1. WFS Wesleyan Financial System
Design & Development Phase Meeting for
WFS Implementation
October 22, 2008

2. Design & Development Phase Meeting Agenda
Welcome – John Meerts, Michael Roth
Where we are
Project Time Line
Project Phases and related activities
Details on the Design Phase
Questions/Discussion

3. Project Time Line Phase 1: Plan. June-July 2008. Complete
Phase 2: Analyze. July-October % Complete
Phase 3: Design & Development November - April.
Phase 4: Testing and Training February-May.
May - June
Phase 5: Prepare to Deploy

4. Modules Chart of Accounts/ Core System Grants Fixed Assets
Project Costing
Accounts Payable
Purchasing
Cash Management
Budget Planning/ Hyperion
Endowment Management
Commitment Control
Accounts Receivable

5. Where we are – Completed Phases
Phase 1: Plan – Define project scope, organize staffing, high-level plan. Complete
Phase 2: Analyze – Develop “as is” process flows, review business processes in detail, conduct fit/gap sessions. 95% Complete – 0nly final fit/gap reports need to be completed.

6. Phase 3: Design & Development
Beginning now, going through April (approx)
Project Teams will meet intensely
Develop setup values and configuration of your module
Teams will be provided a list and sequence for determining configuration values
Evaluate issues raised during fit/gap and begin to define new process flows using WFS
Define major reports and processes
Near the end of this phase, a working database with sample transactions and converted data should be ready for full testing

7. Phase 4: Testing and Training
February – May; will overlap with Design & Development phase
Develop detailed testing scripts (scenarios with all possible combinations of transactions)
Teams and staff outside teams will do extensive testing
Training will be designed first for testers, then for entire community of users

8. Phase 5: Preparation to Deploy
May until July 1 (when we deploy)
Final detailed testing by a wide variety of staff will be done
Finalize documentation; update all Finance Office official documentation, including web pages
Finalize and test security and work flow
Final data conversions

9. Design & Development Phase Details

10. Team Responsibilities
Conveners will establish regular (weekly) meetings
Meeting notes and significant decisions will be recorded and maintained on WesFiles
Template forms will be used to record configuration values, report requests, modification requests and process details
Team meetings will be attended by a technical and Smart ERP staff person

11. Team Meetings Try to keep meetings within the time setup in Outlook
Meetings should focus on actual data and actual circumstances, not hypothetical situations
Detail work can sometimes be effectively assigned to a sub-team or an individual, and then reviewed by the whole team
At the end of every meeting, summarize the decisions made, tasks assigned and outstanding issues to be discussed at next meeting

12. Team Meeting Timing
We have 14 teams – a lot of meetings to schedule and potential for conflicts
Not all teams need to start meeting immediately
Teams with core setup begin first
G/L
Accounts Payable
Accounts Receivable
Cash Management
Commitment Control
Security
Conversion/Interfaces
Technical/Bolt-ons
Include Wesleyan Financial System Teams and Cathleen Valdesere in all meeting invites

13. Customizations and Modifications
We want to be as “base-line” as possible, but some customizations and modification are inevitable
Known customizations
Security
Work flow
SmartKey
1099
All other modifications that seem desirable during team discussions must be requested on Change Request Form

14. Documentation
Teams will be provided with a Configuration Document and Fit/Gap analysis document from Smart ERP
Documenting team decisions and outstanding issues is very important
Use Open Items Database to maintain outstanding issues
Use template forms to maintain
Setup values
Report specifications
Process details
Keep meeting notes in your team folder in WesFiles

15. Subscribing To WesFiles
Subscribing to a WesFiles folder will send an e- mail notification to you every time a new document is added or modified
The will include a link to the document
An easy way to keep track of what is going on with your team
Step-by-step procedure is in WesFile directory:
Campus Committees> WFS Implementation> WFS Teams> All Teams> Lists and Instructions

16. WFS Blog
A blog for the project has been developed and will be used to keep the Wesleyan community up to date on the implementation
Link to blog is in Employee Portfolio under Administrative Applications
Link is also on the Finance Office home page just under the link to Finance Monthly

17. Questions and Discussion