Project Café Update LRTL Meeting November 2008 Jason Schober Director, Project Café

1 Agenda n Launch is a ‘go’! n Purchasing update n New security form n Communications update n Getting ready for go-live n Questions?

2 ‘Go’ decision has been made! n Latest round of ‘go/no-go’ meetings was held last week n The recommendation to ‘go’ was presented to ESEC on 11/10 n We now embark on our final cutover process to move from CUFS to Café

3 Cutover approach n Go-live date is December 8 th n Neither CUFS nor PeopleSoft/NUFi will be available the week of December 1 st n All December activity should occur in the new systems n Some November activity may end up posting to December

4 Cutover approach All functions will be available to users on December 8 th, including  PeopleSoft Financials (NUFinancials)  InfoEd  FAMIS  iBuyNU  NUPortal  Cognos reports

5 Cutover approach n Data will be converted in a summary fashion  Underlying document history will not be converted  Summarized monthly totals for periods 1-3 FY09 will be converted n Budgets and encumbrances will reflect a snapshot of when conversion begins n See

6 Purchasing update n Jim Konrad, Director, PRS

7 New security form n We have completed our load of user security and workflow roles from the Excel spreadsheet templates  These spreadsheets can no longer be accepted  All requests for access activation, modification, and deletion must now use the new security form

8 New security form n All systems implemented by Project Café will use a single form n Form is paper-based, as employee, department head, and Dean’s office signatures are required n Café security administrators will perform account activations, updates, deletions, etc.

9 General instructions

10 Copy from existing user If desired, access can be cloned from an existing user

11 Check boxes next to roles

12 Workflow setup standardized

13 Department, project, salary access

14 FAMIS roles access

15 Required approvals

16 New security form n Form is available on Project Café web site and via NUPortal n This form also replaces the previous InfoEd security access form n Separate version of this form will be used to request access to central office roles

17 Shopper vs. requester n Shoppers  Have direct access to the iBuyNU marketplace (login with NetID/EMPLID)  Do not have access to core NUFinancials  Select items and forward cart to requester

18 Shopper vs. requester n Requesters  Do have access to core NUFinancials screens and functions  Do not log in directly to iBuyNU (an order is created in NUFinancials first)  Approve shopping carts, create requisitions

19 Communications update n NewsBrief sent last night; additional Café communications planned through go-live n Letter from Provost Linzer to be sent to faculty tonight n A note from ESEC to NU community about go-live to come week of 12/1 n CUFS team is sending targeted notices about key dates/processing cutoffs

20 Café web site updates n A great deal of information is being posted on the Café web site lately  iBuyNU vendors list  Key CUFS cutoff dates  Info on what is being converted  Open lab sessions calendar  Training calendar n Check back often!

21 How your users can prepare n Attend training: the info you need is online at n Learn your new chart strings: see the COA crosswalk online at n Manage around key cutover dates: the list is available through our home page announcements

22 Training enrollments Thank you for your help!

23 Using the system at go-live It is reasonable to expect that the initial go-live period will be somewhat bumpy  Tweaks to user security access  Too many or too few workflow s  Confusion about new processes  Wait times for help desk calls  System downtime to fix issues  General aches and pains associated with replacing a 25 year old system!

24 Getting help n Our help desk has been getting ready by attending training and fielding user calls during testing  Via phone: 1-HELP (1-4357) option #2  Via n We have also reserved our training rooms for ‘open lab’ sessions for several weeks after go-live. Schedule is available from our home page:

25 Questions?