Roxanne McLetchie provided the Coordinating Committee with a detailed report on Business Planning and Simulation, the SAP application being used for the budget process. The initial phase of the BPS implementation, covering non-position budgeting, was completed with a minimal number of issues. The second phase – position budgeting (including salary proposals) – is nearly finished.  The third phase involves salaries for non-regular employees will be started soon.

Roxanne described some of the challenges of the implementation, such as system performance issues, server capacity overload, and system locks. Thanks to consultant support, these problems have been addressed.  Roxanne also highlighted some of the data problems encountered due to entry errors and lack of understanding of the BPS application.  Users had a short timeframe to learn the tool and do the necessary work. When the third phase of BPS begins, Roxanne plans to hold open labs to assist BPS users.  After completing this year’s budget process tasks, there will be an effort to fine-tune the process and improve the use of the tool for the future.

Michelle Nordin reported on CM-Student Administration outcomes to date. Priority registration was deemed a success, with approximately 18,000 students registered for fall. The system performed well, owing to front-end planning and preparation. Following the conclusion of registration, the campus experienced grading via myUK for the first time. To date, 80 percent of grades are entered. The Registrar’s Office is conducting a review of grades entered in the system, as was the procedure in SIS.  The Registrar’s staff members are following up on missing entries. Once grading is completed, the next activity in the CM Go Live is progression, which includes classification changes for students.  

Michelle offered updates on other areas of CM. In Student Accounting, fee calculation for Summer 1 is finished and statements are out. Financial Aid award letters are flowing on schedule.

Michelle and CM Team member Tonya Prince spent nine weeks on-site in the Funkhouser Building to aid users and another week in McVey Hall (for Grading open lab support). Throughout this entire period Michelle found users to be positive and generally pleased with CM.

Lee Nelson praised the efforts of Adam Recktenwald of the Portal Team for his efforts in developing and supporting the CM functions on the portal. After mid-term grading, Adam heard from Arts and Sciences faculty members and set about redesigning the application in time for final grade entry. Lee stressed that Adam’s efforts were key in the Go Live successes.

Phyllis Nash summarized the impact of UK’s purchase of Samaritan Hospital on the IRIS Project Team. Team members from FI, HR/Payroll, and BPS will be involved in integrating this acquisition, if it occurs, into IRIS.  They will need to plan for paying approximately 600 employees in June. This will entail a great deal of work for the HR/Payroll Team.

Phyllis alerted the committee to the consequences of this development for the Position Budget Control system. The rollout might not occur until September, rather than in July as originally planned.