Coordinating Committee Meeting
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Meeting Notes - January 10, 2006
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Diana Sage provided the Coordinating Committee with statistics on IRIS training cancellation, that is, instances of employees registering and subsequently cancelling their course registrations. With a total of 3,773 cancellations in the period August – November 2005, numerous classes had to be either cancelled or conducted with fewer participants. Given the cost associated with end-user training, solutions to the cancellation problem are needed. Diana described possible actions, including fees billed to employees’ respective departments, to encourage attendance after registration or timely cancellation when attendance is not possible. Committee members raised numerous questions and discussed solutions. All agreed to a cancellation requirement of three business days prior to the scheduled course offering. Units would be charged for the cost of the course ($25 -$100, depending upon the particular offering) when employees failed to cancel as required. The committee also suggested communication to encourage all employees to view the Training Register frequently to check for open courses. Phyllis Nash will present the proposed measure to Mr. Butler and share with the IRIS Steering Committee at its January 24 meeting. |
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Lee Nelson reported a smooth and relatively quiet Kentucky Medical Services Foundation implementation of the SAP software. The interface between Signature (patient billing system) and the new system is working well. Outstanding items include the interface for bank reconciliation, posting of staff salaries, and final conversions of G/L balances and budget. |
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Lee next provided an update on the ERP2005 upgrade testing, noting the identification of 47 issues thus far. HR has not tested sufficiently, due to time constraints. On January 17 IRIS leadership will make a decision on the final timeframe for the upgrade. |
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Lee touched upon other current activities, including financial aid disbursement for spring semester, 1099 reporting in 2005, an interim budget process, and the stabilization/finalization of the endowment process. |
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Michelle Bliffen provided the group with the latest news on IRIS HR/Payroll. Parallel testing is going well, with the testers doing an excellent job. Among the issues to be addressed is the amount of processing time required for payroll. Michelle also reported on the development of the required Organizational Structure, work for which has been completed in the Provost and Research areas. She outlined some outstanding issues, including data quality in HRS, and possible pressure points in the implementation of HR/Payroll. The committee learned about key dates in the Go Live schedule: March 21 – final payroll runs in HRS March 22 – conversion process begins March 29 – New system is opened April 4 – first payroll run in IRIS HR/Payroll April 7 – first payment in IRIS HR/Payroll |
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Lynda George began her update by giving the Coordinating Committee an explanation of the major activities that take place in the financial aid award year cycle. She then explained the phased-in implementation for ProSAM, and provided the group with a calendar/schedule of project events for January 2006-September 2007. Lynda pointed out critical tasks for the new financial aid system implementation -- data interfaces with SIS, financial aid award history conversion, fund attribute conversion, financial aid web presence, and integration with Campus Management-Student Administration in October 2006. |
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The committee learned about the Hospital Inventory project progress from Joe Hines. In his report Joe indicated that the master data has been loaded into Quality Assurance, with integration testing scheduled to begin next week. Plans call for the hospital to stop all changes to master data on March 1, so that final extracts from ESI can be created and loaded to the new system. Joe also shared information on inbound and outbound interfaces. Work on PICIS interfaces to the SAP software now is scheduled to begin February 13. |
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Phyllis Nash concluded the meeting with a report on Phase II efforts (January-June 2006 projects). She indicated that projects have been identified, budgets and timelines set, and consultants engaged and scheduled. In an effort to promote further knowledge transfer, David Hardison, Kathy Crouch, and Kathy Hamperian will act as managers for specific Phase II projects, with coaching coming from Lee Nelson. They will work carefully with the appropriate team leads. Phase II projects include Procard Enhancement, EDI Expansion, and Workflow (David Hardison, project manager); Budget Preparation and Position Budget Control (Kathy Hamperian, project manager); and Faculty Effort System (Kathy Crouch, project manager). Work in the Plant Maintenance area is also under consideration, with David Hardison leading that effort. |
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The Coordination Committee meets next on February 14th. |
