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ISP TEAM STATUS REPORTS
February 8, 2000

General Ledger Status
The initial effort of the General Ledger Team was the identification of processes that provide input to or output from the University’s accounting system (FAS). The following business processes were reviewed:

  • Creating and maintaining accounts in FAS, including unrestricted, restricted, and agency funds
  • Recording transactions in FAS, including receipts, disbursements, and allocations
  • FAS year-end closing.
  • Generating outputs to other systems and end-users, including CARS, AMO-Pro, Information Warehouse, Medical Center, IRS, and various institutional sub-systems

The GL team utilized process information gathered in earlier ISP phases, current documentation available related to system interfaces, and the expertise of project team members. When necessary, key members of the University were interviewed to verify steps in the current processes.

The team now enters a period of defining the future model in the form of integrated process flows built upon an understanding of the processes supported by the new Oracle applications. Using the current process model as described above and requirements identified in the Business Case, the team will develop a conceptual future model with preliminary indications of impacts on workflow, people, and physical infrastructure. This conceptual model will be further refined in more comprehensive detail design sessions through the development of a working prototype.

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Funds Management Status
The initial effort of the Funds Management Team in Phase 1 covered three major areas:
Departmental Accounting, Funds Management, and Labor Distribution. Departmental
Accounting encompasses the subsystems or shadow systems used by departments to manage their accounts. Funds Management covers the major processes required to manage sponsored program accounts at the University. Labor Distribution is concerned with the account charging instructions required to process personnel charges. Specific processes examined included:

Departmental Accounting

  • Requesting/modifying an account on the central accounting system
  • Monitoring/managing accounts
  • Reporting account activity
  • Reconciling accounts

Funds Management
  • Creating an account/project setup
  • Monitoring/managing accounts
  • Managing revenue with inputs from the Accounts Receivable Team
  • Reporting
  • Closing out accounts
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Labor Distribution Status

The initial effort of the Funds Management Team in Phase 1 covered three major areas:
Departmental Accounting, Funds Management, and Labor Distribution. Departmental
Accounting encompasses the subsystems or shadow systems used by departments to manage their accounts. Funds Management covers the major processes required to manage sponsored program accounts at the University. Labor Distribution is concerned with the account charging instructions required to process personnel charges. Specific processes examined included:

Labor Distribution

  • Generating/processing employee charging instructions
  • Generating/processing labor cost transfers
  • Effort reporting – including creation, distribution, certification, and tracking by OSP and departments

The team utilized process information gathered in earlier phases of the project related to shadow systems, payroll/human resource processes, and operations in the Office of Sponsored Programs. The expertise of project team members was used, as well as input from selected stakeholders in the University community, to verify current processes.

The team addressed each process related to modules/systems included in Phase 1 up to the
interface with the general ledger. The processes were documented using both high-level and detailed flowcharts with supporting narratives.

The team now enters a period of defining the future model in the form of integrated process flows built upon an understanding of the processes supported by the new Oracle applications. Using the current process model as described above and requirements identified in the Business Case, the team will develop a conceptual future model with preliminary indications of impacts on workflow, people, and physical infrastructure. This conceptual model will be further refined in more comprehensive detail design sessions through the development of a working prototype.

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Accounts Receivable & Cash Management Status
The initial effort of the Accounts Receivable/Cash Management Team in Phase 1 covered two areas: accounts receivable and cash management. Accounts receivable comprises the subsystems and shadow systems used by departments to manage their accounts receivable. Cash Management includes the business processes followed by General Accounting to reconcile bank deposits with the General Ledger and the cash forecasting processes required by the University of Virginia Investment Management Company. Specific processes that the AR/CM team addressed include:


Accounts Receivable

  • Managing customers and customer lists
  • Invoicing
  • Managing receivables
  • Cash receipting

Cash Management
  • Bank reconciliation
  • Cash forecasting
  • Petty cash

Given the decentralized nature of the AR process at U.Va. and the lack of a centralized receivables legacy system upon which to base the team’s work, the team approached the documentation of current requirements by first documenting the AR processes of the major consumers of the future system. The methodology by which we have identified the consumers to be modeled flows logically from the needs
previously identified in the ISP Business Case.

The team now enters a period of defining the future model in the form of integrated process flows built upon an understanding of the processes supported by the new Oracle applications. Using the current process model as described above and requirements identified in the Business Case, the team will develop a conceptual future model with preliminary indications of impacts on workflow, people, and physical infrastructure. This conceptual model will be further refined in more comprehensive detail design sessions through the development of a working prototype.

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Purchasing & Accounts Payable Status
Team is currently being formed.

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Order Entry & Inventory Status
Team is currently being formed.

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Finance Reports & Data Warehouse Status
The initial effort of the Reports Team was to identify the reporting needs of both central administration and the users of the financial accounting system. In addition the team documented the financial and operating structure of the University.

The reporting needs were determined in the following manner:

  • Worked with the financial applications teams to become familiar with their current processes and reporting needs
  • Conducted field interviews with selected users in order to more fully understand the reporting requirements not currently met with FAS
  • Became familiar with Oracle features and data warehouse capabilities

Prepared an inventory of current standard reports

When assessing user needs, an analysis of how descriptive data (currently stored in shadow systems or as account attributes) could be incorporated into the chart of accounts or into descriptive flexfields to be used for greater reporting flexibility.

During the next effort, the Reports Team will work closely with each of the module teams to understand how the proposed future application functionality will meet the needs of the end-users. The team will ensure that the future model meets the existing critical requirements and further develop an understanding of the reporting tools delivered with the software.


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Wednesday, 03-Jan-2001 09:24:23 EST
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