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Power Users Orientation for e UMB Financials

Power Users Orientation for e UMB Financials. Session 1 July 14, 2005. Agenda. Expectations of Power Users Overview of what changes; stays the same New Chart of Accounts and transition issues Roles in e UMB Financials Update on training and testing Implementation timetable .

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Power Users Orientation for e UMB Financials

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  1. Power Users Orientation for eUMB Financials Session 1 July 14, 2005

  2. Agenda • Expectations of Power Users • Overview of what changes; stays the same • New Chart of Accounts and transition issues • Roles in eUMB Financials • Update on training and testing • Implementation timetable

  3. Expectation of Power Users • Be the “go-to” person in your department before and after implementation • May assist in testing or training prior to go-live • Provide feedback on the orientation sessions

  4. Legacy systems that won’t be replaced • Pre-Award System (ORD’s MIS) • Central Billing System • Financial Services Working Fund System • MERTS (Effort Reporting) • CRIS (F&A Proposal System)

  5. Campus-wide legacy systems that will be replaced • FAS • FAS Web (remains as a source of historical data) • AP sub-system • Corporate Purchasing Card (CPC) • Grant billing system (BARS 2000)

  6. eUMB Financials • New Chart of Accounts • Chartstrings • Converting from FAS to eUMB Financials Chartstrings

  7. Building Supplies • Athletic Supplies • Housekeeping Supplies 10205000 Oncology 10206010 Trauma Admin User entry Combo Edits Validate Dept/Program & Fund combinations Final eUMB Chartfield Design State Funds GLBU Project IDOwner Dept ProgramFundAccountTx Dept PSUMB Optional 10205000 101 116 3912 10205000 (Same as Owner Dept) Default Optional • General Instruction • Special Instruction • 161 Sponsored Research • State Appropriated • Central Accounts • Clearing Accounts Drop-down menu SAVE

  8. Building Supplies • Athletic Supplies • Housekeeping Supp User entry Combo Edits Validate Dept/Program & Fund combinations Final eUMB Chartfield Design Non State GLBUProject IDOwner Dept ProgramFundAccountTx Dept PSUMB 00521747 10205000 151 181 3912 10205000 00184 PCBU Project ID Activity ID Default 00521747 OK Auto populated Drop-down menu SAVE

  9. eUMB Financials Conversion Timeline 7/1/05 11/30/05 6/30/06 FY 2005 FY 2006 FAS deactivated for transactions FAS Transactions Closing Balances Conversion # 2 FAS Actuals* Conversion # 1 YE Balances Only eUMB “live” eUMB All transaction processing * Summarized by sub-code only

  10. FAS Account eUMB Chartstring “things to consider for conversion” • Department ID… the eUMB system is departmental focused, • a key chartfield in the Chartstring • PCBU…(Project Costing Business Unit) - segregates Project • ID’s into various campus defined categories….provides users • some ‘site logic’ for project id’s. • Program…identifies expenditures and revenues for financial • reporting purposes both internally and externally • Trees ….a graphical representation of chartfield values that • facilitate ‘roll up’ reporting, security and Chartstring editing

  11. eUMB Financials-Information on Web • Glossary of Terms • Chartfield Values • Fund • Program • PCBU • Chartfield Design Example • State • Non-State • eUMB Financials Accounts • Expense Accounts • Revenue Accounts • Balance Sheet Accounts • Department Tree Structure • http://www.fincsvc.umaryland.edu/ps/index.cfm

  12. Roles in eUMB Financials • Requistioner • Requestor • Department Requisition Approver • Pro-Card Re-Allocator • Pro-Card Viewer • Receiver • Department Journal Entry Initiator • Raven User-Reporting

  13. Requirements for roles • To use eUMB Financials, you must be assigned a role • The role you are assigned will permit you to perform designated transactions or view information • You can hold multiple roles with certain exceptions • Your assigned role must be approved by the appropriate authority in your school/ department • You must be trained in your role prior to being granted access to the system

  14. Training and Testing • (from Robin)

  15. Schools/Depts identify users for roles Presentations to campus on Chart of Accounts and Business Processes Inform campus users of training requirements, dates and locations; begin enrollment Campus wide training User Access Forms submitted Move from FAS to eUMB Financials By August 1 Start late August and continue as needed September 1 Begins October 3 and continues as needed TBD December 1, 2005 Time table

  16. Questions?

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