PS Financials Communication/Training

Core Team Meeting

April 28, 2003; 10:30-12:20 p.m.

Hullihen Board Room

Minutes

Present: Peggy Bottorff, Paul Anderson, Michelle Broadway, Christine Cook, Al Fanjoy, Bill Fitzpatrick, Steve Grasson, Lisa Huber, Ginger Knutsen, Ellen Lepine, Tim Miller, Chris Murphy, Eileen Prazniak, Dee Smith, Linda Somers, Amy Taylor

Logistics

• Next Meeting: May 5, Hullihen 130
• Minutes next time: Dee Smith
• Minutes this time: Steve Grasson
• LAM user id reminder:

Peggy reminded Team to supply the name and unix sign- on name for up to one additional person for early LAM training, to be supplied to Rick McCaulley so that accounts can be set up

• More descriptive unit/department list on web site (to help people find their comm. team rep):

It was decided that each team member would supply Al Fanjoy with a list of areas which they represent. This would be added as an additional column in the contact page in the help section of http://www.udel.edu/UDFS/info/

Training Plan Status Update

• Query class:

Comment about log-on problems on Friday morning. (System was also down Friday afternoon).

• Trees Class subgroup report – Chris Cook: No new news.
• Know thy Data subgroup report – Ellen:

Working on tables. To get together this week. Al pointed out information on some tables is available at http://www.udel.edu/UDFS/comm-draft/ -- click on Data Dictionary on left.

• LAM – Peggy:

Linda volunteered to test the existing LAM documentation. Still no volunteer on writing up how to encumber so Peggy will do it.

Basic Training

• Peggy will have a working session Monday, 5/5, 1:30 until 4 for Basic Training. Would like team members to attend if possible. Would like a rep from Know thy Data. Will probably take place in 003 HH.
• It was decided that there would be two sessions. The first would be Basic 101 which would take place in June before “go live” on July 1. The second, Basic 102, would take place after July 1.
• Basic Training 101 will likely be a combination Power Point presentation with the trainer having a window also available to the Peoplesoft Training Database. As an option, a trainer will be able to use a room where trainees will also have a pc but this will not be mandatory. Homework will be given to trainees.
• Basic Training 102 will be in part a follow-up to review problems and questions. There may also be a more detailed discussion on how department trees work. Included will be problem solving, troubleshooting, updates, and security.
• The topics to be covered in Basic 101 are:
• Timeframe – what goes live when
• System requirements
• Chartfield review
• Speedtypes verses purpose
• Security
• Basic Reporting
• See EZ Queries for Basic Users
• Query viewer verses query manager. How to look up balances and transactions, etc. using query viewer and public queries.
• Entering JV’s
• Concept of Trees
• Mention of Procurement training which Procurement Services will be doing.
• How to get monthly statements
• Export to Excel
• Printing

Path Forward:

New JV’s should be ready by mid-June but not needed until July. Old jv forms to be used for 02-03, new ones for 03-04

IMPORTANT INFORMATION ABOUT CLOSING for F03

• Rick McCaulley discussed issues with team:

• Goal: close old system quickly so people use new system sooner

• Goal Timing: third close by August 1

• First Close Goal: July 1; reports out by July 3 (Thursday)

• Second Close Goal: July 8 Tuesday; gives 2 working days

• Team suggested first close goal as 6/30 and 2^nd close goal as 7/9. Even this would be difficult for some areas such as Facilities. Team also suggested that in addition to a close schedule reminders be sent out as soon as 1^st close was on GA-PRD and DataWarehouse and that paper statements for 1^st close be distributed as soon as possible.

• There were some questions about salary accruals for academic year staff. However, this should be available for first close.

Submitted by Steve Grasson