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Integrated Resource Information Systems IRIS University of Kentucky’s ERP Project. February 2005. Welcome and Session Overview. Welcome Housekeeping Items This session will end at 4:00 p.m. Please turn cell phones, pagers, Blackberries, etc., to silent, vibrate or off.

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integrated resource information systems iris university of kentucky s erp project

Integrated Resource Information SystemsIRIS University of Kentucky’s ERP Project

February 2005

welcome and session overview
Welcome and Session Overview
  • Welcome
  • Housekeeping Items
    • This session will end at 4:00 p.m.
    • Please turn cell phones, pagers, Blackberries, etc., to silent, vibrate or off.
    • Please refrain from side conversations.
    • Please hold questions until the Q&A time.
    • The facilitator will keep the Q&A moving along – questions that require follow-up may need to be addressed after the session is over.
today s agenda
Today’s Agenda
  • Facilitator Diana Sage
  • Introduction J. David Hardison
  • Human Resources Michelle Bliffen
  • Materials Management Kevin Stevens
  • Campus Management Michelle Nordin
  • Finance Dale Austin
  • Technical Kathy Hamperian
  • Training Diana Sage
  • Questions
what is iris
What is IRIS?

Integrated Resource Information Systems

 The replacement of existing financial, human resource, student, purchasing, and inventory computer-based management systems with an integrated software application that will enhance service

  • Phase One is a 2-3 year, 40 million dollar project that will touch every part of the University.
  • “Driving forces” are functional – not technical.
  • Established by the President and supported by his Cabinet
  • Executive Sponsor – EVPFA – Frank Butler
  • Project Director – Phyllis Nash
why does this need to be done
Why does this need to be done?

Lack of access to information

  • Needed information may not be available
  • Needed information may not be easily accessible

 Technology environment is obsolete

  • Poor integration of systems
  • Inability to maintain the current systems
  • Lack of capacity of the current systems
  • Difficulty in remaining compliant with regulations

 Service delivery is ineffective and inefficient

 Some business processes are out of date

introduction replacement of systems
Introduction – Replacement of Systems

Goals

  • Improve business and service processes
  • Ensure high levels of faculty, student, staff and customer satisfaction
  • Enhance the University’s overall competitiveness
change requests
Change Requests
  • The IRIS Blueprint provides a picture of the many “targets” for which this project must aim.
  • To ensure we “hit” our targets, we must be aware of any changes to existing systems.
  • If changes are needed/desired, the University has established a process for consideration.
  • For information on the request process during the IRIS Project, please see the “Change Process” item listed in the Resources column of the IRIS website at http://www.uky.edu/IRIS/.
are other organizations doing similar projects with sap
University of Tennessee

Northern Kentucky University

Johns Hopkins Medical Center

University of Cincinnati

University of Mississippi

Are other organizations doing similar projects with SAP?
  • Central Michigan University
  • Duke University
  • LA Community College District
  • Texas State University
  • University of Nebraska
  • MIT

Other institutions with SAP systems include:

what is addressed in phase one
What is addressed in Phase One?

In Phase One of the IRIS Project, these SAP modules will replace the core functionality of our current systems:

  • Finance (FI)
  • Human Resources (HR)
  • Campus Management (CM)
  • Materials Management (MM)
what are the powers of iris
What are the “Powers” of IRIS?

Does IRIS make policy?

Answer: NO

Does IRIS change policy?

Answer: NO

Does IRIS ever raise questions that initiate discussions by those who do?

Answer: YES

introduction project timeline
Introduction – Project Timeline
  • Project Timeline
  • Project Preparation ended August 6, 2004
  • Business Blueprinting began August 9 - ended December 17, 2004
  • Realization began January 2005
  • Go Live & Support (Starting with Financials, October 1, 2005)
project timelines
Project Timelines

Finance and Procurement

    • Realization January – July 2005
    • Final Preparation August – September 2005
    • Go Live October 1, 2005
  • HR, Payroll, Hospital Inventory Management
    • Realization January – October 2005
    • Final Preparation November – December 2005
    • Go Live January 1, 2006 (technically, 12/25/05)

Campus Management

    • Realization January 2005 – July 2006
    • Final Preparation August – September 2006
    • Go Live October 2006 (exact date TBD)
slide14

Project Phases

We are Here

realization
Realization

“Stop Talking and Start Doing” Phase

realization high level activities
Realization High-Level Activities
  • System configuration and documentation
    • Baseline Configuration – 80% (20% of Realization)
    • Final Configuration – 20% (80% of Realization)
  • End-user authorization role development
  • Development of R.I.C.E. items
  • Extraction of current systems’ data for conversion
  • End-user training and development
  • Level III project team training
  • System testing and documentation
how will the sap implementation affect you
How will the SAP Implementation affect you?
  • You’ll learn new processes and new technology at the same time.
  • Your actions will impact others.
  • Your work will slow down at first.
  • You’ll work harder to get less done at first.
  • You’ll deal with more data entry, duplication of effort, testing, and data review.
  • In other words, it may be painful…but it will get better.
human resources blueprint
Human Resources Blueprint

Components of Human Resources Blueprint

  • Personnel Administration
  • Organizational Management
  • Enterprise Structure
  • Benefits
  • Time Management
  • Payroll
business process changes
Business Process Changes
  • New hire process
  • Assignment change process
  • Elimination of half-time status
  • Employee ID will be system-generated
  • Elimination of annual roll-over process
  • Reduction of multiple assignments
  • Employees paid on one pay cycle
human resources blueprint21
Human Resources Blueprint

Phase One

  • Organizational Management
  • Personnel Administration

Future Phases

  • Recruitment
  • Personnel Development
  • Workflow
  • Employee Self-service
  • Manager’s Self-service
benefits business process changes
Benefits - Business Process Changes
  • Single point of entry for employee data
  • Core Benefits (health, dental, life, vision)
    • Bi-weekly employee deductions will pull on first and second payroll
  • Eliminated requirements for:
    • Six-month assignment requirement for temporary employees
    • Thirty-day waiting period for STEPS employees
  • Hospital employee eligibility will be consistent with campus
  • Health Care Flexible Spending Account Eligibility
  • Voluntary Benefit Eligibility
benefits phase one
Benefits – Phase One
  • Core functionality of HRS and BMS
  • Administration of benefit plans
  • Determination of employee eligibility
  • Enrollment in benefit plans
  • Termination of benefit plans
  • COBRA administration
  • Direct Bill processing
  • Open Enrollment
  • Pre-paid deductions
  • Process Retiree benefits
benefits future phases
Benefits - Future Phases
  • Employee Self-service
  • Manager’s Self-service
  • Workflow functionality
time management business process changes
Time ManagementBusiness Process Changes
  • Leave balances will be validated during timesheet entry, assisting with policy compliance and reducing errors
  • Retroactive changes to time and leave entries result in automatic recalculation of balances and pay
  • FMLA Workbench will automate the current manual process of determining eligibility
  • Cross Application Time Sheets (CATS) for single-entry time recording
  • Elimination of separate hospital payroll application
  • Time evaluation process manages overtime, leave accruals and balances
time management28
Time Management

Phase One

  • Holiday Calendars
  • Work Schedules
  • Time Entry
  • Time Evaluation
  • Absence/Attendance Management
  • FMLA Support

Future Phases

  • Employee Self-service
  • Manager’s Self-service
  • Workflow
payroll business process changes
Payroll - Business Process Changes
  • University work week
  • Concurrent Employment/multiple assignments
  • Employee new hire/rehire process
  • Employee additional compensation and assignments
  • 2 direct deposit options (checking and savings)
  • Savings Bond process automated
payroll phase one
Payroll - Phase One
  • Payroll Accounting
  • Position Budget Control
  • Human Resource Information System
  • Deferred Pay
  • Concurrent Employment
payroll future phase
Payroll - Future Phase
  • Employee Self-service
  • Manager’s Self-service
  • Workflow functionality
introduction
Introduction

Project Scope – Materials Management

  • Phase One-A – October 1, 2005
    • Purchasing
    • Accounts Payable
    • Procurement Card
  • Phase One-B – January 2006
    • Hospital Inventory Management
  • Future Phases – TBD
    • e-Commerce/e-Procurement
    • Inventory Management in other areas (Physical Plant, Stores)
    • EDI Transmission of Purchasing Documents (Campus)
    • Expanded Use of Workflow
materials management35
Materials Management

Key Decisions Made

  • Support uniform or standard SAP processes
  • Standard procurement approval process
  • No approval process will be required for hospital purchases of material master items
  • Procurement will be made using 5 basic SAP documents: Requisition, Purchase Order, Outline Agreements (Contracts), Request for Quotation, and Goods Receipt
  • Material Requirements Planning (Inventory Management System) will generate automatic Purchase Orders for the hospital
materials management36
Materials Management
  • On-line receiving will be done by department
  • “Three-way match” (Purchase Order, Goods Receipt, and Invoice) will be performed on-line in SAP for commodities and equipment
  • “Two-way match” (Purchase Order and Invoice) will be used for certain types of purchases (e.g., rentals and leases)
  • Vendor File maintained by Accounts Payable, Hospital Accounting, and Purchasing
materials management purchasing business process changes
Materials Management – Purchasing Business Process Changes
  • The paper invoice transmittal process will be eliminated
  • The Requisition and Purchase Order processes will be standardized
  • Purchase Order transmittal to vendors will be automated where appropriate
materials management purchasing new system benefits
Materials Management – Purchasing New System Benefits
  • Integrated System (FI, CO, FM, GM, CM, HR)
  • All data in one system will reduce the effort required to maintain unnecessary batch processes, interfaces and shadow systems
  • Improved efficiency for end-users
    • Standardized requisition process
    • Reduced reliance on paper processes
  • Higher Data Quality
  • Improved access to document flow (REQ/PO/GR/Invoice/Check)
  • Authorized users will be able to view and monitor the status of their requisitions on-line
materials management purchasing new system benefits39
Materials Management – Purchasing New System Benefits
  • Streamlined Reporting Process
    • Real Time Reports – Drill Down Functionality
    • Fewer Printed Reports
  • Semi-automated/Automated Process
    • Auto – PO for hospital MRP Orders
    • Transmission of Purchasing Documents via EDI/FAX/Email
hospital inventory
Hospital Inventory

Project scope

Inventory management will comprise eight processes:

  • Goods Receipt
  • Goods Issue
  • Stock Reservation
  • Stock Transfer
  • Material Requirement Planning
  • ABC Classification
  • Physical Inventory
  • Replenishment Area Management (expensed unofficial inventories)
inventory key decisions
Inventory – Key Decisions

Phase One

  • Implement core functionality to replace the ESI Inventory system
  • ESI will interface with SAP
  • Some ancillary areas could be converted into storage locations
  • Custom bar-code scanning
  • Low dollar ancillary areas will request supplies replenishments for their area.
  • Eliminate the need for paper forms and faxing
materials management inventory
Materials Management – Inventory

New System Benefits

  • Improved flexibility and growth with new bar coding technology
  • Real-time updating of transaction
  • Future Patient Billing System support possible
  • Integration with Materials Management and General Ledger
  • SAP bar code communication technology forms part of the SAP system
  • Re-stocking procedure at the converted Storage Location will be improved and streamlined using SAP MRP functionality
  • Place material orders directly via a front end
  • Storage Location configured for separate stock planning (individual MRP areas)
  • MRP can adjust re-order levels (par’s) based on actual usage
accounts payable45
Accounts Payable

Key Decisions Made

  • Central invoice receiving (Hospital and Campus)
  • Standard Invoice matching processes
    • Three-Way
    • Two-Way
  • An electronic non-purchase order invoice feed to Accounts Payable will be implemented to receive invoice data from departmental databases (e.g., Library)
  • Check printing outside of SAP
  • Vendor File maintenance
accounts payable46
Accounts Payable
  • Business Process Changes
  • Central Invoice Receiving (Hospital and Campus)
accounts payable new system benefits
Accounts Payable – New System Benefits

New System Benefits

  • Improved access to document tracking (REQ/PO/GR/Invoice/Check)
  • Improved Cash management
  • Improved Payment alternatives
  • Improved Check distribution/mailing
  • Streamlined Reporting Process
  • Semi-automated/automated Process
    • Logistics Invoice Verification (LIV)
    • EDI/FAX/Email
procurement card49
Procurement Card

Key Decisions

  • Continue current interface process with the current card provider (Paymentnet)
  • Duplicate existing system with opportunity to expand
campus management student admin
Campus Management – Student Admin
  • Academic Structure
  • Recruitment/Visitor Center/Admission
  • Holds/Stops
  • Event Planning (Schedule Building)
  • Booking (Registration)
  • Grading
  • Progression
campus management student admin continued
Campus Management – Student Admin (continued)
  • Degree Audit (with interface to APEX)
  • Transcript/Academic History
  • Performance Indices (GPAs, cumulative hours)
campus management student accounting
Campus Management – Student Accounting
  • Student Billings
  • Financial Aid (with Third-party software ProSAM)
campus management future phases
Campus Management – Future Phases
  • Document Imaging
  • Workflow for more business processes
  • Future web functionality for students:
      • Application status
      • On-line transcript request/payment
      • Transcript request status
      • Supplemental applications for professional schools
      • Scheduling of academic advising appointments
campus management business process changes
Campus Management – Business Process Changes
  • Electronic distribution of class rolls and grade reports
  • Phone registration system (UK-VIP) will be eliminated
  • Implementation of Student Statement of Obligation
  • Elimination of cancellation/reinstatement practice
campus management to be determined
Campus Management – To Be Determined
  • Centralized Student Billing
  • Payment Hierarchy
  • Leaving registration windows open
finance organization structure
Finance Organization Structure
  • Phase One
    • Financial Module – General Ledger, A/P, A/R
    • Funds Management Module
    • Grants Management Module
    • Materials Management
  • Future Phases
    • Project Accounting
    • Assets Accounting
    • Treasury Management
    • Enhanced Workflow and others
finance organization structure59
Finance Organization Structure

Summary

  • Defined SAP Organization Structure
  • Defined General Requirements and Business Process
  • Identified Required Development of R.I.C.E. items
  • Finalized Project Scope
  • Gap Analysis of System to Requirements
  • Opened a New Chapter - Realization
finance organization structure60
Finance Organization Structure

Issues

  • Training for more than 2000 Users
  • KMSF Integration Decision
  • Endowment Processing
  • Faculty Effort System Replacement
  • Complicated Reporting Needs
  • Challenge of Being First Module to Go Live at UK
  • Phased SAP Implementation Impact on Interfaces
funds management challenges in current system
Funds Management - Challenges in Current System
  • Real-time data not immediately available because of lag time for data entry
  • Lots of manual business processes – paper-driven
  • Systems are not fully integrated – too many shadow systems
  • System allows unbalanced entries on transactions
funds management new system benefits
Funds Management - New System Benefits
  • Provides electronic approval functionality within system
  • Provides real-time data for planning and analysis (Departments can create their own budget versions and perform “what if” analyses.)
  • Improves the efficiency of the budget update process, particularly budget transfers
  • Provides online reports with “drill down” capabilities
  • Ensures that entries are always balanced
  • Provides a fully-integrated system among modules
  • Eliminates some paper processes
funds management issues
Funds Management Issues
  • Keeping position data in HRS synchronized with SAP Financials until SAP HR is operational
  • Possible duplicate maintenance of faculty positions (affects effort reporting)
  • Training for more than 2000 Users
  • Phased SAP Implementation Impact on Interface
funds management65
Funds Management

Phase One

  • Budget Execution and Reporting

Future Phases

  • Budget Preparation
  • Most Workflow Processes
grants historic challenges and barriers
Grants - Historic Challenges and Barriers

Grants

  • Post-Award Sponsored Project Management
  • Budgeting and Effective Dates
  • Cost Sharing
  • Sub-Award Information
  • Accounts Receivable
  • Invoicing/Reporting Processes

Federal Appropriations

  • Budget for UK Fiscal Year
  • Account Number Changes Annually
grants new system benefits
Grants - New System Benefits

Grants

  • Master Data – provides comprehensive information
  • Budgeting – budget for entire grant period
  • Invoices/Reports – printed automatically
  • Accounts Receivable – automatic posting, clearing and dunning

Federal Appropriations

  • Federal Fiscal Year – budget on federal fiscal year
  • Carry-Over Funds – ability to report separately
grants issues
Grants Issues

Effort Reporting

Decisions Concerning:

  • Commitment Postings
  • Availability Controls
  • Training
  • Departmental Reporting Needs
agenda
Agenda
  • Technical Infrastructure
  • R.I.C.E. Items
  • What we learned during Blueprinting Phase
  • Final Preparation
technical infrastructure
Technical Infrastructure

Hardware Landscape

  • Development, QA/Test, Sandbox, and Training environments
  • Multiple machines to provide redundancy
  • IBM pSeries 570 (2) running AIX 5.3, using logical partitions (LPARS)
    • R/3 – FI, HR, MM, CM
    • Sigma ProSAM – financial aid
    • Business Warehouse (BW)
  • Intel servers running Portal and Internet Transaction Server (ITS)

Database environment

  • IBM UDB DB2 for R/3, ProSAM, and BW
slide73

University of Kentucky SAP Architecture – pSeries

New p570

Existing p570

New p570 (upgrade of p650)

R/3 – Campus Mgmt

Dev – 2 Proc/12GB

R/3 – Campus

Management

Appl Prod – 4 Proc/24GB

R/3 – Campus Management

Appl Prod – 4 Proc/24GB

Dev – 8

800GB Storage

BW Dev – 2 Proc/12GB

500GB Storage

SAP Exch Infra Dev – 1 Proc/6GB

R/3 – Campus Management

DB Prod – 4 Proc/24GB

Existing

Sigma ProSAM Dev – 1 Proc/6GB

AIX 5.3 Sandbox – 2 Proc/4GB

1.7TB Storage

BW Prod – 9 Proc/54GB

Solution Mgr Prod – 1 Proc/6GB

SAP Sandbox #1 – 1 Proc/2GB

1.0TB Storage

50GB Storage

SAP Sandbox #2 – 1 Proc/2GB

R/3 – Campus Mgmt

Appl QA – 2 Proc/12GB

Sigma ProSAM QA– 1 Proc/6GB

R/3 – Campus Mgmt

DB QA – 2 Proc/12GB

Upgrade

1.7TB Storage

BW QA – 4 Proc/24GB

CUA - 1 Proc/2GB

SAP Exch Infra Prod – 1 Proc/6GB

1.0TB Storage

AIX 5.2 System – 1 Proc/2GB

Sigma ProSAM Prod – 1 Proc/6GB

AIX 5.2 System – 1 Proc/2GB

Extra Capacity – 1 Proc / 2GB

AIX 5.2 System – 1 Proc/2GB

slide74

University of Kentucky SAP Architecture – xSeries

ITS

Portal

Trex/uni

Sandbox – 4w/10GB

Sandbox – 2w/6GB

Dev – (1) 2w/4GB

Dev – 4w/10GB

Dev – 2w/6GB

Prod – (2) 2w/4GB

140GB Storage

70GB Storage

QA – 4w/10GB & 2w/4GB

QA – Cluster Test

(2) 4w/10GB & (2) 2w/4GB

280GB Storage

140GB Storage (External)

Prod (2) 4w/12GB - Agate

& (2) 2w/4GB - Wgate

Prod (4) 4w/10GB

& (2) 4w+/8GB

280GB Storage

140GB Storage (External)

Development Environment – Existing Server

Development Environment

Sandbox Environment – Existing Server

Q/A Environment

CUA

Production Environment

Extra Capacity

Sandbox Environment

Storage is based on a general rule that QA = Production and DEV = ½ Production. Your implementation partner may recommend different storage requirements. BW Storage is based on Core R/3 Data base (no inputs provided).

r i c e items
R.I.C.E. Items

Reports

  • 1700 production reports identified
  • Identify reports delivered with R/3 and BW

Interfaces

  • 534 current interfaces to current administrative systems identified
  • Need to identify temporary interfaces required with phased go-live

Conversions

  • 70 conversion programs identified
  • Need to identify conversion of IDMS data to R/3 and BW

Enhancements

  • 149 Enhancements identified

Security

  • Role-based
r i c e items76
R.I.C.E. Items
  • If required reports not included in R/3 or BW, UK will write.
  • There will be temporary interfaces that will be required because of the phased go-live implementation.
  • Conversion of IDMS data – decisions on how much
  • BW and current data warehouse environment to co-exist for some period of time. All data to move to BW environment.
  • Major enhancements include FES and Procard.
  • Student Self-service (admissions, registration, grades) delivered via the EP. UK must develop the user interfaces for SSS.
what we learned in blueprinting
What We Learned in Blueprinting
  • Blueprint will be the guide to configuring the system.
  • There will be changes to the blueprint during configuration.
  • There are still many decisions that have to be made.
  • We found out how much we don’t know about why we do things the way we do.
  • We began using a new language.
  • We learned to accept just-in-time information.
  • We are anxious for knowledge transfer.
  • The roles of IT in support of administrative systems are very different with SAP.
what is realization
What is Realization?

What will the Development Team be doing?

  • Training
  • Work with Functional Teams on Program Specifications for R.I.C.E. items and Web Content
  • Develop Programs for R.I.C.E. Items and Web Content
  • Test, Refine, and Validate R.I.C.E. programs
  • Schedule Interfaces for Production
  • Develop Conversion Plan for Data Migration to PRD
what is realization79
What is Realization?

What will the BASIS Team be doing?

  • Complete Install of SAP Environment
    • Development (DEV)
      • BW
      • Portal
    • Quality Assurance/Testing/Training (QAS)
    • Production (PRD)
  • System Administration, Tuning, Patches, and Fixes
  • Transport Management
  • Define and Develop Authorization Roles
final preparation
Final Preparation

Shift focus from “getting system ready” to “getting the University ready to use the system.”

  • Transport Configuration to Production System
  • Convert Data
    • Master Data
    • Balances
  • End-user Training
  • Deploy Front-end
  • Finalize Support Strategy and Prep Help Desk
  • Schedule Interfaces
training plan
Training Plan

Power Users (300 – 500 people per system)

  • Will be involved in testing
  • Will be trained first (starting approximately 8 weeks prior to each go-live)
training plan83
Training Plan

End-users

  • Will be trained next
    • starting 6 – 8 weeks prior to go-live for each module
    • Continuing until after go-live
  • Methods of training include but are not limited to:
    • Online courses
    • Instructor-led classes
    • Web-based documentation
what to do before sap training
What to do before SAP training

Take the EVC online course “SAP R/3 4.6: User Basics” (http:/www.uky.edu/IS/Training/EVC/)

  • Take this prior to attending the IRIS training scheduled to begin in two months prior to Go-Live.
  • This will introduce you to:
    • SAP screen
    • Navigation tools
    • Data entry
    • Online training, if you have not used it before
other resources
Other Resources

Operation Educate

  • 257-7911
  • Meet the personal computer
    • Intro to Windows
    • Basics of Word and Excel
    • Basic introduction to the Internet
  • Self-paced nature
    • No computer experience needed
    • Practice new skills
    • Instructor available
technology training
Technology Training
  • Desktop training, administrative computer training and online training
  • Learning@email.uky.edu
  • Classes include:
    • Microsoft Office ½ day classes (Word, Excel, PowerPoint and Outlook 2003)
    • Navigating Your PC
    • EVC (on-line SAP course is included here)
hrd professional development training
HRD Professional Development Training

Enhance interpersonal skills, personal productivity, and professional effectiveness

  • 257-9555 ext 183

Recommended programs available to help understand and work with the dynamics of change include:

  • Coaching Your Front-line Staff
  • Facing the Challenge of Change
  • Basics of Leadership
  • Leading Effective Teams
question and answer session
Question and Answer Session

Questions Submitted in Advance

questions submitted in advance
Questions Submitted in Advance

1. What does SAP stand for?

slide90
Answer:
  • The original meaning (which is German) is: "Systeme, Anwendungen und Produkte in der Datenverarbeitung".When SAP came to America, it changed to Systems, Applications and Products, although back in the 80s it was Systems, Applications and Products in Data Processing. That is a literal translation of the German meaning.
questions submitted in advance91
Questions Submitted in Advance

2. Will there be a transition to one payroll period for all UK employees so all are on the same pay schedule?

slide92
Answer:
  • The University will continue to have monthly and bi-weekly payroll schedules.

A large University group is currently working on this matter and more information will soon be made available to the University community.

questions submitted in advance93
Questions Submitted in Advance

3. Will the new system have electronic signatures or some type of electronic approval mechanism (similar to the current purchasing requisition method) for PAR approvals or will we still be using paper print screens?

slide94
Answer:
  • Print screens will not be required. However, for new hires, the employee record will be locked for payroll until Compensation reviews and approves. Electronic workflow will be implemented during later phases.
questions submitted in advance95
Questions Submitted in Advance

4. I am very concerned about how well the new system will address the over-usage of the social security numbers as an identification number on this campus. The fact that our social security numbers are needed everywhere on this campus from being printed on our timesheets, to being needed to get a UK key to getting a copy of our transcripts, etc. Will it be possible for UK to create a different ID number for faculty, staff, and students to use at the various places on campus, so that our social security numbers will not have to be used or printed?

slide96
Answer:
  • SAP will create a system-assigned ID number which will be used for identification of employees and students.  The University of Kentucky recognizes the need to protect social security numbers and will use the new system-assigned IDs as the method to identify students, the faculty, and staff members.
questions submitted in advance97
Questions Submitted in Advance

5. I would ask that you reconsider why we are going to "book students into events."  Perhaps this is what they do in Germany but here at UK we "register students into classes" because that is what we do in higher education in the United States.  Certainly Campus Management doesn't care what we call it - after all it is merely a system, it doesn't have a culture.  Learning to use a new system will be challenging enough for most of us but having to redefine the language we use to describe what we have done for years may be forcing more challenge than need be.  I simply ask that you consider, "are we changing our language because critical evaluation says we must, or are we doing it because no one asked, "why?" 

slide98
Answer:
  • While it is true that some of the terminology used at the University of Kentucky will change with the implementation of SAP, this is being done with thoughtful consideration.  Issues such as ongoing system maintenance, upgrades, etc., must be considered and the decision has been made to use SAP’s terminology for these reasons. If the University were to require that the SAP system adopt current University terminology, every screen, every program, every data element in the system would have to be modified. This would make the system unsupportable by SAP and make the maintenance of the system impossible.
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Questions Submitted in Advance

6. Will we continue to use BRIO or Crystal for reports?

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Answer:
  • SAP Business Warehouse has a tool, Business Explorer (BEx) that allows us to build flexible queries/reports where users can change parameters, select which elements (of a pre-defined list) they want on the report, use drilldown options, etc., and download to EXCEL.  Once the report output is in EXCEL, Brio or Crystal can be used to run against the data if the user chooses.  However, users may find that the BEx functionality is sufficient. 
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Answer to Question 6, continued
  • We are in the process of installing the SAP Business Warehouse, and once test data are available, we plan to do presentations for users who are trying to decide whether to continue to use Brio and Crystal.  Past evaluations have indicated that users who have need of advanced special formatting functions prefer Crystal, while those who need the OLAP (data pivoting, drilldown) functions prefer Brio.  Because the strengths of the two tools were sufficiently distinct, IT made a decision in the past to support both tools to assist users.  In the future, if someone is using Crystal to do sophisticated formatting of the output, and cannot do the same functions within BEx or EXCEL when the output has been downloaded from BEx, they may choose to continue to use Crystal.
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Questions Submitted in Advance

7. Will SAP track TDL and vacation accruals and balances?

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Answer:
  • Yes, SAP will be used to track vacation and TDL for staff employees.
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Questions Submitted in Advance

8. Will direct deposit become mandatory?

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Answer:
  • Direct deposit is currently required for new employees. This policy will not be impacted by the implementation of SAP.
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Questions Submitted in Advance

9. Will source documents, such as with intercompany charges, be electronic in the system?

For example, when PPD completes a work order there is often a lag time before a job order report is received in my office or an intercompany charge is posted to the office FRS account detailing the amount of the charge. Once SAP is implemented, will these documents be accessible?

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Answer:
  • Some electronic workflow will be available when the system goes live in Phase One. In later phases of the project, more workflow will be provided to support additional electronic processing.
  • Documents processed within electronic workflow will be available online for review. Documents processed as part of systems external to SAP, such as the job order system, will not be available online as part of the SAP system.
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Questions Submitted in Advance

10. What security measures will be in place?

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Answer:
  • Work on developing security for the system will start May 1. Access will be restricted when the data are such that issues of privacy or legality are concerns and where necessary to ensure that individuals can update only appropriate records. Otherwise, access may not be limited, at least on an inquiry basis.
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Questions Submitted in Advance

11. Will my access be limited to only the modules I need for my job (i.e., finance)?

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Answer:
  • Yes, everyone will be given access based on roles. An individual may have several roles within an application.
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Questions Submitted in Advance

12. Will financial processes be outlined in the system, and will there be a troubleshooting/help menu to explain and outline the steps of these processes?

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Answer:
  • Yes, this still needs to be done, but processes relating to functions and roles will be developed so that users see what they need to see. An on-line help feature provides access to multiple methods of help including simulations, cue cards, work instructions and screen shots, so that users can easily find information that helps them perform their functions.
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Questions Submitted in Advance

13. Is it true that UK employees will be required to pass a proficiency test before they get an ID and password for SAP/IRIS?

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Answer:
  • You will need to show competency before using the actual SAP system, so you will be comfortable with the system and what you are doing in it.  You can compare this to getting your driver's license -- you have to show your competency before you are issued a license.  Drivers who have not proven their competency could cause accidents.  We want to prevent SAP accidents and ensure your success in the system. To be authorized to use SAP, you will demonstrate that you can navigate the system and perform transactions.  If you have problems, there are multiple resources available to help you.
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Question and Answer Session

Audience Questions

where to get more information
Where to Get More Information
  • Visit the IRIS Web site – www.uky.edu/iris

(This presentation will be available on IRIS Web site)

  • Join the IRIS Project Listserv (sign-up via the web site)
  • Send questions and comments to iris@uky.edu
  • Read UK News articles