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New Priority Projects Shared at BSAC’s March Meeting - 03/16/10

Members of the Business Systems Advisory Committee (BSAC) met March 10 to update one another about key prioritized projects, initiatives and activities in their areas.

The BSAC discussed six new Business Services RFS’s (request for services) projects added to the priority list since the committee members last met in January.

The new projects are:

• Error in process purchase orders 
     -- Requested by: Carol Conner, business process manager, Purchasing
     -- Process owner: Larry Pherson, director, Purchasing Services
     -- System Support Group contact: Will Seeger
     -- Description of project: Currently, there is a list of 151 purchase orders with a status of “error in process” in SRM, and a documented process is needed for troubleshooting such POs and moving them back to “ordered” status.
     -- Proposed project timeline: Feb. 22-April 30, 2010
     -- Position on current priority list: No. 20

• Add 2000-2006 write-offs to PSCD (Public Sector Collection and Disbursement)
     -- Requested by: Edie Donald, operations manager, Accounts Receivable
     -- Process owner: Rich Wells, assistant comptroller, University Collections Office
     -- System Support Group contact: Craig Fee
     -- Description of project: Since the decommissioning on Jan. 31 of CARS, the mainframe accounts receivable system, there is an ongoing need to maintain the payments and balances on old write-offs. This project will set up new business partners for processing all payments through SAP, which will allow all accounts receivable processes to run through PSCD rather than being in a separate database.
     -- Proposed project timeline: Jan. 14-Feb, 26, 2010 (project not yet completed)
     -- Position on current priority list: No. 36

• Secure site for Sponsored Program Services
     -- Requested by: Stephanie Willis, assistant director of information support services, Sponsored Program Services
     -- Process owner: Mike Ludwig, director, Sponsored Program Services
     -- System Support Group contact: Pam Bower
     -- Description of project: Create a secure, flexible storage area for grant proposal-related documentation that is accessible by appropriate University employees on all campuses. The storage area will be compatible with Word, Excel and PDF formats with sufficient capacity to accommodate large documents.
     -- Proposed project timeline: Jan. 28-March 1, 2010 (project not yet completed)
     -- Position on current priority list: No. 49

• COEUS upgrade 
     -- Requested by: Chris Tompkins
     -- Process owner: Mike Ludwig, director, Sponsored Program Services
     -- System Support Group contact: Pam Bower
     -- Description of project: Upgrade to COEUS Version 4.3.7 to keep the application current with fixes. The current production version of the COEUS application no longer supports previously available functions. The upgrade will make implementation of COEUS Lite IRB possible and pave the way for the next major system upgrade to COEUS 4.4.
     -- Proposed project timeline: Feb. 8-April 30, 2010
     -- Position on current priority list: No. 21

• GR non-valuated purchase orders under $2,500 - change in scope
     -- Requested by: Interim Comptroller Ken Wilson and Carol Conner, business process manager, Purchasing
     -- Process owner: Ken Wilson and Carol Conner 
     -- System Support Group contact: Pam Bower
     -- Description of project: The process owners have requested the scope of the project be changed to include implementing Eph4 functionality for multiple split-line purchase orders and overall options on how to maintain GR/IR. Initially, the project was for only an investigation.
     -- Proposed project timeline: April 17, 2008-April 27, 2010
     -- Position on current priority list: No. 29

• Total Student Employment interface
     -- Requested by: Terri Davis and Deb Wilson, both of Student Systems
     -- Process owner: Joyce Hall of Financial Aid, and Bursar John Higgins
     -- System Support Group contact: Lester Burch
     -- Description of project: Currently, several reports have to be run to manually review work-study funds usage and then manually entered into Banner for each student for various reporting purposes. Merging the Total Student Employment interface (I-043) and the Federal Work Study interface (I-10) will improve the efficiency of both SAP and Banner. The project will also streamline the process and ensure greater accuracy.
     -- Proposed project timeline: April 1-June 1, 2010
     -- Position on current priority list: No. 30

Projects reported at the meeting as 100 percent complete were:
     -- SAP upgrade, No. 1 on the list
     -- Create health savings account plans, No. 2 on the list
     -- Banner upgrade—2009, No. 7 on the list
     -- Cost distribution during CATS entry for WIP, No. 38 on the list
     -- Provide HR updates on staff changes, No. 43 on the list

OnePurdue support groups work with central and departmental business staff on Business Systems projects. The March 3 prioritized projects list contains 49 business systems projects. As projects are completed, the number of remaining priority projects can change.
 
Members of the advisory committee include customers of the business systems and owners of the supported business processes.


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