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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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