Transcript Financial Systems Replacement Initiative Project

Financial Systems
Replacement Initiative
Project
Judith Freed
Project Director
November 6, 2009
Project Background
 KPMG
reviewed financial systems in 1998
and determined that further enhancement
of existing systems would be beneficial -ISTIP
 Bearing Point reviewed financial systems
in 2007 and determined that the strategy
of incremental improvement to legacy
systems is nearing end of useful life. Time
for a move to an ERP or best of breed
Current Systems
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Technology includes back-end legacy systems
built in COBOL that have been heavily
customized over the years
 Front-end web applications have been built on
top of these legacy systems; some of these are
now out of date technologies
 System interfaces have helped to automate but
have made the technology and the business
more complicated
Project Proposal
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Financial Systems Replacement Project was presented
to CITI in Fall 2007 by Sue Abeles with a $7.3M
proposed budget and proposed schedule of 5 years for
the planning phase
Life cycle replacement issue; legacy systems are 20 to
30 years old and difficult to maintain
Received highest priority ranking among all projects
presented
Planning was considered to be key issue to avoiding the
usual pitfalls of ERP projects
Opportunity for reengineering of business processes
Bearing Point view of Applications
More Current, More Detailed View
of Applications
Cashiering
Cons. Gift
Reporting
URSA Online
Law Web
Financial Aid
Admissions
Cyberpay
Non Pear
TOF
Effort
Reporting
Journal
EDB Web
Inquiry
Web Merit
FasTrax
Personnel & Payroll
BAR Account
Pay Exp
Transfer
Garnishment
Web Input
Chancelorial
Commitment
Budget
Open Prov
Vendor Invoice
Portal
Equipment
Management
BruinBuy
Travel
Express
Purchasing/ AP
Staffing List
Student
Records
Advance
General Ledger
DB2 Shared
Components
DACSS
Campus
Directory
ISIS /
Shibboleth
RATS
Law Net
Email
BOL Email
PAN
QDB Operational
Data Store
Enterprise Directory
UCLA Logon
OFSR
UID
QDB Campus Data
Warehouse
CTS
Directory
UDP App
InfoEd
CBIG
UC Merced
UCOP
Mainframe
Hosted
Distributed
Infrastructure
Student
Services
Business
Non-AIS
UCLA
Inter AIS
UCLA
UC Net
DACSS & PAN
ISIS
UCOP/Merced
Project Start
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Project was given $700k for 2 years of funding beginning
in FY08; additional funding allocated in July 2009
 Project Director was hired November 2008 at 50% time;
changed to 100% time October 2009
 Project Control Document v. 3.0 presented in October to
Executive Committee
 Current timeline 3 ½ years and budget $6.5M
 Presentation made to CAO/CFO at quarterly meeting in
October
 Staffing of core project team is just beginning with
several positions posted in October
Project Plan
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Staff project team with functional and technical
subject matter experts
Form workgroups with campus departmental
and central office representatives
Document and verify current business processes
from an end to end perspective
Document technical interfaces, issues,
transaction volumes, costs and service quality
Determine key performance indicators as
current measures of business processes
Assess campus readiness for change
Project Plan continued
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Review what other universities are doing or
lessons learned from prior implementations
Look at offerings and direction of current solution
vendors (SAP, Oracle/Peoplesoft, Kuali)
Determine infrastructure readiness for
implementation and maintenance of new system
Keep campus engaged and informed
Provide cost/benefit alternatives and
recommendations
Challenges
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We are the only UC that processes business
transactions for other campuses (e.g., Merced
UCOP, and possibly others)
 Our transaction volume (13M annually) going
through the General Ledger is the largest among
UC’s
 We have concurrent replacement/reengineering
projects for Payroll (with UCOP) and Research
Administration (Huron) that will have an impact
on the Financial Systems Replacement Initiative
 DACSS and PAN-like requirements are unique,
even among universities
Next Steps
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Set up quarterly Executive Sponsors meetings
Identify membership of Management Steering
Committee and schedule meetings
Identify members for process workgroups,
schedule meetings and begin documenting the
current end to end business processes
Determine what shadow systems are currently
being used and why they are needed
Review processes, policies, and unmet campus
needs and document requirements
Publish next version of Project Control
Document
Processes to Review
General Accounting/
General Ledger
General GA/GL
Functionality
Chart of Accounts
Maintain FAUs and
Attributes
Procure to Pay
Purchasing/
Receiving
Budgeting
Accounts Payable
Accounts Receivable
Budget Development/
General Functionality
AR General
Functionality
Adjustments/
Refunds
Budget
Development/
Parameters
Student Accounts
Collection
Budget Forecast
Invoices ( for nonstudents)
GL Transactions
Budget Modification
Statements (for
students)
AR Tax Withholding
for Non-Resident
Alens
Calculate Payment
Budget Monitoring
Cashiering
AR Customer Self
Service
Process Payment
Budget Online
Query/ Reporting
AR Apply Payments
AR Online Query/
Reporting
Purchasing Online
Query/Reporting
General AP
Functionality
Supply Contract
Management
Invoices
Receiving
Match Transactions
Account Validations
Purchase Orders/
High Value Order
and Blanket Orders
Credit Memos
Bid Processing
Journal Entries
Requisitions
GA/GL Online
Query/Reporting
BruinBuy Workflow
Procurement Card
Recharge
Processing
Encumbrances
Memo Liens
Purchasing General
Functionality
Purchase Orders/
Low Value Order
Recurring Payables
Organizational
Hierarchy
AP Online Query/
Reporting
Tax Reporting
Strategic Sourcing
Vendor
Maintenence
Transfer of
Expense
E-Procurement
E- catalog
E- RFx
Reverse auctions
RoundTrip
Travel Payments
Workgroup Participation
Department
Academic Personnel
Administration
Anderson School
Arts and Architecture
Acad Plan, Budget & Cap Pgms
Dentistry
External Affairs
Geffen School of Medicine
Graduate Division
GSE & IS
Law
Letters and Science
Library
Medical Center
Nursing
Public Affairs
Public Health
Research Administration
SEAS
Student Affairs
Theater, Film & Television
UCLA Extension
Management
Committee
General Ledger
Workgroup
Procure to Pay
Workgroup
Budget
Workgroup
Receivables
Workgroup
Other Universities
Colorado State
Implemented Kuali July 2009
U of Michigan
U of Washington
Peoplesoft (impl. 1996-2001)
FSNA ongoing – SAP or Kuali
MIT
SAP
U of Texas
U of Arizona
Oracle
Kuali in January 2010
USC
Ohio State
Harvard
Purdue
Joined Kuali in 2007
Peoplesoft
Oracle/Peoplesoft
SAP
Questions