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Update and Reminders after Financials Systems Go Live

From: 
Diane Goddard, Vice Provost for Administration and Finance
Sent: 
Tuesday, December 12, 2017, 2:45 p.m.
To: 
KU Lawrence All Staff, Faculty and Affiliates

Sent on behalf of Vice Provost for Administration and Finance Diane Goddard

Colleagues,

A week ago we successfully implemented two key components of the Financial Systems Transformation project. Four of our five new systems are now available:

  • Financials in the Cloud (FITC)
  • Planning and Budgeting Cloud Services (PBCS) Planning
  • Streamlyne for research grants
  • Concur for travel and P-cards

We look forward to implementing Oracle Analytics Cloud (OAC) for reporting and business intelligence in January, along with PBCS Management.

Below are some thoughts and reminders as we all continue this transition.

Process and Workflow

This system implementation has been smooth for such a large and complex project. A lot of time and effort went into planning and setting up the new systems prior to go live. During this complicated process, we know things may have been missed or done incorrectly when configuring the systems and transferring data. There have been some issues with workflows, which we are quickly addressing as they come up.

Security Profiles

Security is a top priority, and our new systems allow us to be more deliberate and granular in setting system security profiles. We have created and assigned security profiles to allow access based on your roles and responsibilities. You should be able to accomplish your work tasks in the new systems, however your access may not be as broad as it was in the old systems.

Training

Many of you have participated in training, and we continue to refine our training and documentation based on your feedback. We will be offering extensive training for the foreseeable future to ensure you have an opportunity to become familiar with and comfortable working in the new systems. You can find training and many more resources in the Finance Systems Resource Center on KU’s myCommunity.

Travelers and P-Card Holders Process

For many of you, travel and reimbursements may be your only touchpoint with the new systems. The process for travelers and P-card holders has not changed. Please continue to work with your Shared Service Center on travel and reimbursements. One important benefit for you is Concur’s mobile app, which allows you to take pictures of your receipts while traveling and submit them electronically.

Thank You

I am proud of the incredible project team, composed of staff from across campus, and their efforts to implement these systems. We still have work ahead of us, so I appreciate your continued partnership and patience as we address issues and optimize these new systems.

Your feedback is extremely important to the success of these systems and our ability to address any issues that are causing difficulties for you and your colleagues. If you identify any issues with functionality in the new systems, please contact fsku@ku.edu. Please send other general questions, comments and feedback to fst@ku.edu.

Thank you,

Diane Goddard
Vice Provost for Administration and Finance

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