[Pols-l] FW: Preparing your faculty and staff for the financial systems roll out

Thu Nov 16 10:37:50 CST 2017

FYI (won't change much for most of you)....

From: Yoakum, Katrina
Sent: Thursday, November 16, 2017 10:21 AM
To: Deans, Directors, and Department Chairs <dddc at ku.edu>
Subject: Preparing your faculty and staff for the financial systems roll out

Deans, Directors, and Department Chairs:

As we are readying for the deployment of the Financial Systems Transformation (FST) project and the related systems, I want to provide you with some extra information about a few key changes that could affect you and your staff, as well as reiterate the training that is being offered on campus that was included in the latest all-campus announcement.

One Cost Center - One Approver:
With this roll out, we are moving from KUPPs to Financials in the Cloud Procure-to-Pay (FITC P2P) and using Concur for travel request authorizations, travel expense reports, and P-Card expense reports (reconciliation). Overall, most of the processes for purchasing, travel, and p-cards aren't changing. When it comes to approvals of purchases and expenses, faculty and staff who are designated as "Cost Center Approvers" may need to approve a transaction depending on its details. We've emailed those who are listed as cost center approvers asking them to register for the following two courses for approvers. In the courses, approvers will learn how to delegate approval responsibilities to another staff member.

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FITC P2P for Approvers

Register in MyTalent >>

In this workshop, you will learn how to find and review requisitions (shopping carts) within FITC. You'll learn the steps to approve, edit, forward, or return a requisition. Finally, you'll learn more about the process for encumbrances and invoices, as well as reviewing, approving, and/or returning invoices.

Who should attend:
Anyone serving as an approver for purchases, including SSC Finance Managers and Directors, and department staff designated as an approver for a cost center. If you are designated as an approver, you should have received a training invitation as part of the initial roll out.

[cid:image008.png at 01D35EC4.8D0851D0]

Concur for Approvers

Register in MyTalent >>

In this workshop, you'll learn how to approve travel requests and travel-related expense reports, as well as approve expense reports to reconcile P-Card purchases.

Who should attend:
Anyone serving as an approver for travel requests, expense reimbursements (p-card and travel-related) including SSC Finance Managers, Directors, and other Cost Center Approvers not located within an SSC.

Departmental Accounts Receivable and Billing (DARBI)
With this project, the University is moving to a more consistent system of managing the billing and payment for the many goods and services that the university provides. With this system, department staff who currently send invoices for goods and services will instead submit billing information to their SSC, and SSC staff will be responsible for creating invoices within Financials in the Cloud (FITC). Payments for invoices created in the FITC system will go to two central offices for processing. Departments will continue to receive point-of-sale cash, and process deposits as usual according to the University Cash Handling and Deposit policy that is currently in final review.

This will lead to a more standardized and consistent billing process across campus that will provide automated tracking for accounts receivable. The University will be able to provide complete accounts receivable reporting to executive leadership and the state, as well as comply with the separation of duties required for proper cash handling.

The following training is highly recommended those staff who receive point-of-sale cash payments for department goods and services:

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FITC DARBI: SSC Non-Billers and Department Staff

Register in MyTalent >>

With the Financial Systems Transformation (FST) project, KU is moving to a new system for managing the billing and payment for university provided goods and services, Financials in the Clouds Departmental Accounts Receivable and Billing (FITC DARBI). In this session, we will cover point of sale deposits, chain of custody for cash and checks, billing and billing related transactions. You will learn the basic processes for billing for goods and services. We will show you how to submit data for transaction types, item types (goods and services) and customers/contacts to your SSC. Additionally, we will discuss how to submit billing, billing adjustments and write offs as well as reporting.

Who should attend:
You should attend this session if you:

  *   Receive cash for non-billed items
  *   Receive cash for previously invoiced items
  *   Bill for goods and services
This includes both department staff and SSC staff.

High-level overview videos and town hall presentations:
For a basic overview of the project and the associated systems, visit the fst.ku.edu<https://fst.ku.edu> website and watch these short two high-level videos<http://fst.ku.edu/fst-project-videos> about the project and key changes. If you were unable to make it to the town hall presentations on campus, you can view the recordings here: https://mps.ku.edu/fst-town-halls-playlist. A description of each system and its function is available on the Training & Events page<http://fst.ku.edu/training> of the fst.ku.edu<http://fst.ku.edu> website.

Instructor-led training:
In addition to the courses above, our project teams have developed more than thirteen different workshops for campus faculty and staff to learn how to use the new systems. In a perfect scenario, we would be able to provide hands-on training opportunities to everyone prior roll out. Due to the complexity of this roll out and the considerable overlapping training needs of multiple audiences, we have a limited set of training opportunities prior to the roll out for both shoppers and approvers, with the majority of training starting on Monday, Dec. 4.

Visit the Training & Events page<http://fst.ku.edu/training> of the fst.ku.edu<http://fst.ku.edu> website for a complete description with a link to the registration for specific sessions in MyTalent. Not included in this round of invitations are the courses for the Business Intelligence Tools and Planning and Budget Management Cloud Services Management (PBCS Mgmt.). Those courses will be available in early spring and will be announced separately.

Other training and support:
To help with this transition, there will be drop-in support sessions the first two weeks of December in Carruth O'Leary 31. Additionally, there will be training and documentation available online at the Financial Systems Resource Center (FSRC) site in myCommunity<http://mycommunity.ku.edu>. You'll receive more information about the FSRC site at training and through forthcoming announcements. In addition to the existing resources, you are welcome to email questions to fst at ku.edu<mailto:fst at ku.edu>.

We look forward to introducing the new system to you, and thank you for your participation in the roll out.

Best regards,

Katrina Yoakum
Financials Project Director
University of Kansas
(785) 864-3261 - direct
kyoakum at ku.edu<mailto:kyoakum at ku.edu>
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