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

 

 

ISP TEAM STATUS REPORTS
July 25, 2000

General Ledger Status
The General Ledger team is completing the set up steps for the application and determining how best to use Oracle functionality to meet the requirements of the University. Team members are also drafting the procedures for use as training materials and working with the Technical team to prepare for data conversion from the legacy systems.

A sampling of GL set up steps includes:

  • Define calendar periods
  • Define set of books
  • Define security rules
  • Define descriptive flexfields
  • Define validation sets
  • Set profile options for user defaults
  • Define cross validation rules
  • Define reporting rollup groups

In addition, the team has:
1. Worked with process owners throughout the University to complete lists of values for revenue, balance sheet, and expense object codes.

2. Explored avenues for interfacing between the Oracle system and the State accounting system (CARS).

3. Determined where current FAS attributes will live in the PTAEO and General Ledger. Fund group, revenue source, and state fund will live in the Fund Source segment of the GL and the Awards segment of the PTAEO. State object codes will live in the Object Code segment of the GL and an expanded version of them, called expenditure type, will live in Funds Management.

4. Began identifying policies that will need to be revised and procedures that will need to be developed or revised in the new system.

5. Began functional designs of conversion tables for the Technical team to design and build. These are needed to convert information that resides in the current financial system (FAS) to the Oracle applications.

The Technical team is beginning work on the Human Resources table conversion that is required for the Oracle applications to function (this information contributes to establishing the application's approval hierarchy). Positions are being mapped to what they will be in Oracle, and employee data is being converted.

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Funds Management Status
The Funds Management team is completing the set up steps for the application and determining how best to use Oracle functionality to meet the requirements of the University. Team members are also drafting the procedures for use as training materials and working with the Technical team to prepare for data conversion from the legacy systems.

A sampling of FM set up steps includes:

  • Define expenditure types
  • Define expenditure categories
  • Define revenue categories
  • Define billing cycles
  • Define invoice formats
  • Define project statuses
  • Define project types
  • Define award purpose codes
  • Define award types
  • Define allowed cost schedules
  • Define burdening (fringe benefit and overhead charges)

In addition, the team has:

1. Developed specifications for an Oracle form that departments will be able to use to request the creation or modification of Projects, Tasks, or Awards.

2. Met with process owners in the Office of Sponsored Programs and Financial Administration for input on key set up values for Projects and Awards.

3. Completed, with the Technical team, an analysis of current FAS attributes and where they will live in Oracle.

4. Clarified the relationship between expenditure types in GM and object codes in GL. In the Oracle Grants Management module, expenditure types are the equivalent of detailed object codes in FAS. Oracle requires every expenditure type be assigned an expenditure category and a revenue category. The expenditure category will be used for budgeting and reporting. The revenue category will be used for sponsored program billing.

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Labor Distribution Status

The Labor Distribution team is also completing the set up steps for the application and determining how best to use Oracle functionality to meet the requirements of the University, as well as drafting the procedures for use as training materials and working with the Technical team to prepare for data conversion from the legacy systems.

A sampling of LD set up steps includes:

  • Set up labor scheduling
  • Set up effort reporting
  • Set up auto population

Several solutions have been decided upon for the application:

1. The effort report approval process will be customized so it is a one step, rather than two stop, process.

2. Temp Services will enter the departmental PTAEO in LD, while fringe benefits and administrative fees will be administered in OGM (Funds Management).

3. PTAEOs will be printed on the automated time sheets.

The Technical team is beginning work on the Human Resources table conversion that is required for the Oracle applications to function (this provides Oracle with information to distribute employees' labor to projects). Positions are being mapped to what they will be in Oracle, and employee data is being converted.

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Accounts Receivable & Cash Management Status
The Accounts Receivable/Cash Management team is completing the set up steps for the two applications and determining how best to use Oracle functionality to meet the requirements of the University. Team members are also drafting the procedures for use as training materials and working with the Technical team to prepare for any required data conversions or activities where technical resources are needed.

A sampling of AR set up steps includes:

  • Define payment terms
  • Define transaction types
  • Define autoaccounting
  • Define invoicing and accounting rules
  • Define adjustment limits
  • Define item tax exceptions
  • Define product/customer exceptions
  • Define aging buckets

Examples of solutions the team has identified are:

1. Use the "sales person" or "agent" field in accounts receivable to capture Organization information, allowing receivable information to be sorted by Organization.

2. Worked with the Office of Sponsored Programs and the Funds Management team to identify a means of providing invoice formats required by OSP for external reporting.

3. Departments will be able to set up department-specific customers and will be able to associate a specific address with their customers. In low volume situations, customer setup may be performed centrally rather than to train and retrain a departmental employee to do something they would do infrequently.

4. Schools that collaborate on programs for which fees are charged may be able to allocate amounts to each school when the invoice is prepared rather than by processing an IDT.

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Purchasing & Accounts Payable Status
The Purchasing and Accounts Payable team compiled and reviewed approximately 600 potential business requirements in the areas of vendor maintenance, requisitioned goods, invitation for bid, requests for proposals, sole source, procurement card, payment voucher, vendor invoices for requisitions, problem invoice resolution, check payment run, foreign currency payment, moving expense reimbursement, departmental/Procurement Services transaction status inquiry, year-end close, 1099 reporting, security, and reporting. The team then compared those requirements and/or features with Oracle application functionality to identify gaps.

Team members are now working 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 Purchasing and Accounts Payable applications.

The Technical team is beginning work on the Human Resources table conversion that is required for the Oracle applications to function (this information contributes to establishing the application's approval hierarchy). Positions are being mapped to what they will be in Oracle, and employee data is being converted.

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Order Entry & Inventory Status
The Order Entry/Inventory team compiled and reviewed approximately 125 potential business requirements in the areas of order fulfillment for ChemStores, inventory management, internal billing and generic billing, and reporting. The team then compared those requirements and/or features with Oracle application functionality to identify gaps.

Team members are now working 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.

Soon, the team will begin the set-up steps for creating the working prototype of the Order Entry/Inventory application.

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Finance Reports & Data Warehouse Status
The Reports team completed a reporting needs inventory, incorporating results of a survey of all Reports Subject Matter Experts, interviews with deans and administrators, and reporting needs identified in the teams' business requirements documents. This inventory includes an assessment of the requirements and a match to the best Oracle reporting tool.

Additionally, team members are evaluating the Oracle Discoverer tool, determining its potential, and comparing it to what is currently being used at the University.

A series of "model" reports will allow units to see their financial picture at a point in time by a number of variables, e.g. Project or Organization. These reports will be drillable from summary level to detail. The team has developed a prototype of the model report and will call upon subject matter experts to evaluate the prototype and suggest design modifications.

Pre-defined queries in Oracle Discoverer allow a user to enter criteria such as Project, Organization, or Award to generate a report. For example, one could enter Org and a period of time and generate all Project-Task-Award combinations for that unit during that time period or all balances during that time period.

A Business Area in Oracle Discoverer is equivalent to a filing cabinet drawer. Within each area, there is a series of Folders, or views of data. Users can generate their own Discoverer reports to access this information. For example, a Business Area might be Accounts Receivable, and the Folders might include Aging, Receipts, and Customers. Each Folder represents a table or combination of tables containing data from the Oracle applications. A tool called NoetixViews will create Business areas and views based on the structure of the Oracle tables. In addition, the team will create additional Business Areas that will make it easier to find information commonly sought by U.Va. employees.

The Reports team is also working on the design and getting ready to build the reporting database - what will replace the current Information Warehouse. In addition, team members are working, with help from a newly hired technical resource, to identify which reporting needs can be met by Discoverer rather than by customized reports.

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Wednesday, 03-Jan-2001 09:24:25 EST
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