September 16, 2004
Present: Ginny Gibson, Doug Gelinas and John Gregory (UMaine), Dick Campbell (UMA), Sharon Nadeau and Frank Roberts (UMF), Don Raymond (UMFK), Tom Potter (UMM), Dick Kimball and Lida Pinkham (UMPI) by speakerphone, Bill Wells (USM), Chris LeGore (UNET Education Services), Elsa Nuñez, Joanne Yestramski, Tracy Bigney, Tracy Elliott and Ralph Whedon (UMS), John Sponaugle, Cindy Mitchell, Jean Meakin, Alison Cox, Jon Henry, Eddie Meisner, Robin Shaler (Project Enterprise).
How Business Will Change: Robin Shaler, Project Enterprise trainer, presented “How Business Will Change,” an overview of the changes we can expect with implementation of the Financials Management module of PeopleSoft®. This presentation is being offered by Training and Communications Coordinators at all campuses this fall. All employees are encouraged to attend a session of “How Business Will Change.” Sharon Nadeau walked the group through the portion of HBWC that focused on the translate tool and how it functions to identify appropriate new Chart of Accounts values that replace existing FAST account numbers.
The GL Inquiry Pages are not yet ready for “prime time,” and Sharon noted that based on her experience introducing the translate tool on her campus, it would be too overwhelming to show both of those features simultaneously.
Following the presentation, Joanne Yestramski stressed the importance of preventing “shadow systems.” Campuses should discourage this practice. Use of the new Chart of Accounts will be mandatory. It was suggested that training highlight those ChartFields within the Chart of Accounts that are new, so that users are aware of those options. Users should not simply rely on the translate tool (excellent though it is).
Gramm-Leach-Bliley Act (GLB) and IT Security: Ralph Whedon from the UMS Department of Internal Audit provided an update on UNET and SWS information technology risk assessment and security issues. (Handout is attached.) Ralph assessed 70 systems within SWS and UNET to identify risks or categories of risk that should be addressed by any security plan we develop (in order to be in compliance with GLB). Not all systems reviewed were subject to recommendations. Others provide an opportunity to analyze and address specific issues.
- at risk are data storage and transmission on pcs
- fire suppression is needed at locations of pc servers
- web applications should be encrypted
- user security and education is needed
- a UMS definition of “personal, private, privileged” information is needed
- specific, non-shared ID is needed
- a central organization with vision is needed to enforce standards (a CIO)
- proactive groups should be convened to share best practices (IT Directors, and IT Policy & Planning groups have been put into place during the past year)
John Sponaugle and Gerry Dube are presently reviewing Ralph’s draft audit. Security risks will be evaluated, as will the cost of correcting them. When agreement is reached on risks, then System policy will be created to address concerns.
It was suggested that there may be ways to incorporate some desktop security issues into planned PeopleSoft training. Cindy Mitchell will consider how best to accomplish this.
Jean Meakin updated the group on progress made in the Purchasing area of Financial Management, including:
- specs for payables interfaces are being developed for
- Student refund
- Computer Connection
- P.O. s for Central Supply
- approval roles
- dollar amounts
- campus variations
- testing modifications from the creative technical team
- ongoing conversions
- e-marketplace (the correct name to be applied; replaces e-commerce and e-procurement)
Jean noted that she still needs data scenarios for testing from UMFK, UMM, UMPI, and USM.
Cindy Mitchell provided an update on activities in Training and Communications. She announced that Eddie Meisner has been offered the position of Communications Coordinator on a permanent basis.
The change of go-live date for the Financials implementation from January 1 to April 4, 2005 is big news. The additional months will allow time for more testing and documenting of business processes before training. All train-the-trainer sessions will be held in December and early January. Specific end-user training will begin on the campuses in February and continue until go-live.
Cindy’s team is working on a “marketing” strategy to keep the momentum going during the delay time. Planned is “A Peek a Week” that will provide bits of information and screen shots (but NOT training) to campus Training and Communications Coordinators and Focus Group participants.
Alison Cox and Jon Henry spoke about Student Administration. Highlights included:
Campus Community fit/gap is complete and setup continues based on, as Alison noted, “what we know,” which is seven universities. This task is especially challenging given the potential for change resulting from the Chancellor’s Strategic Plan. The Board of Trustees meets for vote on Monday; if the Plan is accepted, many of the issues faced in the setup of Student Administration will no longer be negotiable at the campus level, and many of the Improvement Opportunities identified by the SSTP team may be more easily implemented.
It was agreed that the SSTP group should re-visit their work in light of changes, opportunities, or other issues that have arisen in the time since their last meetings. Chris Legore noted that the Guiding Principles were essential to this group in their deliberations, and would continue to provide focus and direction.
- Jon and Rosa Redonnett last week presented improvement opportunities with regard to Admissions to the presidents. The presidents approved this list, which will now need to be implemented into the fit/gap process.
- More than 50% of student applications for admissions are now received electronically. The secure e-application will be extending to the two UMS graduate schools.
- “Back office” functions and processes ought to be identified as a whole before Admissions is implemented. Gerry Dube has developed a “tool kit” for back office centralization to be presented tomorrow (Friday, September 17). An implementation plan for these backroom processes will be needed.
- Based on current knowledge, it appears the Admissions & Recruitment portion of Student Administration may be ready for implementation either in August/September 2005 or in April 2006.
- Joanne suggested that the Sponsors group meet as soon as possible to consider latest information and make decisions with regard to implementation of Admissions and Student Administration.
John Sponaugle updated the group on other progress with regard to Financials, including:
- the “reverse” translate table will be up for test soon
- GL Inquiry Pages should be complete by the end of September
- All journal entry processes, including Excel uploads and training materials developed to date, will be reviewed on September 30
- All reports (203 of them) are on the P drive. As soon as a sample of System-related reports is ready, Bill Gilfillan will convene a meeting to demonstrate.
Fit/gap for Position Management began in August. A summary of fit/gap and description of the current status, issues, and recommendations was distributed. Tracy Bigney noted that it will be necessary to communicate the benefits—the “why”—of Position Management to the campuses. Human Resources departments tend to view it as more work for them, with the benefits going to the financial side. Tracy acknowledged that this implementation will probably require work for Human Resources folks, but more information available will result in a better management tool.
The presidents have determined that PM will be a useful tool; it was suggested that a briefing document listing the objectives and benefits of Position Management be provided for them to use in communicating with their campuses.
On September 29 a group representing both Human Resources and Financials will meet to review prototype Position Management. This will provide a good opportunity to present the benefits of Position Management and encourage positive attitudes.
In Human Resources Management there have been a few changed roles, allowing campus responsibility in some areas that heretofore have been centrally assigned. These new permissions will be presented at the September 17 meeting.
The meeting was adjourned.
Eddie Meisner, Recorder