project update & sneak peek...auto-populate fields for journal creation (e.g., unallowable or...

Project Update & Sneak PeekJessica Lee, ORISJennifer Aguilar, EFMRaellen Man, Dept of MedicineAllison Philabaum, PAMS Business Analyst

5/10/2012 1May RAF PAMS Update & Sneak Peek

Agenda

PAMS Update−What is PAMS?−How PAMS Improves the Current Process−Is PAMS Duplicating Functionality?−Is PAMS the Financial System of Record?−PAMS Accomplishments, Current Activities, Next Steps

PAMS Sneak Peek

Q&A


What is PAMS?

Post Award Management System A web-based system Used by Departments and EFM To efficiently review expenses, develop invoices and

reports, and interact in REAL TIME. Replace shadow systems and manual processes


DEPTS EFM

SPONSOR

How PAMS Improves the Current Process

Automate

Standardize

Digitize


Improve the Current Process: Automate Review process used by depts and EFM: −Expenses outside the budget/project period for salary−Salary over the cap−Administrative salaries (new with PAMS)

F&A reconciliation for depts and EFM in real time and projects F&A expenses for journals

Workload report: prioritizes by financial report & invoice due dates to improve dept and EFM accountability

Auto-populate fields for journal creation (e.g., unallowable or unsupported transactions)


Eliminates multiple department shadow systems and manual processes

Facilitates standardization across dept and EFM business processes- workflow, thresholds, transactions requiring review

Facilitates electronic approvals and workflow within and between depts and EFM


Improve the Current Process: Standardize

Provides depts and EFM real time status information which increases transparency

Online mgmt reports for depts/schools

Online document storage & retrieval in an “eFile” resulting in improved efficiencies, data protection, audit trail, and paper reduction


Improve the Current Process: Digitize

Is PAMS Duplicating Functionality?

Q: Is PAMS functionality already available in the current Financial System or will it be made available with FSRP?


A: No. Much functionality is not and will not be available in a financial system (existing FS or after replacement). Some major functions customized to UCLA including:

− Automated Department and EFM worklists− Unlimited number of easily customized UCLA invoice

templates− Routing and Approvals− Consolidated view per budget period of unallowables,

expenses outside the budget period, & admin salaries

Is PAMS the financial system of record?

No. The UCLA Financial System will continue to be the system of record for all transactions.

PAMS will − Facilitate entry of information into FS

(or other systems such as NPEAR)

− Maintain information/documentation currently retained in EFM and dept files.


PAMS Accomplishments: Collaborate

Collaborated with over 50 depts and EFM participants to analyze & develop business process and system design

Gathered requirements & feedback in 25+ working sessions with the depts and EFM

Defined & implemented standardized workflow


PAMS Accomplishments cont.

Accommodated for policy/procedure changes to ensure compliance − Single Fund Number, PI Approval

Thresholds, Dept/EFM Thresholds, and Admin Salary Unallowables

Developed approximately 60 screens to date based on the above


PAMS Current Activities

Developing remaining screens

Developing business logic

Integrating with other systems and services such as PATS & FS

Preparing testing tools


2013: PAMS GO LIVE!

SUMMER 2012

FUNCTIONAL TEAM DEMOS & SCREEN

FEEDBACK

FALL 2012 2013

FUNCTIONAL TEST

PAMS Next Steps

PAMS Sneak Peek Agenda

5/10/2012 May RAF PAMS Update & Sneak Peek 14

Dept workload

Provisions

Closeout Packet− Overview− PPE non-payroll− Transfer− Justify− F&A reconciliation

− Fund balance and approvals

Dept workload

Provisions

Closeout Packet− Overview− PPE non-payroll− Transfer− Justify− F&A reconciliation

− Fund balance and approvals

5/10/2012 May RAF PAMS Update & Sneak Peek 15

PAMS Sneak Peek Agenda


Thank You!

project update & sneak peek...auto-populate fields for journal creation (e.g., unallowable or...

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