Georgia FIRST Financials 2018 Update and Roadmap - PowerPoint Presentation

Slide1

Georgia

FIRST Financials 2018 Update and Roadmap

Donna Wooddell, Assistant Director

Administrative Services

Information Technology Services

Slide2

Agenda

Georgia

FIRST

Financials – Our History

Where we are today

Current Projects and Initiatives

Our Future

Questions

Slide3

Georgia

FIRST

Financials – Our History

Celebrating 20th Anniversary

The

“

Georgia

FIRST

”

project was created in

January

1998

Began the Financials implementation

at the

USG teaching institutions,

along with

System

Office (USO

).

Georgia

FIRST

branding

Financial, Information & Reporting Systems for Tomorrow

Why PeopleSoft?

To

meet GASB (Governmental Accounting Standards Board

)

Requirements

Enhanced Functionality

Future Maintenance Issues of legacy Financials

Software (CUFA)

Slide4

Georgia

FIRST Financials Timeline

1998-2018

1998

2002

Georgia

FIRST

Project Created

January 1998

2003

2004

Stabilization Period

2005

2007

2008

v

8.9 Upgrade

October 2008

2009

Database Consolidation

July 1, 2009

2010

iStrategy

May 2010

2011

Georgia

FIRST

Marketplace Implemented

March 2011

2013

2014

2015

2016

PUM19 PT8.55

November 2015

2017

PUM23

December 2017

2018

Database & PT8.52

December 2013

v

9.2 Upgrade

March 2015

PUM13 PT8.54

November 2016

PUM27 PT8.56

December 2018

v7.5 Go-Live

2001-2002

Slide5

Where We Are Today

Slide6

Georgia

FIRST Financials Model

One Production

Database (FPROD)

23

Institutions currently supported

Represented as GL

Business

Units

14 GL Business Units no longer active

Retained for historical information

Slide7

Adoption of Application

Functionality

ePro

and

Georgia

FIRST

Marketplace

21 Institutions using

ePro

18 use both

ePro

& GFM

Slide8

Adoption of Application Functionality

Travel & Expenses Module

16 Institutions using Travel & Expenses

2 institutions considering implementation

Institution

T&E Module

Cash Advances

Travel

Auths

Albany State University

Yes

Yes

Yes

Clayton State University

Yes

Yes

No

Fort Valley State University

Yes

Yes

Yes

Georgia College & State Univer

Yes

Yes

No

Georgia Southern University

Yes

Yes

Yes

Georgia Gwinnett College

Yes

No

No

Georgia Southwestern St

Univ

Yes

Yes

No

Valdosta State University

Yes

Yes

No

University of West Georgia

Yes

Yes

No

Atlanta Metropolitan State College

Yes

No

Yes

Dalton State College

Yes

Yes

No

Georgia Highlands College

Yes

No

No

Gordon State College

Yes

No

Yes

Middle Georgia State University

Yes

Yes

No

South Georgia State College

Yes

No

No

Board of Regents - USO

Yes

No

Yes

Columbus State University

No

N/A

N/A

Kennesaw State University

No (Concur)

N/A

N/A

Savannah State University

No

N/A

N/A

University of North Georgia

No*

N/A

N/A

Abraham Baldwin Agri College

No

N/A

N/A

College of Coastal Georgia

No

N/A

N/A

East Georgia State College

No*

N/A

N/A

Slide9

Adoption of Application Functionality

Positive Pay

(Fraud Prevention Tool)

18 institutions use Positive Pay

Slide10

Application Trends – ACH Vendor Payments

Slide11

Application Trends - SHARE Supplier (Vendor) file

7 institutions use

SHARE

Suppliers

(Maintained by Shared Services Center)

Slide12

Payment Request Functionality

Included in Annual Maintenance Release (5.30) December 2017

Benefits

:

Automates Invoice routing and approval prior to Voucher creation

Reduces AP

workload

Implementation status:

Fort Valley and Georgia Southern – implemented this year

Albany – completed UAT and in process of

implementing

Attend the “Implementing AP Payment Request for Your Institution” session

Thursday 1:20 – 2:10

Slide13

Financials Audit Framework (Audit Logging)

Provides efficient tracking of transaction processing for enhanced visibility and detailed audit trail.

Tracks

the User ID and date/time of specific actions

Does not track the changed

values

Turned on

PeopleSoft

audit

logging for:

Accounts

Payable

General Ledger

Asset Management

Slide14

Financials Audit

Framework (Audit Logging)

E

xample: AP needs to know who cancelled an AP Payment

Navigate to Search Audit Logs page

R

etrieve payment cancellation log

A new Job Aid will be created to provide:

List of processes by module

Instructions

Security needed

Slide15

Budget Prep Redesigned!

Significant Changes FY2019

Change from ADP to OneUSG Connect

Streamlined Budget Prep module processing

Required development in both Financials and OneUSG Connect

Now a highly cross-functional process that engages practitioners from both Financials and OneUSG Connect

Attend “The Fiscal Year Budgeting Process: Lessons Learned and Future Enhancements” session Friday 9:45am

UGA will demo their Hyperion Budget Management and Budget Amendment solution

Slide16

USG Consolidations

Completing our 5th Consolidation project

Merged two sets of

Georgia

FIRST

institutions:

ABAC (A) + Bainbridge (B) = ABAC (A)

Georgia Southern (A) + Armstrong (B) = Georgia Southern (A)

Slide17

Current Projects and Initiatives

Slide18

Keeping the Application Current

Oracle Critical Patch Updates (CPU’s)

Apply quarterly

Proactive, stay current policy

Oracle Maintenance and new features

Apply annually

Retrofit BOR customizations

Full system test

Slide19

Annual Oracle Maintenance Release 2018

Release Number: FREL5.40

Applying PeopleSoft Update Images (PUM):

9.2.024 through 9.2.027

Includes

PeopleTools

Upgrade

8.55.23 to 8.56.10

System Downtime

:

Begins 5:00pm Thursday, November 29

th

Available again by 7:00am Monday, December 3rd

Slide20

Annual Oracle Maintenance

Release 2018

N

ew

Classic Plus

stylesheet

Unifies the look and feel of Classic and Fluid pages

Buttons green, padding increased, fonts match

Not all pages converted to Classic plus yet

Slide21

Annual Oracle Maintenance

Release 2018

Single Sign-on

for Financials

Permits a user to access multiple applications with one set of login credentials

SSO and Multifactor Authentication are OneUSG Connect requirements

Attend Debora

Exum’s

session “

GeorgiaFIRST

Financials Annual Maintenance Release”

Thursday @ 9:40am

Slide22

Augusta University Financials Project

Working with Augusta University to transition hosting and support of their Financials from Cerner to ITS

Project referred to as “Lift and Shift”

Go-live planned for May 30, 2019

Next Step

Analyze all current USG Financial models with a goal of creating a “Best in Breed” application

Timeline not yet determined

Slide23

Our Future

Slide24

How do we get there?

Slide25

Change Control Process

OneUSG Connect team has been actively engaged in utilizing a formal Change Control process and committee to prioritize efforts.

Georgia

FIRST

Financials will be working with the committee as we move forward to help guide our priorities.

Cost

Resources

Timelines

Slide26

Improve

Budget Functionality

A

dditional Budget Prep enhancements

Financials and OneUSG Connect

Budget Amendment Functionality

On hold until:

Budget

Prep improvements

completed

Vacant ITS Budget Prep BSA position

filled

Slide27

Implement

new Modules

Implementation of Grants Suite:

Accounts Receivable

Billing

Grants

Project Costing

Contracts

Slide28

Take Advantage of Delivered Features

Accounting Tags

Similar to

SpeedCharts

Automatically fills in the accounting information

N

ew Query

T

ools

Connected queries

Can link multiple queries to a single parent query

Implement Procurement Contract functionality

Attend

“Procurement from A to Z” Friday @ 9:45am

Slide29

Identify a Reporting Solution

Looked at options within database

Department Manager Dashboard

iStrategy

Support Challenges (e.g. Vendor has to make needed changes)

Need to sunset or upgrade

Oracle

has not announced their direction (Business Analytics)

Will look at reporting tools currently used

UGA – Hyperion, etc.

Slide30

Implement PeopleSoft Test Framework

Automates

s

ystem testing

Reduces the overall time of manual testing

Speeds up deployment

Slide31

Questions