Faculty and the New Financial System

Click to download the Faculty Fact Sheet (pdf).

Click to review a list of faculty frequently asked questions.

Click to view the Purchasing from U-Stores fact sheet.

Interaction with the new financial system by faculty members will vary considerably depending on their roles and the type of assistance they receive from staff members. Some faculty members will simply need to remember a new account number, while others will use the new system for purchasing supplies and other items. Following are ways in which faculty may be impacted.

• Financial services will be organized around a cluster or shared-services model within the colleges/campuses, which will provide for better data integrity, efficiency, accountability, and process consistency. Each college/campus has developed its own organizational structure and is sharing this information with faculty so they are aware of how services will be provided to them.
  
  
• Because the new financial system is a Web-based tool, it has multiple capabilities for generating and creating reports. Overall reporting will be improved with the potential for more robust data analysis. How faculty members will take advantage of these capabilities will vary considerably.
  
  
• The new system provides for online submission and approval of travel and other expenses. User-friendly forms will simplify and speed up processing for faculty members, whether they complete them or have a staff member complete them.
  
  
• The process for completing a requisition for supplies and other items will be smoother because anyone can complete a requisition once they have taken the proper education class. For example, a faculty member may assign a research assistant the task of purchasing supplies.
  
  
• The grants management system allows online proposal and award tracking, electronic NOGA delivery, and delivered PI reports. Because sponsored data will be integrated, cost sharing will be linked to projects within the system. Information will be more timely; for example, F&A processing will be done nightly versus the current weekly. Proposal preparation will remain in the current Electronic Grants Management System.
  
  
• Account numbers (currently called CUFS numbers) will change because the Chart of Accounts will be completely new. Colleges/campuses will provide information to departments about the account structure.

Faculty Who Initiate Financial Processes

For security purposes, the University will have policies regarding access to the new financial system. Faculty access to the new financial system will depend on the activities of each faculty member and the ways in which they wish to interact with the new system.

• Purchasing from U-Stores. An online tutorial for U-Stores purchases will be created for non-financial staff (faculty, lab staff, and administrative staff) that provides a condensed version of the Chart of Accounts and Create Requisitions courses into one online course. An online assessment will be required upon completion of this tutorial. Only those individuals who purchase through U-Stores and will have no other responsibilities that will require them to use the PeopleSoft financial system will be eligible. If you are eligible, please carefully read the Purchasing from U-Stores document.
  

• Employee Reimbursement. Should faculty members wish to complete travel and other expense reimbursements in the new financial system, they will be required to take the instructor-led Travel Authorizations and Expense Reimbursement course, as well as the Basic Accounting and Chart of Accounts prerequisites. Faculty members may wish to have a delegate complete these reimbursement forms for them after providing appropriate receipts, justifications, and account numbers. In that case, the delegate would need to complete the class requirements.
  
  
• Financial reporting. 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. Special features will also be covered.

Note: The Basic Accounting online tutorial and assessment and instructor-led Chart of Accounts course are now available. Visit our Training page for more information.

Faculty Who Rely on Staff to Handle Financial Matters

Each college/campus will determine how faculty will receive financial services from staff. Faculty who wish to run a report query will be able to do so.

Change Resources

Although faculty will be, for the most part, minimally impacted by the transition, financial staff will be affected because they will be attending training, taking competency assessments, and learning the new system. By demonstrating support, faculty members can be instrumental in helping financial system employees as they undergo this financial system change. Here are some suggested ways that faculty can demonstrate their support:

• Practice patience. Along with learning a new system, some staff are also learning new processes and new roles. Expect that the service you receive may slow down a bit during the training period from April through June 2008 and after we first go live in July 2008. Remember, everyone is doing the best they can.
  
  
• Offer encouragement. Some staff who will be using the new system may become easily frustrated or angry. You can help by lending an ear and just listening to them. Acknowledge their frustration and then remind them that they are capable and smart and that you have confidence they will get through this. Also remind them that "this too shall pass."
  
  
• Acknowledge accomplishments. Staff who will be using the new system will be attending training and taking assessments, which has created anxiety for some staff. Recognize their accomplishments and congratulate staff who have completed their training and assessments.
  
  
• Touch base. Ask staff how they are doing. Let them know you are aware that this is a challenging time for them and ask if there is anything you can do to help out.

Click here for more change resources.