal Audit Rebecca Balentine, SPA Fran Caracappa, CUMC Controller Paul Cassidy, Engineering Marlene D’Agostino, Anesthesia Brian David, Medicine Jo-Ann Espaillat, Irving Institute Joel Fine, Libraries Jody Grunfeld, MSPH Karen Hoffer, Lamont Hugh Horowitz, Procurement Andy Hrycyk, General Studies Sean Johnson, Procurement Joe Labetti, Procurement Joann Li, Pathology Wil McKoy, CUMC Budget Office Donna Messina, Astronomy Ed Moroni, Law School Scott Norum, A&S Dorothy Pearlman, Internal Audit Michael Reich, Procurement Patricia Reid, Treasury Narda Romero, P&S Central Audrey Rosenblatt, Arts & Sciences Dionida Ryce, Basic Sciences Joshua Sakolsky, Art History and Archeology Eileen Valerio, Internal Audit Mary Ann Wanner, Dental School Anna Wojnarowska, Business School

  5. Financials ERP Scope Project Scope • Redesign our Chart of Accounts in PeopleSoft Financials • Implement a new General Ledger (core accounting module) • Implement new Accounts Payable and Purchasing modules • Implement Project Costing module; allows us to track certain activity across fiscal years • Retrofit current Budget Tool for a new Chart of Accounts • Retrofit HR / Labor Accounting system for a new Chart of Accounts • Design New Reporting—queries “in the system” and from the data warehouse • Conduct Training

  6. 2010 2011 2012 FY’11 FY’12 FY’13 Jul - Oct – Feb Mar – Jul Jul – Dec Jan – May Jun - Dec Sept Test & Training Prep Analyze & Design Build Deploy/ COA Design Support 3 months 5 months 5 months 6 months 5 months 6 months System Go-Live - July 1, 2012 • FIN ERP is our Project • ARC is the name of our new financial system 6

  7. What is a Transition Session? • Transition Sessions are intended to promote awareness and orientation to the changes that FIN ERP will bring and prepare you for the formal training and deployment of the new solution.  • Formal ARC System Training will begin in April 2012. • Objectives for Today: • Introduce the new ARC Security solution • Understand what is changing and what is not changing • Provide functional overview of Security and Workflow • Review key Security interfaces

  8. Key System Components of the FIN ERP Solution

  9. Security Solution

  10. Security and Workflow Comparison WHAT data can you transact on? WHERE do transactions start? Restricted by Department FFE & AP/CAR Modules Certain Natural Accounts Excluded Approval by Department PeopleSoft Pages ChartField Security 10

  11. Security and Workflow Comparison (Cont’d) HOW do you report? WHO has to approve? FFE / AP Final Approval + DAF (if needed) + Privileges (if needed) • Access to Reports & Reporting Tools • Access to Departments • Access to Payroll Detail (PAD) • Access to Reports & Reporting Tools • Access to Departments • Access to Payroll Detail (PAD) • PLUS: Access by ChartField owner PeopleSoft Workflow Reporting Security 11

  12. Security & Workflow: The Players THE INITIATOR THE INQUIRER THE 3 STAGES THE APPROVER 12

  13. Security Balancing Act Move things Forward With Sufficient Controls 13

  14. The Balancing Act in Action Moving a Purchase Transaction Forward Create a Voucher Go to Voucher Page Pay a Vendor Applying Sufficient Controls Systematically separate duties + set $$ thresholds Set a review process Set Approval Rules We achieve this by assigning roles….. 14

  15. Roles for the Initiator Page-Level Role Examples: ChartField Security Roles: AP VOUCHERS JOURNAL ENTRIES Can initiate for any Dept Can only select certain Natural Accounts STAGE 1 – INITIATING A TRANSACTION

  16. Roles for the Approver Page-Level Role Examples: Data Security Roles: AP VOUCHERS JOURNAL ENTRIES Can only see his/her Depts Can only approve certain Natural Accounts Workflow Roles: STAGE 2 – APPROVING A TRANSACTION Workflow = Routing between Roles based on Rules

  17. Roles for the Inquirer Data Security Roles: Reporting Roles: • ARC Transaction Inquiry • ARC Reporting • Financial Data Store Reports Can only see his/her Depts Can see all Natural Accounts STAGE 3 – INQUIRY & REPORTING

  18. How Approvals Generally Flow • Workflow is based on a set of rules, each rule has a criteria and a routing: • Criteria determines if a transaction should be routed (e.g., a cost transfer to a grant account) • Transactions that meet the criteria are routed to users based on workflow roles (e.g., SPF) Dept inputs transaction Departmental approval as required – generally all departments on the transaction Ad hoc additional approval can be added for Procurement If criteria are met, special approval may be required (e.g., SPF for certain transfers) If approvals are received, transaction is processed If criteria are met, it may require Central approval (e.g., AP for certain vouchers) 18

  19. How Workflow Looks in ARC • View Predefined Transaction Approval Routing Path for a Requisition Department Approval Stage Special Approval Stage Approvers Central Purchasing Approval Stage

  20. Security & Workflow – Rules for PO Dollar Limits Transaction Approvals • Notes: • Purchasing does not require a purchase order for goods under $500 (a requisition is required for services at all dollar thresholds) • More than one dollar limit can be assigned (e.g., an approver can have $0-$500 AND $500 -$2,500). • Self-approval may be available for small offices and departments, as determined by the senior financial officer for the school or division and central Finance, and will require additional monitoring and review process.

  21. Security & Workflow – Rules for AP Transaction Approvals Dollar Limits • Notes: • More than one dollar limit can be assigned (e.g., an approver can have $0-$500 AND $500 -$2,500). • Self-approval may be available for small offices and departments, as determined by the senior financial officer for the school or division and central Finance, and will require additional monitoring and review process.

  22. Security & Workflow – Rules for Journal Entries Transaction Approvals • Note: • For Non-Recharge Internal Transfers only – Self-approval may be available for small offices and departments, as determined by the senior financial officer for the school or division and central Finance, and will require additional monitoring and review process.

  23. Reporting Security • Department Reports • These reports are designed with Department Security • Users can see their Dept’s share of Project, Initiative, Segment, etc. • Most reports and system inquiries are based on Dept Security • Chartfield Reports • These special reports utilize “Ownership” of a Project, Initiative or Segment • Owners can see all activity for these ChartFields, across Departments • Payroll Information • Detailed payroll can be restricted (“PAD”) • We can also restrict certain users from seeing payroll by natural acct 23

  24. Moving to ARC – Convert Page Level Roles & Workflow 1. Modules into Pages ARC Pages Old DAF/FFE/AP Modules Internal Transfers Inter-Departmental Invoices Journal Entry 1 – Fund Transfers AP Journal Vouchers Journal Entry 3 – Expenditure Corrections General Journal Entries Journal Entry 5 – General Journal Entries 2. DAF/FFE Approvals into Workflow AP Entries AP Vouchers FFE / AP Final Approval + DAF (if needed) + Privileges (if needed) Requisitions Requisitions PS Workflow Roles Change Orders Change Orders

  25. Moving to ARC – Assign Department Access Security can be assigned at any level, but can’t have exclusions in a tree level Level 2 Level 3 Level 4 Level 5 Level 6 Level 7 Level 8 25

  26. Integrating Systems Security Set Up Single Application Form Separate Set Up Reporting Systems Integrating Systems FFE ARC Certain Vendors PSS General Ledger Budget Tool ARC Inquiry PAC ARC Reporting SIS Staples Budget Checking (Commitment Control) Cash Module Project Costing ZT Time Entry Financial Data Store Advance Detail Payroll Data (“PAD”) Accounts Payable Legacy DWR & DARTS Others Purchasing E-Pro P-Card 26

  27. Living in ARC – Getting Set Up with Security Single Finance Form Training / Knowledge Check E-mail process flow FFE Security Module for FFE User CUIT Security Admin for ARC School / Dept Security Admin (a/k/a DAF/FFE) Central Finance (if special role) Manager 27

  28. Living in ARC – What Security Set Up Looks Like Roles Tab in ARC This is where Depts are assigned Example of Approver Role 28

  29. Facilitated Q&A

  30. Meeting Wrap-Up

  31. ARC Training Timeline

  32. Project Resources • Review FIN ERP Project Website: http://www.finance.columbia.edu/fin_erp • Send Questions to FIN ERP Project Email Address: FINERP@columbia.edu • School / Admin Unit Liaisons (see following slide for detailed list)

  33. Your Extended Support Network: FIN ERP School/Admin Unit Liaisons Alumni and Development – Hannia Smith American Assembly - Karla Garcia Architecture - Elizabeth Alicea Arts and Sciences - Ellen Binder Athletics - James Grate Business School - Janet Horan Columbia College - Andrea Burrell Continuing Education - Karyn Smith Columbia Technology Ventures - Tony Cerone CUMC - Raquel Marin-Oquendo Earth Institute – Paige Lyne Facilities - Barbara Tracy Finance - Lisa Rogerson General Counsel - Helene Newman General Studies - Robert Hoffmeister GSAS - Rebecca Hirade Journalism School – Lucia Viterbo Kraft Center for Jewish Life - James Levin Lamont Doherty Earth Observatory - Edith Miller Law School - Gabriele Werffeli Libraries - Kristine Kavanaugh President’s Office - Kate Townsend Provost’s Office - Michelle Baggan-Bacchus Public Affairs/Government and Community Affairs - Allen Poole Research - Debbie Stiles School of Engineering and Applied Science - Anna O’Neill School of International and Public Affairs - Patrick Bohan School of the Arts - Barbara Batcheler Social Work - Cynthia Kong Student Administrative Services - Marcela Ruano The School at Columbia – Jane Tian

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