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Power Users Orientation for e UMB Financials

Power Users Orientation for e UMB Financials. Session III August 11, 2005 August 18, 2005. Objectives. Understand the impact of e UMB Financials on pre-award and post-award grants management. Define and demonstrate what RAVEN looks like and how it works. RAVEN training plans. Agenda.

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Power Users Orientation for e UMB Financials

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  1. Power Users Orientation for eUMB Financials Session III August 11, 2005 August 18, 2005

  2. Objectives • Understand the impact of eUMB Financials on pre-award and post-award grants management. • Define and demonstrate what RAVEN looks like and how it works. • RAVEN training plans.

  3. Agenda • ORD: Pre-Award • Restricted Funds: Impact of implementing eUMB Financials • ORD: Post-Award • RAVEN • RAVEN Training • Next steps

  4. Pre-Award Grants Management • Current processes for review, approval and reporting of proposals will remain the same • Temporary accounts will be called Pre-Award Spending. • ORD will pass approved information to Restricted Funds which will enter the approved award data into eUMB Financials.

  5. Restricted Funds • Restricted Funds will enter approved information from ORD into eUMB and create a valid chartstring including a Project ID • Project ID’s will be used in much the same way as FAS account numbers are used today • Invoices will be generated within eUMB (replaces BARS) • Troubleshooting and correction of errors within one system.

  6. ORD Post-Award: Sub-agreements • New form- “Request for sub-agreement” • Completed by PI or department administrator • Verifies data and provides an audit trail • Sub-recipient organization will receive a Purchase Order document in addition to the agreement • Other sub-agreement processes will stay the same

  7. ORD Post-Award: Budget Modification • Reallocation of funds among budget categories (Accounts) • Internal approval process continues to be required for compliance with OMB Circular A-110 • No change to the request process • Updated budget will appear in RAVEN after being entered by Restricted Funds

  8. Post Award/Grant Accounting A/R Billing Projects Contracts eUMB Financials and Grants - Release 2 Campus Portal Purchasing* P-Card Accounts Payable Financial Data Stores HR/PR/CA* Release 1 Project Resources Commit Control Internal Sys Interfaces General Ledger System Feeds SIMS Telephone Vet Resources Freezer Prog Central Billing Prompt Print State of MD Interface Journal Entries Cash Deposits RAVEN/Queries/SQR Reports (downloadable data format) * Workflow enabled

  9. What is RAVEN? • End user reporting tool • Snap shot of data at a given point in time • Primary source for financial information for end users (Budget vs. Actuals) • Replaces FAS Web (going forward) • Downloadable for export to departmental systems

  10. How is RAVEN organized? • A portfolio of eUMB pages • All Activity by Fiscal Year • Standard Grants • Deliverable Grants • Summary Grants • Statement of Payroll Charges (SPC) • P-Card • Plant Funds • Allows user to select display options

  11. RAVEN Demonstration • Set up and save an inquiry • Retrieve data • View balances and budgets • View summary data • “Drill down” to view transaction details

  12. Who has Access to RAVEN? • Role based access to RAVEN pages • eUMB security will control user access to RAVEN data • Department • Project • Award

  13. 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 When will RAVEN be available?

  14. RAVEN: The Game Plan • Power Users will play a pivotal role in RAVEN training • Departments will be asked to designate which Power Users will train others in RAVEN • Designated Power Users will be responsible for training all RAVEN users in their department/unit

  15. RAVEN Training Camp • Session 1: All Power Users will attend RAVEN Overview session • Session 2: Designated Power Users will participate in a more detailed session • Setting up inquiries • Running critical reports (early in game) • Teaching the users in your department • Troubleshooting & reporting RAVEN problems

  16. Game Day(s)…RAVEN Go Live • RAVEN security will be activated for all defined RAVEN users. • Designated (i.e., trained) Power Users will… • be able to run critical reports before others are trained • train as data flows into RAVEN – probably Jan/Feb

  17. Game Day(s)…Player Support Teams • Designated Power Users – first RAVEN point of contact in the department • Answer questions and/or pass on to eUMB Team • Central Offices – field questions sent by department’s designated Power User • ASC Help Desk – basic assistance (to be defined closer to Go Live)

  18. Next Steps • Power Users ‘corner’ located at http://www.umaryland.edu/eumb/index.html • Presentations to eUMB Financials users (other than Power Users) on Chart of Accounts, revised business processes, and system access • Prerequisite for training • Enrollment in eUMB Financials training • Post Go-Live training for Power Users in November • RAVEN training for Power Users in November • Send feedback on today’s session to: jgeima@admin.umaryland.edu

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