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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
October 16, 2000

General Ledger Status
The General Ledger team has been focused primarily on four activities:

1. Completing Set-Up: The team is configuring the application so it can begin testing transactions as they would be entered in the real-world, U.Va. environment.

2. Defining Oracle Responsibilities: An Oracle responsibility is a collection of functions within an Oracle application. Each application user is assigned one or more responsibilities that allow them access to specific applications screens. The GL team has defined 7 responsibilities that will be assigned to U.Va. staff doing general ledger work.

3. CRP 1 Preparation: The GL team is preparing for the first Conference Room Pilot, to be held the first two weeks of November. At that time, selected central, school, and departmental subject matter experts will come in and, with ISP team members, follow scripts to test transaction flow within each application, using U.Va. data. This will offer an opportunity to validate our set-up steps and identify any issues or problems with the software.
     Team members are currently developing the test scripts and loading actual U.Va. transaction data. Oracle supplies some generic, model test cases, which the team is fitting to U.Va. business processes to develop detailed scenarios of how employees would use the applications. For example, the General Ledger team will be testing the following activities:
•Tracking a gift from receipt by the Office of Development until funds are made available for disbursements in the Funds Management application
• Cross validation rules to be sure the system is ensuring transactions are posted to the proper accounts, e.g. state vs. local
• Calculation of interest income and allocation of interest income to projects

4. Training Documentation: The team is documenting all procedures in the Oracle Tutor program to generate training materials.

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Funds Management Status
The Magic team has been focused primarily on four activities:

1. Completing Set-Up: The team is configuring the application so it can begin testing transactions as they would be entered in the real-world, U.Va. environment.

2. Defining Oracle Responsibilities: An Oracle responsibility is a collection of functions within an Oracle application. Each application user is assigned one or more responsibilities that allow them access to specific applications screens. The Magic team has defined 7 responsibilities that will be assigned to U.Va. staff doing funds management work.

3. CRP 1 Preparation: The Magic team is preparing for the first Conference Room Pilot, to be held the first two weeks of November. At that time, selected central, school, and departmental subject matter experts will come in and, with ISP team members, follow scripts to test transaction flow within each application, using U.Va. data. This will offer an opportunity to validate our set-up steps and identify any issues or problems with the software.
     Team members are currently developing the test scripts and loading actual U.Va. transaction data. Oracle supplies some generic, model test cases, which the team is fitting to U.Va. business processes to develop detailed scenarios of how employees would use the applications. For example, the Magic team will be testing the following activities:
•Burdening of labor and non-labor transactions
•Award-Project-Task set up for charging
•Sponsored program invoicing
•Cost transfers
•Award Status Inquiry and Project Status Inquiry
•Manual encumbrances

4. Training Documentation: The team is documenting all procedures in the Oracle Tutor program to generate training materials.

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Labor Distribution Status
The Labor Distribution team has been focused primarily on five activities:

1. Testing Labor Encumbrancing: Labor encumbrancing is a new feature in the Labor Distribution application, so it has required extensive testing to assure its functionality.

2. Completing Set-Up: The team is configuring the application so it can begin testing transactions as they would be entered in the real-world, U.Va. environment.

3. Defining Oracle Responsibilities: An Oracle responsibility is a collection of functions within an Oracle application. Each application user is assigned one or more responsibilities that allow them access to specific applications screens. The LD team has defined 7 responsibilities that will be assigned to U.Va. staff doing labor distribution work.

4. CRP 1 Preparation: The LD team is preparing for the first Conference Room Pilot, to be held the first two weeks of November. At that time, selected central, school, and departmental subject matter experts will come in and, with ISP team members, follow scripts to test transaction flow within each application, using U.Va. data. This will offer an opportunity to validate our set-up steps and identify any issues or problems with the software.
     Team members are currently developing the test scripts and loading actual U.Va. transaction data. Oracle supplies some generic, model test cases, which the team is fitting to U.Va. business processes to develop detailed scenarios of how employees would use the applications. For example, the Labor Distribution team will be testing the following activities:
•Labor scheduling
•Creation and approval of distribution adjustments
•Creation and approval of effort reporting
•Set up of Org default accounts and Org default labor schedules
•Viewing of transaction in Funds Management after created in and sent from LD

5. Training Documentation: The team is documenting all procedures in the Oracle Tutor program to generate training materials.

The LD team is also completing work on building a file of payroll data that will be imported from the legacy human resources system into the Labor Distribution application.

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Accounts Receivable & Cash Management Status
The Accounts Receivable/Cash Management team has been focused primarily on four activities:

1. Completing Set-Up: The team is configuring the application so it can begin testing transactions as they would be entered in the real-world, U.Va. environment.

2. Defining Oracle Responsibilities: An Oracle responsibility is a collection of functions within an Oracle application. Each application user is assigned one or more responsibilities that allow them access to specific applications screens. The AR/CM team has defined 7 responsibilities that will be assigned to U.Va. staff doing general ledger work.

3. CRP 1 Preparation: The AR/CM team is preparing for the first Conference Room Pilot, to be held the first two weeks of November. At that time, selected central, school, and departmental subject matter experts will come in and, with ISP team members, follow scripts to test transaction flow within each application, using U.Va. data. This will offer an opportunity to validate our set-up steps and identify any issues or problems with the software.
     Team members are currently developing the test scripts and loading actual U.Va. transaction data. Oracle supplies some generic, model test cases, which the team is fitting to U.Va. business processes to develop detailed scenarios of how employees would use the applications. For example, the AR/CM team will be testing the following activities:
•Maintaining a customer, i.e. set up a new customer, edit an existing customer •Creating invoices
• Creating credit memos
• Receiving and applying payments (central function)

4. Training Documentation: The team is documenting all procedures in the Oracle Tutor program to generate training materials.

In addition, the AR/CM team has been:
•Enlisting the help of Financial Administration in reviewing the impact and flexibility of U.Va. policies in relation to the set up of the Accounts Receivable application. •Preparing to load a conversion test file of Office of Sponsored Programs (OSP) customers into the CRP Oracle database instance. Working with AR team technical staff, Vonda Durrer and others from OSP had to scramble to meet the deadline to clean up the legacy database file so that it can be converted to the CRP 1 instance. •Working with U.Va.'s bank and Financial Administration to develop the bank reconciliation functionality of the Cash Management application. To use the auto reconciliation feature of the CM application, the bank must assign a transaction code to each bank transaction. The team is also working to develop the interface by which our bank statement data will be transmitted to the Integrated System. •Developing customer-based reports to meet federally mandated reporting requirements of OSP.

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Purchasing & Accounts Payable Status
The Purchasing/Accounts Payable 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 POAP set up steps includes:
Define buyers
Define receiving options
Define purchasing periods
Assign security rules
Define suppliers
Define invoice approvals
Define payment interest rates
Define payable options
The POAP team was able to determine a solution for handling payment vouchers (e.g. for travel reimbursement, subscriptions, etc.) through invoice entry functionality.

The POAP team held demonstrations in September for employees of the Procurement Services and for school and departmental subject matter experts. Team members demonstrated how to:
•Add a vendor
•Enter a requisition
•Change a requisition to a purchase order
•Receive
•Process a direct purchase order entry (LPO)
•Process an invoice and match to purchase order
•Process checks
•Process vouchers (demand payments)
•Make inquiries regarding invoices, purchase orders, and requisitions

Defining Oracle Responsibilities: An Oracle responsibility is a collection of functions within an Oracle application. Each application user is assigned one or more responsibilities that allow them access to specific applications screens. The POAP team has defined 8 accounts payable and 6 purchasing responsibilities that will be assigned to U.Va. staff doing purchasing/accounts payable work.

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Order Entry & Inventory Status
A decision has been made to implement the Oracle Order Entry/Inventory application only for ChemStores in phase 1 because it is the only storeroom using the CAPPS system. Only ChemStores and Procurement Services personnel will use this application. End users will use the internal requisition functionality in the purchasing application.

The OE/INV 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 OE/INV set up steps includes:
Define units of measure
Define categories
Define category sets
Define items to sell
Define customers
Define order types
Define stock locators

Defining Oracle Responsibilities: An Oracle responsibility is a collection of functions within an Oracle application. Each application user is assigned one or more responsibilities that allow them access to specific applications screens. The OE/INV team has defined 3 responsibilities that will be assigned to ChemStores and Procurement Services personnel doing inventory work.

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Finance Reports & Data Warehouse Status
The Reports team continues to use the needs inventory to assess reporting requirements for the University and match the requirement to the best Oracle reporting tool. They have completed the first model report that will allow project managers to view cash balances by project-to-date, fiscal year-to-date, etc., both in summary view and with drill down to detail capabilities. This report will be built and tested in the coming weeks.

The team is also evaluating Oracle-designed standard reports in each application to determine whether they require modification. And they are beginning to "UVAize" the Award Status Inquiry and Project Status Inquiry tools that all project managers to view their project or award status at any point in time.

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Wednesday, 03-Jan-2001 09:24:26 EST
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