Transcript Slide 1

Financial Systems Needs Assessment
New Financial System: Opportunity for
Input/Feedback
Monthly Research Administrators Meeting
November 2009
Campus Validation Status
Campus Validation Update
• Campus invited to provide feedback on current
financial business processes and requirements for
new financial system on October 20th
– 5000 fiscal staff
– 3000 PIs (separate email sent)
• Weekly reminders being sent to fiscal staff
– PIs to receive 2 reminders (11/9 and 11/30)
• You can “opt out” of receiving future emails
November 4, 2009
MRAM Meeting
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Campus Validation Status
Source of Processes & Requirements
• Peer Research: Used database of higher education
financial system requirements as starting point
• Interviews: Conducted over 100 interviews with users
across campus to understand and document existing
business processes
• Focus Groups: Held 26 General Ledger Focus Groups to
determine what needs must be addressed in a new chart
of accounts
• Retreats: 225 users participated in retreats to help
define requirements for each business area and verify
current business processes
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Campus Validation Status
Did We Get it Right?
• Purpose of campus validation:
– Receive campus input on current business
processes
• Effectiveness, need for change, level of automation,
dependence on shadow systems, etc.
– Receive campus input on requirements for new
financial system
• Key priorities
• Did we miss anything?
– Information from campus will be used to select a
new financial system for UW
• Participation is critical for success
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MRAM Meeting
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Campus Validation Status
Campus Validation –What to Expect
• Look for emails with title “New Financial System –
Opportunity to …”
• Web-based validation tool
– Users register and self-select business areas to validate based on
experience & knowledge
– Descriptions of each business area are provided on registration
page
• You can “opt out” of receiving future emails
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Business Areas
Project Scope: Business Areas
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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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Campus Validation
You Don’t Have to Review Everything!
• Focus on the areas that impact you the most or
that you work with most often
– Time permitting, review as many areas as you have expertise
in or knowledge about
• You don’t have to review everything at once.
– You can access the survey tool, review and provide input,
save your changes, and come back later
– On average it takes about 30 seconds per item to review and
provide input.
– If you have 15 minutes, you can provide input on 30 or more
items and then come back to review more at a later time.
• Survey will be open until December 4th
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Campus Validation Update
Administrator Outreach
• Currently meeting with College & School Administrators
to encourage unit participation and answer questions
– Participation goal – 15-25% by unit
• Reports are available that show participation by
organization
• FSNA team monitoring participation and will reach out
to under represented units
November 4, 2009
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Campus Validation Status
Campus Validation Update – 10/30/09
• 9 days into the 32 day survey period (28% complete)
– 5000 fiscal staff invited to participate
• 483 registrants (9.6%)
• 110 voted (23% of registrants, 2% of total)
– 3000 PIs invited to participate
• 5 registrants (<1%)
• 1 voted (20% of registrants, <1% of total)
– 191Work Group Participants
• 54 registrants (28%)
• 14 voted (26% of registrants, 7% of total)
– 44 College & School Administrators Identified
• 18 registrants (41%)
• 8 voted (44% of registrants, 18% of total)
Nov ember 4, 2009
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Campus Validation Risk Mitigation Status
Project Forums
• Want more information about the financial system
replacement project? Attend a Project Forum.
– Wednesday, November 4th, 12:30 - 2:00pm, UW
Tower Auditorium
– Thursday, November 5th, 11:00 - 12:30pm, HUB
Room 108
– Wednesday, November 18th, 11:00 - 12:30pm, South
Campus Center Room 316
– Thursday, November 19th, 9:00 - 10:30am, HUB
Room 310
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Campus Validation Risk Mitigation Status
Survey Tool Demo and Q&A Sessions
• Want to know more about the survey tool we are using?
Attend a Demo and Q&A Session
– Tuesday, November 10th, 10:30 - 12:00pm, South Campus
Center, Room 248/250
– Tuesday, November 17th, 12:30 – 2:00pm, UW Tower, 22nd
Floor, Ravenna Training Room
– Tuesday, December 1st, 2:00 - 3:30pm, HUB 106b
• Currently working on creating Webinar or on-demand
demo
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Campus Validation
Need Additional Information?
• Schedule, FAQs and other information is available
on the FSNA website
– http://www.washington.edu/provost/oim/SPP/FSNA
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Campus Validation
We Value & Need Input
• We want the new system to meet the needs of
campus – we can’t achieve this goal without your
help
– Please participate
– Please encourage your unit and staff to participate
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