getting ready for ebsp (enterprise business systems projects) msu it exchange april 8, 2009 bruce...

Getting Ready for EBSP(Enterprise Business Systems

Projects)

MSU IT Exchange

April 8, 2009

Bruce Alexander

Email: [email protected]

EBSP: Connected Business Administration Systems

…that Support an Advancing University

Human Resource

s & Payroll

SAP

Finance and Accounting

Kuali Financial System (KFS)

PurchasingKFS

Budget & PlanningCognos &

KFS

Research Administration

Kuali Coeus

Reporting &“Business

Intelligence”Cognos 2

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EBSP will provide the entire university with:

Copyright ©2009 Michigan State University ebsp.msu.edu

Why does MSU need EBSP?

Data stored in different files and databases. Multiple and sometimes conflicting versions

of information. Some systems are reaching the end of their

usable lives (40+ years old). Some systems are no longer

supported by the vendors who created them.

Many processes are paper based, causing delays.

Duplicate data entry causes more work and a greater chance of errors.

4Copyright ©2009 Michigan State University

ebsp.msu.edu

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Envision a future where…

Online approvals decrease paperwork and can expedite the process.

One system of record means making changes in one place and less duplication of data entry.

You can run custom reports with up-to-date information in seconds.

Copyright ©2009 Michigan State Universityebsp.msu.edu

Some general changes

There will be new terminology. We will have a stronger set of system

tools to articulate the organization and manage operations.

New systems will provide more robust functionality.

Data will be captured once at the point of entry in the system of record.

We will have improved visibility to transactions in process.

6Copyright ©2009 Michigan State Universityebsp.msu.edu

Some general changes (cont’d)

New organization codes – lack of familiarity.

Fewer shadow systems to support. Single source for data. Take reconciliation work out of the

equation. New ways of doing business. Self service. Learning curve.


All faculty and staff (11,000+ people)

Who is affected?

Affected unit faculty and staff (4,000+ people)

Central Office staff (200+ people)

Each of these groups will have tailored training and support options to ensure

the smoothest possible transition to the new

systems. 8Copyright ©2009 Michigan State Universityebsp.msu.edu

All faculty and staff (11,000+ people)“Employee Self Service” allows employees to:

• Change personal information (e.g., address, emergency contact info).

• View paystubs and compensation statements.• Enroll in benefits and revise for life events. • View career information (e.g., enrollment in courses).• Manage and view time (e.g., request vacation).

“Manager Self Service” allows supervisors and managers to:•Access to employees’ personnel information.•Access and approve payroll and time information. •Access to reporting tools (e.g., unit’s organizational information, employee head count).

Functionality in the new systems

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All faculty and staff (11,000+ people)

Functionality in the new systems

Affected unit faculty and staff (4,000+ people)Unit faculty or staff will do the following functions in the new systems:Submit financial transactions (cash receipts, vouchers).Approve transactions.Submit budget transactions.Payroll time entry and approval.Purchase card (p-card) activity and approval.Personnel actions form processing.Purchasing requisitions and approval.Research administration (grants, contracts).Compliance (conflict of interest, animal care).

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All faculty and staff training: Unit presentations. Online training and tutorials.

Training and support

Affected unit faculty and staff training: Online lessons, tutorials and exercises. Hands-on classes.

Central Office staff training: Online lessons, tutorials and exercises. Hands-on classes.

Small group and on-the-job training.

Support for all will include a coaching network, a staffed support call center,

online tools and more.

Tools and Functionality

IT requirements


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Finance The major organizing change for the Finance

system is the new accounting string. An expanded accounting string will provide

more detail and greater flexibility to meet units’ needs.

Units will be able to more accurately reflect their structures, including sub-units.

Additional attributes for organizations and accounts will allow units to analyze the data many different ways in a business intelligence environment.

Transactions route to ALL fiscal officers (authorized signers) involved.


A simple view

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User

BusinessIntelligence

Finance, HR/Payroll,Research

Administration

Systems of Record


Organization codes

Oversight for Org codes will be provided by the Office of Planning and Budget.

Central oversight is required for reporting that is federally mandated, institutional, MAU level or spans departmental boundaries.

Organizations can be grouped multiple ways for business intelligence.

Organization codes and attributes should be defined and assigned to accommodate groupings necessary for reporting or other organizational purposes.


Sub-departments

Our new systems can support the establishment of sub-departments below the departmental level.

Sub-departments will roll up to the higher level organization to which they are attached and should have the same general function as the higher level organization.

Together, the Office of Planning and Budgets and Enterprise Information Stewardship will be responsible for approving & maintaining unit-defined sub-departments which will facilitate more uniform reporting across units.


Accounting string

Multiple units can use the same sub-accounts, sub-object codes, organization ref ID's and project codes, with different meanings. Reporting should not be conducted on those fields only; they must be used in conjunction with other data elements for accurate results.

The limited sight recognition should not be used as the basis for reports and analyses. Attributes should be used instead.


2. MAU structures2. MAU structures

Reporting and organization structure


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1.1.MSU structureMSU structure

MSU determines reporting and org structure needs.

MAUs determine reporting and org structure needs

beginning with MSU structure.

3. Unit structures3. Unit structuresDepartments and units

determine reporting and org structure needs beginning

with MAU structure.

Interfaces and conversions

A team is working on identifying the systems and approach.

We will provide you with the specifics as the information becomes available.


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Feeder and legacy systems

Legacy systems that remain active after Go Live need to accommodate an 8-digit field for organization code to interface with EBSP systems.

Systems that feed to the central system will need to be changed.

We are identifying workarounds for those that cannot change in time for Go Live.


When does EBSP Go Live?

Proposed rollout dates


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July 2010July 2010

November 2010November 2010

February 2011February 2011

Accounting General ledger Chart of accounts Human resources

and payroll

Recruiting and hiring Personnel records Time & attendance Benefits

Employee Self Service Administrator/Manager

Self Service Flexible reporting Document management

Accounts payable Purchasing Asset management Transactions for stores Professional development

Additional Administrator/Manager Self Service Grant proposals, budget, award Grant.gov submissions Research IRB/human subjects Grant or research conflict of interest

Planning Budget Grant negotiations

Grant subcontracts Research animal care and use Research award report tracking

A

20102010

M J J A S O N D A M J J A S O N DJ F M J F

20092009 20112011

First Go LiveTestingTrainingGo Live

Second Go LiveTestingTrainingGo Live

Third Go LiveTestingTrainingGo Live

July 1, 2010

November 2010

February 2011

Timeline overview


What Can You Do To Prepare?

Specific suggestions

Get your organizations ready for this change. Document tasks and roles. Name a person in charge. Understand who does what. Focus on what your unit needs to accomplish. Inventory shadow and local systems. Collectively, we need to get ready.


What starts when

Town Hall meetings – May 2009. Account code structure – now. Workflow routing and organization

structure – spring 2009. Role assignment mapping –

spring/fall 2009. Education and training – now.


Get ready for Finance & HR in July 2010


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NowNow

Spring/Summer/Fall 2009Spring/Summer/Fall 2009

Attend information sessions and Town Halls. Sign up for the monthly EBSP e-news update. Participate in feedback opportunities. Inventory existing applications and systems. Document office procedures. Review and document office business rules. Review existing reports.

Attend organization structure sessions (unit heads).

Begin filling out new organizational structure financial code template (unit heads).

Get ready for Finance & HR in July 2010


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Early 2010Early 2010

Spring/Summer 2010Spring/Summer 2010

July 2010 Go Live!July 2010 Go Live!

Attend readiness kickoff sessions. Assign security access roles (unit heads). Register for software training. Attend software demos. Have your unit nominate you for coaching or

transition network . Submit new organization structure accounting

codes to EBSP (unit heads).

Attend software training. Practice with online exercises and tutorials. Access unit readiness tools to ensure success!

EBSP wants to hear from you

The EBSP teams want input from all levels of the campus community to ensure success.

Please send us your feedback!

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Web site: ebsp.msu.edu

Email: [email protected] ©2009 Michigan State University

ebsp.msu.edu

Questions?

getting ready for ebsp (enterprise business systems projects) msu it exchange april 8, 2009 bruce...

Documents

michigan state university

new systems

time information

entire university

personal information

accurate information

uptodate information

view career information