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Down To | General Ledger | Funds Management | Labor Distribution |
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               | Purchasing & Accounts Payable |
               | Order Entry & Inventory | Reports & Data Warehouse |

 

 

ISP TEAM STATUS REPORTS
May 15, 2000

General Ledger Status
The General Ledger team is now completing work on a redesign of the chart of accounts. It is likely that there will be six segments. Team members are researching how other universities have designed their charts of accounts and discussing the University's needs with the ISP Advisory Committee and Executive Committee. It currently appears that the segments will be:
•Organization
•Project (required for reporting in a Project Centric environment)
•Fund (type of revenue)
•Natural Account (what we now call Object Code)
•Entity (needed for balancing the books and rolling up all the numbers)
•A future segment

The GL Team will work with the Reports Team to build a testing scenario for the proposed chart of accounts to determine its reporting capabilities. A final decision regarding the future University chart of accounts will be made in May.

The General Ledger team compiled and reviewed 180 potential business requirements in the areas of security, general ledger set-up, journal entries, encumbrance accounting, allocations, systems balancing, outputs, month-end and year-end activities, reporting, and financial analysis. After comparing those requirements with Oracle application functionality, gaps were identified that were primarily in how Oracle provides information resulting from business transactions versus how the University, State or granting agencies require information.

The team will continue to work to prioritize and resolve all gaps, and the technical team will estimate resources necessary to deliver any technical solutions. This information will be sharedonce completed. Concurrently, the team is beginning the set-up steps for creating the working prototype of the GL application.

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Funds Management Status
The Magic (Funds Management and Labor Distribution) team compiled and reviewed approximately 175 potential business requirements in the areas of Project-Task-Award setup and modification, funds management, revenue management, reconciliation, reporting, close out, and training. In addition, there are approximately 150 requirements in the areas of payroll creation, labor scheduling, distribution adjustments, labor encumbrances, effort reporting, timekeeping, reconciliation, and training. After comparing those requirements with Oracle application functionality, gaps were identified that were primarily in how Oracle provides information resulting
from business transactions versus how the University, State or granting agencies require information.

The team will continue to work to prioritize and resolve all gaps, and the technical team will estimate resources necessary to deliver any technical solutions. This information will be shared once completed. Concurrently, the team is beginning the set-up steps for creating the working prototype of the Grants Management and Labor Distribution applications.

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Labor Distribution Status
The Magic (Funds Management and Labor Distribution) team compiled and reviewed approximately 175 potential business requirements in the areas of Project-Task-Award setup and modification, funds management, revenue management, reconciliation, reporting, close out, and training. In addition, there are approximately 150 requirements in the areas of payroll creation, labor scheduling, distribution adjustments, labor encumbrances, effort reporting, timekeeping, reconciliation, and training. After comparing those requirements with Oracle application functionality, gaps were identified that were primarily in how Oracle provides information resulting
from business transactions versus how the University, State or granting agencies require information.

The team will continue to work to prioritize and resolve all gaps, and the technical team will estimate resources necessary to deliver any technical solutions. This information will be shared once completed. Concurrently, the team is beginning the set-up steps for creating the working prototype of the Grants Management and Labor Distribution applications.

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Accounts Receivable & Cash Management Status
The Accounts Receivable/Cash Management group compiled and reviewed approximately 175 potential business requirements in the areas of customer setup, invoicing, receipting, collections, non-invoiced receipts, invoiced receipts, gift receipts, bank reconciliation, daily local cash forecast, lockbox payments, SODC/CDS, and reporting. After comparing those requirements with Oracle application functionality, gaps were identified that were primarily in how Oracle provides information resulting from business transactions versus how the University, State or granting agencies require information.

The team will continue to work to prioritize and resolve all gaps, and the technical team will estimate resources necessary to deliver any technical solutions. This information will be shared once completed.

Concurrently, the team is beginning the set-up steps for creating the working prototype of the Accounts Receivable and Cash Management applications.

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Purchasing & Accounts Payable Status
The Purchasing/Accounts Payable team has just completed mapping the as-is processes for the University.

The implementation of Oracle Purchasing and Accounts Payable applications (PO/AP) will allow for centralized procurement and accounts payable authority while distributing the ability to perform some procurement and receiving functions to departments. Such functions include:

1. Procurement card and other small dollar order capabilities to allow departments to place an order directly with a vendor up to a certain dollar amount, without the approval of Procurement Services

2. Payment of those invoices for which no purchase order is required, such as utility payments and magazine subscriptions. Such payments are currently made through payment vouchers (also known as demand payments). These purchases are exempt from normal procurement regulations since competition cannot be reasonably sought or special payment procedures are required.

3. Payment of travel expenses, airline tickets and other employee travel reimbursements

4. On-line capabilities to allow department to: request that Procurement Services purchase goods or services on their behalf (for items above a certain dollar amount or for special items which may only be purchased by Procurement Services), approve and submit documents to Procurement Services, access vendor catalogs and special University contract pricing, document the receipt of goods and services, and track transactions from the beginning of the procurement cycle through the completion of the payment process

5. Immediate access to information including enhanced reporting and inquiry capabilities

6. Procurement Services request for quotation, invitation for bid, and request for proposal processing

7. Procurement Services management of the vendor file

8. Receipt and payment of invoices

9. 1099 processing

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Order Entry & Inventory Status
The Order Entry/Inventory team has just completed mapping the as-is processes for the University.

The University is exploring a creative use of the Oracle Order Entry and Inventory applications. The OE/INV team will search for a way that internal University service providers may offer their goods and services using the Oracle application and, after customer selection, use other Oracle applications (Order Entry and Inventory) to "ship" and bill for the goods or services. Examples of units that might use this capability are:

1. ITC - for telephone installation and services
2. Shared research services groups such as the Central Electron Microscope unit in the School of Medicine
3. Cavalier Computers, a division of the UVA Bookstore which sells computer related items
4. Printing Services
5. Housing
6. Facilities Management

If the team can discover an effective way to offer these tools to the University community, ordering and billing process for internal University service providers can be standardized.

The only University inventory that is tracked by the University's current legacy system, Computerized Purchasing and Accounts Payable System (CAPPS), is the inventory stocked in ChemStores. That inventory consists of chemicals, enzymes, and related laboratory supplies. Since CAPPS will no longer be in use once the Oracle application has been implemented, it is planned that Oracle Inventory will be deployed as the replacement for the current Chemstores inventory system.

The team will also create a flexible inventory system within the Oracle Inventory application so that other University departments that maintain significant inventories may use the Oracle Inventory application to manage their inventories. Such departments may include:

1. Facilities Management
2. Biology
3. Chemistry
4. Physics
5. University of Virginia's College at Wise
6. University Bookstore
7. Cavalier Computers, a division of the UVA Bookstore which sells computer related items
8. Printing Services
9. Housing
10. Engineering

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Finance Reports & Data Warehouse Status
The efforts of the Reports Team centered on compiling a detailed list of the user reporting requirements. A reporting survey was circulated to the users to assist in this effort and specifically identified the type of report, circulation, timing, and priority. This survey will serve as the basis for further analyzing how to design certain key reports to satisfy similar needs.

The gap analysis, as more fully described in the other team updates, added additional information to be analyzed by the Reports team. Some of the "gaps" were not the result of a deficiency in Oracle system functionality, but rather a need for a reporting solution. These solutions will be analyzed along with the information gathered in the reporting survey, which should complete the institutional inventory of reporting needs.

The team will continue its efforts in the reports design, which includes, among other efforts, the future design of the data warehouse.

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2001 by the Rector and Visitors of the University of Virginia
Wednesday, 03-Jan-2001 09:24:24 EST
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