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
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
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
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
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
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.
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
Top Related