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EPIC Update Series – I. Department Communications April 2005 . Purpose and intent of EPIC meeting series . Provide a regular forum for information sharing Not design discussions Not training Purpose is to communicate critical EPIC implementation processes and to manage expectations

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Epic update series i

EPIC Update Series – I

Department Communications

April 2005


Purpose and intent of epic meeting series
Purpose and intent of EPIC meeting series

  • Provide a regular forum for information sharing

    • Not design discussions

    • Not training

  • Purpose is to communicate critical EPIC implementation processes and to manage expectations

  • Plan for fiscal officers to cascade this information to their departments


Overview of epic implementation time line

Phase 1

June 04

Phase II

Dec 04

Vendor subsystem

for Disbursement Voucher

Pre Disbursement Processor (PDP) (Replacement for TOPS PSI)

Overview of EPIC implementation time line

Phase III

* May 05

Phase IV

Oct 05

Phase V

** Dec 05

Basic system for B2B vendors

Remaining functionality for standard & recurring orders

(TOPS Web decommissioned & no additional requisitions or orders created in TOPS)

TOPS decommissioned

* May Date may slide a few weeks.

** December date is fixed.


Phase iii implementation details
Phase III implementation details

  • Pilot implementation will be with Canon IV only

  • Only pilot departments will be involved initially

    • IUB - School of Education (Lisa Brameier)

    • IUPUI - School of Nursing (Michael Vaughn)

    • IU East - Information Technology (Syndi Knorr)

    • IU Northwest - Purchasing (Cindy Kurpis)

    • IU Northwest - Technology Support (Kris Bagan)


Phase iii rollout expanding vendors and departments throughout the summer
Phase III Rollout – expanding vendors and departments throughout the summer

Implement Canon IV

With Pilot Depts

Stabilize

implementation

Rolloutt Canon IV

To other Depts

Implement 2nd B2B

Vendor With Pilot Depts

Rollout 2nd B2B

To other Depts

Implement 3rd

B2B Vendor - Pilot

Rollout

3rd B2B

Rollout

4th B2B

Pilot

4th B2B

Hypothetical timeline

Pilot

5th B2B

2 -3 weeks

2 weeks

1 week

3 days

3 days

Go live

date


Planning for phase iv implementation
Planning for Phase IV implementation throughout the summer

  • Purchasing staff will re-enter all current 05-06 blanket orders

    • Current blanket orders in TOPS will be closed releasing the outstanding encumbrance

    • Purchasing will set up EPIC recurring payment orders (this is the “replacement” for blanket types)

    • EPIC orders encumbrance will be set to the outstanding TOPS amount


Implications for fiscal year end processes
Implications for fiscal year-end processes throughout the summer

  • Departments should enter blankets as normal for FY05-06 in TOPS with a full year encumbrance

  • Purchasing staff will re-enter all current 05-06 blanket orders in EPIC as recurring payment orders

  • If departments need blanket orders previous to the current FY05-06 re-entered into EPIC, they will need to notify Purchasing

    • Goal is to ensure that only current, active blankets are re-entered into EPIC  


Po clean up progress bl in
PO clean up progress – BL/IN throughout the summer

Some progress has been made but there is more work to do


Po clean up progress regional campuses
PO clean up progress – Regional Campuses throughout the summer

Some progress has been made but there is more work to do


Epic vendors dv and po type
EPIC vendors – DV and PO type throughout the summer

  • EPIC vendors have a designation of DV or PO type vendors

    • DV type vendors are set up to process a DV and have never been issued a PO

    • PO type vendors have been issued a PO

  • Because EPIC vendors have only been used for DV’s to date, nearly all EPIC vendors are DV type

  • Approximately 1,600 EPIC DV type vendors are in TOPS - which means they will become PO type vendors upon the vendor conversion

  • If a PO type vendor is selected for a DV payment, that DV will route to purchasing


Using a po type vendor on a dv
Using a PO type vendor on a DV throughout the summer


Ongoing communications
Ongoing communications throughout the summer

  • Sign up for the EPIC List-serve

    • send email to listserv@indiana.edu

    • place subscribe EPIC-l in the body (not subject)

    • the remainder of the message text should be blank; any additional signatures that automatically appear on your email should be removed.

  • EPIC-l will be used to communicate training sessions and provide system update information during implementation