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Project Update: Financial Systems Replacement Project. CITI Meeting March 31, 2010. Prior Status – November 2009. Full funding (-10%) in July 2009 Project Director – full time in October First meeting of Executive Sponsors Committee - PowerPoint PPT Presentation
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Financial Systems Replacement Project
Project Update: Financial Systems Replacement Project
CITI Meeting
March 31, 2010
Financial Systems Replacement Project
Prior Status – November 2009 Full funding (-10%) in July 2009 Project Director – full time in
October First meeting of Executive
Sponsors Committee Presentation to CAO/CFO meeting
on project status and direction Posting of positions for project
team Project Control Document v 3.0
Financial Systems Replacement Project
Project Update: Meetings Quarterly meetings with Executive
Sponsor Committee set up for calendar year 2010
Appointment of Management Committee letter sent out by EVC Scott Waugh
Management Committee meeting set for April 13th
Management Committee to provide names of workgroup members
Financial Systems Replacement Project
Current Updates: Staffing
Financial Systems Replacement Project
Project Updates: Process Documentation
Process template defined Central Office interviews completed:
Purchasing General Accounting Accounts Payable EFM to be scheduled
Documentation started for Purchasing and General Ledger
Financial Systems Replacement Project
Project Updates: Medical Enterprise
Met with Virginia McFerran Met with Paul Staton Have received some statistics on
usage of Lawson Purchasing system
Received demo of Lawson Purchasing system
Arranged demo of BruinBuy to Medical Center personnel
Financial Systems Replacement Project
Project Updates: Next Steps
Project Control Document v 4.0 in April
3rd Executive Sponsors Meeting in April
Schedule Management Committee to meet every 6-8 weeks
Document current processes through the remainder of 2010
Prepare requirements for RFI/RFP
Financial Systems Replacement Project
Project Updates: Documentation Approach
Current processes – team, central office, campus workgroup review
Identification of areas for improvement, missed opportunities
Create use/test cases to be used for demos of ERP systems
Correct/change/improve any documentation for training purposes
Financial Systems Replacement Project
Project Updates: Documentation Approach
Financial Systems Replacement Project
Project Updates: Documentation Approach
Financial Systems Replacement Project
Project Updates: Documentation Approach
Description of Documentation Web/Wiki/Drive contains reference documentation Notes
Adding Donated Equipment http://map.ais.ucla.edu/go/1000297 Article 1000297
BUS-38, Disposal of Excess Materials and Transfer of Federally-Funded University-Owned Material
http://www.ucop.edu/ucophome/policies/bfb/bus38.html
EIMR Form http://www.equipment.ucla.edu/Forms/EIMRform.doc Word Doc
What is Inventorial Equipment? http://map.ais.ucla.edu/go/1000181 Article 1000181
Transferring Inventorial Equipment http://map.ais.ucla.edu/go/1000288 Article 1000288
BUS-29, Management and Control of University Equipment
http://www.ucop.edu/ucophome/policies/bfb/bus29.html
Property Management – Inservice Training Materials
http://www.equipment.ucla.edu/pdf/INSVCDSP.PDF
Purchasing Accessories For Inventorial Equipment
http://map.ais.ucla.edu/go/1000085 Article 1000085
Handling Fabrication of Inventorial Equipment
http://map.ais.ucla.edu/go/1002141 Article 1002141
Fabrication Request Form http://www.equipment.ucla.edu/Forms/FabricationRequest.doc Word Doc
Financial Systems Replacement Project
Summarized Project Plan (As of 3/31/2010)
ID Task Name
1 Project Proposal
8 Project Startup
24 Central Office Interviews
34 Documentation
35 1. GA/GL
102 2. Procure to Pay
268 3. Budgeting
311 4. Accounts Receivable
392 5. Grants Management
417 6. Fixed Assets
448 7. Access Management
473 8. Approval Process
498 9.Payroll Interfaces
500 Technical Evaluation - UCLA
504 Review of ERP Software Current Status
509 Requirements Document RFI/RFP
Jul Sep Nov Jan Mar May Jul Sep Nov Jan Mar May Jul Sep Nov Jan Mar May1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter2009 2010 2011