November 7, 2000
New on Our Website
you haven't visited the ISP website for awhile, now is a good time to
look again. Our Training
and How Do I? links
have been activated to house preliminary information. Of particular interest
on the How Do I? page are the desktop
requirements for the new Integrated System.
Several items have been added to our document
repository for your review: Responsibility Document
- Describes all the Oracle financials responsibilities to which U.Va.
employees might be assigned.
Organization Document - Presents the Oracle
organization codes and descriptions for the University.
Fund/Source Document - Includes all
the types of funds and sources of funds combinations for the University.
These are the primary financial "source" codes.
Object Code Document - Lists all
balance sheet and revenue object codes to be housed in the Oracle General
Expenditure Function Document - Identifies
the use of funds, for example, undergraduate education, sponsored research
training, auxiliary enterprises, etc. These are the primary financial
"use" codes. Each project in Funds Management will be assigned
one expenditure function code.
We will let you know as more new information
is available on the ISP website.
Conference Room Pilots Begin
November 6 marks day one of the first set of conference room pilots, which
will test transaction flow within each Oracle application. Fifty-two subject
matter experts from throughout the University are following test scripts
developed by the teams to evaluate whether the set up steps entered into
the system will do the work of the University.
Lisa Waterbury, director of institutional analysis
and computing and ISP liaison for the School of Medicine, speaks for many
of the CRP participants in expressing her excitement and sense of anticipation
at "being able to sit down, put my hands on it, and see how it works."
To find out the types of transactions each team
is testing, go the ISP website at http://www.virginia.edu/isp,
scroll down and link to the team site that interests you, then click "Status
Report" in the contents on the yellow bar. We'll share the outcomes of
the CRPs in the next ISP Bulletin.
The Foundation is Set, The Building Begins
Integrated Systems Project, from now until we go live, is in its "Build
and Test" phase, and part of what gets built and tested are one time conversions
of data from legacy systems to the Oracle system, ongoing interfaces from
legacy systems that will not be going away in the first phase of the project,
and modifications to the software to assure it meets the requirements
of the University. Many of these efforts will be tested during the second
conference room pilots in February. But they are starting to be built,
as the technical team gets "their toes in the water."
A major milestone was reached recently with the
conversion of all U.Va. employees into the Oracle Human Resources application.
"Since you have to be in the Oracle HR table
in order to use or be a party to any transactions in the Oracle applications,
this is an important first step in getting the Integrated System ready
for U.Va.," says Bill Randolph, ISP project director. "Many thanks to
the U.Va. and KPMG technical staff who put extensive efforts into making
this conversion a success. It is kind of amazing the first time you select
from an on-line list that contains every one of us!"
Another effort underway is converting all Office
of Sponsored Programs customers into Oracle Accounts Receivable.
In the interface arena, the technical team is
currently building a journal entry import interface for internal service
And one of the first modifications being tackled
is for PTAEO validation, an automatic
means of verifying that any PTAEO that enters the Oracle environment is
a valid combination.
These are the first among an approximate total
of 30 interfaces and conversions and 25 modifications, according to Russ
Dinsmore, ISP technical coordinator. "The interfaces, conversions, and
modifications will take several months to complete," he says, "but it's
good to get going and see progress toward the final product."
3: Who Will Do What?
Step 1 was identifying who does what in the financial world at U.Va. now.
Step 2 was defining Oracle responsibilities for the University. (An Oracle
Responsibility is a collection of functions within an Oracle application.
Each application user is assigned one or more responsibilities that allow
them access to specific applications screens that will let them do their
work. For a list of all U.Va. Oracle responsibilities, go to http://www.virginia.edu/isp/5archives/repository.html)
Now we are at Step 3: identifying who will be
given which of those Oracle responsibilities in the new Integrated Systems
"All the ISP advisors have received Excel spreadsheets
on which they previously identified who does what now," reports Leah Goswell,
associate director of ISP. "We have mapped the corresponding Oracle responsibility
where one exists. The advisors now have a couple months to work with their
units to determine where there will be a one-to-one mapping of current
and future responsibilities (in most cases) and where we might rethink
assignments to take advantage of the opportunities presented by the new
The completed spreadsheets will generate the
list of students for the responsibility-based training sessions currently
being designed for next year.
Hint of Collapsed Shadow Systems
13,277 FAS accounts and converting them to Project-Award combinations
is taking an enormous amount of time and effort, largely because this
is where the benefits of moving to an integrated system and a Project
Centric environment originate. While the majority of accounts (grants,
contracts, gifts, endowments) will have a one-to-one mapping, other types
of funds allow the flexibility to structure combinations that will, ultimately,
enable departments to do the type of project costing they now do in shadow
Marshall Hunt of Business Operations says this
will be particularly true for them in the area of housing. "While it is
too early to know exactly what shape the projects and awards will take,"
he says, "it definitely appears that we will be able to collapse some
of our shadow systems."
Cindy Reed of Continuing and Professional Studies
foresees using the Project-Task combination, rather than their current
proliferated tracking system of Excel files, to capture revenue and expenses
for different types of courses offered by their regional centers, such
as courses in the procurement and contracts certificate program, education
open enrollment courses, or Masters in Reading courses.
Athletics will be able to track all their revenue
from sources as diverse as ticket sales, concessions, licensing, and facilities
rentals, and fund one Award. Then, by funding such projects as football,
tennis, or intramural recreation from that Award, Athletics will be able
to determine, within the Oracle financial system, revenue and expenses
by each major activity.
"We have to be careful not to try to unleash
the full functionality of the Oracle system right away," says Bill Randolph.
"Our KPMG partners and other universities warn us that there is a lot
to learn, and it is easy to add complexity later, after all of us have
reached a comfort level with what we are doing. It is clear, though, from
these examples of units already anticipating the benefits of the system,
that that day will come sooner rather than later."
to ARCHIVED ISP NEWS DIRECTORY
ISP NEWS FROM OTHER PUBLICATIONS
is kind of amazing the first time you select from an on-line list
that contains every one of us!"