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Chart of Accounts (COA) Redesign Project
Kickoff Meeting
December 14, 2010
Agenda Vision
CoA Definitions
Levels of Data Consolidations
Project Goals
Project Scope Highlights
Roles and Responsibilities
Timeline
Communication Plan
Questions
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
CoA DefinitionThe 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)
Levels of Data ConsolidationEXTERNAL REPORTING
SENIOR MANAGEMENT
ADMINISTRATIVE OFFICE
DEANS/COLLEGES
DEPARTMENTS REPORTING
Office of the Controller
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
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
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
Roles and ResponsibilitiesThe 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
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
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
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
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
Organizational Chart
SUBJECT MATTER EXPERTSCORE TEAM
Chart of Accounts Redesign ProjectImplementation Team – Organizational Chart
Tonja Moore, AVP Academic Affairs
Robert Grillo, AVP Division of IT
Jeffrey Gonzalez, AVP Institutional Planning
Liane Martinez, AVPBusiness and Finance
Diane Lee SinghBudget and
Operating Budget
David DriesbachDivision of Research
Fay GreenholtzPeopleSoft Consultant
Mirta de Leon Academic Affairs Hiselgys Perez
OPIR
Bonnie BairController’s Office
Carlos FloresHR\Payroll
Tonja MooreAcademic Affairs
Group Lead
Kim ColeEducation
Martha CastielloDivision of IT
Communications
Training
Eileen TobchiUPK Lead
Matthew ArmstrongPeopleSoft
Financials Trainer
Desiree EliasAuxiliary\Enterprise
Development
Alex DuqueAthletics
Business Areas
Milagros GarciaDirect Support Organizations
Jose GrullonStudent Financials
Carlos VaronaHR\Payroll
Ledys DiazStudent
Administration
Gilbert MoralesGL Technical
Analyst
Technical Team
Mark KaprasGL Developer
Carolina IglesiasBOG Reporting
Hamza LazrakBudget and
Operating Budget
STEERING COMMITTEE
Joseph Barabino, AVP Division of Research
Aixa CamposFinancial Aid
Manny RodriguezDBA
Larisa GoldbergTechnical and Project
Manager
Claudia PazBusiness & Finance
Kenneth JessellCFO, Senior VP
Min YaoCIO, VP
Cecilia Hamilton, University Controller
and AVP CHAIR
Izhar HaqInterim Financial and
Overall Lead
PROJECT MANAGEMENT
Allen VannInternal Audit
Ex-Officio
Matilde GramlingSilvana RogelisStudent Affairs
Danielle MillerHealth Professions
Marco BenitezFacilities
Management
Karina DelgadoTravel & Expenses
FINANCE MANAGERS
Finance Managers
Joaquin BelloPeopleSoft Functional
Claudio PicoCollege of Business
EXECUTIVE SPONSORS
Desiree EliasAuxiliary\Enterprise
Development
Change Management & Communications
Charlene BlevensDivision of Research
Additional SME Support Staff
SME Support Staff
Implementation Phases and Deliverables
Office of the Controller
Planning Fit/Gap Design Build
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
Test Implement
Implementation Phases and Deliverables
Office of the Controller
Planning Fit/Gap Design Build
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
Test Implement
Implementation Phases and Deliverables
Office of the Controller
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 TestingTest 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
Project Timeline
Office of the Controller
Oct 10 – Jan 11 Feb – Apr 11 Apr - Sep 11 Sep – Dec 11 Jan 12 Jan – Jun 12 Jul 12
Planning
Fit-Gap
DesignMapping / Cleanup
Build
Testing Phases
Train / Prepare Budget FY12 CoA
GoLive
Production Support
FY 2010-12
HR GoLive
Communication Plan – Project Team
Tool Message Audience TimeframeFace to Face Communication
Executive Steering Committee Meetings
Update on Project Status; Seek Input and Decisions on Major Project Matters (i.e. Scope,
Budget, Timeline, Customizations)
Executive Steering
Committee Members
Milestones and Adhoc
Project Management Status Meeting
Planning, Updates and Management of Project Phases
Project Management
Team, including Change
Management
Weekly
Core Team MeetingsUpdate on Project Status; Issue
Resolution; Seek Input for Future Phases
Core Team Members
Bi-Weekly or As Needed
Project Update MeetingsUpdate 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
Communication Plan – Change ManagementTool Message Audience Timeframe
Face to Face Communication
Finance Managers Update on Change Management issues/training - obtain feedback
Finance Managers Bi-Monthly
Executive Area Budget Managers
Update on Change Management issues/training - obtain feedback EABMs Bi-Monthly
Council of Chairs Advisory Committee
Update on Change Management issues/training - obtain feedback Chairs Semester
DAC Update on Change Management issues/training - obtain feedback Deans Monthly
Faculty Senate Update on Change Management issues/training - obtain feedback Faculty Monthly, as
needed
USPS Senate Update on Change Management issues/training - obtain feedback USPS Monthly, as
needed
Operations Committee Update on Change Management issues/training - obtain feedback Vice Presidents Bi-Monthly
Electronic Communications
Project Website http://finance.fiu.edu/coa
Provide Project Status, Updates, Presentations and
Communications to University Community
University Community
Site updated as content becomes
available
Newsletter Update on Change Management issues/training
University Community As needed
Questions
?
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