Transcript Common Management System

Technology Day
- CMS Session -
Overview: Chris Manriquez
Human Resources: John Lynn
Finance: Allyson Bates
Campus Solutions: Susan Kachner
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September 21, 2006
2:15 – 3:00 pm
Agenda
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CMS General Items
CMS Committee Overviews
CMS Support Systems
CMS Training & Support
CMS Project Status Updates
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Human Resources
Finance
Campus Solutions (Student Administration)
CMS General Items
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New CMS Space Plan
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Library 6th Floor Space
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College Park 800 & 830
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House Project Office and the HCM/HR and FIS Projects
Improvements to be made in CP830
Library 2nd Floor Space
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Became cost prohibitive for improving location
House SA Project
Reorganization of IT Division locations
Utilizing 2nd floor space for meeting / fit gap rooms
CMS General Items
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CMS Staffing Challenges
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CSUF is encountering difficulty hiring and
retaining business analyst and technical staff
Existing Project Requirements have Grown
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Timelines for upgrades have been collapsed to a point
where they are nearly continuous
Once software is implemented, the BA role becomes
important to both operations and upgrades simultaneously
The campus requests for enhancements and bolt-on’s to
CMS will continue to grow
CMS General Items
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Communication
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Redesigning CMS Website to provide timely project
updates per Application / Area (October 06)
CMS General Items
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Communication
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Monthly CMS Divisional Finance Manager’s
Meetings
Various Sessions
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Finance Demo / Exposure Session (Completed May/June)
Technology Day
CMS Campus Solutions Launch and Demo Session
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September 27 in PLN-130, 2 – 4pm
Please forward your suggestions and feedback to
[email protected]
CMS Committee Overviews
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CMS Steering Committee
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Finance Big Concepts Review and Approval Process
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Big Concepts include:
  CMS Finance Management Team
  CMS Steering Committee
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Definition of Chart of Accounts
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Custom Front-End for Requisition Entry 
Department Level Security for Custom Front-End 
Requisition Entry
Custom Front-End for Online Budget Transfer 
Two new student representatives on the CMS
Steering Committee
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Daniel Ramsey and Cailen White
CMS Committee Overviews
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Forms Committee
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Completed review for software (E-Forms)
Limited section pool for forms
Recommending E-Forms to CMS Steering
Committee
Next steps are:
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Discussions on campus wide forms across all applications
Providing a recommendation on campus support needs for
form deployments
CMS Committee Overviews
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Reports Committee
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Steering Committee approved recommendation for
software (Brio)
New Committee Chair: Lisa Kopecky
Next steps are:
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Discussions on campus wide reports across all applications
Providing a recommendation on campus support needs for
report deployments
CMS Support Systems
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Brio Hyperion Installation:
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Reporting tool to be used by campus to access
reports
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Brio version 9.0 purchased
Specifying hardware for new installation
Working with Admin and Finance Division for transition plan
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Currently using 6.0
Reporting Committee to discuss access and deployment
Timeline: March 2007 Go Live
CMS Support Systems
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File Net Upgrade
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Scanning, imaging, and repository
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File Net version P8 purchased
Specifying hardware for upgrade
Installation to include E-Forms as an Informed Filler
Replacement
Stage releases for Content Engine and Process Engine
functionality
Timeline: January 2007 (installation Go Live)
– CMS Team will be contacting current imaging end users
to ensure minimal or no change.
CMS Support Systems
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CMS Data Warehouse
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Sun hardware installed and testing in-process.
CO discussing the use of newer EPM 9.0 software for 8.9 DW
installations
– may include additional costs (installation and hardware)
Planning begun on disaggregating of current campus data
warehouse (Ziggy)
Timeline: September 2006 (8.0 installation Go Live)
Timeline: March 2007 (Anticipating installation of EPM 9.0 for 8.9
HR and Finance depending on CO decision)
CMS Support Systems
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CMS Portal Integration
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CMS Software Development & Operations
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Selection of a People soft / Oracle tool
Driven by Student Admin application
Examining these applications and toolsets needed
Timeline: October 2007 (Implementation Go Live)
HCM/HR 8.9 instances now available (**)
HCM/SA 8.9 instances now available (**)
FIS 8.4 instances now available
** Collaborative development in HR/SA
CMS Training & Support
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Training and Support working closely with all
application areas (HR, Finance and Student Admin)
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documenting fit/gap and IDP sessions
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assisting with testing end-user functionality
creating user training guides including web-based tutorials
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Training and Support will be working with all
divisional coordinators
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to create a training plan and schedule that will accommodate
campus users.
CMS Project Status Updates
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Tech Day – CMS Session
CMS
Human Capital Management /
Human Resources
(HCM/HR)
Status Update
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HCM/HR Project Upgrade &
Implementation Timeline
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March 2007 Campus Go-Live
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HCM/HR 8.9 Upgrade
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Retrofit existing functionality
Addressing Central and Campus Issues & Concerns
Design is 90% complete
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Functional specifications to be completed
Development in-process
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Retrofitting current modifications
– Developing revisions requested from Fit Gap & Design
Review Sessions
– To be completed mid-October
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Testing to begin in October
HCM/HR Project Upgrade &
Implementation Timeline
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March 2007 Campus Go-Live (cont.)
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Absence Management
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Pending receipt of the Absence Management setup from CMS
Central
Replaces Leave Accounting and Positive Pay
Design Stage in-process
Module Fit Gap sessions scheduled to begin week of 10/02
User Work Team Design Review sessions targeted for
November timeframe
Development to begin in November
Testing to begin in December
HCM/HR Project Upgrade &
Implementation Timeline
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March 2007 Campus Go-Live (cont.)
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Distributed Functionality
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Temp Faculty Modification
Student Worker Modifications
Incorporating campus suggestions / feedback
HCM/HR Project Upgrade &
Implementation Timeline
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July 2007 Campus Go-Live
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Labor Cost Distribution
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Process within CMS HR where state paid earnings, taxes and
deductions are associated with the appropriate combination of
Finance chartfields.
Design Stage in-process
Module Fit Gap sessions completed
User Work Team Design Review sessions targeted for October
/ November timeframe
Development to begin in November
Testing to begin in December
HCM/HR Calendar of Events
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Campus Involvement
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User Work Team Design Review Sessions
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Completed
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Student Worker Modification
– Temp Faculty Modification
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Yet to be Completed
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Labor Cost Distribution: October / November timeframe
– Absence Management: November timeframe
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HCM/HR Calendar of Events
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Campus Involvement
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User Work Team Testing
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Temp Faculty Mod: 8 hours week of 1/15/07
Student Worker Mod: 8 hours week of 1/22/07
Absence Management: 8 hours week of 2/12/07
Web Functionality Benefits
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New Look & Feel
Breadcrumbs replaced with a Left Frame
navigation
Personalization
Users can customize the CMS look and feel
Grid Sorting
Sort by any column in the grid
Grid Download
Grid Contents can be downloaded to Excel
Grid Personalization
Change default grid properties
Spell Check
Some CMS description fields have Spell Check
Notify
Some modules have built in messaging
HCM/HR 8.9 Functionality
Absence
Management
Automates the
processes around
planning for and
managing time
away from work.
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 Automates the enrollment into absence
plans, validates entitlements and usage
of time off based on CSU rules, and
processes accordingly.
 Managers (through Manager Selfservice) or other authorized individuals
(centrally) can submit absence
requests, approve or deny absence
requests, and view current and
projected absence balances.
 Through self-service, employees can
submit absence requests, view statuses
and balances.
HCM/HR 8.9 Functionality
Base Benefits
 Track information on benefits programs
and options
Provides the ability to
capture benefit
 Record enrollments of employees into
programs,
Medical and Dental plans including plan
options and covered dependents
enrollments and
dependent
 Create SCO/PERS benefits transaction
forms to be sent to PERS
information
 Report on benefits usage
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HCM/HR 8.9 Functionality
Benefits
Administration
Builds and manages a
comprehensive
employee benefits
system from automated
enrollment to the
selection of multiple
benefit programs.
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Establish and manage multiple
employee benefits programs
Define providers, rates, and
beneficiaries and determine eligibility.
Calculate coverage for employees who
have multiple jobs; calculate and
process retroactive benefits and
deductions
HCM/HR 8.9 Functionality
Labor Cost Distribution
(Uses Commitment
Accounting, Manage Payroll
Process, Administer GL
Interface,)
Provides the ability to
account for labor cost and
sends the information to the
finance system. Labor Cost
Distribution is the primary
integration point between
the HR and Finance
systems.
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Interface State Controller payroll
records into paycheck images
Define the GL accounting
chartfields applicable to each
employee and pay type
Distribute and display employer
paid costs to appropriate chartfields
Report on employee salary
expenses
Interface of financial transactions
in summary to General Ledger
HCM/HR 8.9 Functionality
Position Management
Provides functionality that
links a specific job to a
specific department. Used
in budgeting, temporary
faculty contract
processing, Integrated
Postsecondary Education
Data System (IPEDS)
reporting and tracking of
employee job
assignments.
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Track information on organization’s
positions for employment in
departments including classification,
employment type, and reports-to and
CSU specific information such as
reporting unit and MPP job code
Report on position incumbents and
vacancies
Interface data for the employer paid
benefits to the SCO
Interface data on labor cost
distribution to the Financials GL
HCM/HR 8.9 Functionality
Self Service:
eBenefits
Enables employees
to view their benefit
information.
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Allow employees to view their voluntary
medical and dental benefit enrollment
(In coordination with Ben Admin) Allows
employees to make benefit elections online
HCM/HR 8.9 Functionality
Temporary Faculty
Provides creation and
management of
contract information
and creation/update
of Job related data.
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Create/update/manage contracts for temp
faculty.
Print contracts and other reports.
Automatically update Job records via
batch process.
HCM/HR 8.9 Functionality
Workforce
Management
Provides a
foundation for
employee data,
salary/plan
grades, and job
and personnel
data.
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Track employment history for all CSU employees
Record all personnel transactions for employees
including appointments, transfers, promotions,
reclassifications, in-class progressions, salary
changes, leaves, contract extensions, terminations,
and retirements
Report on workforce statistics by classification and
tenure dates
Interface data for Employee Salary Projections
and Salary Schedule
Create reports to support data entry of information
for SCO PIMS System
Provide simplified automated approach to hiring
student employees
Tech Day – CMS Session
CMS
Finance
Status Update
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Introduction of CMS Finance Team
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CSUF Team
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Business Analysts
 Allyson Bates, Lead Business Analyst
 Shelly Montoya, AP Business Analyst
 Joan Horn, PO and Asset Mgmt Business Analyst
 Lynn Cayas, GL/Budget Business Analyst
Technical Team
Documentation / Training & Support Team
Subject Matter Experts
Module Work Teams & User Work Teams
IO Consulting Team
 Gary Murphy, Joe Lipnisky, John Leary
Finance Project Implementation
Timeline
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July 2007 Campus Go-Live
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8.4 implementation vs 8.9 implementation
Modules
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GL / Budget
Procurement
Accounts Payable
Asset Management
Accounts Receivable & Billing
Functionality / Benefits of CMS Finance
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Enhanced reporting capabilities
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Opportunity for Business Process
improvement
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Campus Community reporting
Chancellor’s Office required reporting
State required reporting
Budget transfers
Requisition entry / approval
Recharge / reimbursement activity
Reports
Finance Calendar of Events
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CMS Divisional Finance Coordinators
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Completed
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Divisional Finance Coordinators continue working with their
CMS Divisional Finance Support Groups
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FIS System Exposure – Overview of CMS “baseline” system
Desktop Reviews – 1:1 meetings to review FRS Web, FIS
reports, etc.
In Summer 06: Discussion materials included: Process maps,
chart of accounts, FRS conversion mapping, FIS interfaces,
department reporting tree, distributed end user reports,
distributed end user forms, issues & concerns
Continue Divisional Finance Coordinators monthly meeting
Finance Calendar of Events
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CMS Module Work Team
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Training
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Fit Gap
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GL/Budget, PO, AP – Completed
AR/Billing – October
Asset Management - November
GL/Budget and PO – In process
AP and AR/Billing – to begin in October
Asset Management – to begin in November
Development: to begin end of September
System/Acceptance Testing: to begin January 07
Finance Calendar of Events
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CMS User Work Team
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Information Meeting on September 22nd
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To review Fit Gap process, schedule and roles/responsibilities
Training & Fit Gap
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PO – October 3-5
GL/Budget – October 17-19
Dates to be determined for future sessions
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Accounts Payable
Asset Management
AR / Billing
Reports
Forms
Finance Calendar of Events
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Fit Gap Training with User Work Team
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Conduct System Overview
Review process maps per divisional feedback (integration points)
Fit Gap with User Work Team
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Review Decisions and Outstanding Issues from Module Work
Team Fit / Gap
Review divisional issues & concerns and resolution
Hold design sessions for gap customizations
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Req Entry
Fund transfers
Chartfield change request form
“Common” Distributed End User Reports
Common” Distributed End User Forms
Tech Day – CMS Session
CMS
Campus Solutions
(Student Administration)
Status Update
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Introduction of CMS Campus Solutions
Team
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CSUF Team
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Susan Kachner - Project lead and Campus Community
module lead
Nancy Dority - Admissions module lead
Melissa Whatley - Records module lead
Maria Mezhinsky - Academic Advising module lead
Jan Burnham/Zia Qureshi - Student Financials module lead
Ann Sciortino - Financial Aid module lead
Introduction of CMS Campus Solutions
Team
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Cedar / Crestone Team
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Jan Loomis - Project manager consultant
Melanie McClellan - Admissions consultant
Ryan Meyers/Paul Rhinehart - Records consultant
Bonnie Schmidt - Academic Advising consultant
Jay Baruch - Student Financials consultant
Laura Savage - Financial Aid consultant
Fortino Lopez, Tian Xin – technical consultants
Campus Solutions Project
Implementation Timeline
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Phased-In Implementation Go-Live Dates
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Course inventory (catalog) – August 2007
Summer and Fall 2008 class schedules – September 2007
(begin schedule build)
Admissions applications for Fall 2008 –October 2007
Financial Aid ISIR’s loaded for 2008/09 – February/March
2008
Registration/Fee payment for Summer 2008 – April 2008
Grading and transcripts in CMS – Summer 2008
Functionality / Benefits of CMS
Campus Solutions
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Secure web-based access to CMS Student
Administration available 24x7
Web-based self-service functionality for faculty and
students (replacing TITAN Online)
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Student self-service access to see and update more
information than they can in TITAN Online
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available 24x7
will handle a much larger load of simultaneous users
including viewing/changing address data
Functionality / Benefits of CMS
Campus Solutions (cont.)
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Faculty self-service access to real-time class lists
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with easy ability to email students in the class and post grades
on the web
Articulated transfer coursework will be used in prerequisite checking
A more readable degree-progress report
Registration wait listing functionality that we may
choose to utilize
Functionality / Benefits of CMS
Campus Solutions (cont.)
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Will provide CSU Fullerton opportunities
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CMS Central will handle implementing all
regulatory and CSU-mandated changes for all 23
campuses
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To examine, revise and streamline current business processes
To improve documentation and training
eliminating the need for all 23 campuses to do this independently
There is an opportunity to share best-practices,
modifications and reports across all CSU
campuses
What is an IDP?
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Interactive Design & Prototype (IDP) sessions
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Examine current business processes in and identify how those
processes will change in PeopleSoft
Begin to identify any modifications we need in PeopleSoft
Setup of CMS tables (see examples below)
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Careers, programs, plans, sub-plans (all our majors, minors,
concentrations, etc.)
Colleges, departments, subject abbreviations
Degree audit rules
Begin data conversion from SIS+
Begin identifying critical reports and write them in the PeopleSoft
environment
Campus Solutions Calendar of Events
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Overview training held August 7-10
Academic Structure IDP sessions held
August 14-24
Campus Community IDP sessions held
August 28 – September 14
Consultants will “preview” their
functional area September 18-28
Campus Solutions Calendar of Events
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IDP sessions for these modules will begin
October 2nd
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Student Financials IDP sessions will begin in
January 2007
CMS Campus Solutions (Student Admin) Launch
and Demo
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Admissions
Academic Advising
Records
Financial Aid
September 27 in PLN-130, 2pm – 4pm
CMS Campus Solutions Overview
Demonstration of Self Service for students, faculty and staff
CMS Project Status Update
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ERP System
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Campus-wide Project
Working together across all applications
 LCD: HR & Finance
 Campus Community: Campus Solutions & HR
 Student Financials: Campus Solutions & Finance
Please forward your suggestions and
feedback to [email protected]
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Questions
???
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