GeorgiaFIRST Financials 2018 Update and Roadmap Donna Wooddell, Assistant Director Administrative Services Information Technology Services

Agenda GeorgiaFIRST Financials – Our History Where we are today Current Projects and Initiatives Our Future Questions

GeorgiaFIRST Financials – Our History Celebrating 20th Anniversary The “GeorgiaFIRST” project was created in January 1998 Began the Financials implementation at the USG teaching institutions, along with System Office (USO). GeorgiaFIRST branding Financial, Information & Reporting Systems for Tomorrow Why PeopleSoft? To meet GASB (Governmental Accounting Standards Board) Requirements Enhanced Functionality Future Maintenance Issues of legacy Financials Software (CUFA)

GeorgiaFIRST Financials Timeline GeorgiaFIRST Project Created v7.5 Go-Live 2001-2002 January 1998 Stabilization Period 1998 2002 2003 2004 2005 2007 GeorgiaFIRST Financials Timeline Database Consolidation GeorgiaFIRST Marketplace Implemented March 2011 July 1, 2009 2011 2010 2009 2008 1998-2018 2013 iStrategy v8.9 Upgrade May 2010 October 2008 v9.2 Upgrade Database & PT8.52 March 2015 December 2013 2014 2015 2016 2017 2018 PUM13 PT8.54 PUM19 PT8.55 PUM27 PT8.56 PUM23 December 2018 November 2015 November 2016 December 2017

Where We Are Today

GeorgiaFIRST Financials Model One Production Database (FPROD) 23 Institutions currently supported Represented as GL Business Units 14 GL Business Units no longer active Retained for historical information

Adoption of Application Functionality ePro and GeorgiaFIRST Marketplace 21 Institutions using ePro 18 use both ePro & GFM

Adoption of Application Functionality Institution T&E Module Cash Advances Travel Auths Albany State University Yes Clayton State University No Fort Valley State University Georgia College & State Univer Georgia Southern University Georgia Gwinnett College Georgia Southwestern St Univ Valdosta State University University of West Georgia Atlanta Metropolitan State College Dalton State College Georgia Highlands College Gordon State College Middle Georgia State University South Georgia State College Board of Regents - USO Columbus State University N/A Kennesaw State University No (Concur) Savannah State University University of North Georgia No* Abraham Baldwin Agri College College of Coastal Georgia East Georgia State College Travel & Expenses Module 16 Institutions using Travel & Expenses 2 institutions considering implementation

Adoption of Application Functionality Positive Pay (Fraud Prevention Tool) 18 institutions use Positive Pay

Application Trends – ACH Vendor Payments

Application Trends - SHARE Supplier (Vendor) file 7 institutions use SHARE Suppliers (Maintained by Shared Services Center)

Payment Request Functionality Included in Annual Maintenance Release (5.30) December 2017 Benefits: Automates Invoice routing and approval prior to Voucher creation Reduces AP workload Implementation status: Fort Valley and Georgia Southern – implemented this year Albany – completed UAT and in process of implementing Attend the “Implementing AP Payment Request for Your Institution” session Thursday 1:20 – 2:10

Financials Audit Framework (Audit Logging) Provides efficient tracking of transaction processing for enhanced visibility and detailed audit trail. Tracks the User ID and date/time of specific actions Does not track the changed values Turned on PeopleSoft audit logging for: Accounts Payable General Ledger Asset Management

Financials Audit Framework (Audit Logging) Example: AP needs to know who cancelled an AP Payment Navigate to Search Audit Logs page Retrieve payment cancellation log A new Job Aid will be created to provide: List of processes by module Instructions Security needed

Budget Prep Redesigned! Significant Changes FY2019 Change from ADP to OneUSG Connect Streamlined Budget Prep module processing Required development in both Financials and OneUSG Connect Now a highly cross-functional process that engages practitioners from both Financials and OneUSG Connect Attend “The Fiscal Year Budgeting Process: Lessons Learned and Future Enhancements” session Friday 9:45am UGA will demo their Hyperion Budget Management and Budget Amendment solution

USG Consolidations Completing our 5th Consolidation project Merged two sets of GeorgiaFIRST institutions: ABAC (A) + Bainbridge (B) = ABAC (A) Georgia Southern (A) + Armstrong (B) = Georgia Southern (A)

Current Projects and Initiatives

Keeping the Application Current Oracle Critical Patch Updates (CPU’s) Apply quarterly Proactive, stay current policy Oracle Maintenance and new features Apply annually Retrofit BOR customizations Full system test

Annual Oracle Maintenance Release 2018 Release Number: FREL5.40 Applying PeopleSoft Update Images (PUM): 9.2.024 through 9.2.027 Includes PeopleTools Upgrade 8.55.23 to 8.56.10 System Downtime: Begins 5:00pm Thursday, November 29th Available again by 7:00am Monday, December 3rd

Annual Oracle Maintenance Release 2018 New Classic Plus stylesheet Unifies the look and feel of Classic and Fluid pages Buttons green, padding increased, fonts match Not all pages converted to Classic plus yet

Annual Oracle Maintenance Release 2018 Single Sign-on for Financials Permits a user to access multiple applications with one set of login credentials SSO and Multifactor Authentication are OneUSG Connect requirements Attend Debora Exum’s session “GeorgiaFIRST Financials Annual Maintenance Release” Thursday @ 9:40am

Augusta University Financials Project Working with Augusta University to transition hosting and support of their Financials from Cerner to ITS Project referred to as “Lift and Shift” Go-live planned for May 30, 2019 Next Step Analyze all current USG Financial models with a goal of creating a “Best in Breed” application Timeline not yet determined

Our Future

How do we get there?

Change Control Process OneUSG Connect team has been actively engaged in utilizing a formal Change Control process and committee to prioritize efforts. GeorgiaFIRST Financials will be working with the committee as we move forward to help guide our priorities. Cost Resources Timelines

Improve Budget Functionality Additional Budget Prep enhancements Financials and OneUSG Connect Budget Amendment Functionality On hold until: Budget Prep improvements completed Vacant ITS Budget Prep BSA position filled

Implement new Modules Implementation of Grants Suite: Accounts Receivable Billing Grants Project Costing Contracts

Take Advantage of Delivered Features Accounting Tags Similar to SpeedCharts Automatically fills in the accounting information New Query Tools Connected queries Can link multiple queries to a single parent query Implement Procurement Contract functionality Attend “Procurement from A to Z” Friday @ 9:45am

Identify a Reporting Solution Looked at options within database Department Manager Dashboard iStrategy Support Challenges (e.g. Vendor has to make needed changes) Need to sunset or upgrade Oracle has not announced their direction (Business Analytics) Will look at reporting tools currently used UGA – Hyperion, etc.

Implement PeopleSoft Test Framework Automates system testing Reduces the overall time of manual testing Speeds up deployment

Questions