Power Users Orientation for e UMB Financials

1. Power Users Orientation for eUMB Financials Session 1 July 14 & 21, 2005

2. Objectives for today’s meeting • Begin theprocess of orienting the Power Users for the implementation of eUMB Financials on December 1, 2005. • Communicate the expected changes in processing campus financial transactions and viewing financial information in eUMB.

3. Agenda • Expectations of Power Users • Overview of what changes; stays the same • New Chart of Accounts and transition issues • Roles in eUMB Financials • Update on training and testing • Implementation timetable

4. Expectation of Power Users • Be the “go-to” person in your department before and after implementation • May assist in testing or training prior to go-live • Provide feedback on the orientation sessions

5. Campus-wide legacy systems that will be replaced • FAS • FAS Web (remains as a source of historical data) • AP sub-system • Corporate Purchasing Card (CPC) • Grant billing system (BARS 2000)

6. Legacy systems that won’t be replaced • Pre-Award System (ORD’s MIS) • Central Billing System • Financial Services Working Fund System • MERTS (Effort Reporting) • CRIS (F&A Proposal System)

7. eUMB Financials • New Chart of Accounts • Mapping FAS accounts to Chartfields...Chartstrings • Conversion from FAS to eUMB Financials

8. FAS Account eUMB Chartstring “things to consider for conversion” • Department ID… the eUMB system is departmental focused, • a key chartfield in the Chartstring • PCBU…(Project Costing Business Unit) - segregates Project • ID’s into various campus defined categories….provides users • some ‘site logic’ for project id’s. • Program…identifies expenditures and revenues for financial • reporting purposes both internally and externally • Trees ….a graphical representation of chartfield values that • facilitate ‘roll up’ reporting, security and Chartstring editing

9. Building Supplies • Athletic Supplies • Housekeeping Supplies 10205000 Oncology 10206010 Trauma Admin User entry Combo Edits Validate Dept/Program & Fund combinations Final eUMB Chartfield Design State Funds GLBU Project IDOwner Dept ProgramFundAccountTx Dept PSUMB Optional 10205000 101 116 3912 10205000 (Same as Owner Dept) Default Optional • General Instruction • Special Instruction • 161 Sponsored Research • State Appropriated • Central Accounts • Clearing Accounts Drop-down menu SAVE

10. Building Supplies • Athletic Supplies • Housekeeping Supp User entry Combo Edits Validate Dept/Program & Fund combinations Final eUMB Chartfield Design Non State GLBUProject IDOwner Dept ProgramFundAccountTx Dept PSUMB 00521747 10205000 151 181 3912 10205000 00184 PCBU Project ID Activity ID Default 00521747 OK Auto populated Drop-down menu SAVE

11. eUMB Financials Conversion Timeline 7/1/05 11/30/05 6/30/06 FY 2005 FY 2006 FAS deactivated for transactions FAS Transactions Closing Balances Conversion # 2 FAS Actuals* Conversion # 1 YE Balances Only eUMB “live” eUMB All transaction processing * Summarized by sub-code only

12. eUMB Financials-Information on Web • Glossary of Terms • Chartfield Values • Fund • Program • PCBU • Chartfield Design Example • State • Non-State • eUMB Financials Accounts • Expense Accounts • Revenue Accounts • Balance Sheet Accounts • Department Tree Structure • http://www.fincsvc.umaryland.edu/ps/index.cfm

13. Roles in eUMB Financials • Requisitioner • Requestor • Department Requisition Approver • Receiver • Pro-Card Viewer • Pro-Card Re-Allocator • Department Journal Entry Initiator • RAVEN User-Reporting

14. Requisition & Request for Payment Approval Process Deny Procurement Services Deny Financial Services QA Approval (Level 2) Department Approver (Level 1) Requisitioner e Mail Notification to approver Hardcopy documents

15. Requirements for roles • To use eUMB Financials, you must be assigned a role • The role you are assigned will permit you to perform designated transactions or view information • You can hold multiple roles with certain exceptions • Your assigned role must be approved by the appropriate authority in your school/ department • You must be trained in your role prior to being granted access to the system

16. Go Live Training • Two user preparation “tracks” • Central Office Users • Administrative Unit / Department Users

17. Training – Central Office Users • Crestone experts train key personnel within each group • May to September • Key personnel train other users in the department • October to December

18. Training – Dept/Administrative Unit Users • Training Team and selected Power Users deliver Go Live training • October 3 to December 16 • Series of presentations, half-day classes and large group demos • Sign up begins early September

19. Training – Presentations & Courses • These presentations and courses are required for Go Live access to eUMB Financials • Presentations: • Chart of Accounts • All Business Process presentation(s) related to user’s role(s) in eUMB Financials

20. Training – Presentations & Courses • Courses • Introduction to eUMB Financials • Working with Requisitions • Receiving • Working with Journal Entries • Pro Card Reallocation • CA Update • Introduction to Reporting

21. Training/Testing • Great opportunity to learn how the system works behind the scenes • Interested in participating? • Email rreid@umaryland.edu

22. Schools/Depts identify users for roles Presentations to campus on Chart of Accounts and Business Processes Inform campus users of training requirements, dates and locations; begin enrollment Campus wide training User Access Forms submitted Move from FAS to eUMB Financials By August 1 Start late August and continue as needed September 1 Begins October 3 and continues as needed TBD December 1, 2005 Timetable

23. Questions?