GeorgiaFIRST Financials Pre-Conference Workshop Summary

Enhance, streamline, and improve business processes and operations through the upgrade to version 9.2 of the financial system. The workshop focuses on goals, objectives, schedule, and institutional involvement to reduce modifications, increase standardization, and improve functionality. Key topics include fit-gap sessions, retrofits, user testing, and training, aiming for system go-live by March 2015. Goals include automation of manual processes and reducing complexity. Learn about the responsibilities of institutional coordinators in coordinating the upgrade process.

• Financial systems
• Workshop
• Upgrade
• Institutional involvement
• Goals

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1. GeorgiaFIRST Financials Pre-Conference Workshop David Nisbet and Vikki Williamson September 17, 2014 9:00am 11:00am

2. Agenda Introduction 9.2 Application Upgrade Schedule Goals and Objectives of 9.2 Upgrade Institutional Involvement Current 8.9 Production Institutional Retrofits Security Pre-Upgrade Cleanup Scope Institution Workstation Configuration Application Integration Demo of 9.2

3. Introduction Purpose Enhance, streamline and improve business processes and operations Partnership with financial leadership at USG institutions Coordination with auditors Increased focus on functioning as a system

4. Upgrade Schedule Fit Gap Sessions Development Retrofits 10/31/2014 User Acceptance Testing Scope Definition Detail Project Plan Complete May 2014 July 2014 September 2014 November 2014 January 2015 March 2015 System Testing Final Go Live Project Planning CAO/BIC/BPC Approval Complete Unit Testing Functional Specifications Creation Fit Gap Preparation Institutional Retrofits Complete Training Complete Application Configuration

5. Goals and Objectives Reduce modifications Reduce complexity Increase standardization Improve Expense module functionality Increase automation of current manual processes

6. Goals and Objectives Modification Comparison 8.9 vs 9.2 PeopleSoft Module 8.9 Modification Total 9.2 Modification Total Percent Decrease Accounts Payable 53 19 64% Asset Management 10 1 90% ePro/GFM 34 17 50% Expenses 34 15 56% General Ledger 32 19 41% Purchasing 24 5 79% Total 187 76 60%

7. Institutional Involvement Institutional Coordinator Responsibilities Key Contact for your institution Participate in scheduled project status meetings Disseminate information from project team Provide feedback Identify appropriate staff for UAT & Go-live Assist with coordination and scheduling training

8. Institutional Involvement Technical Representative Responsibilities Central contact for all technical communications Banner Integration: UAT (firewall changes, dblinks, etc.) Go-live cutover User workstation setup and issues PSQST (2-tier) access and institutional development

9. Institutional Involvement Institutional Retrofits Pre-upgrade Cleanup Security Setup Training UAT Production Cutover and Validation

10. Current 8.9 Production Development Freeze Resource Contention Clean up now

11. Security Security access review for changes from 8.9 to 9.2 Job aids will be provided to identify role changes Dynamic role assignments New Workflow roles Attend the 9.2 Security session on Thursday at 3:30pm for more information

12. Pre-Upgrade Cleanup Examples Workflow Various workflow changes Transactions (Requisitions, Purchase Orders, Vouchers, Travel Authorizations, Expense Reports, Journals, etc.) will need to be in a specific status. Attend each of the 9.2 upgrade sessions for more information.

13. Pre-Upgrade Cleanup Examples ePro/Purchasing Approve or close requisitions and Purchase Orders Assets Must be run through transloader and cannot be in a pending status.

14. Pre-Upgrade Cleanup Examples AP Vouchers: Vouchers should be matched and budget checked. Vouchers should be posted. AP Pay Cycles/Payments: Pay cycles must be in a completed status. Payments should be posted.

15. Pre-Upgrade Cleanup Examples Journal Generate All AP accounting entries (vouchers and payments) All Expense module accounting entries 1099 Withhold Post Run Post Withholdings for CY2015

16. Scope Modifications What has happened since Fit Gap? Fit Gap recommendations posted on GeorgiaFIRST Financials website (Project information, PeopleSoft Financials 9.2 Upgrade): http://www.usg.edu/gafirst- fin/project_information/peoplesoft_financials_9.2_upgrade Chief Accounting Officers and Budget Issues Committee met and approved or denied recommendations.

17. Scope Modifications Business Analysts completed initial tests to validate that mods where a PeopleSoft fix available can be dropped. Created functional specification documents. Collaborating with Technical team on how to simplify or reduce complexity.

18. Scope - Modifications 9.2 Online Mods 9.2 BOR Reports Total 9.2 Mods by Module 9.2 BOR Queries Module GL/KK 19 43 62 114 EX 15 1 16 23 ePro-GFM 17 1 18 18 PO 5 7 12 18 AP 19 6 25 36 SEC/PT 12 0 12 2 AM 1 7 8 31 ADP Recon 23 21 44 7 Common Remitter 21 26 47 6 Budget Prep 24 13 37 9 Payroll 14 21 35 18 Total Mods 170 152 316 282

19. Scope - Modifications Accounts Payable Approach - start with clean slate and drop most AP modifications in favor of delivered functionality. Reality - we will have to keep some and have a few new modifications in 9.2 Good news - able to reduce complexity and use delivered functionality that was previously not an option.

20. Scope - Modifications Accounts Payable - Significant Project Decisions and Changes Standardized AP Check Printer Recommendation HP Troy Signatures will be an image stored on network ITS will provide image requirements AP Check files will be a PDF file Can eliminate use of SwiftView

21. Scope - Modifications ePro, Purchasing and GeorgiaFirst Marketplace Dropping substantial amount of mods for ePro and Purchasing New features like Pre-budget check Trying to incorporate changes to address institutional needs (NIGP 5 digit codes, updates to the printed PO, etc.) No GFM changes planned

22. Scope - Modifications Expenses Emphasis on enhancements and maturing Expenses module by Oracle and ITS This will help us broaden functionality Dropping mods applied due to being behind on Oracle bundles/fixes. Continuing to engage Fit Gap participants for input (personal/commute mileage). Some configuration changes planned.

23. Scope - Modifications Asset Management No significant changes New Combo edit functionality Attempting to deliver new AM reports to assist in balancing within AM module and Capital Ledger

24. Scope - Modifications General Ledger & Commitment Control Explored dropping the ENCUMB Ledger but decision was made to keep it. Mod that syncs Budget Reference with Budget Period is being dropped. PCARD Functionality keeping custom BOR table and file import functionality

25. Scope - Configuration Significant Project Decisions Ledger Configuration Changes Update to how projects are budgeted adding project_id to the ORG and APPROP ledgers Julie Thompson will cover this configuration change and the topics on the previous slide in greater detail in the 9.2 GL session Thursday.

26. Institution Workstation Configuration CHANGES Crystal Reports vs. BI Publisher ORACLE no longer provides Crystal Reports You may use your own version of Crystal Reports PS and BOR delivered reports -> BI Publisher

27. Institution Workstation Configuration CHANGES Check Printing Standard PDF format (Acrobat Reader) SwiftView no longer needed New Spreadsheets Voucher Load and Journal Load

28. Institution Workstation Configuration Most Workstations no changes If it works today is should work with the upgrade Updated workstation installation guides

29. Institution Workstation Configuration Some Workstations Budget and Journal load spreadsheets Voucher Load spreadsheets SwiftView no longer needed for person doing AP check printing!

30. Institution Workstation Configuration Advanced Users / Technical Staff PSQUEST or SQL Developer (2-tier) access Oracle 11g Installation Guide PeopleTools 8.53 Installation Guide

31. Institutional Retrofits Institutional queries and developed reports Database(s) will be provided Query jump start reports will be provided Document of record changes (including BOR)

32. Application Integration BOR Payroll Benefits (ADP) Reconciliation Common Remitter Budget Prep

33. Budget Prep 9.2 Upgrade Budget Prep Bug Fixes and Enhancements: http://www.usg.edu/gafirst- fin/project_information/peoplesoft_financials_9.2_upgrade PeopleSoft Financials 9.2 Upgrade: Budget Issues Committee (BIC) Budget_Prep_Fit_Gap_Items_Summary rev. 09/04/2014

34. Budget Prep 9.2 Upgrade Few highlighted Bug Fixes/Enhancements: Budget Data Tab vs New Distrib Tab in Personal Services Update Pages not in sync. (BUG FIX). Issue not being able to save new NPS Budget Lines (BUG FIX) Suppress zero budgets from being loaded into Financials (ENHANCEMENT) Ability to run Fringe Generator on range of departments or all departments (ENHANCEMENT) Extract Projects and Grants (not just Grants) (ENHANCEMENT)

35. Budget Prep 9.2 Upgrade Pre-Budget Prep Activities (Feb/March): Make sure positions have valid pay distributions Clean up inactive/active positions in EV5 Title changes Inactivate position that are not needed in extraction Create new approved positions Add new departments (PSFIN) Request new departments from SSC Clean up grants (PSFin)

36. 9.2 Demo

37. Future Upgrade Communications & Documentation Scheduled WebEx sessions GeorgiaFIRST Financials website UPK Business Process documentation and Job Aids Targeted emails to Institutional Coordinator and Technical Representative

38. Summary of 9.2 Related Sessions Day and Time Session Title Room Wednesday, 3:20pm GeorgiaFIRST Financials Update and Roadmap Oglethorpe E Thursday, 9:40am PeopleSoft 9.2 ePro and Purchasing: Not So New But Improved Oglethorpe F/G Thursday, 1:00pm Accounts Payable 9.2: How It Will Be Different Oglethorpe F/G Thursday, 2:00pm What to Expect in PeopleSoft Expenses 9.2 Oglethorpe E Thursday, 3:10pm The Slightly Re-Engineered PeopleSoft 9.2 Security Oglethorpe E Thursday, 3:10pm How to Better Manage Your Assets in PeopleSoft 9.2 Oglethorpe F/G Thursday, 4:10pm Getting Ready for PeopleSoft 9.2 General Ledger Oglethorpe E Thursday, 5:10pm In PeopleSoft 9.2, Workflow is Overflowing! Oglethorpe E Friday, 9:30am PeopleSoft Query Oglethorpe E

39. Questions?

40. University System of Georgia Information Technology Services