Financial System Community Forum. July 24, 2012

Transcription

1 Financial System Community Forum July 24, 2012

2 Project Overview USC emarket Deployment of New System Transition from WebBA Today s Agenda Kuali Financial Inquiries and USC emarket Demo General Updates Kuali User Access Form Survey Results from Spring 2012 Kuali Contests Q&A Wrap-Up

3 Implemenation Schedule USC Administrative Systems Implementation Rollout Schedule System Kuali Financial Inquiries Budget Changes Purchasing/Accounts Payable Procurement Card USC emarket (Online Procurement) CAMS (Equipment Management) Budget Construction J F M A M J J A S O N D J F M A M J J A S O N D Business Intelligence/Cognos Human Resources Trojan Time (Time and Attendance) Workday Performance Management rollout PeopleAdmin Faculty Contracts and Records Management TBD Faculty Recruitment TBD TARA (Research Administration) Kuali Coeus Post-Award Pre-Award Click Commerce disclose (Conflict of Interest) istar integration with Kuali Coeus IACUC (Animal Care and Use) TBD isafety (Radiation and Biosafety) TBD CORES Pilot (Recharge Centers) Reporting Projection System Effort Certification Destiny Solutions (Non-Credit Learning Management) Kuali Student Curriculum Management

4 08:13:20 June 4, 2012 WEBBA.BUSINESS (V1.0) Saw User No: BUDGET ADMINISTRATION SYSTEM BUDGET ADMINISTRATION -- BUSINESS OFFICE FUNCTIONS JUNE, 2012 WEBBABusiness Return... WEBBA.CHECK.I WEBBA.CHECK.REQ.I WEBBA.INV.I WEBBA.ADVANCE.MST.I WEBBA.REQ.IN.I WEBBA.ORDER.I WEBBA.ORDER.R WEBBA.VENDOR.I WEBBA.VENDOR.ANAL.S WEBBA.VENDOR.PROD.I WEBBA.PROD.R WEBBA.SCL.I WEBBA.SCL.S WEBBA.CUST.INQ.R WEBBA.PROCARD.STMT.R Click to Return To Main Menu A.P. Check Inquiry (WEBBA Only) A.P. Check Request Inquiry (WEBBA Only) A.P. Invoice Inquiry (WEBBA Only) A.P. Advancements Inquiry (WEBBA Only) Requisition Receipt Inquiry (WEBBA Only) Purchase Order Line Item Inquiry (WEBBA Only) Payments Against Purchase Orders (WEBBA Only) Vendor Inquiry (WEBBA Only) Vendor Analysis and Inquiry (WEBBA Only) Product/Vendor Information Inquiry (WEBBA Only) Report of Vendor Product Codes (WEBBA Only) Service Center Lien Inquiry Service Center Lien Status Surplus Sales Customer Inventory Report Procard Transaction Report (WEBBA Only) Home Menu View Reports View Images AISearch Help What's New FAQ Logout

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6 USC emarket Purchasing Accounts Payable Update

7 USC emarket Deployment Pilot begins Monday July 30 th ~600 users across 3 schools Keck School of Medicine Dornsife College of Letters, Arts and Sciences Viterbi School of Engineering Wave 1 begins Monday August 13 th Waves 1 10 through October 22 nd WebBA P access removed as department is onboarded

8 Deployment Phases Engage Configure Train Migrate & Support Engage Conduct SBO/Stakeholder meeting Describe upcoming work and timelines Provide information on approval workflows Configure Design approval workflow Properly configure the approval workflow upload template Train In-class training for all named, impacted individuals Links to self-study training materials Migrate & Support Go live Receive feedback for the first week after go live

9 Training Required Requisitioner Shops, enters Delivery Information, Account Number and Object Code, submits Requisitions for approval, and conducts Receiving Training offered in-classroom only Approver Department Financial / Special Account / Invoice Exception Reviews requisition for appropriateness and allowability; facilitates resolution of invoice exceptions Training offered in-classroom or online Optional Shopper Shops, assigns carts to Requisitioner, and conducts Receiving Training offered online only

10 Transition The USC emarket will now be the preferred method of procurement. Use of Procurement Cards are still applicable for certain situations, particularly for one-time use suppliers. Orders will no longer be created in WEBBA. Some of the paper-based business processes you currently use will be automated in the USC emarket. Existing Standing Orders and Subcontracts must be converted by November Closing single-use or one-time purchase orders in WEBBA.

11 Terminology USC emarket Requisition Purchase Order (PO) Invoice KFS EMRE Purchase Order (PO) Payment Request

12 GL Inquiry Demonstration

13 Financial System Access Form

14 User Access Form Access requests to different parts of the financial system are simple and easy. The access form can be launched from the KFS Workflow Main Menu, a part of the system that all USC staff and faculty has access to. Any Kuali user can submit the form requesting the deletion or addition of access, but some departments will prefer to have this done by a central administrator.

15 User Access Request Access the form through KFS Workflow Menu. Applicant information auto-populates based on USC or employee ID numbers. Easy navigation of application selection. Multiple access requests can be made for a user by submitting a single form.

16 Spring 2012 Kuali User Survey Results

17 Survey Overview 378 respondents Reported satisfaction with modules in production continues to increase Strong preferences for in-person and online training Communication tools Website, community forums, enewsletter, monthly webcast; generally positive responses

18 Change in Rating Scale Prior surveys used five-point scale: 1. Strongly Disagree 2. Disagree 3. Neutral 4. Agree 5. Strongly Agree For Spring 2012 survey, the Neither option was eliminated It appears most respondents force off the fence moved to the positive side

19 Cashiering (Rating scale modified in Spring 2012)

20 Journal Vouchers (Rating scale modified in Spring 2012)

21 P-Card Reallocation (Rating scale modified in Spring 2012)

22 P-Card estatement (Rating scale modified in Spring 2012)

23 Full Survey Results Full survey results can be downloaded from the Survey Archive at

24 Kuali Contests Beginning this past July we began to feature a series of contests on the Kuali@USC website. Be sure to continue checking the On the Horizon box on the home page for additional announcements.

25 User Resources KFS homepage User guides for each of the modules (213) USC Kuali Customer Support

26 Q&A