Transform Purdue Update

New finance system in new fiscal year to smooth processes

Less than two months remain until the General Ledger (Finance) transformation start date on July 1.

Why should you care? This change supports our world-class pillars of research, teaching and learning, and engagement. It gives our administrative foundation a long-overdue makeover to bring it up to par with our academic status. Our “administrative house” is striving to be state of the art by transforming its financial structures (accounts, funds, budget) and providing new levels of transparency. At the same time, everyone will benefit from much-needed paper elimination and simplified processes.

If you examine the current manual routing processes for budgeting and other financial transactions across campus, you would likely have a stack of paper taller than the Bell Tower. As a result of General Ledger transformation, Purdue will have effectively eliminated 600,000 pages of paper routed around campus each year. Additionally, we will eliminate more than 400,000 approvals and pre-audits that add little value to transactions but slow processing times for things such as purchase orders, vendor payments and travel reimbursements. As an example, before implementation we have had more than 282,000 fiscal approvals annually for Ariba and purchasing card transactions under $1,000. Now, there will be no more chasing approvals for small items.

In September we will have the architecture in place to create faculty portfolios that include all faculty accounts, not just sponsored accounts. Many unnecessary accounts that make it difficult to know where to charge purchases and salaries will have been eliminated. (The Transform Purdue team actually found accounts to track the cost of pizza parties!) Your business office representative will be trained to help you understand the new account structure and provide assistance.

Faculty Dashboard

Some questions have come in about the new Faculty Dashboard. Some answers follow:

With the changes that accompany the General Ledger Transformation, will my delegate continue to be allowed to look at financial accounts (contracts and grants) or are these administrative tasks assigned to faculty?

  • There will be no change in the person(s) you can give permission to to access your financial information such as contracts and grants.

What is the timing for the upcoming dashboards (faculty and department head)?

  • The first priority is to develop and update the standard financial statements, including those in the faculty Account Information Management System (AIMS).
  • Second, a new faculty dashboard is expected to launch in September.
  • The department head dashboard will be developed/launched after the faculty dashboard.

What is the training plan?

Training will be handled at the department level, where the business office will provide support and guidance. Training tools will include:

  • Quick Reference Guides (QRGs).
  • Online videos.
  • Optional Showcase presentations.

Reviews are in: New summer pay gets 2 thumbs up

A new summer pay application known as SEEMLESS - Summer Employment and Effort Management Leading Efficiency through a Simple Solution application - has replaced the manually driven summer calendars. The new app to record and track summer pay was “soft launched” a few weeks ago to help you track your time on a calendar. The SEEMLESS web resource and quick reference, along with frequently asked questions, offer guidance for the new application. The business office will continue to provide assistance this summer as it has in the past, but feedback tells us that this tool is very simple to use.

“I am very impressed with the new online SEEMLESS application for summer pay,” said Brittany Vestal, assistant director of financial affairs, College of Pharmacy. It’s extremely easy to use and provides transparency for our faculty to view and modify their summer working schedules online. It also provides transparency for them to view their total compensation by pay period. All the information is easily accessible to them in one application. Eliminating the paper-based process will drastically reduce rework and errors.”

Faculty members agree. Karen Hudmon, professor of pharmacy practice, gives the new SEEMLESS application two thumbs up.

“The application interface is highly intuitive, although I found it helpful to review the Quick Reference Guide and watch the brief (seven-minute) online tutorial," she said. "This was time well spent, and it enabled me to quickly master the nuances of the various reporting features. As a faculty member, you can use SEEMLESS to proactively specify the days during the summer that you will dedicate to teaching versus research (or other activities) as well as indicate your effort allocation across various grants or other funding sources. From my perspective, this tool is long overdue at Purdue. It’s quick, it’s easy and it will streamline and increase accuracy of reporting processes, reduce paper and enhance efficiency.”

This fall Purdue also will be well on its way with final preparations for the Human Capital Management (HCM) project implementation, which is set to go live on after Jan. 1. This will include the new job family structure, recruiting and onboarding, and time and leave tracking. Additionally, personal activity report (PAR) will be processed through an application very similar to the SEEMLESS summer pay applications. 

May 2018

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