Center for Information Technology Services
The eUMB Project - What's Going On?
Phase 3 (Financials/Grants)
Based on these criteria, the group consensus was to implement the following modules and develop necessary processes for:
The eUMB Executive Committee (Vice Presidents for Research, Administration and Finance, and Information Technology), in consultation with the President's Council, will develop a scope document which will outline the work to be completed in the next phase, the desired outcomes, the approaches to accomplishing the work, and a general timeline for accomplishing the work. This document will also lay out the decision making processes, the roles and responsibilities of various groups and individuals participating in the project, and the critical success factors for the project.
Meanwhile the Project Team will be engaged in several preparatory tasks, including drafting a preliminary project plan. Contractual employees needed to fill skill gaps will be recruited and hired. Standards for documenting decisions, resolving issues, managing versions of software, and communicating with stakeholders will be developed. State interface requirements for financial reporting and accounts payables processing will be investigated and documented. A number of project team members will receive training in appropriate skills and processes. Functional leads will design the processes by which their constituent groups will participate in detailed configuration and prototyping (in the next stage).
Following the preparatory activities listed above, a very exciting and intensive stage begins: Campus-wide groups will be formed to design and develop a new chart of accounts, to confirm the rules and develop campus business practices for purchasing, accounts payable, general ledger, and grants management. These rules and proposed processes will be tested in the context of a prototype environment. Necessary changes to practices or the software will be determined so that functional and technical specifications can be developed, implemented, and tested prior to implementing the system. Reporting requirements will be determined and queries/reports will be designed, written, and tested. Data conversion decisions will be made and programs to convert data will be written and tested. Interfaces will be designed and tested. Once these tasks are completed, training, support planning, conversion, rollout and post-implementation activities will determine user satisfaction, which defines the ultimate success of the project.