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Technology Day - CMS Session - Overview: Chris Manriquez Human Resources: John Lynn Finance: Technology Day - CMS Session - Overview: Chris Manriquez Human Resources: John Lynn Finance: Allyson Bates Campus Solutions: Susan Kachner 1 September 21, 2006 2: 15 – 3: 00 pm

Agenda l l l CMS General Items CMS Committee Overviews CMS Support Systems CMS Agenda l l l CMS General Items CMS Committee Overviews CMS Support Systems CMS Training & Support CMS Project Status Updates – – – 2 Human Resources Finance Campus Solutions (Student Administration)

CMS General Items l New CMS Space Plan – Library 6 th Floor Space CMS General Items l New CMS Space Plan – Library 6 th Floor Space l – College Park 800 & 830 l l – House Project Office and the HCM/HR and FIS Projects Improvements to be made in CP 830 Library 2 nd Floor Space l l l 3 Became cost prohibitive for improving location House SA Project Reorganization of IT Division locations Utilizing 2 nd floor space for meeting / fit gap rooms

CMS General Items l CMS Staffing Challenges – – CSUF is encountering difficulty hiring CMS General Items l CMS Staffing Challenges – – CSUF is encountering difficulty hiring and retaining business analyst and technical staff Existing Project Requirements have Grown l l l 4 Timelines for upgrades have been collapsed to a point where they are nearly continuous Once software is implemented, the BA role becomes important to both operations and upgrades simultaneously The campus requests for enhancements and bolt-on’s to CMS will continue to grow

CMS General Items l Communication – 5 Redesigning CMS Website to provide timely project CMS General Items l Communication – 5 Redesigning CMS Website to provide timely project updates per Application / Area (October 06)

CMS General Items l Communication – – Monthly CMS Divisional Finance Manager’s Meetings Various CMS General Items l Communication – – Monthly CMS Divisional Finance Manager’s Meetings Various Sessions l l l Finance Demo / Exposure Session (Completed May/June) Technology Day CMS Campus Solutions Launch and Demo Session – – 6 September 27 in PLN-130, 2 – 4 pm Please forward your suggestions and feedback to [email protected] edu

CMS Committee Overviews l CMS Steering Committee – Finance Big Concepts Review and Approval CMS Committee Overviews l CMS Steering Committee – Finance Big Concepts Review and Approval Process – Big Concepts include: ü l CMS Finance Management Team ü l CMS Steering Committee l l – 7 Definition of Chart of Accounts üü Custom Front-End for Requisition Entry üü Department Level Security for Custom Front-End ü Requisition Entry Custom Front-End for Online Budget Transfer ü Two new student representatives on the CMS Steering Committee l Daniel Ramsey and Cailen White

CMS Committee Overviews l Forms Committee – – Completed review for software (E-Forms) Limited CMS Committee Overviews l Forms Committee – – Completed review for software (E-Forms) Limited section pool forms Recommending E-Forms to CMS Steering Committee Next steps are: l l 8 Discussions on campus wide forms across all applications Providing a recommendation on campus support needs form deployments

CMS Committee Overviews l Reports Committee – – – Steering Committee approved recommendation for CMS Committee Overviews l Reports Committee – – – Steering Committee approved recommendation for software (Brio) New Committee Chair: Lisa Kopecky Next steps are: l l 9 Discussions on campus wide reports across all applications Providing a recommendation on campus support needs for report deployments

CMS Support Systems l Brio Hyperion Installation: – Reporting tool to be used by CMS Support Systems l Brio Hyperion Installation: – Reporting tool to be used by campus to access reports l l l Brio version 9. 0 purchased Specifying hardware for new installation Working with Admin and Finance Division for transition plan – l l 10 Currently using 6. 0 Reporting Committee to discuss access and deployment Timeline: March 2007 Go Live

CMS Support Systems l File Net Upgrade – Scanning, imaging, and repository l l CMS Support Systems l File Net Upgrade – Scanning, imaging, and repository l l l 11 File Net version P 8 purchased Specifying hardware for upgrade Installation to include E-Forms as an Informed Filler Replacement Stage releases for Content Engine and Process Engine functionality Timeline: January 2007 (installation Go Live) – CMS Team will be contacting current imaging end users to ensure minimal or no change.

CMS Support Systems l CMS Data Warehouse l l l 12 Sun hardware installed CMS Support Systems l CMS Data Warehouse l l l 12 Sun hardware installed and testing in-process. CO discussing the use of newer EPM 9. 0 software for 8. 9 DW installations – may include additional costs (installation and hardware) Planning begun on disaggregating of current campus data warehouse (Ziggy) Timeline: September 2006 (8. 0 installation Go Live) Timeline: March 2007 (Anticipating installation of EPM 9. 0 for 8. 9 HR and Finance depending on CO decision)

CMS Support Systems l CMS Portal Integration l l l CMS Software Development & CMS Support Systems l CMS Portal Integration l l l CMS Software Development & Operations l l l 13 Selection of a People soft / Oracle tool Driven by Student Admin application Examining these applications and toolsets needed Timeline: October 2007 (Implementation Go Live) HCM/HR 8. 9 instances now available (**) HCM/SA 8. 9 instances now available (**) FIS 8. 4 instances now available ** Collaborative development in HR/SA

CMS Training & Support l Training and Support working closely with all application areas CMS Training & Support l Training and Support working closely with all application areas (HR, Finance and Student Admin) – documenting fit/gap and IDP sessions – assisting with testing end-user functionality creating user training guides including web-based tutorials – l Training and Support will be working with all divisional coordinators – 14 to create a training plan and schedule that will accommodate campus users.

CMS Project Status Updates 15 CMS Project Status Updates 15

Tech Day – CMS Session CMS Human Capital Management / Human Resources (HCM/HR) Status Tech Day – CMS Session CMS Human Capital Management / Human Resources (HCM/HR) Status Update 16

HCM/HR Project Upgrade & Implementation Timeline l March 2007 Campus Go-Live – HCM/HR 8. HCM/HR Project Upgrade & Implementation Timeline l March 2007 Campus Go-Live – HCM/HR 8. 9 Upgrade l l l Retrofit existing functionality Addressing Central and Campus Issues & Concerns Design is 90% complete – l Functional specifications to be completed Development in-process Retrofitting current modifications – Developing revisions requested from Fit Gap & Design Review Sessions – To be completed mid-October – 17 l Testing to begin in October

HCM/HR Project Upgrade & Implementation Timeline l March 2007 Campus Go-Live (cont. ) – HCM/HR Project Upgrade & Implementation Timeline l March 2007 Campus Go-Live (cont. ) – Absence Management l l l l 18 Pending receipt of the Absence Management setup from CMS Central Replaces Leave Accounting and Positive Pay Design Stage in-process Module Fit Gap sessions scheduled to begin week of 10/02 User Work Team Design Review sessions targeted for November timeframe Development to begin in November Testing to begin in December

HCM/HR Project Upgrade & Implementation Timeline l March 2007 Campus Go-Live (cont. ) – HCM/HR Project Upgrade & Implementation Timeline l March 2007 Campus Go-Live (cont. ) – Distributed Functionality l l l 19 Temp Faculty Modification Student Worker Modifications Incorporating campus suggestions / feedback

HCM/HR Project Upgrade & Implementation Timeline l July 2007 Campus Go-Live – Labor Cost HCM/HR Project Upgrade & Implementation Timeline l July 2007 Campus Go-Live – Labor Cost Distribution l l l 20 Process within CMS HR where state paid earnings, taxes and deductions are associated with the appropriate combination of Finance chartfields. Design Stage in-process Module Fit Gap sessions completed User Work Team Design Review sessions targeted for October / November timeframe Development to begin in November Testing to begin in December

HCM/HR Calendar of Events l Campus Involvement – User Work Team Design Review Sessions HCM/HR Calendar of Events l Campus Involvement – User Work Team Design Review Sessions l Completed Student Worker Modification – Temp Faculty Modification – l Yet to be Completed Labor Cost Distribution: October / November timeframe – Absence Management: November timeframe – 21

HCM/HR Calendar of Events l Campus Involvement – User Work Team Testing l l HCM/HR Calendar of Events l Campus Involvement – User Work Team Testing l l l 22 Temp Faculty Mod: 8 hours week of 1/15/07 Student Worker Mod: 8 hours week of 1/22/07 Absence Management: 8 hours week of 2/12/07

Web Functionality Benefits New Look & Feel Personalization Users can customize the CMS look Web Functionality Benefits New Look & Feel Personalization Users can customize the CMS look and feel Grid Sorting Sort by any column in the grid Grid Download Grid Contents can be downloaded to Excel Grid Personalization Change default grid properties Spell Check Some CMS description fields have Spell Check Notify 23 Breadcrumbs replaced with a Left Frame navigation Some modules have built in messaging

HCM/HR 8. 9 Functionality Absence Management Automates the processes around planning for and managing HCM/HR 8. 9 Functionality Absence Management Automates the processes around planning for and managing time away from work. 24 Automates the enrollment into absence plans, validates entitlements and usage of time off based on CSU rules, and processes accordingly. Managers (through Manager Selfservice) or other authorized individuals (centrally) can submit absence requests, approve or deny absence requests, and view current and projected absence balances. Through self-service, employees can submit absence requests, view statuses and balances.

HCM/HR 8. 9 Functionality Base Benefits Track information on benefits programs Provides the ability HCM/HR 8. 9 Functionality Base Benefits Track information on benefits programs Provides the ability to and options capture benefit Record enrollments of employees into programs, Medical and Dental plans including plan enrollments and options and covered dependents dependent Create SCO/PERS benefits transaction information forms to be sent to PERS Report on benefits usage 25

HCM/HR 8. 9 Functionality Benefits Administration Builds and manages a comprehensive employee benefits system HCM/HR 8. 9 Functionality Benefits Administration Builds and manages a comprehensive employee benefits system from automated enrollment to the selection of multiple benefit programs. 26 Establish and manage multiple employee benefits programs Define providers, rates, and beneficiaries and determine eligibility. Calculate coverage for employees who have multiple jobs; calculate and process retroactive benefits and deductions

HCM/HR 8. 9 Functionality Labor Cost Distribution (Uses Commitment Accounting, Manage Payroll Process, Administer HCM/HR 8. 9 Functionality Labor Cost Distribution (Uses Commitment Accounting, Manage Payroll Process, Administer GL Interface, ) Provides the ability to account for labor cost and sends the information to the finance system. Labor Cost Distribution is the primary integration point between the HR and Finance systems. 27 Interface State Controller payroll records into paycheck images Define the GL accounting chartfields applicable to each employee and pay type Distribute and display employer paid costs to appropriate chartfields Report on employee salary expenses Interface of financial transactions in summary to General Ledger

HCM/HR 8. 9 Functionality Position Management Provides functionality that links a specific job to HCM/HR 8. 9 Functionality Position Management Provides functionality that links a specific job to a specific department. Used in budgeting, temporary faculty contract processing, Integrated Postsecondary Education Data System (IPEDS) reporting and tracking of employee job assignments. 28 Track information on organization’s positions for employment in departments including classification, employment type, and reports-to and CSU specific information such as reporting unit and MPP job code Report on position incumbents and vacancies Interface data for the employer paid benefits to the SCO Interface data on labor cost distribution to the Financials GL

HCM/HR 8. 9 Functionality Self Service: e. Benefits Enables employees to view their benefit HCM/HR 8. 9 Functionality Self Service: e. Benefits Enables employees to view their benefit information. 29 Allow employees to view their voluntary medical and dental benefit enrollment (In coordination with Ben Admin) Allows employees to make benefit elections online

HCM/HR 8. 9 Functionality Temporary Faculty Provides creation and management of contract information and HCM/HR 8. 9 Functionality Temporary Faculty Provides creation and management of contract information and creation/update of Job related data. 30 Create/update/manage contracts for temp faculty. Print contracts and other reports. Automatically update Job records via batch process.

HCM/HR 8. 9 Functionality Workforce Management Provides a foundation for employee data, salary/plan grades, HCM/HR 8. 9 Functionality Workforce Management Provides a foundation for employee data, salary/plan grades, and job and personnel data. 31 Track employment history for all CSU employees Record all personnel transactions for employees including appointments, transfers, promotions, reclassifications, in-class progressions, salary changes, leaves, contract extensions, terminations, and retirements Report on workforce statistics by classification and tenure dates Interface data for Employee Salary Projections and Salary Schedule Create reports to support data entry of information for SCO PIMS System Provide simplified automated approach to hiring student employees

Tech Day – CMS Session CMS Finance Status Update 32 Tech Day – CMS Session CMS Finance Status Update 32

Introduction of CMS Finance Team l CSUF Team – – – 33 Business Analysts Introduction of CMS Finance Team l CSUF Team – – – 33 Business Analysts l Allyson Bates, Lead Business Analyst l Shelly Montoya, AP Business Analyst l Joan Horn, PO and Asset Mgmt Business Analyst l Lynn Cayas, GL/Budget Business Analyst Technical Team Documentation / Training & Support Team Subject Matter Experts Module Work Teams & User Work Teams IO Consulting Team l Gary Murphy, Joe Lipnisky, John Leary

Finance Project Implementation Timeline l July 2007 Campus Go-Live – – 8. 4 implementation Finance Project Implementation Timeline l July 2007 Campus Go-Live – – 8. 4 implementation vs 8. 9 implementation Modules l l l 34 GL / Budget Procurement Accounts Payable Asset Management Accounts Receivable & Billing

Functionality / Benefits of CMS Finance l Enhanced reporting capabilities – – – l Functionality / Benefits of CMS Finance l Enhanced reporting capabilities – – – l Opportunity for Business Process improvement – – 35 Campus Community reporting Chancellor’s Office required reporting State required reporting Budget transfers Requisition entry / approval Recharge / reimbursement activity Reports

Finance Calendar of Events l CMS Divisional Finance Coordinators – Completed l l – Finance Calendar of Events l CMS Divisional Finance Coordinators – Completed l l – Divisional Finance Coordinators continue working with their CMS Divisional Finance Support Groups l – 36 FIS System Exposure – Overview of CMS “baseline” system Desktop Reviews – 1: 1 meetings to review FRS Web, FIS reports, etc. In Summer 06: Discussion materials included: Process maps, chart of accounts, FRS conversion mapping, FIS interfaces, department reporting tree, distributed end user reports, distributed end user forms, issues & concerns Continue Divisional Finance Coordinators monthly meeting

Finance Calendar of Events l CMS Module Work Team – Training l l l Finance Calendar of Events l CMS Module Work Team – Training l l l – Fit Gap l l l – – 37 GL/Budget, PO, AP – Completed AR/Billing – October Asset Management - November GL/Budget and PO – In process AP and AR/Billing – to begin in October Asset Management – to begin in November Development: to begin end of September System/Acceptance Testing: to begin January 07

Finance Calendar of Events l CMS User Work Team – Information Meeting on September Finance Calendar of Events l CMS User Work Team – Information Meeting on September 22 nd l – To review Fit Gap process, schedule and roles/responsibilities Training & Fit Gap l l l PO – October 3 -5 GL/Budget – October 17 -19 Dates to be determined for future sessions – – – 38 Accounts Payable Asset Management AR / Billing Reports Forms

Finance Calendar of Events l Fit Gap Training with User Work Team – – Finance Calendar of Events l Fit Gap Training with User Work Team – – l Conduct System Overview Review process maps per divisional feedback (integration points) Fit Gap with User Work Team – – – Review Decisions and Outstanding Issues from Module Work Team Fit / Gap Review divisional issues & concerns and resolution Hold design sessions for gap customizations l l l 39 Req Entry Fund transfers Chartfield change request form “Common” Distributed End User Reports Common” Distributed End User Forms

Tech Day – CMS Session CMS Campus Solutions (Student Administration) Status Update 40 Tech Day – CMS Session CMS Campus Solutions (Student Administration) Status Update 40

Introduction of CMS Campus Solutions Team l CSUF Team – – – 41 Susan Introduction of CMS Campus Solutions Team l CSUF Team – – – 41 Susan Kachner - Project lead and Campus Community module lead Nancy Dority - Admissions module lead Melissa Whatley - Records module lead Maria Mezhinsky - Academic Advising module lead Jan Burnham/Zia Qureshi - Student Financials module lead Ann Sciortino - Financial Aid module lead

Introduction of CMS Campus Solutions Team l Cedar / Crestone Team – – – Introduction of CMS Campus Solutions Team l Cedar / Crestone Team – – – – 42 Jan Loomis - Project manager consultant Melanie Mc. Clellan - Admissions consultant Ryan Meyers/Paul Rhinehart - Records consultant Bonnie Schmidt - Academic Advising consultant Jay Baruch - Student Financials consultant Laura Savage - Financial Aid consultant Fortino Lopez, Tian Xin – technical consultants

Campus Solutions Project Implementation Timeline l Phased-In Implementation Go-Live Dates – – – 43 Campus Solutions Project Implementation Timeline l Phased-In Implementation Go-Live Dates – – – 43 Course inventory (catalog) – August 2007 Summer and Fall 2008 class schedules – September 2007 (begin schedule build) Admissions applications for Fall 2008 –October 2007 Financial Aid ISIR’s loaded for 2008/09 – February/March 2008 Registration/Fee payment for Summer 2008 – April 2008 Grading and transcripts in CMS – Summer 2008

Functionality / Benefits of CMS Campus Solutions l l Secure web-based access to CMS Functionality / Benefits of CMS Campus Solutions l l Secure web-based access to CMS Student Administration available 24 x 7 Web-based self-service functionality for faculty and students (replacing TITAN Online) – – l Student self-service access to see and update more information than they can in TITAN Online – 44 available 24 x 7 will handle a much larger load of simultaneous users including viewing/changing address data

Functionality / Benefits of CMS Campus Solutions (cont. ) l Faculty self-service access to Functionality / Benefits of CMS Campus Solutions (cont. ) l Faculty self-service access to real-time class lists – l l l 45 with easy ability to email students in the class and post grades on the web Articulated transfer coursework will be used in prerequisite checking A more readable degree-progress report Registration wait listing functionality that we may choose to utilize

Functionality / Benefits of CMS Campus Solutions (cont. ) l Will provide CSU Fullerton Functionality / Benefits of CMS Campus Solutions (cont. ) l Will provide CSU Fullerton opportunities – – l CMS Central will handle implementing all regulatory and CSU-mandated changes for all 23 campuses – l 46 To examine, revise and streamline current business processes To improve documentation and training eliminating the need for all 23 campuses to do this independently There is an opportunity to share best-practices, modifications and reports across all CSU campuses

What is an IDP? l Interactive Design & Prototype (IDP) sessions – – – What is an IDP? l Interactive Design & Prototype (IDP) sessions – – – Examine current business processes in and identify how those processes will change in People. Soft Begin to identify any modifications we need in People. Soft Setup of CMS tables (see examples below) l l l – – 47 Careers, programs, plans, sub-plans (all our majors, minors, concentrations, etc. ) Colleges, departments, subject abbreviations Degree audit rules Begin data conversion from SIS+ Begin identifying critical reports and write them in the People. Soft environment

Campus Solutions Calendar of Events l l 48 Overview training held August 7 -10 Campus Solutions Calendar of Events l l 48 Overview training held August 7 -10 Academic Structure IDP sessions held August 14 -24 Campus Community IDP sessions held August 28 – September 14 Consultants will “preview” their functional area September 18 -28

Campus Solutions Calendar of Events l IDP sessions for these modules will begin October Campus Solutions Calendar of Events l IDP sessions for these modules will begin October 2 nd – – l l Student Financials IDP sessions will begin in January 2007 CMS Campus Solutions (Student Admin) Launch and Demo – – – 49 Admissions Academic Advising Records Financial Aid September 27 in PLN-130, 2 pm – 4 pm CMS Campus Solutions Overview Demonstration of Self Service for students, faculty and staff

CMS Project Status Update l ERP System – – Campus-wide Project Working together across CMS Project Status Update l ERP System – – Campus-wide Project Working together across all applications l LCD: HR & Finance l Campus Community: Campus Solutions & HR l Student Financials: Campus Solutions & Finance Please forward your suggestions and feedback to [email protected] edu 50

Questions ? ? ? 51 Questions ? ? ? 51