Project Café Update

LRTL MeetingNovember 2008

Jason SchoberDirector, Project Café847.467.1577jschober@northwestern.edu

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Agenda

Launch is a ‘go’! Purchasing update New security form Communications update Getting ready for go-live Questions?

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‘Go’ decision has been made!

Latest round of ‘go/no-go’ meetings was held last week

The recommendation to ‘go’ was presented to ESEC on 11/10

We now embark on our final cutover process to move from CUFS to Café

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Cutover approach

Go-live date is December 8th

Neither CUFS nor PeopleSoft/NUFi will be available the week of December 1st

All December activity should occur in the new systems

Some November activity may end up posting to December

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Cutover approach

All functions will be available to users on December 8th, including PeopleSoft Financials (NUFinancials) InfoEd FAMIS iBuyNU NUPortal Cognos reports

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Cutover approach

Data will be converted in a summary fashion Underlying document history will not be

converted Summarized monthly totals for periods

1-3 FY09 will be converted Budgets and encumbrances will reflect

a snapshot of when conversion begins See http://cafe.northwestern.edu

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Purchasing update

Jim Konrad, Director, PRS

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New security form

We have completed our load of user security and workflow roles from the Excel spreadsheet templates These spreadsheets can no longer be

accepted All requests for access activation,

modification, and deletion must now use the new security form

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New security form

All systems implemented by Project Café will use a single form

Form is paper-based, as employee, department head, and Dean’s office signatures are required

Café security administrators will perform account activations, updates, deletions, etc.

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General instructions

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Copy from existing user

If desired, access can be cloned from an existing user

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Check boxes next to roles

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Workflow setup standardized

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Department, project, salary access

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FAMIS roles access

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Required approvals

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New security form

Form is available on Project Café web site and via NUPortal

This form also replaces the previous InfoEd security access form

Separate version of this form will be used to request access to central office roles

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Shopper vs. requester

Shoppers Have direct access to the iBuyNU

marketplace (login with NetID/EMPLID) Do not have access to core NUFinancials Select items and forward cart to

requester

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Shopper vs. requester

Requesters Do have access to core NUFinancials

screens and functions Do not log in directly to iBuyNU

(an order is created in NUFinancials first) Approve shopping carts, create

requisitions

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Communications update

NewsBrief sent last night; additional Café communications planned through go-live

Letter from Provost Linzer to be sent to faculty tonight

A note from ESEC to NU community about go-live to come week of 12/1

CUFS team is sending targeted notices about key dates/processing cutoffs

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Café web site updates

A great deal of information is being posted on the Café web site lately iBuyNU vendors list Key CUFS cutoff dates Info on what is being converted Open lab sessions calendar Training calendar

Check back often!

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How your users can prepare

Attend training: the info you need is online at http://cafe.northwestern.edu/training

Learn your new chart strings: see the COA crosswalk online at http://cafe.northwestern.edu/coa

Manage around key cutover dates: the list is available through our home pageannouncements http://cafe.northwestern.edu

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Training enrollments

Thank you for your help!

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Using the system at go-live

It is reasonable to expect that the initial go-live period will be somewhat bumpy

Tweaks to user security access Too many or too few workflow emails Confusion about new processes Wait times for help desk calls System downtime to fix issues General aches and pains associated with

replacing a 25 year old system!

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Getting help

Our help desk has been getting ready by attending training and fielding user calls during testing Via phone: 1-HELP (1-4357) option #2 Via email: consultant@northwestern.edu

We have also reserved our training rooms for ‘open lab’ sessions for several weeks after go-live. Schedule is available from our home page:http://cafe.northwestern.edu

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Questions?