Training

An important part of the Financial Systems Transformation project involves conducting user testing and hands-on training. The FST project team has developed an extensive schedule of town hall meetings and training opportunities to support faculty and staff who will use the new cloud-based financial systems.

Town Hall Meetings

A series of town hall meetings provide an overview of the various cloud-based solutions. They are a critical part of our training plan. The town hall meetings covered all the changes to business processes, so users have important information they need for the in-depth user training sessions.

The town halls were live streamed and recorded. If you weren't able to attend, click the "Watch the Video" links below to view each town hall.

Please Note: The Financial Systems Resource Center (FSRC) myCommunity site referenced in the town hall meetings and PDF documents below is currently being developed. We expect it to be available the last week of November. ​

TOPIC SESSION 
Deans, Directors & Department Chairs (DDDC) Overview of FST project

This presentation covers the most essential elements of the FST project and its associated systems. You’ll learn how the roll out will impact your staff and options for additional training. We’ll cover updates to policies and systems handling the various types of approvals, including requisitions (shopping), travel requests, and proposals from Principal Investigators. You’ll learn more about financial reporting, including the default reports you will receive and next steps if you’d like to learn more or receive customized reports.

Presentations:
Financials in the Cloud: DARBI & Accounting Changes (.pdf)

Documents: 
Departmental/SSC Reporting Reference Guide (.pdf)

Watch the Video

Recorded:
Tuesday, Oct. 31
2:30-3:30pm
Big 12 Room
(Kansas Union)
Accounting Changes and Financials in the Cloud (FITC) DARBI (Departmental AR/Billing)

The FITC DARBI module is a new tool that will be used for issuing invoices and bills for goods and services. This presentation will also cover the change from cash-based to accrual accounting and what that means for the university.

Who should attend:

  • Department staff who bill for goods or services
  • SSC finance staff
  • Other finance-related staff who pay or bill for goods and services

Presentations:
Financial Systems Transformation for Deans, Directors & Dept. Chairs (.pdf)

Watch the Video 

Recorded:
Monday, Oct. 30
8:30-9:30am
Alderson Auditorium
(Kansas Union)
Business Intelligence (BI) tools and Planning & Budgeting Cloud Service (PBCS)

The Business Intelligence tools provide a robust set of reporting and projection capabilities through the Oracle Analytic Cloud (OAC) and Oracle Essbase Cloud Services, which includes custom-built tools such as the Grants Management Tool. PBCS includes budget preparation tools and tools for scenario planning for non-grant funds.

Who should attend:

  • Budget Officers
  • SSC finance and research staff
  • Analytical/reporting personnel

Presentations:
Business Intelligence Tools & Planning and Budgeting Cloud Services (.pdf)

Documents: 
Departmental/SSC Reporting Reference Guide (.pdf)

Watch the Video 

Recorded:
Friday, Oct. 27
8:30-9:30am
Big 12 Room 
(Kansas Union)​
Principal Investigator session

During this presentation, you’ll be introduced to Streamlyne, KU’s new hosted pre-award system that assists with pre-award budget development, proposal approval routing, proposal submission, and proposal document storage. We’ll cover the benefits this new system brings to campus and the changes you can expect to impact you. We’ll also highlight the business processes and support services that will remain the same. You’ll also learn about new reporting functionality, including the automatic reports you will receive and next steps if you’d like to learn more or receive customized reports. Also included in this presentation is the Financials in the Cloud Procure-to-Pay module (FITC P2P) and Concur. We’ll cover changes to creating shopping lists, making purchases, what to do before and after travel, as well as updates to using your P-Card.

Presentations:
Financial Systems Transformation for Principal Investigators (.pdf)

Documents: 
Departmental/SSC Reporting Reference Guide (.pdf)

Watch the Video

Recorded:
Monday, Nov. 6
10:30-11:30am
Price Computing Center Auditorium 
 
Financials in the Cloud (FITC) Procure to Pay (P2P) and Concur for Travel

The FITC P2P module replaces KUPPS for purchasing goods and services. Concur will manage p-card reconciliations, travel authorizations, and travel-related expense reimbursements.

Who should attend:

  • P-card holders
  • Travelers and anyone responsible for submitting travel requests
  • SSC finance staff
  • Anyone who approves expense reports and invoices​

Presentations:
Financials in the Cloud - P2P & Concur (.pdf)

Watch the Video  

Recorded:
Monday, Oct. 30
11:00am - noon
Big 12 Room (Kansas Union)
Streamlyne and Grants for Research

Streamlyne is a hosted pre-award system that assists with pre-award budget development, proposal approval routing, proposal submission, and proposal document storage. The FITC Grants module contains all post-award data, including award setup, award management, grant-related billing and accounts receivable, and all award closeout activity.

Who should attend:

  • Office of Research staff
  • Super Center staff
  • Research Center staff
  • SSC and department staff who work on sponsored projects (will have access to reporting only)

Presentations:
Financials in the Cloud - Grants & Streamlyne (.pdf)

Watch the Video

Recorded:
Tuesday, Oct. 31
9:30-10:30am
Big 12 Room
(Kansas Union)

 

User Training:

For Shared Service Center Staff

Concur: Beyond the Basics for SSCs

In this hands-on workshop, you will learn how to create travel requests and expense reports for travel. You will have practice inputting information such as receipts, funding codes, and populating itineraries. You will learn the steps to submit travel expense reports, correct submitted travel expense reports, as well as how to create a report to show pending approvals in Concur. This course covers the travel related functions of Concur, while the P-Card related functions are covered in the Concur: P-Cards for SSC course.

Who should attend:
SSC staff who enter with travel, travel expense reimbursements, or information to reconcile P-Cards, or any department staff who perform a role similar to that of the SSC.


Concur: P-Cards for SSCs

In this hands-on workshop, you will learn how to create P-Card Expense Reports. You’ll practice logging in and navigating Concur, as well as inputting information. You will learn the steps to submit and correct P-Card expense reports. The course complements the Concur: Beyond the Basics for SSC course that focuses on travel requests and travel expense reports.

Who should attend:

SSC staff who reconcile P-Cards or any department staff who perform a similar role.


FITC P2P: Beyond the Basics for SSCs

Financials in the Cloud (FITC) includes the Procure-to-Pay (P2P) module that manages procurement (shopping and purchase orders), as well as payment of invoices, including those issued by KU organizations. This course covers what you'll need to do to create a requisition (shopping) and go a step further to help you understand how to edit, forward, assign, and/or submit requisitions. You'll learn about the lifecycle of a purchase order (PO) and how to monitor the payment of purchase orders.  You’ll learn how to pay invoices, including those issued within FITC Departmental Accounts Receivable and Billing (DARBI).

Who should attend:
SSC Finance and Grant related staff, SSC Managers and Directors, and any department staff who perform a role similar to that of the SSC.

Note: This course covers the topics included in the FITC for Shoppers course.


FITC DARBI: Beyond the Basics for SSC Billing

With the Financial Systems Transformation (FST) project, KU is moving to a new system for managing the billing and payment for university provided goods and services. With Financials in the Clouds Departmental Accounts Receivable and Billing (FITC DARBI), SSC staff will be responsible for generating invoices on behalf of many departments. In this hands-on workshop, you will learn how to gather data from departments or PIs for billing and submit to FMS for update in DARBI as well as how to create and send out a DARBI invoice.  Finally, you will learn how to create and read reports.

Who should attend:
SSC staff members who will be responsible for billing for goods and services on behalf of a department, and SSC managers and directors.


FITC DARBI: SSC Non-Billers and Department Staff

With the Financial Systems Transformation (FST) project, KU is moving to a new system for managing the billing and payment for university provided goods and services, Financials in the Clouds Departmental Accounts Receivable and Billing (FITC DARBI). In this session, we will cover point of sale deposits, chain of custody for cash and checks, billing and billing related transactions. You will learn the basic processes for billing for goods and services. We will show you how to submit data for transaction types, item types (goods and services) and customers/contacts to your SSC. Additionally, we will discuss how to submit billing, billing adjustments and write offs as well as reporting.

Who should attend:
You should attend this session if you:

  • Receive cash for non-billed items
  • Receive cash for previously invoiced items
  • Bill for goods and services

This includes both department staff and SSC staff.


BI Tools: SSC-specific Oracle Analytics Cloud Overview

In this course, you’ll learn the how to access and navigate Oracle Analytics Cloud, how reports within OAC will be shared, and how to create your own reports through ad-hoc reporting.

Who should attend:
SSC finance staff, SSC leadership and any department staff who perform a similar role to staff employed by the SSC.


PBCS Mgmt: For SSCs & Budget Officers

Oracle’s Planning and Budgeting Cloud Services solution (PBCS) is being launched in two phases. The phase one rollout of PBCS Planning covered planning future-year budgets and went live January 2017.  Phase Two includes PBCS Management, which will help to manage and analyze the current year’s budget. In this two-part workshop, you’ll learn how to use PBCS management by viewing and using actual data for your own ARSP. In the first session you’ll learn how to create a budget transfer in FITC.  Then, how to log in and navigate in PBCS Management. You’ll learn more about managing a Chartfield1, and learn how to allocate funds to a Chartfield1. In the second part, you’ll explore forecasting and scenario planning. Using your own data, you’ll enter a manual salary, OOE, or revenue forecast/projection to better understand the forecasting capabilities. You’ll explore the functionality provided by scenario planning, including the use of an alternative scenario for your own testing. You’ll learn more about reports, including what data will appear where, as well as the system reports in PBCS Management.

Who should attend:
•    Budget Officers
•    Financial Managers responsible for entering projections and/or budget transfers.
•    SSC staff who enter projections and/or budget transfers. This could vary across SSCs. Check with your finance manager about whether or not you should attend.

(Check back for registration information)


For Approvers

Concur for Approvers

In this workshop, you’ll learn how to approve travel requests and travel-related expense reports, as well as approve expense reports to reconcile P-Card purchases

Who should attend:
Anyone serving as an approver for travel requests, expense reimbursements (p-card and travel-related) including SSC Finance Managers, Directors, and other Cost Center Approvers not located within an SSC.


FITC P2P for Approvers

In this workshop, you’ll learn how to find and review requisitions (shopping carts) within FITC. You’ll learn the steps to approve, edit, forward, or return a requisition. Finally, you’ll learn more about the process for encumbrances and invoices, as well as reviewing, approving, and/or returning invoices.

Who should attend:
Anyone serving as an approver for purchases, including SSC Finance Managers and Directors, and department staff designated as an approver for a cost center.


For Shoppers

FITC P2P for Shoppers

This course covers the basics of what is considered creating a requisition or “shopping” within Financials in the Cloud (FITC). In this course, you’ll see an overview of the purchasing process. Through hands-on activities, you learn how to create a requisition, find vendors, find catalogs and create requisitions with both catalog and non-catalog items. You’ll learn how to specify accounting distributions, save and edit your requisition, and how to create a shopping list for repeat purchases. Finally, you’ll learn about the process for submitting a change order request for a purchase order.

Who should attend:
Anyone who will be making purchases on behalf of a department or project

Note: SSC Finance Staff and SSC Finance Managers will not need to take this class as the same material is covered in “FITC P2P: Beyond the Basics for SSCs.”


For Budget Officers/Finance Managers

PBCS Mgmt: Working Budget Transfers in FITC

While budget forecasts will be completed in Planning and Budgeting Cloud Services Management (PBCS Mgmt.), the actual transfer will take place in Financials in the Cloud (FITC). In this workshop, you’ll learn how to transfer funds within FITC.

Who should attend:
SSC staff and department finance staff who are responsible for transferring funds.


PBCS Mgmt: For SSCs & Budget Officers

Oracle’s Planning and Budgeting Cloud Services solution (PBCS) is being launched in two phases. The phase one rollout of PBCS Planning covered planning future-year budgets and went live January 2017.  Phase Two includes PBCS Management, which will help to manage and analyze the current year’s budget. In this two-part workshop, you’ll learn how to use PBCS management by viewing and using actual data for your own ARSP. In the first session you’ll learn how to create a budget transfer in FITC.  Then, how to log in and navigate in PBCS Management. You’ll learn more about managing a Chartfield1, and learn how to allocate funds to a Chartfield1. In the second part, you’ll explore forecasting and scenario planning. Using your own data, you’ll enter a manual salary, OOE, or revenue forecast/projection to better understand the forecasting capabilities. You’ll explore the functionality provided by scenario planning, including the use of an alternative scenario for your own testing. You’ll learn more about reports, including what data will appear where, as well as the system reports in PBCS Management.

Who should attend:
•    Budget Officers
•    Financial Managers responsible for entering projections and/or budget transfers.
•    SSC staff who enter projections and/or budget transfers. This could vary across SSCs. Check with your finance manager about whether or not you should attend.

(Check back for registration information)


For Department Finance Staff

FITC DARBI: For Departments with a Legacy System

This session is designed for staff in departments that use a billing system that has been approved by the Comptroller’s Office as a legacy system. You will learn how your system will be used in connection with the Financials in the Cloud Departmental Accounts Receivables and Billing (FITC DARBI) system. We will cover deposits chain of custody for cash and checks, billing and billing related transactions. We will show you how to submit data for transaction types, goods and services to your SSC, and how to request a new customer and contact. Additionally we will discuss reporting and how to notify your SSC of a write off or adjustment. Finally, we will cover working with the legacy systems for those that have an approved Comptroller’s Office legacy system for billing.

Who should attend:
You should attend this session if you:
•    Bill for goods and services
•    Receive cash for non-billed items
•    Receive cash for point-of-sale items
•    Have an Comptroller’s Office approved legacy system used for billing

This is optional for any SSC staff who support a department who has been approved by the Comptroller’s Office to use a legacy system for billing.


FITC DARBI: SSC Non-Billers and Department Staff

With the Financial Systems Transformation (FST) project, KU is moving to a new system for managing the billing and payment for university provided goods and services, Financials in the Clouds Departmental Accounts Receivable and Billing (FITC DARBI). In this session, we will cover point of sale deposits, chain of custody for cash and checks, billing and billing related transactions. You will learn the basic processes for billing for goods and services. We will show you how to submit data for transaction types, item types (goods and services) and customers/contacts to your SSC. Additionally, we will discuss how to submit billing, billing adjustments and write offs as well as reporting.

Who should attend:
You should attend this session if you:

  • Receive cash for non-billed items
  • Receive cash for previously invoiced items
  • Bill for goods and services

This includes both department staff and SSC staff.


FITC Grants: Beyond the Basics

In this presentation, you will learn how to get and read reports as well as the process that PIs and DDDC will use for reports. We’ll cover the module-to-module flows for travel, P-Card, Payroll, and Transactions. You’ll learn the closing process for a cost-reimbursable close and for a fixed price close as well as what to look for on each type of report. Finally, you’ll learn where to go for support when working with grants.

Who should attend:
SSC and finance-related staff who work with sponsored projects


Business Intelligence: For All Faculty & Staff, Finance Staff, PIs, DDDCs

BI Tools: Oracle Analytics Cloud Basic Training

In this course, you’ll learn how to access and navigate Oracle Analytics Cloud, how reports within OAC will be shared, and how to create your own reports through ad-hoc reporting.

Who should attend:
University faculty and staff interested in learning more about the reports and dashboards available in the business intelligence toolset.


BI Tools: PI/DDDC Oracle Analytics Cloud Overview

In this course, you’ll learn the how to access and navigate Oracle Analytics Cloud, how reports within OAC will be shared, and how to create your own reports through ad-hoc reporting.

Who should attend:
•    Principle Investigators
•    Deans, Directors, and Department Chairs
•    Leadership positions interested in learning more about the reports and dashboards available in the business intelligence toolset.

BI Tools: SSC-specific Oracle Analytics Cloud Overview

In this course, you’ll learn the how to access and navigate Oracle Analytics Cloud, how reports within OAC will be shared, and how to create your own reports through ad-hoc reporting.

Who should attend:
SSC finance staff, SSC leadership and any department staff who perform a similar role to staff employed by the SSC.


Streamlyne: For Research Center Staff, KUCR Staff, PIs, DDDCs

Streamlyne is a proposal preparation, routing and tracking system used for sponsored project-related pre-award functions. Streamlyne provides system-to-system proposal submission.

On Demand Training

Training will be provided to Principal Investigators, KUCR staff, research center staff, and deans, directors, and department chairs, as needed.

(Check back for more information)


FST Project Overview Videos

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

Video screenshot

View Project Overview Videos

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

KU Today