and You What you need to know
We want to provide What you need to do to prepare for the 9.2 go live Understand how you will be affected WHY WE RE HERE We want to build A foundation for future enhancements
AGENDA Today we will cover: The Basics Goals and Benefits Key Changes Preparing for Change Navigation Changes Transactional Changes Changes for Approvers Wrap Up
THE BASICS
Go Live: November 3rd Downtime begins at 5 PM on October 28 Voucher/Req deadline on October 23 WHEN?
WHO? All TRAX Users Approvers Faculty and Staff who have fiscal responsibilities
We re removing customizations throughout the system We re implementing Workflow on Vouchers and Requisitions Workcenters for our power users PeopleSoft s delivered Chartfield security WHAT S IN STORE?
GOALS BENEFITS
Position Baylor to take advantage of new and improved functionality through the reduction of customizations. Includes software and hardware changes Stay in vendor support for: New and updated functionality, Fixes, Security updates Solid foundation for future enhancements By decreasing customizations, we: Reduce long term maintenance costs Simplify the application of delivered updates Facilitate the implementation of new functionality WHY?
To do this We must align and streamline our business processes to better fit the delivered system. This will help maximize resources available for future projects and advances. BENEFITS
KEY CHANGES
There will be Access Changes Navigation Changes Business Process Changes Approval Changes Transactional/System Changes Field Changes Removed New/unhidden Customizations removed KEY CHANGES
DEEP BREATH It is only through labor and painful effort, by grim energy and resolute courage, that we move on to better things. ~Theodore Roosevelt
PREPARING FOR CHANGE We ve been Identifying system and business process changes Evaluating the effects on users and the university Planning how to prepare affected users But we cannot do this without YOU!
PREPARING FOR CHANGE Communication, Training and Everything In Between Start with existing meetings and communication channels Evaluate the effects on those in your area Target those in your area that need to come to training www.baylor.edu/traxhelp Submit questions to trax@baylor.edu
NAVIGATION CHANGES
Breadcrumb Navigation Baylor Menu vs. Main Menu Folder/Page Name Changes SES Recently used Alphabetize menus NAVIGATION
NAVIGATION
TRANSACTIONAL CHANGES
Under $10K Vendor becomes SUPPLIER Supplier Registration New vendor (supplier) code being phased out Save for later Personalize Fund Project Changes Attachments Workflow VOUCHERS
VOUCHERS
REQUISITIONS Over $10K Vendor becomes SUPPLIER Supplier Registration New vendor (supplier) code being phased out Fund Personalize Project Field Changes Spending grant funds over $3000 Attachments Workflow Multiple Approvals?
The Req is now THREE PAGES!!! REQUISITIONS
REQUISITIONS
REQUISITIONS
OTHER Departmental Adjustments, Budget Change Requests, and Departmental Receipts Fund Project Changes
CHANGES for APPROVERS WORKCENTERS
When you click the Approve button, you are approving The Purchase The Amount The Department/Project The Account This will Improve visibility Cut down on administrative costs THE ROLE OF THE APPROVER
WorkCenters help frequent users by: Boosting Productivity WORKCENTERS Consolidating Tasks, Exceptions, Alerts, Links, Reports, and Queries Can be customized Reduce navigation time
Important Things to Note No Emails on Voucher Approval Use Your Worklist! Self Approval Allowed (unless you have entered a transaction for yourself!) First person to approve the transaction WINS (unless you ad hoc) Configure your filters WORKCENTERS
WRAPPING UP Action Items Questions to Consider What does my internal business process look like? What does my approval process look like? Does my department have multiple approvers? Will I change business/approval processes in my department as a result of this upgrade? How will I communicate to those in my area? Who in my department needs training?
Action Items At Go Live Make sure My Favorites is as you expect Personalize your Voucher and Req pages Configure your Workcenter Filters How will I handle voucher notifications? (if applicable) Download new 9.2 documentation at www.baylor.edu/traxhelp WRAPPING UP