Wesleyan Financial System Kickoff Meeting for WFS Implementation June 10, 2008

Kickoff Meeting Agenda Welcome – Nate Peters Project Overview – Ed Below ▫Implementation Goals ▫Modules ▫User Participation and Project Teams ▫Some Implementation Terminology ▫Project Time Line Smart ERP Introduction and Presentation

Goals Go-Live on July 1, 2009 Implement as close to “base-line” as possible (i.e. minimize customizations to the system) Re-examine business processes to increase efficiency Increase the use of electronic work-flow and approvals Involve users from many campus offices

Chart of Accounts/ Core System GrantsFixed Assets Project Costing Accounts Payable Purchasing Cash Management Budget Planning/ Hyperion Endowment Management Commitment Control Accounts Receivable Modules

User Participation Training and Roll Out of the System - All Testing – Office Groups Prototyping - Focus Groups Configuration – Project Teams Policy – Steering Committee

Steering Committee - Role Develop and review policies and business processes Review and approve configuration of the system Review the work of Project Teams and the outcome of prototyping and testing Oversee the project plan and project progress

Steering Committee - Members Nate Peters Valerie Nye Sun Chyung Kim Savinelli Steve Machuga Barbara Spadiccini Edwin Below

Project Teams - Role Define and document related tasks and business processes Determine appropriate setup values and configuration Determine how security, workflow, reporting, data conversion and interfaces impact the team’s process areas Consultants, technical staff and functional staff Small, usually no more than 7-8 people Additional detail once teams are appointed

Project Teams - List Business Process TeamsSystem-Wide Teams G/L – Chart of Accounts AP/Travel Purchasing Accounts Receivable/Cash Management Fixed Assets Grants – Pre/Post Award Endowments/Gifts Project Costing Hyperion – Budget Planning Budget Maintenance and Commitment Control Security Reporting/Data Warehouse Data Conversion Work Flow/Approval Training/UPK Interfaces Communication Technical Infrastructure Portal

Some Implementation Terminology Configuration and Setup Customizations Bolt-On Fit/Gap Analysis Data Conversion and Data Mapping Work Flow and Approvals UPK

Configuration and Setup The delivered PeopleSoft Financials product is like an empty house; it needs to be furnished The furnishings for WFS are the set of detail setup values we will use for our system Configuration and setup allows us to make this system uniquely ours In some cases there are several options for how the system is configured and allows us to adapt the system to meet special needs

Configuration and Setup

Customizations Customizations are actual changes to the fields, tables, processes or panels in the system that have been delivered by PeopleSoft Customizations are difficult to upgrade and can sometimes cause unknown problems in other parts of the system As a rule, we will not apply any customizations to the system

Customizations

Bolt-Ons A bolt-on is a new screen, process, table or field that is not part of the PeopleSoft delivered product Bolt-ons are much easier to maintain during an upgrade Bolt-ons often provide new functionality that the original product did not provide Bolt-ons will be developed as necessary, but will still be kept to a minimum because they can take significant time and effort to develop and test

Bolt-Ons

Fit/Gap Analysis The Fit/Gap process will identify how well the PeopleSoft system will meet the need and processes of Wesleyan. If a “gap” is found (a process, or data that the PeopleSoft system does not seem to accommodate), we will determine if we can modify our process so it works in the system, if we need to change our configuration or if we want to develop a “bolt-on” The Fit/Gap analysis is the first step in the implementation

Data Conversion and Mapping Data conversion is the process of putting our historic data into the new system Mapping the data identifies the name of the field in the old system with the name of the field in the new system Data conversion and mapping cannot be done until after the system is configured and all setup values are determined The extent to which we will convert FRS data will be determined during the Fit/Gap process

Electronic Workflow and Approvals Electronic workflow is the process of notifying another system operator when a particular action has taken place. Example: If a new chart string number is created, the person that requested it is automatically notified. Electronic approval is the process of another person approving the action or request of the first person. Once the approval happens, the request automatically moves to the next step. Workflow and approvals are closely related, but not exactly the same.

UPK UPK stands for User Productivity Kit and will be used for Fit/Gap and for training UPK is a product we purchased with our Financial System that shows how a particular process or action is taken in the delivered PeopleSoft system. The process can be demonstrated on the screen showing the menus that are used and the values that can be entered. Out of the box, UPK will show how the delivered PeopleSoft system works. UPK can be modified to show the unique way that Wesleyan has configured the system.

Time Line Project Start June, 2008 Oct. 15 Complete Fit/Gap & Detail Project Plan Intermediate Milestones TBD July 1, 2009 Financial System Go- Live Hyperion Budget System Go- Live Sept. 2009