Transcript Project Accountingrequirements workgroup, requirements

Financial System
Replacement Project
Fall 2009
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Topics
Topics
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Financial system replacement overview
Project background
Project phases
Next steps
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Financial System
Replacement Overview
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Financial System Replacement Project
Financial Systems Replacement Project
• A major effort to replace UW core financial systems
• Now in the Needs Assessment phase
• Targets three financial systems:
FAS
BGT
PAS
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Financial System Replacement Project
When our financial systems
were implemented in 1974:
• Pocket calculators appeared
• Offices began using a primitive
word processor resembling a
typewriter
• UW Research volume was
$69M
A lot has changed… but not our core systems.
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Financial System Replacement Project
How Does the UW Compare?
Among the UW’s peer group, only one
has financial systems older than the
UW’s – Michigan State University.
… And MSU is in process of
replacing their financial system.
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Financial System Replacement Project
UW Financial Systems: Current State
• Can’t support new business models and priorities:
– President Emmert’s 2 Years; 2 Decades Initiative
– Activity Based Budgeting (ABB)
– Self-sustaining business units
• Inefficiencies negatively impact staff productivity
• Manual workarounds create additional work
• Hundreds of redundant shadow systems
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Financial System Replacement Project
Future Financial System Vision
• Modern, flexible, effective core financial system
• Flexible chart of accounts
• Effective financial and management reports
• No manual workarounds; streamlined business
processes
• Timely, consolidated, accurate information
• Integrated system supports management and reporting
• Current/future business needs met;
limited system customization
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Financial System Replacement Project
Looking to the Future
• Status quo is not
acceptable
• Replacing our core
systems is critical to the
UW’s future
• We are moving forward!
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Project Background
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Project Background
UW Strategic Roadmap
• UW Strategic Roadmap (2008)
– Comprehensive strategic plan for future
of UW information and administrative systems
– Involved 170 key stakeholders across UW
• Recommendations--Five key initiatives including:
– Replace our financial systems
– Redesign business processes
• Outcome:
– Financial Replacement Project
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Project Scope
Project Scope
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Fixed Assets
Purchasing/Receiving
Accounts Payable
Travel/Expense Reporting
Vendor Management
Cost Accounting
Service/Recharge Centers
General Ledger
Grants Management
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Project Accounting
Capital Projects
Budgeting
Budget Activity
Reconciliation
Accounts Receivable
Debt/ILP
Endowment Mgmt.
Bank Reconciliation
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Project Approach
Project Principles
• Transform how we do business
• Changes of this magnitude take time
• Start preparing for change now
• Select vendor package/open source–don’t build
• Minimize customization to reduce risk/cost
• User involvement critical during every phase
• No system will meet 100% of our needs
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Financial System Replacement Project
A New Approach
• Past efforts focused on
incremental enhancements
• Long-term solution is
radical: replace our core
systems
• Scope and scale are larger
and more complex than
anything UW has
undertaken in this area
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Financial System Replacement Project
Setting the Stage for Success
• Highest level of institutional support
• Executive sponsors:
– Phyllis Wise, Provost
– V’Ella Warren, Executive Vice President,
Finance & Facilities
• Funding the new approach:
– First project phases have been funded
– Executive Sponsors actively working on funding
for new system
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Project Organization Structure
Broad Community Involvement
Executive
Sponsors:
V’Ella Warren
Phyllis Wise
Technical
Advisory
Group
Project
Sponsors:
Ann Anderson
Sara Gomez
Gary Quarfoth
Financial
Core Team
FSNA
Project
Team
Project
Steering
Committee
Accounting
Advisory
Team
User
Work
Groups
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Project Phases: The Road Ahead
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Project Life Cycle
System Replacement Life Cycle
2008-2009
Phase 1
Needs
Assessment
2010
2011 – 201?
Phase 2
Alternatives
Analysis
Phase 3
Implementation
Planning
Go-Live 20XX
Phase 4
Design &
Development
Phase 5
Final
Preparation
Phase 6
Post
Implementation
Support
Major Investment
Funded
Funded
Funding Strategy Discussions Underway
Communication
Business Process Redesign & Change Management
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Financial System Replacement Project
Phase 1: Needs Assessment
Goal: Define what UW needs in a new financial system
• Interviews: Over 100 users explore issues; document
existing business processes
• Focus Groups: 26 focus groups help determine what’s
needed in a new chart of accounts
• Retreats: 225 users help define requirements for each
functional area
Phase 1
Needs
Assessment
Phase 2
Alternatives
Analysis
Phase 3
Implementation
Planning
Phase 4
Design &
Development
Phase 5
Final
Preparation
Phase 6
Post
Implementation19
Support
Financial System Replacement Project
Phase 1: Needs Assessment…
Activities taking place now:
• Gathering high-level requirements to select system
– All financial system users invited
to provide input
– Input collected via Web survey
Phase 1
Needs
Assessment
Phase 2
Alternatives
Analysis
Phase 3
Implementation
Planning
Phase 4
Design &
Development
Phase 5
Final
Preparation
Phase 6
Post
Implementation
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Support
Financial System Replacement Project
Phase 2 – Alternatives Analysis
Goal: Evaluate alternative systems against our needs;
identify best fit for UW
• Use feedback collected via the survey to:
– Identify priorities for new system
– Evaluate options for new system
• Talk with peer institutions that have implemented new
financial systems
• Recommend system solution for the UW
Phase 1
Needs
Assessment
Phase 2
Alternatives
Analysis
Phase 3
Implementation
Planning
Phase 4
Design &
Development
Phase 5
Final
Preparation
Phase 6
Post
Implementation21
Support
Financial System Replacement Project
Phase 3 and Beyond
System replacement
• Approach will be influenced by the system selected
• Activities will include:
– Gap analysis
– System pilots
– Business process redesign
– Testing
– Training
Phase 1
Needs
Assessment
Phase 2
Alternatives
Analysis
Phase 3
Implementation
Planning
Phase 4
Design &
Development
Phase 5
Final
Preparation
Phase 6
Post Implementation
Support
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Next Steps
• Provide your input via Webbased survey by December 4
• Attend a survey information
session to learn more
Check out the FSNA site for updates:
http://www.washington.edu/provost/oim/SPP/FSNA/
Financial System Replacement Project
Questions?
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