1

J. D. Edwards Receivable System Kickoff

Session

November 1, 2002 1:00pm – 4:00pm

Grant and Contract Accounting

2

AgendaOpening Project historyIntroductionsOverview of current processIdeal systemJDE demoBreakBudgetRoles and ResponsibilitiesClosing/questions

3

ParticipantsOversight Committee Resource CommitteeAMX consultantsJDE representativeProject team

4

Oversight Committee

V’Ella WarrenFrank MontgomerySue CamberMona Goldsmith-WestGary Quarfoth

Ed LightfootSandy MoySara Gomez/Mike PingreeBill FerrisKathryn Waddell

Members

5

Resource Committee

Sue Camber, GCATami Sadusky, GCACristi Chapman, GCASuprimo Manabat, GCACecilia Pittman, GCAMonique Bradley, GCA

Kirsten DeFries, GCAMary Jo Hershly, GCADenise Murrillo, GCARepresentatives from C&C, Stores and other depts in Financial Management

Members

6

Grant Receivables Implementation Project (GRIP) Team

MembersDenise Lim (denisel@u.washington.edu), GCA, Project manager and team leaderMarisa Honig (mhonig@u.washington.edu), GCAKris Jaeger (mcf@u.washington.edu), GCAHoang Ong (hoangong@u.washington.edu), GCA2 FTE, TBD, C&CKate Riley (kater@u.washington.edu), FM, Facilitator

7

GRIP Team MissionSuccessfully implement a new receivable system in GCA that is highly efficient, user-

friendly and flexible in order to increase cash flow and productivity. This will be accomplished through excellent

communication and collaboration with GCA staff, outside vendors, process partners such as University C&C and Stores, and external customers. Successful implementation will

include training staff, and continuously identifying opportunities for process

improvements.

8

9

Challenges/IssuesMany non-integrated systemsData entered multiple timesFew checks built into legacy systemsUnable to support multiple invoicing/reporting formatsWith current resources, billing limited to 65% of invoices due

10

Billing StatisticsAverage number of invoices due: approximately 1,000/monthAverage number of invoices completed: 650/monthAverage expenditures unbilled: $7million/monthNumber of active sponsors in A/R: 1480

11

GRIP Rapid Planning Workshop• 3 day intensive planning

workshop• GCA, C&C & AMX participants• Objectives were to identify:

− Opportunities to streamline current process

− UW systems that need to interface with JDE

− Models for implementing JDE

12

Fiscal Reports Rapid Planning Workshop

1 ½ day intensive planning workshopGCA & AMX participantsObjectives were to identify:

Areas of inconsistency between AR & FR Opportunities for improvement in FR processImpact of JDE on FR reporting

13

14

Model Blue – the Ideal SystemKey features

Comprehensive system: single point of entry, centralized data storageReal time feeds to FAS, BGT, PASDaily detailed expenditure data from MIS60 invoice/report formats to increase automated billing and reporting

15

Model Blue – the Ideal SystemKey features, continued

Improve cash applicationsValidation edits for quality controlInterface with new technology (eg. EDI, lockbox, EFTs)

16

Project StatusGRIP Team formed in 9/02

Rapid planning process with Kate Riley, C&C and AMX in 9/02Agreement with C&C signed 10/22/02Detailed project planning with AMX in 11/02Projected C&C hires: 12/02-1/03Project team training in 12/02

Target date: Spring 2004

17

Roles and ResponsibilitiesGCA Applications:

Define business needs and requirementsAssist in designing invoice and report formatsTestingEnd user trainingCoordinate with process partners to ensure successful implementation

18

Roles and ResponsibilitiesGCA Technical:

JDE setup/configurationApplication securityInvoice analysis and redesignData conversionsTestingApply JDE updates/upgrades

19

Roles and ResponsibilitiesC&C Team:

Hardware setup/configurationSoftware services and supportSystem securityInterfaces and integrationsIntegrations testingCoordinate with process partners to ensure successful implementation

20

Roles and ResponsibilitiesAMX consultants:

Application consultingTechnical consultingTrainingInvoice analysis and re-design - 60 formats

21

Roles and ResponsibilitiesOversight Committee:

Review and approve policy and business decisionsReview project status from planning through implementationAdvise on issues that could impact project timeline and scope

22

Roles and ResponsibilitiesResource Committee:

Consists of members from GCA, C&C, Stores and other departments within Financial ManagementProvide resources, knowledge and guidance regarding business practices and technical support to GRIP Team

23

Communication PlanProject team meeting – weeklyOversight Committee meeting –monthlyFirst meeting tentatively scheduled for Mon,

12/2/02, 1-2:30pm Progress report to Budget Office – due 3/03