Financials ERP - Columbia University Finance Gateway · PDF fileFinancials ERP Scope Project Scope • Redesign our Chart of Accounts in PeopleSoft ... Training employees is a key

Financials ERP

Training Transition Session

March 26, 2012

• Please set cell phones and pagers to silent

• Handouts

• Note cards for questions

• Sign-in sheets

Housekeeping

2

3

Welcome and Introductions

Presenters:

• Paul Reedy, Executive Project Director

• Kate Sheeran, Change Management Lead

• Virginia Kaplan, Change Management (PAC/LA)

• Daniel Eady, Training Lead

• Bill Mohamed, Training Developer

• Harry Aristakesian, Internal Audit• Carol Tycko, SPA• Fran Caracappa, CUMC Controller• Marlene D’Agostino, Anesthesia• Brian David, Medicine• Joel Fine, Libraries• Jody Grunfeld, MSPH• Karen Hoffer, Lamont• Hugh Horowitz, Procurement• Andy Hrycyk, General Studies• Nancy Johnson, OMB• Sean Johnson, Procurement• Joe Labetti, Procurement

• Joann Li, Pathology• Wil McKoy, CUMC Budget Office• Donna Messina, Astronomy• Ed Moroni, Law School• Scott Norum, A&S• Dorothy Pearlman, Internal Audit• Michael Reich, Procurement• Patricia Reid, Treasury• Audrey Rosenblatt, Arts & Sciences• Dionida Ryce, Basic Sciences• Joshua Sakolsky, Art History and Archeology• Eileen Valerio, Internal Audit• Mary Ann Wanner, Dental School• Anna Wojnarowska, Business School

Welcome and Introductions

Core Team Members:

Extended Team Members and Subject Matter Experts:

• Karen Burke, CUMC Dept Surgery• Kevin Cook, SPF• Alice Gleason, Controller’s Office• John Hogan, Facilities

• Mike Kerstan, Controller’s Office• Brendan Mallee, EVPF• Terry Park, Purchasing• Ting Shi, CUMC Controller’s Office

4

Financials ERP Scope

Project Scope

• Redesign our Chart of Accounts in PeopleSoft Financials

• Implement a new General Ledger (core accounting module)

• Implement new Accounts Payable and Purchasing modules

• Implement Project Costing module; allows us to track certain activity across fiscal years

• Retrofit current Budget Tool for a new Chart of Accounts

• Retrofit HR / Labor Accounting system for a new Chart of Accounts

• Design New Reporting—queries “in the system” and from the data warehouse

• Conduct Training

5

6

FY’11 FY’12 FY’13

2010 2011 2012

Jul -Sept Oct – Feb Mar – Jul Jul – Dec Jan – May Jun - Dec

Prep Analyze &COA Design

Design Build Test & Training

Deploy/Support

3 months 5 months 5 months 6 months 5 months 6 months

Project Timeline

FIN ERP is our Project

ARC is the name of our new financial system

7

What is a Transition Session?

• Transition Sessions are intended to promote awareness and orientation to the changes that FIN ERP will bring and prepare you for the formal training and deployment of the new solution.

• Formal ARC System Training will begin in April 2012.

• Objectives for Today:

– Provide a detailed overview of the FIN ERP training program that you can share with your teams

– Demonstrate the tool that will be used for all web-based training

8

FIN ERP Training

9

Scope & Timing

10

FIN ERP System Training

System Users

New System Navigation

Changes to Existing System

ImpactedUniversity-

wide Policies

Relation to Interfacing Systems

Accounting & Reporting at Columbia (ARC)

Financial Data Store (FDS) People at Columbia (PAC) Budgeting Tool

The FIN ERP training team has developed training for users who will be transacting (initiating and/or approving) in ARC and PAC/LA, users who will be running reports in ARC and/or FDS, and users who need to learn about the changes to the retrofitted Budget Tool.

Training Build

11

The FIN ERP training team has followed a review process to engage members of the functional team, extended teams, business owners, and sample users to build and review the courses in the FIN ERP training program prior to end user training.

Functional Team

Review

Training Team Peer Review

TrainingReview WorkingGroup

PilotTraining

BeginCourseBuild

Functional Team and

Bus. OwnerReview

2011 2012Oct Nov Dec Jan Feb Mar

Drafting the Content

12

Group Procurement Courses

General Ledger Courses

Project Costing Courses

Budget Tool PAC/LA Reporting

Training Review Working Group

• Kris Carballo,Procurement

• Karen Hoffer,Lamont

• Falgun Patel,Procurement

• Jerry Boak,Finance Training

• Ursula Bolllini,Office of EVP Finance

• Yasmine Ramirez, Controller’s Office

• Kenndy Montes, Controller’s Office

• Friedrich Pfetsch, Controller’s Office

• Jill Goldstein, OMB

• Jerry Boak, Finance Training

• Ursula Bollini, Office of EVP Finance

• Tamara Hamdan, SPF

• Jennifer Crockett, SPF

• Wil McCoy, CUMC Budget Office

• Nancy Johnson, OMB

• Janet Horan, Business School

• Paul Dworkis, Student & Admin Services

• Lenny Ruiz, Payroll

• Mayra Marte-Miraz, Medicine

• Joseph Werst, A&S

• DiyaBhattacharya, SIPA

• Pearl Spiro, Office of the Provost

• Ed Hamilton, Controller’s Office

• Andy Hrycyk,General Studies

• Nida Williams,Registration & Financial Services

The training team solicits feedback on course content from the following groups, prior to finalizing for end users:• Core Functional Team• Project Leadership• Business Owners• Training Review Working Group (see below)

Purpose: A preview of web-based (WBT) and instructor-led (ILT) courses in the FIN ERP training curriculum to review, validate, and recommend enhancements prior to end-user training.

• Participants: • 200+ representative users selected by School/Admin Unit Liaisons• Select members of the Training Review Working Group

• Approach: • Half-day sessions in late March (WBT) and April (ILT) with Morningside and CUMC

representatives, organized by business process• Participants will be assigned to review and provide feedback based on their area

of functional expertise

• Outcome:• FIN ERP training team will record recommendations, summarize, and review with

project leadership• FIN ERP training team will incorporate changes, as applicable, prior to deploying

training to end-users

Pilot Training

13

14

Delivery

15

Training Delivery

Getting You ReadyTraining employees is a key priority of the FIN ERP Change Management program. It is our goal to ensure that everyone who will be working with ARC, FDS and PAC/LA is trained to effectively perform day-to-day activities and understands existing and updated business processes and policies.

FIN ERP Training will be:

• Specific to a user’s security role• Web-based and self-service• Supplemented by Learning Labs for users interested in additional support• Accompanied by Job Aids for quick reference on key system activities, processes,

reports, and concepts

Training Delivery Timeline

2012Apr May Jun

Deliver

16

Web-Based Training: Wave 1

Instructor-led Courses

Facilitated Learning Labs



17

Web-Based Training Delivery

WBTs Content Planned Date Range

Wave #1 ARC Introductory Courses (Intro to ARC, GL, AP, and Purchasing)

Early-Mid April

Wave #2 ARC Initiator and ARC Approver Courses (GL, AP, Purchasing, Project Costing)

Mid-April

Wave #3 • ARC/FDS Reporting (Reporting Overview)• PAC/LA Changes• Budget Tool Changes

Late-April

To help you manage the order in which you complete your training, we are staggering the release of the FIN ERP web-based courses in the following way:

18

Training Requirements for

Security Roles

Security Mapping

Role Validation &

Course Mapping

User TrainingConfirm Training

CompletionGrant System

Access

19

Training and Security Roles

Assigning you to trainingThe FIN ERP Project team has worked with DAF/FFE Administrators as well as School/Admin Unit Sponsors and Liaisons to assign and validate users to their appropriate security roles. These security roles determine the training you will need to take and which knowledge assessments you will need to complete before obtaining system access.

Excel

20

Knowledge Assessments

Knowledge assessments will be required for select ARC, FDS and PAC/LA courses, based on your security role.

• Users will be required to successfully complete the knowledge assessment(s) with a score of 90% or above in order to gain system access to ARC and FDS, and to maintain existing PAC/LA system access.

• Users will have three opportunities to pass the required knowledge assessment(s) successfully.

• If users do not pass a knowledge assessment after three attempts, they will be expected to attend a facilitated web-based training lab to reinforce the concepts presented in the training, and take the knowledge assessment during the facilitated web-based training lab.

• Knowledge assessment questions will reflect only material covered in the role-based training curriculum.

21

Training Acknowledgements

Certain training courses will have an acknowledgement statement in lieu of a knowledge assessment.

• Inquiry training courses:• Reporting Overview• Reporting for Inquiry Only Role

• Budget Tool changes course:• Users of the Budget Tool, who have more than an inquiry role, will be required

to acknowledge completion of the changes course

Role-Based Course Alignment

22

User training is grouped by role

GL Initiator

Training Modules

• Intro to ARC• Intro to GL• Journal Entries

4 hrs, 1 Knowledge Assessment

GL Approver

Training Modules

• Intro to ARC• Intro to GL• GL Approvals


Financials Inquiry

Training Modules

• Reporting Overview

1.5 hrs, 1 Completion Acknowledgement

Voucher Initiator

Training Modules

• Intro to ARC• Intro to AP• Vendor Processing for

School/Admin Units• Processing Vouchers• Processing Interface

Vouchers

6.5 hrs, 1 Knowledge Assessment

Procurement Inquiry

Training Modules

• Reporting Overview

1.5, 1 Completion Acknowledgement

Requisition Initiator

Training Modules

• Intro to ARC• Intro to Purchasing• Vendor Processing for

School/Admin Units• Purchase Reqs and Change

Orders• Receiving in ARC


P-Card Reconciler & Approver

Training Modules

• Intro to ARC• Reconciling P-Card

Transactions

2.5 hrs, 1 Knowledge Assessment

AP/PO Approver

Training Modules

• Intro to ARC• Intro to AP and/or Intro to PO• Managing Proc. Approvals

3 – 4.5 hrs, 1 Knowledge Assessment

Procurement TrainingGeneral Ledger Training

Any of the GL roles above plus:

Any of the Proc roles above plus:

Role-Based Course Alignment

23

User training is grouped by role

Project Costing

Training Modules

• Intro to ARC• Creating and Maintaining

Projects• Managing Sponsored

Projects


PAC/LA

Training Modules

• Intro to ARC• PAC/LA Changes Course


Project Costing Training PAC/LA Training Inquiry-Only TrainingInquiry-Only

Training Modules

• Reporting for Inquiry-onlyRoles


Budget Tool Retrofit

Training Modules

• Intro to ARC• Budget Tool Changes

Course


Budget Training

Sample Role-based Curriculum with Time Estimates: Procurement

24

Below are three examples of common Procurement system roles and the associated training courses:

Any of the Above Roles Plus Procurement Inquiry Hrs.

Pre-Requisites Detailed Training Reporting Training

1.5 hrs

Reporting Overview(1.5 hrs)

Role = Department Voucher Approver Only – All $ Levels Hrs.


3.0 hrs

Managing Procurement Approvals(1 hr)

Intro to ARC (1hr)

Intro to AP(1 hr)

Role = Voucher Initiator Only Hrs.


6.5 hrs

Intro to ARC (1hr)

Intro to AP(1 hr)

Vendor Processing –School/Admin

(1.5 hrs)

Processing Interface Vouchers(1.5 hrs)

Processing Vouchers(1.5 hrs)

Sample Role-based Curriculum with Time Estimates: Procurement

25

Training Requirements for sample Procurement User Hrs.


9 hrs

• A typical user will likely have more than one system role within ARC. • Combining the required training for multiple roles and eliminating duplicate courses provides a

realistic estimate of a user’s training commitment. • The example below is the training impact for a user with the three Procurement roles described on the

previous slide: Voucher Initiator, Voucher Approver, Procurement Inquiry:

Intro to ARC (1hr)Intro to Accts

Payable (1 hr)

Voucher Processing

(1.5 hrs)

Vendor Processing

(1.5 hrs)

Managing Proc Approvals

(1 hr)



26


Knowledge assessments are meant to ensure you have understood the course content needed to successfully work with ARC, FDS and/or PAC/LA. We therefore encourage you to complete the knowledge assessments in any way that will improve your understanding and success.

Using the ARC training job aidsas a resource when taking the knowledge assessment(s) –think of this as an “open

book” assessment

Discuss the training material and knowledge

assessments as a team within your

School/Admin Unit

27

Training Process and Completion Overview

FIN ERP training will be primarily web-based and self service to give you the flexibility to complete training when and where your schedule permits. We want to make the end-to-end training process as simple as possible.

Intro E-mail

Training Content


CourseWorks UPK

28

Web-based Training Tool Demonstration

Playback Modes within ARC web-based training

29

UPK Modes Functionality

See It! See It! Mode enables a user to learn by watching an animated demonstration of the steps for a task being performed in a simulated environment. All of the required activities, such as moving the mouse and entering data, are completed automatically.

Try It! Try It! Mode enables a user to learn interactively in a simulated environment. The user is prompted for mouse clicks and/or keystrokes to complete the task.

Print It! Print It! Mode enables a user to display linked documentation in the form of a Job Aid or Business Process Document.

Oracle’s UPK tool provides users multiple ways to review and interact with ARC’s web-based hands-on training activities:

User Training Support: UPK’s “Print It” Mode

30

UPK’s “Print It” mode provides users a print-friendly document listing the transactions required to perform system navigation.

31

Support

User Training Support

32

The FIN ERP team will provide support to help the successful completion of training both before and after ARC/PAC/FDS go live in July 2012.

Pre Go-Live Training and Support Activities

• Learning Labs

• Print-friendly Job Aids available through web pages for quick reference on key system activities, processes, reports, and concepts

• UPK’s “Print it” mode gives you the ability to print out step-by-step system navigations to perform specific transactions

33

User Training Support: Learning Labs

Purpose of Learning Labs

• Additional support for web-based training

• Option for users who prefer to complete web-basedtraining away from their desks

• Opportunity to ask questions and get clarification on any aspect of the FIN ERP training program

Frequency of Learning Labs

• Scheduled between mid-April and system go-live in July

34

Preliminary Learning Labs Schedule

From mid-April until ARC/PAC/FDS go-live, topical learning labs will be offered at Studebaker and CUMC to provide users additional training support. The schedule and the number of learning labs will continue to be modified and communicated based on training audience needs.

Topic Number of Learning Labs

Journal Entry 18

P-Card Reconciliation 24

Vouchers 16

Requisitions 13

Projects 9

PAC/LA 7

Reports 12

Open Session 13

User Training Support: Post Go-Live

35

The FIN ERP team will provide support to help the successful completion of training both before and after ARC goes live in July 2012.

Post Go-Live Training and Support Activities

• Web-based training courses will continue to be available for refresher training and new users

• Learning Labs for users needing additional training support

• Print-friendly Job Aids available through web pages for quick reference on key system activities, processes, reports, and concepts

• UPK’s “Print it” mode gives you the ability to print out step-by-step system navigations to perform specific transactions

36

Training FAQs

What do I need to prepare for training? All you need is an active UNI and password to access CourseWorks. We’ve already identified and assigned to you the courses you’ll need to complete. Look for your introductory e‐mail in early April letting you know when training is available.

Do I need any special software for the web‐based training?

Flash 9 is required to run the web‐based training tool. We are working with CUIT and School/Admin Unit IT resources to ensure you have this, or will be able to download it.

What if I can’t access CourseWorks with my UNI and password?

There is likely a problem with your UNI/Password. Use the self‐service tool to reset your password and contact CUIT if additional help is required. Guidance will be provided in the introductory training e‐mail you will receive in early April.

What if I have questions about how the training content relates to my particular School/Admin Unit?

Contact your School/Admin Unit Liaison for clarification. A list of all School/Admin Unit Liaisons is included in this presentation and can also be found on the FIN ERP website.

What if I would like to find out more information about learning labs?

Learning lab information and schedules will be posted on the FIN ERP website.

What if I have additional questions that are not addressed on the website?

Send an e‐mail to [email protected] and we’ll get back to you.

37

Facilitated Q&A

38

Meeting Wrap-Up

39

Project Resources

• Review FIN ERP Project Website:http://www.finance.columbia.edu/fin_erp/index.html

• Send Questions to FIN ERP Project Email Address:[email protected]

• School / Admin Unit Liaisons (see following slide for detailed list)

40

Your Extended Support Network: FIN ERP School/Admin Unit Liaisons

Alumni and Development – Hannia SmithAmerican Assembly - Karla GarciaArchitecture - Elizabeth AliceaArts and Sciences - Ellen BinderAthletics - James GrateBusiness School - Janet HoranColumbia College - Andrea BurrellContinuing Education - Karyn SmithColumbia Technology Ventures - Tony CeroneCUMC - Raquel Marin-Oquendo

• P&S – Andi Choi• FPO – Leyland Joseph• MSPH – Jody Grunfeld• Nursing – Jason Wright• Dental – Sara Patterson

Earth Institute – Paige LyneFacilities - Barbara TracyFinance - Lisa Rogerson

General Counsel - Helene NewmanGeneral Studies - Robert HoffmeisterGSAS - Rebecca HiradeJournalism School – Lucia ViterboKraft Center for Jewish Life - James LevinLamont Doherty Earth Observatory - Edith MillerLaw School - Gabriele WerffeliLibraries - Kristine KavanaughPresident’s Office - Kate TownsendProvost’s Office - Michelle Baggan-BacchusPublic Affairs/Government and Community Affairs - Allen PooleResearch - Debbie StilesSchool of Engineering and Applied Science – Kimberly BregenzerSchool of International and Public Affairs - Patrick BohanSchool of the Arts - Barbara BatchelerSocial Work - Cynthia KongStudent Administrative Services - Marcela RuanoThe School at Columbia – Jane Tian

Role = Internal Transfer Approver Hrs.


3.0 hrs

Appendix 1: Role-based Curriculum: General Ledger

Role = Internal Transfer Initiator Hrs.


4 .0 hrs

Intro to ARC (1hr) Intro to GL(1.5 hrs)

Journal Entries(1.5 hrs)

Intro to ARC (1hr) GL Approvals(0.5 hrs)

Intro to GL(1.5 hrs)

Users can have more than one role and will be assigned training based on requested system access.

41

Role = Journal Entry Initiator Hrs.


4.0 hrs


Journal Entries(1.5 hrs)

Role = ChartField Requester Hrs.


2.5 hrs

Appendix 1: Role-based Curriculum: General Ledger

Role = Journal Entry Approver Hrs.


3.0 hrs


GL Approvals(0.5 hrs)



42

Role = Any GL Role plus Financials Online Inquiry Hrs.


1.5 hrs


Appendix 1: Role-based Curriculum: Procurement

Role = Requisition Initiator Hrs.


6.0 hrs

Intro to ARC (1hr)

Intro to Purchasing

(1 hr)

Purchase Reqs & Change Orders

(1.5 hrs)Vendor

Processing –School/Admin

(1.5 hrs)


43

Receiving in ARC(1 hr)

Role = Department PO Approver – Requisitions, Purchasing Ad Hoc Approver Hrs.


3.0 hrs

Intro to ARC (1hr)

Intro to Purchasing

(1 hr)


Role = Receiver Hrs.


3.0 hrs

Intro to ARC (1hr)

Intro to Purchasing

(1 hr)

Receiving in ARC(1 hr)



44

Role = Any Procurement Role Plus Online Inquiry (includes AP, Purchasing, & eProcurement) Only Hrs.


1.5 hrs


Role = Department AP Approver – Voucher, Travel, Petty Cash, Supplemental, Ad Hoc Hrs.


3.0 hrs


Intro to ARC (1hr)

Intro to AP(1 hr)

Role = Voucher Initiator Hrs.


6.5 hrs

Intro to ARC (1hr)

Intro to AP(1 hr)

Vendor Processing –School/Admin

(1.5 hrs)


Processing Vouchers(1.5 hrs)

Role = P-Card Reconciler Hrs.


2.5 hrs


Role = P-Card Approver Hrs.


2.5 hrs

Intro to ARC (1hr)

Intro to ARC (1hr)

Reconciling P-Card Transactions

(1.5 hrs)


45

Reconciling P-Card Transactions

(1.5 hrs)

Appendix 1: Role-based Curriculum: Inquiry-Only

46

For those users with only the Financials Online Inquiry role and/or the Procurement Online Inquiry role, the required course will include basics of Intro to ARC, GL, AP/PO, and will focus on Reporting.

Role = Financials Online Inquiry and/or Procurement Online Inquiry Hrs.


1.5 hrs

Reporting for Inquiry-Only Roles

(1.5 hrs)

Appendix 1: Role-based Curriculum: PAC Labor Accounting


47

Role = All PAC Labor Accounting Roles Hrs.

Pre-Requisites Detailed Training

2. hrs

Intro to ARC(1 hr)

PAC/LA Changes(1 hr)

Appendix 1: Role-based Curriculum: Project Costing


48

Role = Project Costing Maintainer 1 & 2 Hrs.


6.0 hrs

Intro to ARC (1hr)

Creating & Maintaining Non-Sponsored Projects

(2.5 hrs)

Managing Sponsored Projects(2.5 hrs)

Appendix 1: Role-based Curriculum: Budget Tool


49

Role = All Budget Tool Roles except Inquiry Only Hrs.


2.5 hrs

Intro to ARC (1hr)

Budget Tool Changes Course(1.5 hrs)

Documents

Financials ERP - Columbia University Finance Gateway · PDF fileFinancials ERP Scope Project Scope • Redesign our Chart of Accounts in PeopleSoft ... Training employees is a key