The Unexpected Webification of FRS Financial Records System or Steve Machuga Gil Thornfeldt “A funny thing happened on the way to electronic forms” Copyright Wesleyan University, This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.

Wesleyan University2 Review of Financial Systems guided by basic principles: 1. Base decisions on institutional & departmental goals 2. Integrate planning for Finance systems technology 3. Develop a single data repository or warehouse 4. Enter data once, closest to the source 5. Ensure users receive the proper level of training 6. Use generic web tools when feasible 7. End user access to base information, with security 8. Work-flow employed for paperless flow of data, forms and reports

Wesleyan University3 Issues and Problems An aging, but capable system that is not “user-friendly” Perception is Reality Frustrated users, impatient management Limited resources Distributed user base User sophistication pyramid Training

Wesleyan University4 Users: Data access and entry should include: Web enabled user-friendly solution Greater access to data Satisfy the need for detail Eliminate shadow systems Security considerations Flexible for all user levels Access to training

Wesleyan University5 Data access survey indicated three levels of reporting needs Static, monthly reporting Dynamic, user defined reporting Data download to spreadsheets

Wesleyan University6 The Game Plan! Purchase FRS vendor software, e-Print, for static reporting Develop a data warehouse, Inquiry License electronics forms software, ELF, in partnership with University of Maryland. Use Wesleyan’s Employee Portfolio to access applications.

Wesleyan University7 Implementation sequence E-Print – fully implemented December, 2001 –Roll out reports on staggered basis Inquiry – fully implemented December, 2002 –Utilized pilot test group –Enhanced systems to add AP detail ELF (Electronic Forms) – April, 2003 –Utilizing pilot test group –Journal Entry forms only –AP and Travel to follow

Wesleyan University8 The “Wizard of Oz” solution Most Users never go “behind the curtain” Extends the life of FRS (3-5 years?) Low cost & maintenance Groundwork for potential PeopleSoft Financials

Wesleyan University9 Basis for post-FRS Financials Develop a web culture of data access Re-design account and object code structures Utilize FRS system attributes more effectively Engage the users in Financial System design process unburdened by a major systems implementation

Key Lessons Expect the Unexpected Embrace the Unexpected Enable the Unexpected Enhance the Unexpected Encourage the Unexpected The Unexpected Webification of FRS Financial Records System

Questions & Comments The Unexpected Webification of FRS Financial Records System Steve Machuga -Director of Administrative Systems Gil Thornfeldt - Director of Financial Services Copyright Wesleyan University, This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.