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Brief Article: New financial system continues progress toward July 1 go-live (updated July 2, 2008)
Please note that information on these EFS Updates may have changed since the Updates were issued.
Access Request Forms
Many users are wondering if they need to complete an Access Request Form (ARF) to complete transactions in the new financial system.
If you are a user who was preregistered for classes by your organizational design committee back in March 2008, then security already received your information. As a result, you will not need to complete an ARF. If you are unsure whether you were preregistered for classes, please confirm with your cluster director prior to completing an ARF. The list of cluster directors is available at the EFS Web site: http://www.finsys.umn.edu/ODclusterdirectors.html.
All other users who require access to either the reporting instance (for viewing and running reports) or the production instance (for preparing or approving transactions) will need a signed ARF on file in order to gain system access.
Access to the new financial system is based on:
There is an ARF plus separate attachments for different financial roles. If you need multiple levels of access, you will need to fill out multiple attachments to accompany the ARF. The attachments available at this time are:
The ARF and its accompanying attachments are available from the OIT Data Security Web site: http://www1.umn.edu/datasec/security/Requestingaccess.html.Follow the steps below to download and complete an ARF and its attachment(s).
Users who require access to the financial system will also need to have an M Key. As users are identified, OIT Security will check to see if they already have an M Key. If they do not, an M Key will be sent to them. If you would like more information about the M Key, visit http://mkey.umn.edu/.
Testing Phase Completed, Rollout Underway
Another milestone has been reached by the EFS project with the completion of the Testing phase, which began in November 2007. The Testing phase included three passes, and covered:
Sixty subject matter experts (SMEs) ran the system through its paces over a one-month period as part of operational readiness testing. Testers ran test scripts, “played around” in the system, and documented any defects they uncovered. One SME said, “It was good to be able to interact with the future.”
The EFS conversion team has completed four mock conversions of data, aiming for a well-rehearsed and effective production conversion and system rollout. The intent of the mock conversions is to test all conversion programs and processes in order to identify any potential issues before the final conversion takes place in June. Human resources and student system conversion were integrated with the financial system test effort.
In April, EFS ran an initial mock rollout focused on running the conversions in the same conversion sequence as will be used for go-live. A second mock rollout is underway to further refine the conversion processes for execution, analysis of results, review, and sign-off. The go-live production conversions will begin June 2, with conversion activity intensifying the week of June 21 through the July 1 go-live date.
Several additional conversions will take place after July 1; for the most part, these post go-live conversions are scheduled around the CUFS FY08 accounting period cutoffs. Throughout the conversion testing, the conversion team has been working closely with the business process owners and other EFS teams to ensure that the conversion of data from CUFS and other legacy systems to PeopleSoft is accurate, reportable, and complete.
In addition to testing and conversion, other rollout activities needed for successful go-live include training and communications. A rollout calendar shows many important dates for users to remember as go-live of the financial system draws nearer.
Subject Matter Experts Test New System
It was “good to be able to interact with the future,” according to one of the subject matter experts (SMEs) who participated in system operational readiness testing recently. Todd Stroessner, a senior accountant in Sponsored Financial Reporting, was one of about 60 experts from the University financial community who spent many hours at the EFS project offices running test scripts. Testers documented any defects and talked with the EFS testing lead, Jeff Toensing, as well as team members, about any questions they had or issues they encountered.
Karen Greeder, executive accounts specialist, College of Design, said she loved taking part in the testing. “It gave me a chance to ask the programmers so many questions. I have a better understanding about how the University process needs to work with the system, and not the system working for our current processes.”
Testers were asked to execute test scripts and to note when the system did not respond the way they thought it should. Karen approached her testing assignment by putting the scripts in a pile and proceeding through as many as possible. “I spent three hours in each session and could have spent at least another three hours in the AR & Billing part,” she said.
The testing process helped reduce the stress levels and anxiety over the new system for Angie Klidzejs, principal accountant, Microbiology. “I had been given an assignment by a Medical School group to find out more about CPS approvals. Mary Ritzer [EFS project team member] was gracious enough to sit down with me and show me how to process and approve a CPS document.” Angie was also able to make screen shots of her work and e-mail them to herself for later presentation to her approvals team. Was she glad she participated in testing? “Yes!”
None of the SMEs interviewed uncovered any major defects for follow-up by the testing team. According to Jeff, SMEs saw a number of smaller issues that they brought to the attention of the team.
“I may not have contributed to the greater good by uncovering a defect, but I sure appreciated the opportunity to get in the system and put it through its paces. I'd wholeheartedly urge anyone who has the opportunity to participate in testing. Familiarity will help allay a lot of apprehension with the new system,” Todd said.
Although the SME testing is now complete, financial system users will find that the training labs also provide hands-on opportunities along with help from experts.
Training, Ethics, and You
You’re probably already aware that in conjunction with the rollout of the new financial system, six financial roles have been identified: initiator/requester, preparer, approver, fiscal monitor, principal investigator or project manager, and academic or administrative head. One thing all six roles have in common is compliance with University policies and procedures and funding agency restrictions.
This means that regardless of your financial role at the University, you must be familiar with these policies, procedures, and restrictions and you can be held liable if a financial transaction you are associated with violates one of them. This is not just a University rule; it has been upheld in a court of law, where preparers or approvers have been held accountable for transactions made on behalf of requesters.
For this reason, Training Services is emphasizing the Code of Conduct and ethical practices in all financial system training. We want to help protect all staff by educating them about what policies and procedures they are legally responsible to uphold.
And while it may be uncomfortable to question the request of a superior or a colleague, it is likely that the person making the request is unaware that their request falls outside of University policy or procedure. By questioning them, you could in fact be educating and helping protect them.
So while it’s easy to assume it’s the responsibility of someone else to ensure that financial system transactions fall in compliance with legal restrictions, think again. Each of us is responsible for every transaction that we touch, in whatever role.
EFS Updates Board of Regents
On May 8 members of the Board of Regents Finance and Operations Committee received their last update on the new financial system prior to July 1 implementation. Mike Volna and Steve Cawley, EFS project cosponsors, reviewed for the Board the readiness assessment used to make a Go/No Go recommendation to the EFS Executive Steering Committee in April.The assessment focused on the key areas of functional readiness, central operations, campus operational readiness, technical architecture and infrastructure, technical application, integration with internal and external systems, and system performance. The presentation also highlighted training for the new system and the budget, noting that the project is on budget. Results of a very favorable audit of the EFS project were presented by the University’s Office of Internal Audit to the Board on May 7.
More Training Courses Open
Three more online tutorials will go live soon: Purchasing from U-Stores, PCard Reconciliation, and PCard Approvals. If you are currently a PCard approver, certified approver, or reconciler, and you will continue these activities in the new system, you will need to complete the appropriate PCard tutorial. If you are unsure if you should take a PCard tutorial, check with your Cluster Director. To enroll in a PCard tutorial, contact Training Services at trngsvcs@umn.edu or 612-626-1373. Feedback from attendees at the training courses continues to be very positive. Results of the 2,500 surveys taken to date show a greater than 80 percent satisfaction rating.
Get One-on-One Help at Training Labs
Take advantage of the Training Labs now to get guidance from trained staff. Attendees can work with Training Services staff members to run through exercises from the training courses they’ve attended or they can work on their own or take their assessments. The labs are sure to get busier as go-live draws nearer, so spend time at the labs now. The labs provide a quiet setting to concentrate on learning. They are located on the Minneapolis West Bank, St. Paul, Duluth, and Morris campuses.
Download “CUFS is Going Away” Brochure
EFS has produced a brochure titled “CUFS Is Going Away,” which provides an overview of the new system and is especially useful for non-financial staff and faculty. This brochure can be downloaded from the EFS Web site and distributed in colleges and departments. Cluster directors will receive printed copies via campus mail this week.
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.