Status Summary
Read the recent Brief Article about EFS: New financial system continues progress toward July 1 go-live (March 26, 2008).
Read the full program status report for March 27, 2008 (pdf).
May 5, 2008
Four Tutorials Launched
Training Services launched four new online tutorials and an instructor-led course last week. The tutorials are Requisition Approvals, Travel and Expense Approvals, Departmental Deposits, and Asset Management and they are available for enrollment on the Training Services Web site. An instructor-led course, HRMS Impacts, also began last week. Journal Entry Approvals and Vendor Payment Approvals tutorials will be online later this week. Questions regarding training should be directed to Training Services at trngsvcs@umn.edu or 612-626-1373.
EFS Hears from Lab Fest Attendees
The EFS table was busy at last week’s two-day Lab Fest sponsored by U-Stores. EFS representatives answered questions, handed out information, and demonstrated the create requisitions portion of the new system.
Comments from people who stopped by ranged from excitement about having the new PeopleSoft system to concerns about having to learn about it and spend time at training. Some visitors who only order through U-Stores had questions about how that process will work in the future. EFS handed out copies of the U-Stores fact sheet that describes the qualifications for the upcoming Purchasing from U-Stores online tutorial.
A general brochure titled “CUFS Is Going Away” provided visitors with an overview of the new system, including a reminder that CUFS numbers will be changing in July. This brochure can be downloaded from the EFS Web site and distributed in colleges and departments.
April 28, 2008
EFS Executive Steering Committee Gives Thumbs Up
At the EFS Executive Steering Committee meeting on April 23, members expressed their confidence in the EFS project and gave their approval to go live with the new financial system on July 1. Douglas O’Sullivan, EFS project director, summarized the results to date of system testing and what they mean to the project’s ability to go live as planned. He reviewed project readiness by module based upon eight criteria and also covered readiness to integrate with student, human resources, and payroll systems. Included in the report was a summary of current outstanding defects categorized by severity.
Following questions and discussion, each ESC member gave his or her approval to go forward. They noted the progress that the project has made in the past two-and one-half years and indicated their continued confidence in a successful system implementation.
The EFS project also recently received a favorable audit report from the University’s Office of Internal Audit.
Left to right: Richard Pfutzenreuter, EFS Project Executive Sponsor and Chair; Michael Volna, EFS Project Cosponsor; Steve Cawley, EFS Project Cosponsor; and Douglas M. O'Sullivan, EFS Project Director.
April 21, 2008
Pass 3 of System Test Underway
EFS project team members have completed the second round of testing the new financial system and have moved into the third and final round. Any issues identified in pass 2 are being resolved. Pass 3 will conclude by April 30.
Subject Matter Experts Begin Operational Readiness Testing
The EFS project team is looking forward to the arrival of nearly 100 subject matter experts (SMEs) this week from throughout the University who will begin testing the new system. The SMEs will run test scripts provided by the project and will identify any remaining defects from a business process perspective. SME testing is expected to last for one month.
Access Request Form (ARF) Now Available
The Access Request Form (ARF) to gain access to the Reporting Instance for the purpose of viewing and running reports is now ready. This ARF is for employees who need access ONLY to the Reporting Instance. Employees who will be actively preparing or approving transactions in the financial system should NOT complete this ARF.
Cluster directors will be identifying those employees who meet two criteria: (1) they require access to financial system reports and (2) they will not be preparing or approving financial transactions. Individuals who meet both of these criteria will need to complete the ARF.
Once employees have completed the ARF, the form must be submitted to cluster directors, department heads, or supervisors for signature. OIT Data Security needs this information by Friday, May 9th to plan for M Key distribution.
The ARF is available now on the OIT Data Security Web site: http://www1.umn.edu/datasec/security/Requestingaccess.html. Select Word or PDF format. First, click on and fill out the Access Request Form. Second, select the EFS Financial Reporting Instance attachment found under Financial Systems & Data.
Fiscal Year-End Memo Released
Accounting Services has issued the 2008 Fiscal Year End Procedures document. This important procedures document contains crucial information related to year-end accounting activity, forms, and due dates for fiscal year end at the University. With the implementation of the new PeopleSoft financial system requiring earlier cutoffs, it is especially important to meet all required deadlines and to resolve all lingering issues in CUFS and other legacy systems. Please take the time to familiarize yourself with the document. Questions regarding the FYE procedures should be directed to the University Financial Helpline, fsshelp@umn.edu.
Length Adjusted for Two Training Classes
After conducting classes for several weeks, Training Services has determined that the length of two classes should be extended to better fit the class content. Effective April 21, the Journal Entry class will end at 3:30 p.m. and Endowments will be extended to 2 p.m. Individuals taking these classes should plan accordingly.
This week’s training tip: Do you find that questions dawn on you after taking a class that you didn’t think to ask during your session? Come and visit one of the training labs set up just for that purpose. You can also take your assessment during lab time.
Training tip #2: Registration is required to attend the instructor-led classes.
Training-related questions should be sent to trngsvcs@umn.edu.
April 14, 2008
Training Participants Express Satisfaction
Participants in the 12 financial system courses that have been launched thus far are largely positive and supportive of the training they’re receiving. In survey responses gathered by Training Services, approximately 80% of respondents expressed satisfaction with the courses they’ve participated in. Here is a sampling of quotes from the financial system users:
- “The hands-on training was very helpful. You learn more with hands-on than just watching someone else do it. The more you do it, the better you will become.”
- “The training material was well organized and matched up well with taking the assessment.”
- “The instructor was really terrific and very encouraging, supportive, and open to all questions.”
Click here to read the full training update for April 2008.
Take Training as Scheduled
This week’s training tip: Be sure to attend your training classes as scheduled to guarantee that you will be able to progress on to your next class(es). Chart of Accounts classes are full and, because COA is a prerequisite, individuals who do not attend as scheduled may jeopardize their system access at go-live in July. All required training and assessments must be successfully completed to gain access to the new financial system.
Training-related questions should be sent to trngsvcs@umn.edu.
Change Support Is a Constant, Too
Change is constant for everyone, but knowing so doesn’t make it any easier when you are juggling work, training classes, and a busy personal life. If you think your unit would benefit from participating in a session on change and transitions, contact Kristin Berns at bernsk@umn.edu to make arrangements for a workshop at your location.
Feeling stressed? Here’s just one tip for dealing with it: Ask Questions! Don’t assume anything. If you are wondering about something, go directly to your supervisor. Coworkers have their own perceptions about things, and may not have the right information. Visit the EFS Web site for more stress management tips.
April 7, 2008
System Support Post Go-Live
The EFS project has received questions about how financial system users will get assistance should issues or questions arise for them once the system goes live. Just as they do today, users will contact either the Financial Helpline or the Technology Helpline (1-HELP). Helpline staff will answer the caller’s question if they are able or they will contact an advanced support group to assist the user. The EFS project will provide more information about post-go-live support as implementation nears. In the meantime, questions about the EFS project should continue to be sent to finsys@umn.edu.
Training Follow-up
This week one new training class will launch for the new system: asset accounting. That brings the number of launched online and instructor-led classes to 10.
This week’s training tip: Take advantage of the training labs set up on the St. Paul, Minneapolis, Morris, and Duluth campuses to learn about the system and take your assessments. All labs are staffed. Plan to stay beyond your training class end-time to take the assessment or to ask additional questions related to your class.
Training-related questions should be sent to trngsvcs@umn.edu.
Bridge Construction Near WBOB
If your training classes are held in the West Bank Office Building, please allow yourself extra time to arrive at the building. Beginning in mid-April and continuing until about June 1, 13th Ave. S. will be closed periodically throughout the day due to bridge work. Closures are expected to last about 10 minutes at a time. If you have questions about the construction project, contact the bridge project hotline at 612-236-6901.
Archive
Click here to view an archive of previous status updates and program status reports.
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