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