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Project Café Update LRTL Meeting October 2008

Project Café Update LRTL Meeting October 2008. Jason Schober Director, Project Café 847.467.1577 jschober@northwestern.edu. Agenda. Café status update Preparing for launch Cutover approach Key dates What’s changing Training Questions?. Status update.

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Project Café Update LRTL Meeting October 2008

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  1. Project Café UpdateLRTL MeetingOctober 2008 Jason Schober Director, Project Café 847.467.1577 jschober@northwestern.edu

  2. Agenda • Café status update • Preparing for launch • Cutover approach • Key dates • What’s changing • Training • Questions?

  3. Status update • We are conducting our cutover rehearsal (practice go-live) now • We continue to use the extra time to hone user access security, workflow, reports, and interfaces • We conducted another round of performance testing with positive results • Our help desk is now open (491-HELP)

  4. ‘Go/no-go’ review process • We use a checklist of more than 160 items to gauge our readiness for go-live • The checklist includes components for: • Technical architecture • Interfacing systems • Testing results • Updates to processes and forms • User training

  5. Latest ‘go/no-go’ review results • We conducted a ‘go/no-go’ review during the past two weeks • Results were presented to ESEC last Thursday • Results indicate that we are firmly on track for the December go-live • Another assessment will occur in early November

  6. You can help prepare for go-live • As LRTLs, you play a vital role in readying your unit for go-live • With just a few weeks to go, we need your help in • Communicating the cutover approach • Planning around key dates • Educating others about what’s changing • Encouraging others to attend training

  7. Cutover approach • Go-live date is December 8th • Neither CUFS nor PeopleSoft will be available the week of December 1st • All December activity should occur in the new systems • Some November activity may end up posting to December

  8. Cutover approach All functions will be available to users on December 8th, including • PeopleSoft Financials (NUFinancials) • InfoEd • FAMIS • iBuyNU • NUPortal • Cognos reports

  9. Cutover approach • Data will be converted in a summary fashion • Underlying document history will not be converted • Summarized monthly totals for periods 1-3 FY09 will be converted • Budgets and encumbrances will reflect a snapshot of when conversion begins

  10. Key dates • November will close on an accelerated schedule in CUFS • Nov. 21: Deadline for new account setups, budget changes, and vendor changes • Nov. 26: Target November close date

  11. Upcoming Changes Summary • Chart of accounts • CUFS account replaced with PeopleSoft chart string • Fund, Department, Project, Account, Program • Use online CUFS-to-PeopleSoft crosswalk • http://cafe.northwestern.edu/coa

  12. Upcoming Changes Summary • Procurement • Online ordering through iBuyNU for 16 of our preferred vendors • POs auto-dispatched every 2 hours • All blanket orders route to PRS for approval • Collaborative purchases should be entered as one order using multiple chart strings

  13. Upcoming Changes Summary • Budget and spending • NUPortal pages replace old JV, TV, IV, RAC, RBAC forms • Ability to use summary level budgets instead of object code detail level • No need to open objects • Reduced need for transfers

  14. Upcoming Changes Summary • Accounts payable • Direct payment request (DPR) form to be used when PO isn’t viable • Most employee reimbursements performed via direct deposit • Cashiering • New receipting process replaces NUR • Departments prepare own deposits and enter them into PeopleSoft

  15. Upcoming Changes Summary • Facilities • Users can create own service requests and track status online • Grants • Ability to view more attributes about each award • Budgets entered at a category level • Cost sharing occurs within same Project as sponsored activity (separate Fund)

  16. Upcoming Changes Summary • Workflow • More document types routed electronically for approval • No self approval • Standardized workflow approval levels • Email notification of pending approval

  17. Upcoming Changes Summary • Reporting • New report formats • Increased access to data • Reports run by users on demand • Use of parameters in reports provides ability to view one chart string or more macro level in same report

  18. User training • Training is under way for all roles • Enrollment in training has been lower than expected • If people are waiting, we worry that the November classes will fill up and users won’t get trained before go-live • If users don’t get trained before go-live, we worry that business will be hindered

  19. Questions?

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