Transcript Wesleyan Financial System

WFS
Wesleyan Financial System
Design & Development Phase
Meeting for
WFS Implementation
October 22, 2008
Design & Development Phase
Meeting Agenda
• Welcome – John Meerts, Michael Roth
• Where we are
▫ Project Time Line
▫ Project Phases and related activities
• Details on the Design Phase
• Questions/Discussion
Project Time Line
Phase 1: Plan. June-July 2008.
Complete
Phase 2: Analyze. July-October
2008. 95% Complete
Phase 3: Design & Development
November - April.
Phase 4: Testing and Training
February-May.
Phase 5: Prepare to Deploy
May - June
Modules
Grants
Accounts
Receivable
Commitment
Control
Endowment
Management
Fixed Assets
Chart of
Accounts/
Core
System
Budget
Planning/
Hyperion
Project
Costing
Accounts
Payable
Purchasing
Cash
Management
Where we are – Completed Phases
• Phase 1: Plan – Define project scope, organize
staffing, high-level plan. Complete
• Phase 2: Analyze – Develop “as is” process flows,
review business processes in detail, conduct
fit/gap sessions. 95% Complete – 0nly final
fit/gap reports need to be completed.
Phase 3: Design & Development
• Beginning now, going through April (approx)
• Project Teams will meet intensely
• Develop setup values and configuration of your
module
▫ Teams will be provided a list and sequence for
determining configuration values
• Evaluate issues raised during fit/gap and begin to
define new process flows using WFS
• Define major reports and processes
• Near the end of this phase, a working database with
sample transactions and converted data should be
ready for full testing
Phase 4: Testing and Training
• February – May; will overlap with Design &
Development phase
• Develop detailed testing scripts (scenarios with
all possible combinations of transactions)
• Teams and staff outside teams will do extensive
testing
• Training will be designed first for testers, then
for entire community of users
Phase 5: Preparation to Deploy
• May until July 1 (when we deploy)
• Final detailed testing by a wide variety of staff
will be done
• Finalize documentation; update all Finance
Office official documentation, including web
pages
• Finalize and test security and work flow
• Final data conversions
Team Responsibilities
• Conveners will establish regular (weekly)
meetings
• Meeting notes and significant decisions will be
recorded and maintained on WesFiles
• Template forms will be used to record
configuration values, report requests,
modification requests and process details
• Team meetings will be attended by a technical
and Smart ERP staff person
Team Meetings
• Try to keep meetings within the time setup in
Outlook
• Meetings should focus on actual data and actual
circumstances, not hypothetical situations
• Detail work can sometimes be effectively
assigned to a sub-team or an individual, and
then reviewed by the whole team
• At the end of every meeting, summarize the
decisions made, tasks assigned and outstanding
issues to be discussed at next meeting
Team Meeting Timing
• We have 14 teams – a lot of meetings to schedule and
potential for conflicts
• Not all teams need to start meeting immediately
• Teams with core setup begin first
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G/L
Accounts Payable
Accounts Receivable
Cash Management
Commitment Control
Security
Conversion/Interfaces
Technical/Bolt-ons
• Include Wesleyan Financial System Teams and Cathleen
Valdesere in all meeting invites
Customizations and Modifications
• We want to be as “base-line” as possible, but some
customizations and modification are inevitable
• Known customizations
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Security
Work flow
SmartKey
1099
• All other modifications that seem desirable during
team discussions must be requested on Change
Request Form
Documentation
• Teams will be provided with a Configuration
Document and Fit/Gap analysis document from
Smart ERP
• Documenting team decisions and outstanding issues
is very important
• Use Open Items Database to maintain outstanding
issues
• Use template forms to maintain
▫ Setup values
▫ Report specifications
▫ Process details
• Keep meeting notes in your team folder in WesFiles
Subscribing To WesFiles
• Subscribing to a WesFiles folder will send an email notification to you every time a new
document is added or modified
• The e-mail will include a link to the document
• An easy way to keep track of what is going on
with your team
• Step-by-step procedure is in WesFile directory:
▫ Campus Committees> WFS Implementation>
WFS Teams> All Teams> Lists and Instructions
WFS Blog
• A blog for the project has been developed and
will be used to keep the Wesleyan community up
to date on the implementation
• Link to blog is in Employee Portfolio under
Administrative Applications
• Link is also on the Finance Office home page just
under the link to Finance Monthly