Enterprise Financial System Project Update Council of Research Associate Deans

1. Enterprise Financial SystemProject UpdateCouncil of Research Associate Deans January 17, 2008 www.finsys.umn.edu

2. Agenda • Project Timeline • What the New System Will Replace • System Benefits • Grants Management • Reporting • Training and Organizational Design • Communication • For More Information

3. Project Timeline • Project is on schedule • System Test phase began in November 2007 • System training and rollout begins April 2008 • System goes live July 2008

4. What the New System Will Replace • The new financial system will replace CUFS, Financial Forms Nirvana, EGMSi, JD Edwards, PAMS, TIMS, BNA, Bank Procurement Card System, Financial Reports on the Web, CUFS 1099 Bolt-on, and a number of other systems

5. New System Benefits • Web-based system replacing old mainframe no longer supported by vendor • Integrates financial processes across all campuses into a single enterprise • Integrates with HRMS and student systems • Presents improvements in processes, quality, and quantity of information

6. PeopleSoft Grants Integration

7. Grants Management • Proposal preparation will remain in EGMS • Core functionality will remain the same • Minor retrofits for new EFS terminology • Departments still responsible for PRF • SPA will continue to review and approve • EGMSi replaced by EFS functionality

8. Grants Management (cont.) • Online proposal and award tracking • Electronic NOGA delivery • Delivered PI reports • Cost sharing captured in financial system • Custom sponsor invoice and report forms available in system

9. Grants Management (cont.) • Ability to see daily F&A distribution and revenue transactions • Commitment control features

10. Reporting • PeopleSoft provides a rich, robust, and flexible information-delivery environment that will: • Meet diverse reporting/information needs • Meet diverse output and distribution needs • Deliver equivalent financial reporting and information currently provided by • Data Warehouse • UM Reports • Financial Reports on the Web

11. Base Reports

12. Reports for Super Users

13. Reports for Enterprise Analysts

14. Organizational Design • Clusters provide a way to deliver functionality without decentralizing high-risk functions • Org design committees overseeing cluster process • Committee chairs handout • All committee members are identified on the EFS web site

15. Training • Two prerequisites currently available • COA and Basic Accounting • System training begins April 2008 • Approximately half of end-user training courses will be online • Competency assessments for most courses • Users will be required to pass assessment for access to parts of system

16. Training (cont.) • Faculty can designate a proxy to perform financial system tasks for them (in which case the proxy would take the training and assessments) • Faculty who wish to create purchase requisitions, travel and expense documents, or perform other tasks in the financial system will need to participate in training relevant to the tasks, and then pass the associated assessments

17. Training (cont.) • Faculty are not required to take a reporting class. A tutorial demonstration on running queries and delivered reports will be available. It will include a list of common queries and reports, and it will give step-by-step instructions for running reports and queries.

18. Communications • Ongoing outreach • Faculty fact sheet • Online chat session January 25 for Q&As on training • Online resources include: • Training course listing (with descriptions and prereqs) • Recorded presentations on various topics • System highlights, including module descriptions

19. Web: www.finsys.umn.edu E-mail: finsys@umn.edu For More Information