2/8/18

It has been several weeks since we launched Financials in the Cloud (FITC), Concur and Oracle Analytics Cloud (OAC) as part of our Financial Systems Transformation (FST) project. Overall, the systems are performing well and the transition has been relatively smooth. As with any system implementation this large and complex, however, some issues have surfaced that were not apparent during planning and testing. We currently are working to address and resolve these issues.

Some issues are particularly frustrating for users as they affect core functionality and limit the ability of users to accomplish required tasks. In other cases, issues are causing relatively minor frustrations and require small changes to systems or work processes. All of the frustrations are important to address, and the FST project team and KU IT are working to prioritize and resolve all outstanding issues as quickly as possible. We have posted a list of the most significant issues in the Financials Systems Resource Center in myCommunity. We will continue to update the online list as we identify and resolve issues.

I appreciate your patience and understanding as we continue working to ensure the new systems are completely successful. If you are having any difficulties using the new systems, I encourage you to contact us at fsku@ku.edu.

 

12/4/2017

On Dec. 4, the Financial Systems Transformation (FST) team successfully completed the transition to Oracle’s Financials in the Cloud (FITC), which replaces PeopleSoft FSKU financials and KUPPS procurement systems. The Concur Travel and P-card component of the Financials System Transformation (FST) project launched on Dec. 5. 

FITC and Concur are now available for you and your colleagues to use. You can access the FITC system at financials.ku.edu and Concur at concur.ku.edu. Both systems can be accessed via links within the Financial Systems Resource Center in myCommunity and the myKU portal.

The FST project is large and complex, involving five new systems: FITC, Concur for travel expenses, Streamlyne for research, Planning and Budgeting Cloud Services (PBCS), and Oracle Analytics Cloud service for business intelligence. Our two-year effort isn’t complete, but we have now accomplished the most important milestones. Our goal always has been to successfully deliver a system that meets the needs of users and is free of major issues from day one. We expect minor technical issues may arise, and we anticipate some challenges as users learn the new systems and adopt new business processes.

We appreciate your thoughtful feedback and patience as we work to iron out any wrinkles, and we will work diligently to resolve issues as quickly as possible. Please send questions, concerns and feedback to fsku@ku.edu

 

11/21/2017

The Financial System Transformation team is nearing go-live for the new cloud-based systems. Our transition to this best-in-class set of tools has already begun with the many campus-wide systems coming online on Monday, Dec. 4. This roll out will update almost all of our financial systems at KU to better position us for the future, which includes the ability to better analyze our financial data and the ability to have better oversight over the goods and services that we sell.

For a basic overview of the project and the associated systems, watch these two short high-level videos about the project and key changes. If you were unable to make it to the town hall presentations on campus, you can view the recordings at mps.ku.edu/fst-town-halls-playlist. A description of each system and its function is available on the Training & Events page on this website.

Project teams have developed more than 13 different workshops for campus faculty and staff to learn how to use the new systems. In a perfect scenario, we would be able to provide hands-on training opportunities to everyone prior roll out. Due to the complexity of this roll out and the considerable overlapping training needs of multiple audiences, we have a limited set of training opportunities prior to the roll out for both shoppers and approvers, with the majority of training starting on Monday, Dec. 4. Visit the Training & Events page for a complete description with a link to the registration for specific sessions in MyTalent. Not included are the courses for the Business Intelligence Tools and Planning and Budget Management Cloud Services Management (PBCS Mgmt.). Those courses will be available in early spring and will be announced separately.

To help with this transition, there will be drop-in support sessions the first two weeks of December in Carruth O’Leary 31. Additionally, there will be training and documentation available online at the Financial Systems Resource Center (FSRC) site in myCommunity. You’ll receive more information about the FSRC site at training and through forthcoming announcements.

 

11/1/2017

The Financial System Transformation team continues to make progress toward implementation of the new cloud-based systems in December. 

Town Hall sessions are underway. Visit the “Training & Events” page for details. If you cannot attend a Town Hall in person, please take time to watch the recorded town hall sessions.

Training schedules are being finalized now and communications regarding training opportunities will be sent the week of Nov. 6.  Specific invitations to training will be sent later.

As a reminder, the KU IT Training Team created videos to help explain this complex project. The first video (4:45) outlines the new cloud services, their functions, and the current systems they will replace. The second video (6:25) talks specifically about three key changes and how you might be affected based on your role or position. Both videos end with a summary of the training that is being planned, the best way to contact the FST teams working on the roll out, and best place to find updates. We encourage you to watch the videos and learn more about the Financial Systems Transformation project and the new cloud systems we are implementing.

 

10/2/2017

The Financial System Transformation team continues to make progress toward implementation of the new cloud-based systems in December. If you haven’t already seen the videos that were created by the KU IT Training Team to help explain this complex project, please take a few minutes to view the videos. The first video (4:45) outlines the new cloud services, their functions, and the current systems they will replace. The second video (6:25) talks specifically about three key changes and how you might be affected based on your role or position. Both videos end with a summary of the training that is being planned, the best way to contact the FST teams working on the roll out, and best place to find updates.

User Acceptance Test (UAT) is the last test phase before go-live, beginning now and running through early November. Town Hall and Training sessions will be announced soon so continue to check back for updates.

 

9/14/2017

The Financial System Transformation (FST) team continues to make progress toward implementation of the new cloud-based systems. We are working toward a December launch, and are finalizing plans for campus information and training sessions. 

The KU IT Training Team has created two videos that also will help explain this complex project. I encourage you to take a few minutes to view the videos

The first video (4:45) outlines the new cloud services, their functions, and the current systems they will replace. The second video (6:25) talks specifically about three key changes and how you might be affected based on your role or position. Both videos end with a summary of the training that is being planned, the best way to contact the FST teams working on the roll out, and best place to find updates.

 

8/11/2017

The Financial Systems Transformation project leadership team has extended the roll-out date from mid-October to early December. Because of the complexity and process dependencies, testing has taken longer than anticipated as we work to resolve issues which has involved technical changes to the system and changes in business process.  

We are continuing to execute Conference Room Pilot 3 (CRP3) , which is the last test cycle prior to User Acceptance Testing (UAT). Thorough testing and the completion of CRP3 exit criteria is extremely important to the success of this project, and necessary to provide the best possible experience for those who will use the system. Team members continue to work on documentation of business processes, data conversions, data loads to the cloud environment, development of integration between systems and training on the new system.

 

6/1/2017

The KU Financial Systems Transformation project team originally planned to implement Oracle's Business Intelligence Cloud Services (BICS) solution. In spring 2017, the FST Leadership Team determined that Oracle Analytics Cloud would better meet the needs of the KU community. The difference between BICS and Oracle Analytics Cloud is in how the platforms are licensed. BICS is a named license, meaning only specific individuals at KU would be licensed to use BICS. Oracle Analytics Cloud provides an enterprise license, which means any employee at KU can use the platform for business intelligence analysis and reporting.

Benefits of Oracle Analytics Cloud:

  • Any employee who needs to can use the platform
  • No need to request reports from licensed users
  • Faster and easier access for new employees (no waiting on licensing purchase)
  • No need to restrict allocation of licenses


5/12/2017

The Financial Systems Transformation project teams are moving forward toward a mid-October go live date. Concur (travel and expense) and Streamlyne (pre-award system) will go live in sync with the financial system in mid-October.

Our systems have been upgraded to Release 12.0 and work is in progress to understand the new functionality.  

We are preparing to configure the test system for Conference Room Pilot Three (CRP3) which is our last test cycle prior to User Acceptance Testing (UAT). In addition, team members continue to work on documentation of business processes as well as data conversions, data loads to the cloud environment, and development of integration between systems.

4/13/2107

The Financial Systems Transformation project leadership team this week extended the go live date of FITC and BICS to mid-October with final transaction cut-off in PeopleSoft as of September 30. The extension will ensure we deliver the best possible system at the campus-wide launch. We are still evaluating the implementation timeline for Concur and Streamlyne (pre-award system).
 
A significant factor in the decision was the opportunity to implement Release 12.0 at launch, which has the latest functionality. Keeping the target July 5 go live date would have required upgrading to Release 12.0 within three months of launch.
 
The additional time also provides other advantages. The extension provides more time for working groups to complete analysis and tasks (e.g., documentation of business processes and an additional round of configuration testing prior to UAT), and gives working groups and our training team more opportunity to work with our partners to ensure they are comfortable with the new systems.
 
Teams are focusing on data conversion and data loads to the cloud environment, as well as development of integrations to/from other systems.  In addition, work continues on system configurations in preparation for Conference Room Pilot (CRP3).

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FST Project Overview Videos

The KU IT Training Team has created two videos to help explain this complex project.

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Town Hall Videos

The FST Project Team held a series of town hall meetings focused on each new system, as well as an overview town hall meeting for Deans, Directors and Department Chairs, and an overview for Principal Investigators.

View Town Hall Videos

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