1. EPIC Update Series – I Department Communications April 2005

2. 2 Purpose and intent of EPIC meeting series Provide a regular forum for information sharing Not design discussions Not training Purpose is to communicate critical EPIC implementation processes and to manage expectations Plan for fiscal officers to cascade this information to their departments

3. 3 Overview of EPIC implementation time line Phase III * May 05 Phase IV Oct 05 Phase 1 June 04 Phase II Dec 04 Vendor subsystem for Disbursement Voucher Pre Disbursement Processor (PDP) (Replacement for TOPS PSI) Basic system for B2B vendors TOPS decommissioned Remaining functionality for standard & recurring orders (TOPS Web decommissioned & no additional requisitions or orders created in TOPS) Phase V ** Dec 05 * May Date may slide a few weeks. ** December date is fixed.

4. 4 Phase III implementation details Pilot implementation will be with Canon IV only Only pilot departments will be involved initially IUB - School of Education (Lisa Brameier) IUPUI - School of Nursing (Michael Vaughn) IU East - Information Technology (Syndi Knorr) IU Northwest - Purchasing (Cindy Kurpis) IU Northwest - Technology Support (Kris Bagan)

5. 5 Phase III Rollout – expanding vendors and departments throughout the summer Implement Canon IV With Pilot Depts Rolloutt Canon IV To other Depts Stabilize implementation Implement 2 nd B2B Vendor With Pilot Depts Rollout 2 nd B2B To other Depts Implement 3 rd B2B Vendor - Pilot Rollout 3 rd B2B Rollout 4 th B2B Pilot 4 th B2B Pilot 5 th B2B 2 -3 weeks 2 weeks1 week3 days Hypothetical timeline Go live date

6. 6 Planning for Phase IV implementation Purchasing staff will re-enter all current 05-06 blanket orders Current blanket orders in TOPS will be closed releasing the outstanding encumbrance Purchasing will set up EPIC recurring payment orders (this is the “replacement” for blanket types) EPIC orders encumbrance will be set to the outstanding TOPS amount

7. 7 Implications for fiscal year-end processes Departments should enter blankets as normal for FY05-06 in TOPS with a full year encumbrance Purchasing staff will re-enter all current 05-06 blanket orders in EPIC as recurring payment orders If departments need blanket orders previous to the current FY05-06 re-entered into EPIC, they will need to notify Purchasing Goal is to ensure that only current, active blankets are re-entered into EPIC

8. 8 PO clean up progress – BL/IN Some progress has been made but there is more work to do

9. 9 PO clean up progress – Regional Campuses Some progress has been made but there is more work to do

10. 10 EPIC vendors – DV and PO type EPIC vendors have a designation of DV or PO type vendors DV type vendors are set up to process a DV and have never been issued a PO PO type vendors have been issued a PO Because EPIC vendors have only been used for DV’s to date, nearly all EPIC vendors are DV type Approximately 1,600 EPIC DV type vendors are in TOPS - which means they will become PO type vendors upon the vendor conversion If a PO type vendor is selected for a DV payment, that DV will route to purchasing

11. 11 Using a PO type vendor on a DV

12. 12 Ongoing communications Sign up for the EPIC List-serve send email to listserv@indiana.edulistserv@indiana.edu place subscribe EPIC-l in the body (not subject) the remainder of the message text should be blank; any additional signatures that automatically appear on your email should be removed. EPIC-l will be used to communicate training sessions and provide system update information during implementation