General FAQ's

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What is ERP?

ERP is an acronym that stands for Enterprise Resource Planning. ERP refers to a category of software packages that are designed to integrate functions across an organization onto a single computer system. For UC, an ERP package has been chosen to replace the College and University Finance System (CUFS) and to streamline and standardize key business processes in the areas of Accounting, Budgeting, Grants, Endowments and Procurement.

In June 2004, UC also selected an ERP package to replace the Integral Human Resources Management System (HRMS) which will help to streamline and standardize key business processes in the areas of Compensation and Personnel Administration.

What is SAP and why did UC choose it?

SAP is an acronym that stands for Systems, Applications, Products in data processing (although the full name is rarely referred to). Based upon "Best Practices", SAP is a software product that provides companies with the ability to select the functionality that they desire to run their business, while fully integrating all functions in a company in a process-oriented fashion. SAP, being one of the world's leading ERP vendors, invests millions of dollars annually for research and development, leading the way in innovative approaches to business process improvements and utilizing the technologies to streamline operations.

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Do any other Universities have a similar system being used successfully?

SAP has been successfully implemented at more than 150 universities worldwide including Duke University, MIT and University of Mississippi. Universities recently acquiring SAP and currently performing initial implementations similar to UC include the University of Kentucky and Johns Hopkins University.

What is UC Flex?

"UC Flex" is the name of the SAP system that encompasses the replacement of the College and University Financial System (CUFS) and the Human Resources Management System (HRMS). The name reflects UC's objective to provide UC staff with increased flexibility in completing business operations by offering a broader range of functionality and tools through the mySAP Business Suite software.

Note: UC is currently working on a Grants Management initiative (COEUS) and modifications to the UniverSIS Student Billing and Receivables System which in the future will interface with the UC Flex system.

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What is UC Flex Financials?

UC Flex Financials was formerly known as the Financial Systems Replacement Project (FSRP). UC Flex Financials will replace the College and University Finance System (CUFS) with a mySAP Business Solution that applies current technology and best business practices to improve the University's financial management operations.

The UC Flex solution will provide UC with a set of consistent financial policies, procedures and processes that will improve the University's ability to capture and access the financial information needed to better manage its operations and financial position.

What is UC Flex Human Resources?

UC Flex Human Resources was formerly known as the Human Resources Systems Replacement Project (HRSRP). UC Flex Human Resources will replace the Human Resources Management System (HRMS) with a mySAP Business Solution that applies current technology and best business practices to improve the University's Human Resources functionality.

This decision, in combination with collaborative design and implementation efforts between UC Flex Financials and UC Flex Human Resources, will provide the University with a truly integrated Enterprise Resource Planning (ERP) system once both systems are in production.

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What is the scope of UC Flex Financials?

The following processes have been identified as in-scope for UC Flex Financials:

• General Ledger
• Accounts Receivable, Revenue Management
• Accounts Payable
• Asset Accounting
• Funds Management
• Purchasing and Procurement
• Managerial Accounting
• Project Accounting in Capital Finance
• Grants Management
• Budget (including Position Budgeting)
• Endowment and Investment Accounting
• Reporting

The following processes have initially been identified as in-scope for UC Flex Human Resources:

• Position Management
• Recruitment
• Personnel Administration
• Time and Payroll Management
• Benefits Administration
• Compensation Administration
• Payroll and Payroll Accounting
• Personnel Development & Training
• Manager and Employee Self Service

Note: The final implementation business scope will be determined during the Project Preparation phase in early 2005.

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How will we know that UC Flex Financials has been successful?

We will know that UC Flex Financials has been successful when the mySAP Business Suite (in the areas of Accounting, Budgeting, Grants, Endowments and Procurement) has been implemented on time and within budget, while increasing key business performance and minimizing organizational impact.

How will we know that UC Flex Human Resources has been successful?

We will know that UC Flex Human Resources has been successful when the mySAP Business Suite (in the areas of Position Management, Recruitment, Personnel Administration, Time & Payroll Management, Benefits Administration, Compensation, Payroll & Payroll Accounting, Personnel Development & Training, Manager & Employee Self Service) has been implemented on time and within budget, while increasing Human Resources' performance and minimizing organizational impact.

Is UC Flex a high priority for UC?

Yes! UC Flex is definitely a high priority for UC from a number of perspectives.

How Does UC Flex Support UC|21?

UC Flex supports UC|21, UC's Academic Strategic Plan, by "providing a business platform for the management of UC's complex programs with better, timelier management information."

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What is the timeline for UC Flex Financials?

The implementation timeline for UC Flex Financials will deliver an operational SAP system in 18 months, coinciding with the beginning of Fiscal Year 2006. The financial system replacement implementation began in December 2003 and is expected to go-live in July 2005.

What is the timeline for UC Flex Human Resources?

The timeline for UC Flex Human Resources has yet to be determined. Expect more information in early 2005.

Who is working on UC Flex?

The UC Flex team is a collaborative effort, drawing resources and skills from UC, IBM and SAP. The team structure is designed to support knowledge transfer to UC staff so that UC can establish a core competency in the operation and maintenance of the new SAP system (i.e. UC Flex).

For UC Flex Financials, UC has partnered with both IBM and SAP. Currently, around 40 UC staff and 22 IBM/SAP consultants are working on this project.

For UC Flex Human Resources, UC is currently determining who it will partner with so the actual HR project team has yet to be determined. Expect more information in early 2005.

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Will we see UC Flex before it is implemented?

Yes — absolutely!

As each UC Flex project moves through the Realization phase, where the SAP system is configured and programmed to meet UC's requirements, there are several opportunities for UC staff (in addition to the UC Flex Project Teams) to become familiar with UC Flex. These include: Configuration Sessions, where the new system is demonstrated as it has been configured for UC; User Acceptance Testing, where UC staff who are not part of the Project Teams get to test and accept the new system; and End User Training, where UC operational staff will be trained on the new system prior to UC Flex various go-live dates. There will also be Road Shows that will demonstrate examples of UC Flex functionality and respond to questions from the UC Community.

Which systems will be replaced by UC Flex?

The main systems that will be replaced by UC Flex are the College and University Financial System (CUFS) and Human Resources Management System (Integral). However, it is anticipated that a number of ancillary systems currently in use will also be replaced.

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Which systems will interface with UC Flex?

Through discussions with UC's Business and IT Community, the UC Flex Financials project team has identified a number of UC systems that will need to interface with the financial portion of the mySAP Business Suite.

The UC Flex Human Resources project team has yet to determine which systems will need to interface with UC Flex. During the Blueprint phase, system interfaces will be identified.

Will I have access to the same information that I currently have access to?

Yes — but it may look different. The mySAP Business Suite will provide an integrated system designed to contain the data and information that you need for on-line and hard copy financial reports.

How did IBM get the contract for UC Flex Financials?

In 2003, UC issued a Request For Proposal (RFP) for technical and consulting services for the implementation of the mySAP Business Suite Solution for the Financial Systems Replacement Project (now known as UC Flex Financials). In an open-bid process, IBM Business Consulting Services (BCS) and numerous other implementation partners responded. After presentations by the respondents, UC short-listed IBM BCS, and IBM was selected after an evaluation of oral and written submissions by the short-listed companies.

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Will we flip the switch to UC Flex or will there be a phasing out of the old system(s)?

In order to minimize the disruption to business, for UC Flex Financials UC has chosen to avoid an extended period of parallel operations (i.e. working in both the SAP and current UC legacy systems at the same time). A parallel approach would require transactions to be entered in both the old system and the new system, while "flipping the switch" directly to UC Flex will eliminate the need to complete double entry of data.

What happens if we turn on UC Flex and it doesn't work?

The go-live dates for UC Flex projects cannot be changed without severe consequences that include additional cost to the University and greatly diminished productivity. Therefore, any event short of a total disaster will result in the system going live with reduced capacity or efficiency until the problem can be fixed.

In order to minimize the risk of system failures at the go-live dates, several types of testing activities will be employed to confirm that the configured business processes meet design requirements and that the technical environment is prepared for production.

How often will UC employees receive an update on UC Flex activities?

Communications is crucial for the successful implementation of UC Flex. The UC Flex leadership and the UC Flex Program Management Office (PMO) recognize that it is important for the UC Community to receive timely, meaningful information about UC Flex projects. Directly impacted UC staff will be kept informed about UC Flex projects throughout each project's lifecycle using a number of different communication vehicles including Newsletters, E-mail, Road Shows, Web sites, etc.

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Will training be provided for employees using the new system and processes?

Yes. Ensuring that all personnel are adequately trained prior to using or working with the new SAP system is an identified "Critical Success Factor" for the UC Flex initiative.

Where can I go for more information about UC Flex?

The primary communication vehicles for UC Flex are currently the UC Flex Financials and Human Resources web sites, Listservs, the FAQ of the Month and the Newsletter. However, there are a number of other valuable sources of information available for the UC Community to utilize.

What has the UC Flex Financials project team accomplished so far?

The UC Flex Financials project team has completed the first two phases of the ERP implementation lifecycle: the Evaluation and Project Preparation phase and the Business Blueprint Phase. The project team is now in the Realization phase.

Who is responsible for implementing these changes? Will I be involved?

The changes will require the help and support of all directly impacted members of the UC Community. While some are currently involved with the UC Flex Financials project changes on a daily basis (e.g. Project Team members, SME's, Business Process Owners), others are currently involved with choosing the implementation partner for implementing UC Flex Human Resources. Moving forward, we can all support the UC Flex projects by embracing the changes and optimizing UC's investment in the new system and business processes.

How can I help my staff accept the upcoming changes?

You can help UC employees accept the UC Flex changes by staying informed about the projects, communicating the information that you learn to others, showing willingness to participate in UC Flex activities and being positive about UC Flex to others.

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