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IRIS Project Update. IRIS Steering Committee June 28, 2005. Today’s Agenda. Organization Structures   David Hardison Security Officer Requests   David Hardison Student Acctng Comm Report   Karen Combs/David Hardison Communication Plans   Lana Dearinger

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Iris project update l.jpg

IRIS Project Update

IRIS Steering Committee

June 28, 2005


Today s agenda l.jpg
Today’s Agenda

  • Organization Structures  David Hardison

  • Security Officer Requests  David Hardison

  • Student Acctng Comm Report  Karen Combs/David Hardison

  • Communication Plans  Lana Dearinger

  • System Security  Kathy Hamperian 

  • Change in Timeline - KMSF  Phyllis Nash  

  • Integration Testing  Lee Nelson 

  • Updates  Team Leads

  • Questions



Organizational structure l.jpg
Organizational Structure

  • Provides framework for functionality

  • Must reflect “How things work”

  • FRS provides for FRS and HRS

  • Goal: Improve data integration and reporting

  • We assumed this required one structure for all modules of the SAP system



Realizations during realization l.jpg
Realizations during Realization became familiar with UK…

  • A single structure is not in the best interest of the University nor would it reflect the way the University operates.

  • There will be different structures (FI and HR/CM) because their functions are different.


Org structures l.jpg
Org Structures became familiar with UK…

  • FI - Built on financial relationships

    • Cost centers and how funds “roll up”

  • HR/CM – How people report

    • We’ve never had an HR structure

    • Every position will be connected to the funding cost center


  • Reasonable questions l.jpg
    Reasonable Questions became familiar with UK…

    “Why can’t they be the same?”

    If UK was organized with purely vertical relationships where $ and responsibility flowed in linear, non-branching ways – we could. But we aren’t. So we can’t.


    Reasonable questions9 l.jpg
    Reasonable Questions became familiar with UK…

    “Do I really care? Does this have any real impact on end users?”

    We are told that this does not have any real impact on end users; we’re only bringing this up because it is different that what we had said previously.


    Reasonable questions10 l.jpg
    Reasonable Questions became familiar with UK…

    “Will this make reporting more difficult?”

    Our SAP consultant says that reporting issues are not related to Org Structure.


    Slide11 l.jpg

    Summary became familiar with UK…

    This is not a big deal. We’ll have the right structure for the right situation.


    Security officer requests l.jpg

    Security Officer Requests became familiar with UK…



    Aso requests to date l.jpg
    ASO Requests to Date became familiar with UK…

    • Testing – FI, HR, MM

    • Delivery Addresses

    • Training - FI, HR, MM

    • Leave accruals and balances

      • working with HR

      • not for faculty

  • Review of academic relationships in org structure


  • Future requests to asos l.jpg
    Future Requests to ASOs became familiar with UK…

    • Training – review of planned courses for individuals

    • Approver levels

    • Time entry – levels of responsibility

    • Other


    Student payment and accounting issues committee report l.jpg
    Student Payment and Accounting Issues Committee Report became familiar with UK…

    • Committee Members:

    • Karen Combs, Provost Budget Office (co-chair)

    • David Hardison, IRIS Project (co-chair)

    • Linda Jacobs, Planning, Budget and Policy Analysis

    • Susan Krauss, Treasurer’s Office, (Kim Lush, alternate)

    • Linda Smitha, Student Billing Services

    • Ruby Watts, Registrar


    Student payment and accounting issues committee report17 l.jpg
    Student Payment and Accounting Issues Committee Report became familiar with UK…

    • Ex Officio:

    • Tonya Prince, IRIS Project/Registrar

    • Michelle Nordin, IRIS Project/Admissions & Registrar

    • Lynda George, IRIS Project/Student Financial Aid

    • Dale Austin, IRIS Project/Treasurer’s Office

    • Loretta DeToma, IRIS Project/Student Billing Services

    • Marlies Burkhard, SAP consultant


    Summary of issues and recommendations l.jpg
    Summary of Issues and Recommendations became familiar with UK…

    • Payment Options and Late Fees

      • Current Status

      • Options Considered

        • SAP’s Automatic Payment Plan

        • No Payment Plan

        • Modified IPP and Plan for Exceptional Cases


    Payment options and late fees l.jpg
    Payment Options and Late Fees became familiar with UK…

    • Recommendation

      • Require payment of all tuition and fees at the beginning of each term

      • Financial aid applied in current manner

      • For students who are unable to make the full payment at the beginning of the term:

        • No enrollment fee or additional action required by student

        • Accounts with a balance in excess of $50.00 will be assessed a “late fee” charge (rate range of 1.0% to 1.5% per month)

        • The late fee assessment continues on the unpaid balance until account paid in full or placed with a collection agency

        • Financial ombud to work with students with unusual circumstances


    Write off of unpaid balances l.jpg
    Write-off of Unpaid Balances became familiar with UK…

    • Current Status

    • Recommendation

      • Write-off of bad debt for unpaid accounts under $20 prior to data conversion and annually thereafter


    Clearing of credit balances l.jpg
    Clearing of Credit Balances became familiar with UK…

    • Current Status

    • Recommendation

      • Write-off of credit balances $10 or less prior to data conversion and annually thereafter for accounts with no activity for two years

      • Write-off of credit balances over $10 (after SBS researches and tries to locate students) prior to data conversion and annually thereafter for accounts with no activity for two years

      • Detail available for reversal if students request refunds


    Hierarchy of payment l.jpg
    Hierarchy of Payment became familiar with UK…

    • Current Status

    • Recommendation

      • Apply payments following the principle of “first in, first out” in order of the due date of the charge

        Note: Since tuition/mandatory fees from priority registration would be the first charges posted to the student account, the majority of student accounts would have these paid first.


    25 credit card convenience fee l.jpg
    $25 Credit Card Convenience Fee became familiar with UK…

    • Current Status

    • Recommendation

      • Eliminate the convenience fee

    • Note: The estimated revenue from the new recommended late fee would offset the revenue loss from discontinuing the IPP and cover the cost of the bank fees for the credit card usage.


    Student statement of obligation l.jpg
    Student Statement of Obligation became familiar with UK…

    • Current Status

    • Recommendation

      • Minor revisions of the statement previously approved by Provost

      • Statement of Obligation forwarded to University Legal Counsel


    Communication l.jpg
    Communication became familiar with UK…

    • Recommendation

      • Subgroup of this committee, with involvement from Public Relations, will develop and oversee a communication plan


    Communications update l.jpg
    Communications Update became familiar with UK…

    • Communication Plan for Student Accounting

      -Audiences

      -Messages

      -Vehicles

      -Timing

    • Other Communication Efforts

      -Chart of Accounts, new terminology

      -Training

      -HR communication


    Security in sap l.jpg
    Security in SAP became familiar with UK…

    • Role-based security

    • Defined by how each user (or group of users) will interact with the system

      • Transaction (update)

      • View only

      • Update and view

    • The current system is rules-based

      • Rules based on membership in a group

      • Update

      • View only

      • Update and view


    Access to information in sap system l.jpg
    Access to Information in SAP System became familiar with UK…

    • Current systems are highly restrictive

      • Access is granted at the field level

      • Evolved over time

      • View only is restricted

    • What access is possible in SAP

      • Highly secure system

      • Transactional interaction (updating) will be tightly controlled

      • Philosophy for view access to the system is that the system will be as open as possible.


    Types of testing l.jpg
    Types of Testing became familiar with UK…

    • Baseline Testing

      Module Specific Transaction Testing

      Purchasing Example: “Can we complete requisitions, PO’s and Goods Receipts?”

    • Integration Testing

      Complete Process Testing

      Example: “Can we complete the entire Procurement to Payment Process, AND are the resulting postings correct in Financials?”

    • Parallel Testing – Payroll

      • Validation of Payroll results with Legacy (entire population)

      • Production Simulation (sample population)


    Purpose of integration testing l.jpg
    Purpose of Integration Testing became familiar with UK…

    The purpose of Integration Testing is…

    • Validate configuration of business processes

    • Validate cross-module integration

    • Validate user security permissions (Cycle 2)

    • Expose SMEs to the system prior to Go Live by utilizing them as testers, and to obtain user acceptance.


    Areas of cross module integration l.jpg
    Areas of Cross Module Integration became familiar with UK…

    Purchasing

    • Requisitions/Purchase Orders > Funds Management

    • Valuated Goods Receipts > Funds Management, General Ledger

    • Invoice Verification > Accounts Payable, General Ledger

      HR Payroll

    • Employee Creation > CM (create Student), FICO (Account Assignment)

    • Payroll Run > Funds Management/General Ledger

      Student AR

    • Posting Charges > Funds Management, General Ledger

    • Incoming Payments > Funds Management, General Ledger

    • Outgoing Payments > Funds Management, General Ledger


    Integration testing cycles l.jpg
    Integration Testing Cycles became familiar with UK…

    Cycle 1: Scenario Testing (without security)

    Cycle 2: Interfaces

    Cycle 3: With Security

    Integration Testing is not limited to 3 cycles. The project team will complete as many cycles as required up to Go Live to validate that system is functioning as expected.


    Cycle 1 schedule l.jpg
    Cycle 1: Schedule became familiar with UK…

    Purchasing: June 20 – July 1

    Financials: June 27 – July 8

    Student A/R: July 25 – August 5

    HR Payroll: June 27 – July 15 (Internal)

    July 18 – July 29 (SME’s)


    Financial fi update l.jpg
    Financial (FI) Update became familiar with UK…

    Tasks recently completed:

    • Interface development/testing (journal

      entries)

    • Business Process Procedures (BPP’s)

    • Data conversion testing (all except grants)

    • Attribute data mapping

    • Work with Training team to help

      develop training materials


    Financial fi update35 l.jpg
    Financial (FI) Update became familiar with UK…

    Tasks currently being worked on:

    • Organizational structure- academic units

    • Integration testing

    • KMSF component

    • Reporting priority list

    • Interface transaction testing

    • Faculty Effort replacement

    • Endowment System replacement


    Financial fi update36 l.jpg
    Financial (FI) Update became familiar with UK…

    Tasks forthcoming:

    • Cycle 2 Testing (starts in July)

    • Report Development

    • End user training

    • Security roles development and assignment

    • Grant data conversion (OSPA)


    Materials management l.jpg
    Materials Management became familiar with UK…


    Materials management mm update l.jpg
    Materials Management (MM) Update became familiar with UK…

    Tasks recently completed:

    • Developed Requisition and PO Approvals

    • Prepared and Validated the QA System for Integration Testing

    • Established Tolerance Limits for Campus and Hospital

    • Prepared Integration Scenarios


    Materials management mm update39 l.jpg
    Materials Management (MM) Update became familiar with UK…

    Tasks recently completed (cont’d):

    • Developed Printed Outputs of Purchasing Documents

    • Mapped and Tested initial load of Vendor and Material Data


    Materials management mm update40 l.jpg
    Materials Management (MM) Update became familiar with UK…

    Tasks currently being worked on:

    • Training of Procurement and A/P Staff in preparation of End-User Support

    • Integration Testing

    • Development of Hospital Enhancements

      • CDM

      • Form Development

  • Business Process Procedures


  • Materials management mm update41 l.jpg
    Materials Management (MM) Update became familiar with UK…

    Tasks forthcoming:

    • Determine Authorizations and Roles

    • Configuration of the ABC supply analysis for cycle counting.

    • Final design of the item master.


    Campus management l.jpg
    Campus Management became familiar with UK…


    Financial aid l.jpg
    Financial Aid became familiar with UK…

    • ProSAM Sandbox Environment - 100% complete

    • Configuration & Testing of the following modules - 98% complete

      • Institutional Student Information Record (ISIR)

      • Data Load

      • ISIR Correction Module

      • Tracking Module

      • Need Analysis Module


    Financial aid44 l.jpg
    Financial Aid became familiar with UK…

    • Configuration and testing of Budget Module – 40% complete

    • Packaging module will be the next area of focus.

    • Development of schema and process to convert current system “active” financial aid fund subcodes to ProSAM “Aid IDs” – 40% complete


    Student administration l.jpg
    Student Administration became familiar with UK…

    • Academic Year and Term configuration

    • (Academic Year will begin with Fall semester and continue through summer)

    • Booking Rules

    • Progression Rules

    • Data Mapping from SIS to SAP

    • Ole Miss Training


    Student accounting l.jpg
    Student Accounting became familiar with UK…

    • Identifying end users who will need training for October 2005 go-live

    • Formatting of bills

    • Dunning letters

    • Communication plan

    • Identification of roles/transactions

    • Biller Direct consultant

    • BPPs


    End user training update l.jpg
    End-user Training Update became familiar with UK…

    • Feedback via security report received from Area Security Officers last week. Training team is compiling the information to determine final End User numbers for the October 1, 2005 go-live.

    • Training team is furiously working on solidifying training locations and logistical strategies for Phase I implementation. Have identified (with Dave Watt’s assistance) 11 potential locations across the campus.


    End user training update continued l.jpg
    End-user Training Update Continued became familiar with UK…

    • Working with the process teams to continue to train testers for MM and FI areas. Have taught 10 SAP Awareness and six Requisition to Check Overview courses to approximately 80 testers to date.

    • Developed and implemented on line help (myHelp) to accompany SAP help.

    • Working with the Basis team to get the training client (500) up and running.


    Slide49 l.jpg

    Preparation for Oct. 1 Go-Live became familiar with UK…

    SAP Awareness & NavigationUK1004 Hrs.

    Level

    100

    Req. to Check OverviewRtC2002 Hrs.

    Finance

    OverviewFI2002 Hrs.

    General

    Reporting

    RPT2004 Hrs.

    Level

    200

    Req. to Check

    5.0 days

    FI, FM, & CO

    10.5 days

    Contract

    Accounting

    1.25 days

    Level

    300

    THE BEST-RUN UNIVERSITIES RUN SAP