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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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