MRAM November 8, 2012 Financial Systems Update Jeanne Marie Isola, UW-IT Information Management

Implement FY12FY13FY14FY15FY16 FY17 FY18 FY19 eFECS Phase III - VI Procure to Pay My FD Automated JVs Implement Plan Implement Plan Implement Replacement Options Analysis Initiate Production Support/ /Incremental improvements Plan Implement Plan Stabilize or replace “at risk” products (e.g. Vitcos, Oasis etc.) Finance Program Roadmap Jeanne Marie Plan Implement

eFECS Phase 4-6 Roadmap Planning September Permanent Cost Share Tracking approach October Cost Share Intersections on Research Management Lifecycle November Architecture Prioritization Estimates December Roadmap Proposal Articulate improvements as ways to reduce: 1)Administrative Burden 2)Compliance Risk

High Level Cost Share Life Cycle 4 Department OSP GCA Project/Award Launch Department OSP GCA/MAA Award Management Department GCA/MAA Close Out Opportunities: Reduce administrative effort & Improve Usability across business process Increase compliance Essential Collaborators: Grant Contract & Accounting, Management Accounting & Analysis, Academic Units, Office of Research, Decision Support Center, and UW-IT

5 Procure to Pay Roadmap Business Value Proposition Comparison to U of Michigan: University of Michigan has larger spend ($2B vs. $1B) yet fewer non-central FTE involved in procurement function 3.5 % > 1 %

Goal: Utilize eProcurement to manage all procurement functions creating a streamlined, single point of entry for all purchases. This should standardize the process and reduce costs. PAS *Non-PO Sourcing Contract Compliance Vendor Management Accounts Payable Payment Scheduling, Accruals, Payment Processing, APE Interface, 1099, etc. Contract Management *eReimbursements *eInvoicing Payments to individuals Non-Catalog Encumbrances eProcurement Strategy Overview *Requisition/PO * Modules are Implemented eProcurement

Non-Catalog Ordering and Non-PO Invoices will allow campus users to order good and services taking advantage of the eProcurement features like approval flow, electronic order routing, and electronic invoicing Procure to Pay: To the future

History of My Financial Desktop Reporting Queries & Templates Salary and Expense Transactions Automated Budget Search Budget Worksheet Reconciliation Source Document Drill Down Automated Journal Vouchers

Accomplishments! $400,000 to $600,000 in annual savings from in FM staff time; more savings throughout. 50% reduction in printing BAR/BSR reports Eliminates time-consuming manual process used by over 3000 PIs and UW fiscal staff 75 percent time reduction to generate individual transactions in over 40,000 budgets

Coming Soon! My Financial Desktop Automated Journal Vouchers

Questions?