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Moving Ahead on The Road To ONESolution Version 11 Presented by Mike Marcinkevicz and Julie Chung California State University Fullerton Auxiliary Services.

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Presentation on theme: "Moving Ahead on The Road To ONESolution Version 11 Presented by Mike Marcinkevicz and Julie Chung California State University Fullerton Auxiliary Services."— Presentation transcript:

1 Moving Ahead on The Road To ONESolution Version 11 Presented by Mike Marcinkevicz and Julie Chung California State University Fullerton Auxiliary Services Corporation Western SUGA Conference – Anaheim, CA Tuesday, December 10, 2013

2 Roundtable Discussion CSU Fullerton Auxiliary Services Corporation Mike Marcinkevicz, IT Director & Julie Chung, IT Business Services Analyst

3 Discussion Agenda ASC’s migration from BiTech to OneSolution HF1 Deciding to move & Estimating work Testing Going Live Moving forward

4 ASC’s migration from BiTech to OneSolution HF1 Where we were on Reflection VT100 screens Insight No 7i Daisy DotMatrix, ELF basic, and lots of printing The Road that was Ahead Opportunity to move to much less paper use Improved user interface Updated software and many new features that we never used and/or did not know where there Learning & knowing why we do things Correcting processes per Sungard or best practice Moving forward success plan

5 BENEFITS FROM thisTO this Reflection VT100New WPF desktop providing visibility of errors and organization and work Finance only security model with many controls Security integrated with ActiveDirectory/ , Role Based Security which provides explanation to auditors Daisy DotMatrix, ELF basic, and lots of printing CDD Laserprint CashReceipts Use of ELF form numbering to autoprint Documents Online for document viewing Manual processesWorkflow for AP, etc. Applicant Online / EEO AA Employee Online for employee access to: payroll check stubs / HR / open enrollment / old W-2s

6 BENEFITS FROM thisTO this Receipts and huge filing areasMoving to scanning and online USER access from desktop or web to receipts Excel and Access databasesMoving to Grants Management budgeting and Indirect Cost Calculations based on the budgets formulas with daily auto-billing and job ledger categorizations Four separate views of grant funding, awards, funds available, research funds for departments Consolidated reporting with actuals using one database for Grant Awards (State / NonState) & Admin Disorganized data from so many years and versions Reorganized information accessible to those who need it

7 Verification testing completed before users allowed on ONESolution Data migration started on a Friday afternoon… Once complete, verification testing began and continued through the weekend. After testing was completed and proved successful, users were allowed to sign on Monday morning to begin using the system for production. Backup plan if testing had been unsuccessful was to go back to using IFAS 7.6.

8 Verify posting preferences GLUTSPPP and GLUTSPSI GLUTSPPP screen shows incorrect order of posting preferences after updating – case submitted GLUTSPSI ‘View’ column needs to be populated with ‘D’ ‘Fund value’ wildcard is (do not use

9 Verify reports/files can be accessed In the sbi.job.rdf folder RDF Reports – To edit RDF definitions, access job server through terminal emulator (Reflections) and run SY920 (refer to KBA V7F0 Running Classic Finance Screens in ONESolution) AdHoc Reports(RXRE) – To edit AdHoc definitions, access job server through terminal emulator (Reflections) and run RX350 (in 11.10, load error when trying to update; fix for RX350 in HF6) In the sbi.job.data folder RJE Definition Files (called ‘Recurrent JE Function’ in ONESolution, not the same as Recurring Calculations)

10 Template journal entries If there are template journal entries (JE’s that are copied every month to a new JE batch), they can be downloaded from IFAS to a flat file via GLJEBP. Manipulate the data in excel to create a csv file that can be uploaded to ONESolution (format based on OS template for JE importing in GLJERIIJ) – Flat files are defined in NUUPCD, Code Category NULP

11 Verify various common code data SYNO (seed numbers) CKID (check ID’s) NUDT (system dates) SYGL (system audit report and undo dates)

12 Verify basic GL/subsystem posting and then undo test batches GLJEDS GLUTSUUN ARBTARDS ARUTUG ARBTCRDS ARUTUG APOHBTDS APOHUTUL APTRBTDS APOHUTUL

13 Verify various import processes to create batches GLUTRIIJ – Convert excel csv file to JE Had to update NUUPJBQS – GLM3 – Formal name: INFILE – Qualifier: !DATA – RecLen: 512 – Exist: Y GLUTRIIN – Convert non-comp file to JE Hotfix problem workaround: gl265 works for GLJERJDS, and gl265 works for GLUTRIIN, Sungard changed the JCL for GLUTRIIN to use gl265. APOHUTIN – Import CSV file Must have import template defined

14 CK to BK upgrade to ONESolution In BKUPCD Recon Status and Match Status need to be updated with 'N' for loaded records Reversed checks (RV check type) need reversal date added Issued checks (HW, MW that are outstanding) need status of 'IS' VH and VM check types need status of 'VD'

15 AR Verification ARUPCU – Does not automatically populate from PEUPPE as in IFAS 7.6 – Have to add new customers first in PEUPPE then in ARUPCU – Main Screen Status, Customer Address Code and Customer Types Status will need to be updated to AC,PR,AC respectively for imported records Fee Code for AR and CR are defined in the ‘Common’ module (fee code administration). At least one code for AR and one code for CR – we defined NA code for both – We use Finance module for cash receipts, not Common. Common was originally designed for touch screen use. – Receipt is printed from a CDD report which accesses ar_batch_dtl and ar_batch mstr tables. Can be printed before and after batch is posted.

16 Verify forms definition files Files located in sbi.job.perm SYSPFL – SPFMxxCK

17 Verify payroll CDH codes PYFLCC PYFLDD PYFLHH

18 Verify test reports Rebuild accumulators (GLUTDICP) for each fiscal year transferred to ONESolution If RDF report has a prior year column, workaround is NUUPCD code category GLRP code value GL010EX must have the RDF report mask in the Associated Codes column (i.e. GLRESR06, GLRESR04) Compare reports run in ONESolution to reports run in IFAS – GLRESR01 – GLRESR02 – GLRESR04 – GLRESR06 – GLRESR18

19 After go live, Sungard project manager assists in resolving issues Communication with your project manager after go-live is crucial to continued success in the ONESolution production environment. Keep your project manager involved on new cases.

20 A Success Formula Team related: Weekly updates with team TEST EVERYTHING, don’t assume Sungard has Build accountability in team with specific progress reports by each lead Expect/Prepare for User Resistance…Don’t panic as issues are expected as part of change Escalation with the Project Manager Plan/Review your training schedule, don’t assume it fits your company, the order matters, the timing matters Not all DL trainers or PMs are alike Communication related: Realize you might not be communicating what you think you are (RDF reports example) Keep the resolution pipeline full… Instead of holding lists of issues to address, Deliver issues to Sungard as soon as possible when discovered, on Daily basis versus weekly

21 A Success Formula… Be Deliberate about prioritization of issues Celebrate successes Installation related: Monitor the installation process Read the scope documents and instructions you are signing, I forgot to read some Ask what will be changed instead of assuming Record Common Code changes of ANY kind early on between OLD and Mock system… Because no one is keeping track of these changes Turn on database logging for tables such as PY and HR early on SecureLink Gateway, configure it to when someone connects

22 Questions/Comments Moving Ahead on The Road To ONESolution Version 11 Thank you for your participation

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