Change Network Roundtable June 22, 2017

Today Next Change Network Roundtable

3:00-4:00 pm

Buttrick Hall, 101

Thursday, August 24, 2017 3:00-4:00 pm

Kissam Multi-Purpose Room, C210

• 3:00-3:10–Welcome Agenda • 3:10-3:25– SkyVU Training Plan

Amanda Roberts

• 3:50-4:00–Questions & Wrap Up

• 3:25-3:50– Grants & PPM

Michelle Vazin & Tanya Paul

Change Network

Shout-Outs!

Natalie Richardson

SkyVU Training Plan

Amanda Roberts

April May June

July August September

October November December

Program Calendar: Approvers, FUMs & HCM Specialists

Leadership Orientation

Online Foundational Modules

In-system Learning Sessions (1-2x monthly for FUM & HCM)

Additional learning sessions (ex: reporting, area-specific issues)

Lunch & Learn Sessions (Approval Group)

Support employee and manager learning in their areas

Open

position

Recruit &

Onboard

Maintain

employee

assignment

Provide

pay &

benefits

HCM Specialist Responsibilities

• Create hiring requisitions

• Manage new hire records

• Add/edit employees and data

• Add/edit/end assignments

• Award compensation (ie, APFs)

• Process absences and leave

• Time card entry and corrections

Employment

Cycle

Requisition Item Approve

Requisition Place Order Receive Order Remit Payment

Financial Unit Manager Responsibilities

Approve Procure-to-Pay Transactions

Purchase with Card

or Out-of-Pocket

Receive item or

complete travel

Submit Expense

Report

Approve

Expense Report

Pay Card Vendor or

Reimbursement

Other Financial Transactions (as applicable)

Initiate Journal Entries Review and approve

intercompany charges

Support recording of other

revenues and expenses

Purchasing

Expenses

April May June

July August September

October November December

Program Calendar: Employees and HR Line Managers

Learning activities: in-person classes, online modules & resources, office hours, etc.

Kick-off Event

Town Hall Flight Check-In

Website resources: webinar recordings and training page demonstrations

Website resources: webinar recordings and training page demonstrations

Town Hall

Resp

on

sib

ility

Maintain personal

information

Report Time

Report Expenses

Initiate Purchases

(as applicable)*

Cu

rren

t St

ate

Fu

ture

Sta

te

Personal Information Time & Labor / Absence Management Expenses Purchase Requisitions

* Areas determining initial group of procurement initiators to complete required training during pre-go-live period

Employee Responsibilities

Resp

on

sib

ility

Review and Approve Time and Leave

for Direct Reports

(all HR Line Managers)

Hire Employees

Approve Transactions (if escalated)

Initiate HR Transactions (if assigned)

Cu

rren

t St

ate

Fu

ture

Sta

te

Time & Labor / Absence Management Taleo (reimplemented)

Expenses and

Requisitions Oracle HCM

* Areas determining whether any HR Line Managers will need to perform activities of an HCM Specialist

Key HR Line Manager Responsibilities

Population May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar

SIT I & SIT II USER ACCEPTANCE CUTOVER AND TRAINING GO-LIVE

Functional Leads

Central Teams

BU/Entity Appr Group

Fin Unit Mgr & HCM Spec

Departmental PPM Users

Planning & Budgeting

Employee Info/Time/Exp

Employee Proc Initiators

HR Line Managers

Learning Calendar by Key Population

Attend educational

Lunch & Learn series Group learning with FUMs/HCM Specialists

Additional training sessions +

Co-facilitate learning sessions for area Provide support & accountability in area

Continued group learning: SIT Knowledge-

building Leading and/or supporting Testing and Learning Sessions Provide support & accountability

Role(s)

communication FUMs/HCM Specialists Learning Program Additional learning sessions

Continued on-the-job learning

and performance

SIT + begin leading education

sessions for BU/Entity Appr Grp Leader for Learning Program sessions Available to support user training Provide support & accountability

Training sessions TBD On-the job learning and performance TBD

Flight School: Kick-off and training sessions Continued on-the-

job learning Flight Check-In:

Exp & Time

Role

communication Flight School: Kick-off and training sessions Continued on-the-job learning

= go-live training complete

Flight School: Kick-off and training sessions Continued on-the-job

learning

Role

communication

Cap Plan & Budget User Trng Continued on-the-job learning Core group educational sessions

Flight

Check-In

Flight

Check-In

Overview of

Grants Management

Michelle Vazin & Tanya Paul

PPM Review

12

Subledgers reduce detail in General Ledger

General

Ledger

Updated manually

or in batch

overnight

Receivables

Cash

Management

Assets

PPM

Procurement

Payables

Expenses

Project Setup formerly Center Management

• PPM is about

setting up the

structure we

need to

capture data

to manage

our projects

14

PPM Projects Portfolio

Management

Data Flow

15

PPM Projects Portfolio

Management

Procurement Payables

Expenses

No

n-L

ab

or

Exp

ense

s

General

Ledger

Payroll

Lab

or E

xpense

s

Other HCM

Systems

Accounts

Receivable

Advance/

Fundriver

(integration)

Student

Accounts

(integration)

Revenue

Projects Portfolio Management Five (5) Types of Projects Comprise PPM

Post-Award Grants Financial

Management

Grants

• Temporary restricted gifts

will be tracked and

managed as projects

• Summary information will

be stored in the GL

Gifts and Endowments

Each faculty member will

have one project funded by

the financial unit’s

discretionary funds

Faculty Funds

Capital projects include

Campus and Construction

Planning, VU Real Estate,

Plant Operations, and other

departmental capital

projects

Capital Projects

Each Core service center will

have one project to track its

financial operations.

Cores

Grants Gifts and Endowments

Faculty

Funds

Capital

Projects Cores

Grants

Gifts and Endowments

Faculty Funds

Capital Projects

Cores

Projects Portfolio Management

• Each will be assigned a unique

project number, similar to using

a unique center number today

• Enter project number to

automatically populate the chart

of accounts

POET Review

18

PROJECT NUMBER • Unique number assigned to identify each project

ORGANIZATION • HR Work Unit dictates the Project’s Organization

• Corresponds with Financial Unit in the COA

EXPENDITURE TYPE • Identifies the specific type of transaction

• Corresponds with Account segment in the COA

TASK • Identifies the project activity

Project and Other Information: POET

How is POET used?

20

Expense Reports

21

22

Requisitions

Charging Labor to a Project

23

HCM specialists will enter POET values on an individual’s assignment

Grants

24

Existing Grants: Data Conversion • For all active projects and any projects related

to active projects

– Project-to-date balances will be converted

– Project attributes will be converted

– Prior transactional detail will not be converted

25

Pre-Award Process

COEUS and PEER

process remains

unchanged at this

time.

OCGA is currently

working with SPA

for coordination

26

New Award Setup

27

• Multiple projects can roll up to a single award

• Expenses live at the project level and are classified based on POET information

• Project, Organization, Expenditure Type, Task

• Cost share and program income projects will live under the award, just like the other grant projects

• Projects have unique budgets and project-owning orgs (which may be different that the primary grant-owning org)

• Every award is automatically associated to a contract during award setup

• Awards have a sponsor, funding, and owning organization

• Contracts contracts drive billing and revenue recognition

Award (Contract)

400587

Project 1

600139

Project 2

600140

Project 3

600141

Project 4 CS

600142

Budgets & Cost Management

28

Budgets

Departments will

continue to create

their budgets.

Departments will

transmit budget

information to

OCGA.

OCGA will handle

PPM data entry for

budget

information.

29

Managing Project Costs • Cost Share

– Each cost share funding source on an award will have a dedicated

project

– Expenditures that are being cost shared by Vanderbilt will be charged to

that project

• Cost Transfers

– Grants admins will coordinate with OCGA to ensure compliance before a

cost transfer is completed

– Transfers will be initiated at the source wherever possible (AP, Payroll,

etc.)

– Transfers that cannot be initiated at the source will be executed centrally

by OCGA

30

Burden

31

Also known as: Indirect cost, overhead, or F&A (Facilities & Administrative) costs

burden: Burden accounting is a method of applying overhead costs (or

indirect costs) to raw costs to arrive at the total cost of a project.

Examining Project Details

32

Award

33

Project Financial Management

34

Costs

35

Change Network Midway Celebration

• Late July gathering in lieu of July Change Network Roundtable

• Stay tuned for more information!

Next Steps

Save the Date: Flight School

• Encourage staff to watch recording of Flight Check-In: Hot Topics (recorded version on SkyVU Communications page)

• Invite your area to attend: October 2-4, SLC

Share Flight Check-In Recording with Team

FY17 FY18

Feb Mar Apr May Jun Jul Aug Sept

Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan

Transition Realization

SkyVU

Timeline

Community Readiness

&

Training

Configuration Validation

Business

Processes

&

Oracle

Applications

Cloud

BI: Fin, P2P, HR,

PPM Grants &

Non

SIT 1 Oracle to Oracle

Process & Data Mapping

& Conversion

SIT 2

External Vendors & Internal Systems

Planning & Budgeting Planning Design

Operational Reporting

Test & Dev.

BI Apps Roadmap

In Scope Integrations

CT-2.1 Grants w/ Data Re- Converted

Non-Grants PPM Workgroup Solutions

Oracle Business Intelligence Suite (On-premise) - Academic, DAR, Gen Counsel, Research

SIT Prep

Configuration & Business Process Mapping

Grants, Finance, HRCM

FunDriver Implementation & Initial Testing

eMarketplace Implementation & Initial Testing

Train/Test

Research Systems

Replacement Planning

Facilities Systems

Assessment

Testing

Testing

Configuration/Build

Go-Live

Ready

Go-Live

Testing (SIT 2)

System Configuration & Data Integration

Design

Testing (SIT 2)

Testing (SIT 2)

FY16

CT-1 ERP

CT-1 HCM

CT-2 ERP & HCM

Config and Process Mapping Grants, Finance, HCM, + Projects: Capital, Cores, Faculty Funds,

Gifts & Endowm

ents

CT 2 Prep: Data Conversion

Release 12 upgrade &

User Acceptance

Payroll Parallels

IDM & MDM (person data: EPI replacement) Implementation Cutover target: 3/31/18

Vendor Demos and

Selection w Faculty

Rollout: Capital, Budgeting, Forecasting

Research Systems Replacement Assessment

Workgroups: Workflow & Security, Labor Distribution, Fringe, Faculty Pay, PeopleSoft Student Systems

Historical Reporting: inventory, move data to warehouse, add BI Tool access

Operational Reporting Analysis

BI Apps Implementation

Cloud Reporting Security

BI Author & Consumer Training

Go-Live/ Conversion/

Cutover Activities

Facilities

Research

IDM/MDM

Integrations

ecrt

eMarketplace

Endowment

Cutover Deadline: 4/30/2018

Config and Process Mapping Grants, Finance, HCM, Projects + Work-group Solutions

Questions

Questions

What are you hearing in your department about SkyVU?

What are some of your “pain points” right now?

What are you doing to help prepare your people?