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MONTHLY KEY MESSAGES August 2017
Streamline. Simplify. Organize. Automate.
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Executive Summary President Mitch Daniels video supports business transformation projects Click HERE to watch Showcase events create campus awareness across the University across roles(Admins, Clerks, Managers, Directors) and work areas (Business Management, Building & Grounds, HR) 4 Events on campus to build awareness ~450 attended PowerPoint Presentation Physical Facilities Enterprise Asset Management (EAM) changes move into production in October 2017. Maintenance Testing and Training Overview (West Lafayette) and Capital Projects Testing and Training Overview Human Capital Management Readiness Assessment provides useful feedback to prepare our stakeholders Link to key themes Finance – Build is on-track, data cleansing and account mapping steps planned Click HERE to see list of Change Leads Visit Transform Purdue website for newsletters, blogs and Sponsor videos Please share these key messages with your teams and colleagues!
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August Showcase Highlights
What participants heard and liked at August Showcases: Enterprise Asset Management: Everyone (West Lafayette) has the ability to report maintenance issues and track progress online The new system will allow us to track work orders from conception to completion Tracking capital projects through dashboard will save time and provide project status visibility Human Capital Management: The home page on SuccessFactors is easy to use and navigate Elimination of timecard entry and Kronos timeclocks (Automated timecards & exception based approvals) The onboarding process will be automated Leave of absence is easy to see and record in SuccessFactors
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August Showcase Highlights
What participants heard and liked at August Showcase: Finance: Faculty allocations – you will be able to see all available funds in one place via dashboard Faculty accounts balance lookup no matter what the funding source is Departments can identify and segregate resources allocated to faculty for their individual activities Bringing together multi-department faculty reporting Consolidation of GL accounts means better reporting Accurate account balances Closing out unused grants and accounts
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Talking Points: Physical Facilities
Enterprise Asset Management training upcoming schedule: Starting in September For: West Lafayette Technicians, Supervisors, Capital Planning Group & Operations How: Role based process training using instructor led classroom with hands on exercises. Will be supplemented with some on-line training. Training: Maintenance and Capital Project webpages include potential course list created during testing
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Talking Points: Human Resources
Readiness Assessment conducted with ~150 key stakeholders on 7/19: Action Plan: Cascade messaging and information deeper into the units Create experts on the project within the units Provide Answers to critical questions such as policies, job families and process changes What we learned: More transparency of new processes required Need better understanding of how changes will impact various groups Need to ensure that support is in place to sustain over the long run
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Talking Points: Finance
Mapping accounts and data cleansing are in motion Data Object Activity Needed Goal Business Partner Identify active vendors, remove duplicates, assign proper roles, fill in all required fields Scrub 100% of data by 12/31/17 Faculty Allocations Map all faculty accounts to new structure; close any unneeded accounts Map all Faculty accounts by 10/31/17 Funds/Cost Centers/Internal Orders Map all accounts to new framework; close any unneeded accounts Finalize cost center structure & departmental funding structures 11/15/17 Grants Close all inactive grants 100% of inactive grants closed by 12/31/17 Accounts Receivable Scrub all open accounts receivable balances and close inactive accounts 100% of accounts cleansed by 12/31/17 Accounts Payable Close Open PO line items, Open GR/IR, Open purchase requisitions, pending Concur transactions, outstanding checks, and prior year checks
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Timelines April 2017 – July 2018 Today
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Resources Dedicated Webpage, Communications, E-mail
Transform Purdue website: Transform Purdue Communication Tools: .html To find your change agent: k.ht
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