Financial Systems Needs Assessment

1. Financial Systems Needs Assessment New Financial System: Opportunity for Input/Feedback Monthly Research Administrators Meeting August 2009

2. FSNA Project Status Project Status • Business requirements work group retreats underway • 10 of 16 functional areas completed (62%) • Conducted with groups of campus subject matter experts (15-20 on average) • Cross campus representation • Reviewed & validated comprehensive set of requirements and current core financial processes • Target completion date for all areas: September 30, 2009 • Business processes documented for core financial business processes • Campus validation of processes and requirements to begin early September • Opportunity for campus stakeholders to provide input and feedback on: • Current Business Processes (efficiency, level of automation, reliance on shadow systems, level of satisfaction, reliability, value of change) • Input/feedback to be used to identify priorities for business process redesign • Future System Requirements (level of need, reason for/value of requirement, did we miss anything?) • Input/feedback on requirements to be used to set priorities for the alternative analysis • Phase 2 – Alternatives Analysis scheduled to start January 2010 MRAM Presentation

3. Campus Validation Campus Validation – What to Expect • Users of the UW financial systems to be invited to register and participate in validation activities • Campus communications and strategy currently in development • Deans • MyFD Authorizers & Delegators • Financial system(s) users (PAS, FAS/FIN, BGT) • Targeting 7000-8000 users • Web-based validation tool • Users will register and self-select business areas to validate based on experience & knowledge • Descriptions of each business area to be provided on registration page • Users to be notified when business areas are ready for validation • Users can “opt out” of receiving future emails MRAM Presentation

4. Campus Validation Campus Validation – What to Expect • Validation activities to begin in September and go through mid-November • Piloting Fixed Assets first (early September) • Targeting smaller group of users (OASIS/equipment inventory) • Rolling out groups of business areas beginning late September • Time commitment will vary • On average, 30 seconds per process or requirement • Participants determine what they review • Review and validate only those items they know about • Business areas are subdivided into major functions and may be subdivided further • Example: Purchasing is comprised of Requisitions, Purchase Orders, Reporting, etc. Purchase Orders is comprised of Set-up a Requisition; Assign a Buyer and Requisition Line Item MRAM Presentation

5. Campus Validation Schedule & Validation Groupings • Pilot (September): • Fixed Assets • Group 1 (Sept 22-Oct 20): • AP • Travel • Purchasing • eCommerce • Vendor Management • Cost Accounting • Service Centers • Group 2 (Oct 6-Nov 3): • General Ledger • Grants Management • Project Accounting • Group 3 (Oct 20-Nov 17): • Budget • Budget Activity Reconciliation • Accounts Receivable • Debt/ILP • Endowment • Bank Reconciliation MRAM Presentation

6. Campus Validation Need Additional Information? • Informational sessions to be conducted twice a month beginning in September • Topics include: • Project overview • Demonstration of web tool • Question & Answers session • Schedule to be available in late August • FAQs and other information to be available on FSNA website beginning September • http://www.washington.edu/provost/oim/SPP/FSNA MRAM Presentation

7. Campus Validation We Value & Need Input • We want the new system to meet the needs of campus – we can’t achieve this goal without your help • Please encourage your unit and staff to participate • Please participate yourself + MRAM Presentation

8. MRAM Presentation