1 Technology Day - CMS Session - Overview: Chris Manriquez Human Resources: John Lynn Finance:...

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Technology Day- CMS Session -

Overview: Chris Manriquez

Human Resources: John Lynn

Finance: Allyson Bates

Campus Solutions: Susan Kachner

September 21, 2006

2:15 – 3:00 pm

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Agenda

CMS General Items CMS Committee Overviews CMS Support Systems CMS Training & Support CMS Project Status Updates

– Human Resources– Finance– Campus Solutions (Student Administration)

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CMS General Items

New CMS Space Plan – Library 6th Floor Space

Became cost prohibitive for improving location

– College Park 800 & 830 House Project Office and the HCM/HR and FIS Projects Improvements to be made in CP830

– Library 2nd Floor Space House SA Project Reorganization of IT Division locations Utilizing 2nd floor space for meeting / fit gap rooms

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CMS General Items

CMS Staffing Challenges– CSUF is encountering difficulty hiring and

retaining business analyst and technical staff– Existing Project Requirements have Grown

Timelines for upgrades have been collapsed to a point where they are nearly continuous

Once software is implemented, the BA role becomes important to both operations and upgrades simultaneously

The campus requests for enhancements and bolt-on’s to CMS will continue to grow

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CMS General Items

Communication – Redesigning CMS Website to provide timely project

updates per Application / Area (October 06)

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CMS General Items

Communication – Monthly CMS Divisional Finance Manager’s Meetings– Various Sessions

Finance Demo / Exposure Session (Completed May/June) Technology Day CMS Campus Solutions Launch and Demo Session

– September 27 in PLN-130, 2 – 4pm

– Please forward your suggestions and feedback to [email protected]

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CMS Committee OverviewsCMS Committee Overviews

CMS Steering Committee– Finance Big Concepts Review and Approval Process

CMS Finance Management Team CMS Steering Committee

– Big Concepts include: Definition of Chart of Accounts Custom Front-End for Requisition Entry Department Level Security for Custom Front-End

Requisition Entry Custom Front-End for Online Budget Transfer

– Two new student representatives on the CMS Steering Committee

Daniel Ramsey and Cailen White

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CMS Committee Overviews

Forms Committee – Completed review for software (E-Forms)– Limited section pool for forms– Recommending E-Forms to CMS Steering

Committee– Next steps are:

Discussions on campus wide forms across all applications Providing a recommendation on campus support needs for

form deployments

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CMS Committee Overviews

Reports Committee– Steering Committee approved recommendation for

software (Brio)– New Committee Chair: Lisa Kopecky– Next steps are:

Discussions on campus wide reports across all applications Providing a recommendation on campus support needs for

report deployments

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CMS Support Systems

Brio Hyperion Installation: – Reporting tool to be used by campus to access

reports Brio version 9.0 purchased Specifying hardware for new installation Working with Admin and Finance Division for transition plan

– Currently using 6.0 Reporting Committee to discuss access and deployment Timeline: March 2007 Go Live

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CMS Support Systems

File Net Upgrade – Scanning, imaging, and repository

File Net version P8 purchased Specifying hardware for upgrade Installation to include E-Forms as an Informed Filler

Replacement Stage releases for Content Engine and Process Engine

functionality Timeline: January 2007 (installation Go Live)

– CMS Team will be contacting current imaging end users to ensure minimal or no change.

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CMS Support Systems

CMS Data Warehouse Sun hardware installed and testing in-process. CO discussing the use of newer EPM 9.0 software for 8.9 DW

installations – may include additional costs (installation and hardware)

Planning begun on disaggregating of current campus data warehouse (Ziggy)

Timeline: September 2006 (8.0 installation Go Live) Timeline: March 2007 (Anticipating installation of EPM 9.0 for 8.9

HR and Finance depending on CO decision)

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CMS Support Systems

CMS Portal Integration Selection of a People soft / Oracle tool Driven by Student Admin application Examining these applications and toolsets needed Timeline: October 2007 (Implementation Go Live)

CMS Software Development & Operations HCM/HR 8.9 instances now available (**) HCM/SA 8.9 instances now available (**) FIS 8.4 instances now available

** Collaborative development in HR/SA

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CMS Training & Support

Training and Support working closely with all application areas (HR, Finance and Student Admin)

– documenting fit/gap and IDP sessions– assisting with testing end-user functionality– creating user training guides including web-based tutorials

Training and Support will be working with all divisional coordinators

– to create a training plan and schedule that will accommodate campus users.

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CMS Project Status Updates

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CMS

Human Capital Management /

Human Resources

(HCM/HR)

Status Update

Tech Day – CMS Session

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HCM/HR Project Upgrade & Implementation Timeline

March 2007 Campus Go-Live– HCM/HR 8.9 Upgrade

Retrofit existing functionality Addressing Central and Campus Issues & Concerns Design is 90% complete

– Functional specifications to be completed Development in-process

– Retrofitting current modifications– Developing revisions requested from Fit Gap & Design

Review Sessions– To be completed mid-October

Testing to begin in October

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March 2007 Campus Go-Live (cont.)– Absence Management

Pending receipt of the Absence Management setup from CMS Central

Replaces Leave Accounting and Positive Pay Design Stage in-process Module Fit Gap sessions scheduled to begin week of 10/02 User Work Team Design Review sessions targeted for

November timeframe Development to begin in November Testing to begin in December

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March 2007 Campus Go-Live (cont.)– Distributed Functionality

Temp Faculty Modification Student Worker Modifications Incorporating campus suggestions / feedback

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July 2007 Campus Go-Live– Labor Cost Distribution

Process within CMS HR where state paid earnings, taxes and deductions are associated with the appropriate combination of Finance chartfields.

Design Stage in-process Module Fit Gap sessions completed User Work Team Design Review sessions targeted for October

/ November timeframe Development to begin in November Testing to begin in December

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HCM/HR Calendar of Events

Campus Involvement– User Work Team Design Review Sessions

Completed– Student Worker Modification– Temp Faculty Modification

Yet to be Completed– Labor Cost Distribution: October / November timeframe– Absence Management: November timeframe

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HCM/HR Calendar of Events

Campus Involvement– User Work Team Testing

Temp Faculty Mod: 8 hours week of 1/15/07 Student Worker Mod: 8 hours week of 1/22/07 Absence Management: 8 hours week of 2/12/07

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Web Functionality Benefits

New Look & Feel Breadcrumbs replaced with a Left Frame navigation

Personalization Users can customize the CMS look and feel

Grid Sorting Sort by any column in the grid

Grid Download Grid Contents can be downloaded to Excel

Grid Personalization Change default grid properties

Spell Check Some CMS description fields have Spell Check

Notify Some modules have built in messaging

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HCM/HR 8.9 Functionality

AbsenceManagementAutomates the

processes around planning for and managing time away from work.

Automates the enrollment into absence plans, validates entitlements and usage of time off based on CSU rules, and processes accordingly.

Managers (through Manager Self-service) or other authorized individuals (centrally) can submit absence requests, approve or deny absence requests, and view current and projected absence balances.

Through self-service, employees can submit absence requests, view statuses and balances.

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Base BenefitsProvides the ability to

capture benefit programs, enrollments and dependent information

Track information on benefits programs and options

Record enrollments of employees into Medical and Dental plans including plan options and covered dependents

Create SCO/PERS benefits transaction forms to be sent to PERS

Report on benefits usage

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Benefits AdministrationBuilds and manages a comprehensive employee benefits system from automated enrollment to the selection of multiple benefit programs.

Establish and manage multiple employee benefits programsDefine providers, rates, and beneficiaries and determine eligibility. Calculate coverage for employees who have multiple jobs; calculate and process retroactive benefits and deductions

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Labor Cost Distribution(Uses Commitment Accounting, Manage Payroll Process, Administer GL Interface,)Provides the ability to account for labor cost and sends the information to the finance system. Labor Cost Distribution is the primary integration point between the HR and Finance systems.

Interface State Controller payroll records into paycheck imagesDefine the GL accounting chartfields applicable to each employee and pay typeDistribute and display employer paid costs to appropriate chartfieldsReport on employee salary expensesInterface of financial transactions in summary to General Ledger

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Position ManagementProvides functionality that links a specific job to a specific department. Used in budgeting, temporary faculty contract processing, Integrated Postsecondary Education Data System (IPEDS) reporting and tracking of employee job assignments.

Track information on organization’s positions for employment in departments including classification, employment type, and reports-to and CSU specific information such as reporting unit and MPP job codeReport on position incumbents and vacanciesInterface data for the employer paid benefits to the SCOInterface data on labor cost distribution to the Financials GL

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Self Service: eBenefitsEnables employees to view their benefit information.

Allow employees to view their voluntary medical and dental benefit enrollment (In coordination with Ben Admin) Allows employees to make benefit elections on-line

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Temporary Faculty Provides creation and management of contract information and creation/update of Job related data.

Create/update/manage contracts for temp faculty. Print contracts and other reports. Automatically update Job records via batch process.

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Workforce ManagementProvides a foundation for employee data, salary/plan grades, and job and personnel data.

Track employment history for all CSU employeesRecord all personnel transactions for employees including appointments, transfers, promotions, reclassifications, in-class progressions, salary changes, leaves, contract extensions, terminations, and retirementsReport on workforce statistics by classification and tenure datesInterface data for Employee Salary Projections and Salary Schedule Create reports to support data entry of information for SCO PIMS System Provide simplified automated approach to hiring student employees

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CMS

Finance

Status Update


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Introduction of CMS Finance Team

CSUF Team– Business Analysts

Allyson Bates, Lead Business Analyst Shelly Montoya, AP Business Analyst Joan Horn, PO and Asset Mgmt Business Analyst Lynn Cayas, GL/Budget Business Analyst

– Technical Team– Documentation / Training & Support Team– Subject Matter Experts– Module Work Teams & User Work Teams– IO Consulting Team

Gary Murphy, Joe Lipnisky, John Leary

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Finance Project Implementation Timeline

July 2007 Campus Go-Live– 8.4 implementation vs 8.9 implementation– Modules

GL / Budget Procurement Accounts Payable Asset Management Accounts Receivable & Billing

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Functionality / Benefits of CMS Finance

Enhanced reporting capabilities– Campus Community reporting– Chancellor’s Office required reporting– State required reporting

Opportunity for Business Process improvement

– Budget transfers– Requisition entry / approval– Recharge / reimbursement activity– Reports

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Finance Calendar of Events

CMS Divisional Finance Coordinators– Completed

FIS System Exposure – Overview of CMS “baseline” system Desktop Reviews – 1:1 meetings to review FRS Web, FIS

reports, etc.– Divisional Finance Coordinators continue working with their

CMS Divisional Finance Support Groups In Summer 06: Discussion materials included: Process maps,

chart of accounts, FRS conversion mapping, FIS interfaces, department reporting tree, distributed end user reports, distributed end user forms, issues & concerns

– Continue Divisional Finance Coordinators monthly meeting

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CMS Module Work Team– Training

GL/Budget, PO, AP – Completed AR/Billing – October Asset Management - November

– Fit Gap GL/Budget and PO – In process AP and AR/Billing – to begin in October Asset Management – to begin in November

– Development: to begin end of September– System/Acceptance Testing: to begin January 07

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CMS User Work Team– Information Meeting on September 22nd

To review Fit Gap process, schedule and roles/responsibilities– Training & Fit Gap

PO – October 3-5 GL/Budget – October 17-19 Dates to be determined for future sessions

– Accounts Payable– Asset Management– AR / Billing – Reports– Forms

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Fit Gap Training with User Work Team– Conduct System Overview– Review process maps per divisional feedback (integration points)

Fit Gap with User Work Team– Review Decisions and Outstanding Issues from Module Work

Team Fit / Gap– Review divisional issues & concerns and resolution– Hold design sessions for gap customizations

Req Entry Fund transfers Chartfield change request form “Common” Distributed End User Reports Common” Distributed End User Forms

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CMS

Campus Solutions

(Student Administration)

Status Update


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Introduction of CMS Campus Solutions Team

CSUF Team– Susan Kachner - Project lead and Campus Community

module lead– Nancy Dority - Admissions module lead– Melissa Whatley - Records module lead– Maria Mezhinsky - Academic Advising module lead– Jan Burnham/Zia Qureshi - Student Financials module lead– Ann Sciortino - Financial Aid module lead

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Introduction of CMS Campus Solutions Team

Cedar / Crestone Team– Jan Loomis - Project manager consultant– Melanie McClellan - Admissions consultant– Ryan Meyers/Paul Rhinehart - Records consultant– Bonnie Schmidt - Academic Advising consultant– Jay Baruch - Student Financials consultant– Laura Savage - Financial Aid consultant– Fortino Lopez, Tian Xin – technical consultants

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Campus Solutions Project Implementation Timeline

Phased-In Implementation Go-Live Dates– Course inventory (catalog) – August 2007– Summer and Fall 2008 class schedules – September 2007

(begin schedule build)– Admissions applications for Fall 2008 –October 2007– Financial Aid ISIR’s loaded for 2008/09 – February/March

2008– Registration/Fee payment for Summer 2008 – April 2008– Grading and transcripts in CMS – Summer 2008

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Functionality / Benefits of CMS Campus Solutions

Secure web-based access to CMS Student Administration available 24x7

Web-based self-service functionality for faculty and students (replacing TITAN Online)

– available 24x7– will handle a much larger load of simultaneous users

Student self-service access to see and update more information than they can in TITAN Online

– including viewing/changing address data

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Functionality / Benefits of CMS Campus Solutions (cont.)

Faculty self-service access to real-time class lists – with easy ability to email students in the class and post grades

on the web

Articulated transfer coursework will be used in pre-requisite checking

A more readable degree-progress report Registration wait listing functionality that we may

choose to utilize

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Functionality / Benefits of CMS Campus Solutions (cont.)

Will provide CSU Fullerton opportunities – To examine, revise and streamline current business processes – To improve documentation and training

CMS Central will handle implementing all regulatory and CSU-mandated changes for all 23 campuses

– eliminating the need for all 23 campuses to do this independently

There is an opportunity to share best-practices, modifications and reports across all CSU campuses

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What is an IDP?

Interactive Design & Prototype (IDP) sessions– Examine current business processes in and identify how those

processes will change in PeopleSoft– Begin to identify any modifications we need in PeopleSoft– Setup of CMS tables (see examples below)

Careers, programs, plans, sub-plans (all our majors, minors, concentrations, etc.)

Colleges, departments, subject abbreviations Degree audit rules

– Begin data conversion from SIS+– Begin identifying critical reports and write them in the PeopleSoft

environment

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Campus Solutions Calendar of Events

Overview training held August 7-10 Academic Structure IDP sessions held

August 14-24 Campus Community IDP sessions held

August 28 – September 14 Consultants will “preview” their

functional area September 18-28

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Campus Solutions Calendar of Events

IDP sessions for these modules will begin October 2nd

– Admissions– Academic Advising– Records– Financial Aid

Student Financials IDP sessions will begin in January 2007

CMS Campus Solutions (Student Admin) Launch and Demo

– September 27 in PLN-130, 2pm – 4pm– CMS Campus Solutions Overview– Demonstration of Self Service for students, faculty and staff

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CMS Project Status Update

ERP System– Campus-wide Project– Working together across all applications

LCD: HR & Finance Campus Community: Campus Solutions & HR Student Financials: Campus Solutions & Finance

Please forward your suggestions and feedback to [email protected]

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Questions

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