Transform Purdue Project Update

Across Our Campus

Summer pay to go SEEMLESS

The Transform Purdue Team has made the complex simple when it comes to summer pay for academic-year staff. The new process is called the Summer Employment and Effort Management Leading Efficiency through a Simple Solution application. That's SEEMLESS for short. It will go into effect in early May.

The old system for managing summer pay is time-consuming, beginning to end, and even in between if changes had to be made. The new SEEMLESS application will replace the current Excel-generated calculators with an integrated solution that collects time and cost distribution information for all academic-year staff, processes the pay and makes adjustments as circumstances change.

A sneak peek video is online at the SuccessFactors Sneak Peeks page on the Transform Purdue website.

The application is intuitive to use and can be accessed from any computer, smart phone or tablet. Faculty can enter information directly into the application, or can work with their business office as they do today. The application will:

• Automate and digitize the current manual process.
• Increase transparency. It will show a person's hours listed by category, such as teaching and research, and the source of the funds.
• Let faculty fill out their own calendar to indicate the hours they will work.
• Unify processes for all Purdue campuses.
• Allow only authorized user access and create an audit trail of action.

In related news, the Transform Purdue Team, as announced earlier, has recalibrated the start date for the Human Capital Management Project. Full rollout now is expected in January.

General Ledger: Ready, set PAUSE!

The General Ledger (Finance) rollout remains on schedule for implementation in July.  To make sure nothing goes awry while we transition, we will need to pause certain financial transactions in a phased way. The goal is to reduce the open transactions when we perform our final conversion. This will reduce errors as well as avoid extending the data conversion period and potentially delaying payments.

To pause, we need deadlines for submission. They are:

• April 18 for purchase requisitions greater than $10,000 for processing before July 1.
• May 2 for purchase requisitions involving new vendors in Ariba.
• May 9 for all Ariba purchase requisitions to be submitted and approved.

What if you have a critical purchase to make during the pause?

• Use the purchasing credit card for low-cost items that will clear quickly.
• When the vendor does not accept credit cards, use a direct invoice voucher to buy items that will clear quickly. Friday, June 1 is the deadline for invoices to be received in Accounts Payable to ensure posting in fiscal year 2018. If you miss that deadline, the vendor will not be paid until after the July 1 conversion.
• For purchases that are not likely to close quickly, such as capital purchases or those requiring purchase orders and contracts, use the paper-based process. This will take longer to process.

Other deadlines to note are:

• June 15 for travel expenses and wire transfers. Travel expense reports not approved by this date can’t be processed until after July 1.
• June 29 for work orders. After that, submit emergency work orders through Fixit.

April 2018