chart of accounts (coa) redesign...

Chart of Accounts (COA) Redesign Project

Kickoff Meeting

December 14, 2010

Agenda Vision

CoA Definitions

Levels of Data Consolidations

Project Goals

Project Scope Highlights

Roles and Responsibilities

Timeline

Communication Plan

Questions

CoA Project - Vision Alignment

Provide world-class integrated systems infrastructure in support of FIU’s Vision:

To be a leading urban public research university focused on student learning, innovation, and collaboration

Develop a financial structure which will identify, capture and report activities of the institution in the University’s financial system accurately and in sufficient detail to be used independently or in conjunction with other systems to provide senior management with information necessary for Financial and Management Reporting

Presenter

Presentation Notes

This effort requires a thorough review of the current account structure and business needs of the institution and the development of a new structure based on those needs. A large amount of effort will be needed to determine how to map and convert balances and historical data to the new Chart of Accounts structure. This strategy projects a go-live date of July 1, 2012, six months after the go-live date of the PeopleSoft HR\Payroll System. The approach allows for 20 months, as of November 1, 2010, for the project to take place using the high-level timeline and phases in a subsequent slide

CoA DefinitionThe Chart of Accounts is:

List of accounts and elements that define the financial structure of an organization

Accounts define how transactions are recorded (i.e. Assets, Liabilities, Equity\Fund Balance, Revenues and Expenses)

Elements represent structural or other classifications of the transactions (i.e. Finding Source, Functional Classifications, Organizational Departments or Operating Units)

Presenter

Presentation Notes


Levels of Data ConsolidationEXTERNAL REPORTING

SENIOR MANAGEMENT

ADMINISTRATIVE OFFICE

DEANS/COLLEGES

DEPARTMENTS REPORTING

Office of the Controller

CoA Project Goals Focus on institutional needs - analytical and reporting

Ensure flexibility to accommodate future growth

Facilitate the consistent use of the chart by each operating unit across the institution

Deliver logical and intuitive CoA design to minimize training requirements

Minimize coding errors

Enhance reporting transparency and consistency

Improve budgeting and variance analysis

Enhance analytical capabilities

Presenter

Presentation Notes


CoA Project Scope Highlights

Review and update current PeopleSoft ChartField structure

Determine ChartField Requirements based on reporting needs

Redesign SpeedTypes Develop Conversion Strategy, including mapping tool Redefine business process for Chartfield maintenance Redesign custom Budget Preparation Tool

Presenter

Presentation Notes

Review and update current PeopleSoft chartfield structure Account CF – Reduce redundant ‘Account’ CF values Alternate Account - Review Usage Department Id – Eliminate ‘Activity DeptIds’ and only capture ‘Organizational Department Ids’ under this CF Determine what other CFs to use in order to accommodate current ‘Activity DeptIds’ Fund – Review Usage Program – Review Usage Class Code - Review Usage Project Id – Review Usage Budget Reference – Review Usage Review all CF Attributes Determine Chartfield Requirements based on Reporting needs Areas to be investigated include: Programs (Programs of Study - CIP) Flex Fields (for use by decentralized areas) Statistical Accounts Statistic Codes Operating Units Other CFs Evaluate Project Costing Business Unit(s) Chartfield Usage Documentation Document the usage and definition of each Chartfield Redesign SpeedTypes Use SpeedTypes according to PeopleSoft Business Processes and Best Practices Redefine Chartfield Combination Edits across PeopleSoft Enterprise Systems Create the appropriate CF Combo Rules for new Chartfields across all PeopleSoft Enterprise Modules (Financials, Student Administration and Human Resources\Payroll) Develop Conversion Strategy – Including mapping mechanism tool Determine Conversion \ Reporting strategy for Beginning Balances \ Historical Data Convert Beginning Balances and Historical Data Financials System Student Administration System Redefine Business Process for Chartfield Maintenance Define Business Process for ChartField Maintenance and Speedtype setup Define Business Process for future ChartField changes Redesign of Custom Budget Preparation Tool Update Budgeting tool as necessary to accommodate for new CFs Rebuild all Allocations to populate LEDGER_BUDG Rebuild all Allocations to populate LEDGER_KK Accommodate Position Management Budget from HR\Payroll System

CoA Project Scope Highlights

Redesign custom interfaces and programs affected by ChartField changes

Reconfigure affected Financial modules Reconfigure affected Student Administration modules Re-create nVision reports (Scopes \ Layouts), Queries and

Trandata Review approval workflow for Travel & Expenses and

Purchasing modules Develop and deliver training

Presenter

Presentation Notes

Review and Redesign Custom Interfaces and Programs Affected by ChartField changes Pinnacle Interface (UTS Telecommunications Software) TRANDATA Build (De-normalized Transactional Table in Financials) ALEPH (Library Ordering and Vouchering System) Board of Governors Reporting (Attribute Mapping Programs) Operating Budget – Rewrite ‘Operating Budget’ Tool AFS – Automated Financial Statements Re-Define Budget Definition and other Commitment Control Setup Currently FIU has to address the Org and Activity Department situation since both reside on the same CF field DEPTID. Budget Definition Budget Attributes Associated Budgets Budget Security – Custom Rules need to be modified, i.e. Budget Transfers\Approvals Rebuild Allocations Auxiliary Overhead Allocations Agency Allocations – Cash based Budgets Budget Preparation Tool Financials Modules – Reconfigure Impacted Areas Accounting Entry Templates Banking Setup Intra\Inter Unit Balancing Inheritance Rules Item Category Codes Asset Profiles Expense Types Student Administration Modules – Reconfigure Impacted Areas Reconfigure Item Types Review Custom Department Row Level Security Needs to be reviewed due to change of Activity DeptIDs (Budget Transfers) Commitment Control (KK) Security Re-Create nVision Reports (Scopes \ Layouts), Queries, TRANDATA Variance (Budget vs Actual) Detail Transaction Reports (DT) Summary Reports (DI, XA, AI) Executive Summary (AS) Available Budget Salaries Executive Summary (ES) OCO Executive Summary (EC) OPS Executive Summary (EO) OOE Executive Summary (EE) Executive Summary (DS) Review Approval Workflow for Travel & Expenses and Purchasing modules Currently based on combination of Org and Activity DeptIDs and Custom Pages to capture relationship between Org and Activity Departments and Transactional Approver 1 and 2 Training Fund Accounting Running Reports New ChartField Structure Transaction Entry Workflow Approvals (T&E and Requisitions, and others as defined during project)

Roles and ResponsibilitiesThe Steering Committee provides executive oversight of the project and carries the following responsibilities:

Approve project goals and objectives Make major scope and workflow decisions Take responsibility for the project's feasibility, business plan and

achievement of outcomes Keep the project scope under control Reconcile differences in opinion and approach, and resolve disputes

arising from them Ensure adherence to strategic objectives Ensure project is on time and within budget

Roles and Responsibilities The Project Management team is responsible for the overall success and execution of the project. Responsibilities include the following:

Identifying, tracking managing and resolving project issues Proactively disseminating project information to all stakeholders Identifying, managing and mitigating project risks Ensuring that the solution is of acceptable quality Proactively managing scope to ensure that only what was

agreed to is delivered, unless changes are approved through scope management


The Core Team is responsible for providing knowledge and experience while recommending solutions. Responsibilities include:

Educate team members on the options available to be used in PeopleSoft application

Determine additional ChartFields or attributes needed based on management reporting needs

Ensure that the solution meets the requirements on a priority basis with the hierarchy of needs and defining new reports

Participate in validating of the mapping and conversion Recommend new business processes when required Participate in testing

Presenter

Presentation Notes

Meet project work plan activities, tasks, deliverables and milestones based on the time line agreed upon for the overall project Adhere to roles and responsibilities Be a subject matter expert in own business area Gain a high-level understanding of of how the various modules interact across the enterprise Communicate project issues / risks to project leadership needing escalation Learn the system through project activities Train end users on functionality of system Develop options and recommendations Record business requirements and relate these to FIU business processes Present business findings and recommendations to Business Architects Be responsible for testing all possible system scenarios required by FIU Support Change Management efforts Develop a strong cross functional understanding of the system Be a leader in your module area Be a team player


The Subject Matter Experts (SME) team is responsible for providing input on the requirements of their business areas as well as identifying the following:

Reporting requirements for both external and internal organizations Authoritative guides that assist or promulgate reporting

requirements Financial requirements that are currently handled either within the

finance system or in a ‘shadow’ system Unmet Departmental Financial needs


The Change Management and Communications team is responsible for providing input on the communication to the university community and evaluating training requirements. Responsibilities include the following:

Evaluate the university environment to determine skill set needed to record costs accurately at the transactional level

Recommend training for skill sets needed and business process re-engineering

Develop training to address accounting knowledge gaps Prepare and implement communication plan Provide input and feedback for University community Communicate project objectives and status

Presenter

Presentation Notes

Electronic Communications Project Team E-mail Distribution List Provide feedback and comment mechanism for Project Team. Entire Project Team On Demand Project Website http://panthersoft.fiu.edu/ Provide feedback and comment mechanism for University community. University Community 8-Oct-08 Written Communications Project Status Report Documentation of project status. Functional Management Team Weekly Newsletter Make campus aware of project objectives and status. University Community

Organizational Chart

SUBJECT MATTER EXPERTSCORE TEAM

Chart of Accounts Redesign ProjectImplementation Team – Organizational Chart

Tonja Moore, AVP Academic Affairs

Robert Grillo, AVP Division of IT

Jeffrey Gonzalez, AVP Institutional Planning

Liane Martinez, AVPBusiness and Finance

Diane Lee SinghBudget and

Operating Budget

David DriesbachDivision of Research

Fay GreenholtzPeopleSoft Consultant

Mirta de Leon Academic Affairs Hiselgys Perez

OPIR

Bonnie BairController’s Office

Carlos FloresHR\Payroll

Tonja MooreAcademic Affairs

Group Lead

Kim ColeEducation

Martha CastielloDivision of IT

Communications

Training

Eileen TobchiUPK Lead

Matthew ArmstrongPeopleSoft

Financials Trainer

Desiree EliasAuxiliary\Enterprise

Development

Alex DuqueAthletics

Business Areas

Milagros GarciaDirect Support Organizations

Jose GrullonStudent Financials

Carlos VaronaHR\Payroll

Ledys DiazStudent

Administration

Gilbert MoralesGL Technical

Analyst

Technical Team

Mark KaprasGL Developer

Carolina IglesiasBOG Reporting

Hamza LazrakBudget and

Operating Budget

STEERING COMMITTEE

Joseph Barabino, AVP Division of Research

Aixa CamposFinancial Aid

Manny RodriguezDBA

Larisa GoldbergTechnical and Project

Manager

Claudia PazBusiness & Finance

Kenneth JessellCFO, Senior VP

Min YaoCIO, VP

Cecilia Hamilton, University Controller

and AVP CHAIR

Izhar HaqInterim Financial and

Overall Lead

PROJECT MANAGEMENT

Allen VannInternal Audit

Ex-Officio

Matilde GramlingSilvana RogelisStudent Affairs

Danielle MillerHealth Professions

Marco BenitezFacilities

Management

Karina DelgadoTravel & Expenses

FINANCE MANAGERS

Finance Managers

Joaquin BelloPeopleSoft Functional

Claudio PicoCollege of Business

EXECUTIVE SPONSORS

Desiree EliasAuxiliary\Enterprise

Development

Change Management & Communications

Charlene BlevensDivision of Research

Additional SME Support Staff

SME Support Staff

Implementation Phases and Deliverables


Planning Fit/Gap Design Build

Define: Scope and

Strategy

Resources

Communication Plan

Project Plan

Identify: Current functionality used

Current business processes

Reporting and Budgeting requirements

Chartfields usage and needs

Conversion requirements

Current customizations

Cleanup strategy

Test Implement



Planning Fit/Gap Design Build

Determine & Configure: New CoA Structure

Conversion and Mapping

Budget Preparation Tool

Custom Interfaces, programs and reports

Chartfields Maintenance

Develop: New programs and Custom reports

Re-configure existing chartfields into the new structure

Create conversion programs

Re-map existing Speedtypes into new Chartfields strings

Security to support new structure

Test Implement



Planning Fit/Gap Design Build Test Implement

Unit Testing by developers and Core team

System Testing and Integration between modules

User Acceptance Testing Users test scenarios

Conversion TestingTest Data Conversion Programs

Go-live with HR/Payroll system and prepare the new COA in Financials for the Budget Preparation process in 1/1/2012

Conversion and go-live using new CoA within Financials in 7/1/2012

Project Timeline


Oct 10 – Jan 11 Feb – Apr 11 Apr - Sep 11 Sep – Dec 11 Jan 12 Jan – Jun 12 Jul 12

Planning

Fit-Gap

DesignMapping / Cleanup

Build

Testing Phases

Train / Prepare Budget FY12 CoA

GoLive

Production Support

FY 2010-12

HR GoLive

Communication Plan – Project Team

Tool Message Audience TimeframeFace to Face Communication

Executive Steering Committee Meetings

Update on Project Status; Seek Input and Decisions on Major Project Matters (i.e. Scope,

Budget, Timeline, Customizations)

Executive Steering

Committee Members

Milestones and Adhoc

Project Management Status Meeting

Planning, Updates and Management of Project Phases

Project Management

Team, including Change

Management

Weekly

Core Team MeetingsUpdate on Project Status; Issue

Resolution; Seek Input for Future Phases

Core Team Members

Bi-Weekly or As Needed

Project Update MeetingsUpdate on Project Status; Issue

Resolution; Seek Input for Future Phases

Entire Project Team Quarterly

Electronic Communications

Project Status Report Provide Project Status and Updates for Project Team

Entire Project Team As Needed

Communication Plan – Change ManagementTool Message Audience Timeframe

Face to Face Communication

Finance Managers Update on Change Management issues/training - obtain feedback

Finance Managers Bi-Monthly

Executive Area Budget Managers

Update on Change Management issues/training - obtain feedback EABMs Bi-Monthly

Council of Chairs Advisory Committee

Update on Change Management issues/training - obtain feedback Chairs Semester

DAC Update on Change Management issues/training - obtain feedback Deans Monthly

Faculty Senate Update on Change Management issues/training - obtain feedback Faculty Monthly, as

needed

USPS Senate Update on Change Management issues/training - obtain feedback USPS Monthly, as

needed

Operations Committee Update on Change Management issues/training - obtain feedback Vice Presidents Bi-Monthly

Electronic Communications

Project Website http://finance.fiu.edu/coa

Provide Project Status, Updates, Presentations and

Communications to University Community

University Community

Site updated as content becomes

available

Newsletter Update on Change Management issues/training

University Community As needed

Questions

?

chart of accounts (coa) redesign...

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