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ISP News
June 8, 2000

Rogue Codes Herded In
You think you have every code accounted for, and a new one raises its head. As we get deeper into our integrated system implementation, the hazards of "best of breed" systems development - the only option until recently - become increasingly apparent, as do the mirrored benefits of an integrated system.
     "Over the years, each unit has independently added bits of information to their systems to satisfy reporting requirements from the federal government, the state, the University, the school, the department, the division - maybe even the individual," marvels Bill Randolph, ISP Project Director. "Many of the current codes do not map to one another in any logical manner. The Oracle applications are forcing a disciplined approach to the relationship of one code to another. That is the essence of an integrated system."     While last month the codes in question had to do with organization, this month the project is reining in object codes, dividing the herd into revenue object codes, expense object codes, and balance sheet object codes, and then culling the weaker, aged, no-longer-useful, or redundant codes and putting them out to pasture. This work will be in draft form for a while and, once made final, a mapping table will constructed that will contain the current codes and their relationship to the revised list of codes. This will be useful when people are preparing comparative analyses.
     No current code is being culled without the consent of its creator or a duly appointed representative. The process is anticipated to reduce the total number of object codes from 1,800 to less than ˝ that number.

Final Structure Set for Chart of Accounts and PTAEO

One of the key factors in the decision for the University to go Project Centric was that it would free the general ledger to do what it was intended to do: manage the general accounting requirements of the institution. This is in contrast to what it has evolved to do because there has been no alternative: accommodate the reporting needs of individual units.
     The ISP Executive Committee has just approved a structure for the general ledger chart of accounts and for what will be our funds management tool, the PTAEO, thus dividing institutional accounting from project management. The two are tightly integrated so that the funds management information will roll up to the general ledger for institutional reporting, as follows: (print for better legibility)

That translates from today's world as: (print for better legibility)

For more detail on the account structure of the general ledger, click here.
For more detail on the segments of the PTAEO, click here.

It's Happening!
The functional teams have moved from paper and planning to placing hands on keyboard and setting up the Oracle applications for use at UVa. Sufficient steps have been completed to demonstrate, to a limited degree, the functionality of the applications: how set up a customer, complete a transaction, and run a report in Accounts Receivable; how to create a project and award in Funds Management; and how to open and close a period, create a new object code, post a journal, and run a report in General Ledger.
     "Now is the fun part," exclaims Brenda Boyd of the General Ledger team. This fun is also hard work, however, since every one of the hundreds of set up steps requires decisions regarding how to best suit the needs of the University. Team members will be consulting with subject matter experts throughout the process.

Youngest Team Grows Up Fast
Team Lead Gary Nimax jokes about how his team acronym, POAP-OE/INV, just rolls off the tongue. But, so far, his team's progress is nothing less than poetic.
     The Purchasing/Accounts Payable Order Entry/Inventory team has spent the past month in the magical world of "if we could have everything we would want, the system would…," defining the requirements of the future system. Now they are coming back to Earth as they examine what the Oracle applications can do and which requirements are wishes in disguise.
     "I expect excellent functionality from the applications," says Nimax, "though we may have to sacrifice a couple of our 'in a perfect world' proposals."
     If any team had to begin late, POAP was a good one, says Bill Randolph. "The application is mature, and the processes are relatively standardized from industry to industry."

Front and Center - All Internal Service Providers
On July 3, 2001, everyone at the University who does internal billing must be prepared to accept PTAEOs as their payment instructions. As a result, we are currently identifying all internal service providers so we can provide them with the information they need to make the transition in a timely manner. ISP advisors are assisting in this effort, armed with a list of all units and accounts that processed an IDT over the past year. If you are or know of any internal service providers who may avoid detection, please notify Bill Randolph at 3-0346.

Technical Team Preparing to Receive the Baton
As the functional teams push to complete the working prototype and pass the baton to the technical team for the build and test phase of the implementation, the technical team is getting in position to receive it in stride. Team members are installing development instances; the tools are in place to facilitate interface, conversion, report development, and testing work; and additional technical staff is being hired to sustain the pace set by the functional teams.
     "We're getting there," reports Virginia Evans, ISP technical lead. "There's a lot for the technical folks to do before the end of July, but that pales next to what comes in the build and test phase. That's when the adrenalin will be flowing."

Inside UVA February 4, 2000 Teams get to work on bringing new integrated systems to U.Va.



"The functional teams have moved from paper and planning to placing hands on keyboard and setting up the Oracle applications for use at UVa."

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