Chart of Accounts (COA) Redesign Project

Transcription

1 Chart of Accounts (COA) Redesign Project Kickoff Meeting December 14, 2010

2 Agenda Vision CoA Definitions Levels of Data Consolidations Project Goals Project Scope Highlights Roles and Responsibilities Timeline Communication Plan Questions

3 CoA Project - Vision Alignment Provide world-class integrated systems infrastructure in support of FIU s Vision: To be a leading urban public research university focused on student learning, innovation, and collaboration Develop a financial structure which will identify, capture and report activities of the institution in the University s financial system accurately and in sufficient detail to be used independently or in conjunction with other systems to provide senior management with information necessary for Financial and Management Reporting

4 CoA Definition The Chart of Accounts is: List of accounts and elements that define the financial structure of an organization Accounts define how transactions are recorded (i.e. Assets, Liabilities, Equity\Fund Balance, Revenues and Expenses) Elements represent structural or other classifications of the transactions (i.e. Finding Source, Functional Classifications, Organizational Departments or Operating Units)

5 Levels of Data Consolidation EXTERNAL REPORTING SENIOR MANAGEMENT ADMINISTRATIVE OFFICE DEANS/COLLEGES DEPARTMENTS REPORTING Office of the Controller

6 CoA Project Goals Focus on institutional needs - analytical and reporting Ensure flexibility to accommodate future growth Facilitate the consistent use of the chart by each operating unit across the institution Deliver logical and intuitive CoA design to minimize training requirements Minimize coding errors Enhance reporting transparency and consistency Improve budgeting and variance analysis Enhance analytical capabilities

7 CoA Project Scope Highlights Review and update current PeopleSoft ChartField structure Determine ChartField Requirements based on reporting needs Redesign SpeedTypes Develop Conversion Strategy, including mapping tool Redefine business process for Chartfield maintenance Redesign custom Budget Preparation Tool

8 CoA Project Scope Highlights Redesign custom interfaces and programs affected by ChartField changes Reconfigure affected Financial modules Reconfigure affected Student Administration modules Re-create nvision reports (Scopes \ Layouts), Queries and Trandata Review approval workflow for Travel & Expenses and Purchasing modules Develop and deliver training

9 Roles and Responsibilities The Steering Committee provides executive oversight of the project and carries the following responsibilities: Approve project goals and objectives Make major scope and workflow decisions Take responsibility for the project's feasibility, business plan and achievement of outcomes Keep the project scope under control Reconcile differences in opinion and approach, and resolve disputes arising from them Ensure adherence to strategic objectives Ensure project is on time and within budget

10 Roles and Responsibilities The Project Management team is responsible for the overall success and execution of the project. Responsibilities include the following: Identifying, tracking managing and resolving project issues Proactively disseminating project information to all stakeholders Identifying, managing and mitigating project risks Ensuring that the solution is of acceptable quality Proactively managing scope to ensure that only what was agreed to is delivered, unless changes are approved through scope management

11 Roles and Responsibilities The Core Team is responsible for providing knowledge and experience while recommending solutions. Responsibilities include: Educate team members on the options available to be used in PeopleSoft application Determine additional ChartFields or attributes needed based on management reporting needs Ensure that the solution meets the requirements on a priority basis with the hierarchy of needs and defining new reports Participate in validating of the mapping and conversion Recommend new business processes when required Participate in testing

12 Roles and Responsibilities The Subject Matter Experts (SME) team is responsible for providing input on the requirements of their business areas as well as identifying the following: Reporting requirements for both external and internal organizations Authoritative guides that assist or promulgate reporting requirements Financial requirements that are currently handled either within the finance system or in a shadow system Unmet Departmental Financial needs

13 Roles and Responsibilities The Change Management and Communications team is responsible for providing input on the communication to the university community and evaluating training requirements. Responsibilities include the following: Evaluate the university environment to determine skill set needed to record costs accurately at the transactional level Recommend training for skill sets needed and business process re-engineering Develop training to address accounting knowledge gaps Prepare and implement communication plan Provide input and feedback for University community Communicate project objectives and status

14 Organizational Chart Chart of Accounts Redesign Project Implementation Team Organizational Chart Kenneth Jessell CFO, Senior VP Min Yao CIO, VP EXECUTIVE SPONSORS Cecilia Hamilton, University Controller and AVP CHAIR Tonja Moore, AVP Academic Affairs Liane Martinez, AVP Business and Finance Jeffrey Gonzalez, AVP Institutional Planning Joseph Barabino, AVP Division of Research Robert Grillo, AVP Division of IT Allen Vann Internal Audit Ex-Officio STEERING COMMITTEE Izhar Haq Interim Financial and Overall Lead Joaquin Bello PeopleSoft Functional Claudia Paz Business & Finance Larisa Goldberg Technical and Project Manager PROJECT MANAGEMENT Bonnie Bair Controller s Office Diane Lee Singh Budget and Operating Budget Mirta de Leon Academic Affairs David Driesbach Division of Research Desiree Elias Auxiliary\Enterprise Development Claudio Pico College of Business Fay Greenholtz PeopleSoft Consultant Alex Duque Athletics Aixa Campos Financial Aid Jose Grullon Student Financials Milagros Garcia Direct Support Organizations Danielle Miller Health Professions Charlene Blevens Division of Research Carolina Iglesias BOG Reporting Hamza Lazrak Budget and Operating Budget Hiselgys Perez OPIR Carlos Flores HR\Payroll Matilde Gramling Silvana Rogelis Student Affairs Marco Benitez Facilities Management Tonja Moore Academic Affairs Group Lead Kim Cole Education Martha Castiello Division of IT Communications Desiree Elias Auxiliary\Enterprise Development Change Management & Communications Eileen Tobchi UPK Lead Matthew Armstrong PeopleSoft Financials Trainer Training Gilbert Morales GL Technical Analyst Mark Kapras GL Developer Manny Rodriguez DBA Ledys Diaz Student Administration Carlos Varona HR\Payroll Karina Delgado Travel & Expenses Technical Team FINANCE MANAGERS Finance Managers Additional SME Support Staff SME Support Staff CORE TEAM SUBJECT MATTER EXPERTS Business Areas

15 Implementation Phases and Deliverables Planning Fit/Gap Design Build Test Implement Define: Scope and Strategy Resources Communication Plan Project Plan Identify: Current functionality used Current business processes Reporting and Budgeting requirements Chartfields usage and needs Conversion requirements Current customizations Cleanup strategy Office of the Controller

16 Implementation Phases and Deliverables Planning Fit/Gap Design Build Test Implement Determine & Configure: New CoA Structure Conversion and Mapping Budget Preparation Tool Custom Interfaces, programs and reports Chartfields Maintenance Develop: New programs and Custom reports Re-configure existing chartfields into the new structure Create conversion programs Re-map existing Speedtypes into new Chartfields strings Security to support new structure Office of the Controller

17 Implementation Phases and Deliverables Planning Fit/Gap Design Build Test Implement Unit Testing by developers and Core team System Testing and Integration between modules User Acceptance Testing Users test scenarios Conversion Testing Test Data Conversion Programs Go-live with HR/Payroll system and prepare the new COA in Financials for the Budget Preparation process in 1/1/2012 Conversion and go-live using new CoA within Financials in 7/1/2012 Office of the Controller

18 Project Timeline FY Oct 10 Jan 11 Feb Apr 11 Apr - Sep 11 Sep Dec 11 Jan 12 Jan Jun 12 Jul 12 Planning Fit-Gap Design Mapping / Cleanup Build Testing Phases HR Go Live Train / Prepare Budget FY12 CoA Go Live Production Support Office of the Controller

19 Communication Plan Project Team Tool Message Audience Timeframe Face to Face Communication Executive Steering Committee Meetings Project Management Status Meeting Update on Project Status; Seek Input and Decisions on Major Project Matters (i.e. Scope, Budget, Timeline, Customizations) Planning, Updates and Management of Project Phases Executive Steering Committee Members Project Management Team, including Change Management Milestones and Adhoc Weekly Core Team Meetings Update on Project Status; Issue Resolution; Seek Input for Future Phases Core Team Members Bi-Weekly or As Needed Project Update Meetings Update on Project Status; Issue Resolution; Seek Input for Future Phases Entire Project Team Quarterly Electronic Communications Project Status Report Provide Project Status and Updates for Project Team Entire Project Team As Needed

20 Communication Plan Change Management Tool Message Audience Timeframe Face to Face Communication Finance Managers Update on Change Management Finance issues/training - obtain feedback Managers Bi-Monthly Executive Area Budget Update on Change Management Managers issues/training - obtain feedback EABMs Bi-Monthly Council of Chairs Advisory Update on Change Management Committee issues/training - obtain feedback Chairs Semester DAC Update on Change Management issues/training - obtain feedback Deans Monthly Faculty Senate Update on Change Management Monthly, as Faculty issues/training - obtain feedback needed USPS Senate Update on Change Management Monthly, as USPS issues/training - obtain feedback needed Operations Committee Update on Change Management issues/training - obtain feedback Vice Presidents Bi-Monthly Electronic Communications Project Website Newsletter Provide Project Status, Updates, Presentations and Communications to University Community Update on Change Management issues/training University Community University Community Site updated as content becomes available As needed

21 Questions?