Mosaic Project FAQs
Mosaic Project Frequently Asked Questions
| Getting to Know Mosaic | Mosaic and Departments |
| Creating Mosaic | Human Resources Time and Labor FAQs |
| Using Mosaic | Financial System (FS) Go Live Delay FAQs |
Getting to Know Mosaic |
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What is Mosaic all about? |
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Mosaic is the name of The University of Arizona's Enterprise System Replacement Project. We are implementing the Mosaic Project to update and augment our ageing core administrative systems. This includes five key areas: Student Administration, Financials, Human Resources / Payroll, Research Administration, and Business Intelligence. The Mosaic Project will be implemented in multiple phases. |
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Why is the UA interested in replacing our current administrative systems? |
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The current administrative systems are mission-critical, enterprise-wide applications that affect almost every business function in the UA, and touch the life of almost every UA employee, faculty, and student. We are doing this to support institutional performance, streamline workflows, improve reporting capabilities, and obtain real-time data. It is important that we do this because our current suite of administrative systems is very old and continuing to operate and maintain them puts us at substantial risk. In addition: |
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? Severe limitations in system capabilities expose us to negative audit findings with potentially significant consequences. |
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Modernizing these mission-critical systems and reengineering the associated business processes will give the UA the tools we need for more effective management of university resources. |
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What will success will look like? |
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? Productivity improvements such as reduction/elimination of paperwork and other improvements to business processes |
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• Providing better and faster access to data for decision-makers and stakeholders at all levels; |
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Who decided to take on this project now? |
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The UA President, Provost, CIO and the Arizona Board of Regents jointly made the decision to proceed with this project. The project was approved by ABOR in April, 2008. |
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Who is the sponsor for the project? |
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The Executive sponsor for this project is Michele Norin, CIO. |
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What outcomes do we expect from Mosaic? |
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? Enabling students, faculty, and staff to effectively use the best technology available. |
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Is Mosaic an IT project? |
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No, it is a University project. The changes are being made to help us provide the administrative environment that we need going forward. Mosaic will affect everyone. The composition of the project team and the governance of the project reflect this broad perspective. |
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When is Mosaic going to affect me? |
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The first phases of Mosaic will go live in the fall of 2009 for the Human Resources system. The Financial System will go live January 2010. Implementation and training plans will be in place to ensure a smooth transition for students, faculty, and staff to the new systems from the current ones. |
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Can I get involved? |
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Yes, you can. You should discuss your participation with the person who represents your area and /or department. Contact the Implementation Team you would like to participate with. |
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The current applications were heavily customized to meet specific needs. Will the new systems keep all the features we now have, or will we be giving up something, too? |
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"Best practices" and guidance from other universities and consulting firms are clear: customizations should be very tightly managed. The long-term cost for customizations is much greater than the initial cost to develop them. Large numbers of customizations make it difficult, and sometimes impossible, to accept future vendor upgrades of the software. We will have a deliberate process of considering current practices and alternatives, with and without modifications. Cost/benefit analysis will be a part of the process. We do not expect that all of the currently implemented unique processing capabilities will be accommodated in the new systems. However, this approach has a very positive side as well in that it presents an opportunity for us to constructively question our current business and system processes. If we do this well, the things we give up will be of lesser importance, and we will be gaining in turn the very significant advantages of all the work done for all the other institutions that these software packages serve, now and going forward. |
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What Units are involved in this project? |
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A great variety of units across campus are involved and many units will be impacted by the Mosaic Project. |
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How long will the Mosaic project last? |
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Implementation of the planned system will occur in phases over several years. The project budget covers five years, with the bulk of the work planned for the first three years. The UA will likely add additional capabilities to Mosaic once this foundation is in place. |
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Creating Mosaic |
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Who is helping the UA with this project? |
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Several different outside organizations are working with us in implementing Mosaic. Outside consultants are paired with UA employees to facilitate knowledge transfer and to ensure that UA needs are well understood. |
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? Financial System(based on Kuali Financial System) |
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• The Kuali Foundation - software support and implementation support |
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? Research Administration (based on Kuali Coeus) |
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• The Kuali Foundation - software support and implementation support |
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? Human Resources (based on Peoplesoft Human Capital Management) |
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• Oracle - training and support |
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? Student Administration (based on PeopleSoft Campus Solutions) |
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• Oracle - training and support |
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? Technical Environment |
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• Burgundy Group - environment management |
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? Overall Project Management Consulting |
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• Brummund and Associates |
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Using Mosaic |
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What kind of training will there be? |
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Users will receive training specific to the applications they will use, prior to conversion (go-live). The length of the training will be dependent on the application and the role. |
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How am I going to learn this stuff? |
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Training will be available online and in a classroom situation. |
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What kind of help and assistance will be available during the go-live period? |
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A group of "super users", highly trained users of the system, will be made available to assist with immediate problems, questions, and issues as the system is brought live. Additional staff will also be brought in during ‘go-live' to help ease the learning curve. |
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Who are the "Super Users"? |
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First, let's start with ‘What is a super user?' A super user is someone knowledgeable about the work process in a particular unit and who has been involved in testing and learning the system, and in many cases designing the business processes around the new system. Most likely the super user for your work area will be a colleague who's received additional training to prepare them for the role. Perhaps most importantly, their specific responsibility will be for helping the department get their work done while using the new applications, rather than performing their normal job tasks. Their expertise will continue to be available to help users after the system goes live, even when they resume their normal responsibilities. |
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Is everything going to go live, everywhere, at the same time? |
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No. The systems will be implemented in a phased approach across the UA. This keeps the size of the go-live manageable and helps assure that users will be fully supported for the transition. It also limits exposure to any unexpected issues. Auxiliary units will be integrated into the roll-out as appropriate. |
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How does this affect the relationship between our units/departments? |
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Implementing the Mosaic system brings professionals together from various UA units and departments in developing a shared system that we will all use. This means better communication and encourages more standardized, best practices in business operations. |
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I work in one of the colleges. When I have a question about the new systems, will I be expected to call the 24/7 IT Support Center? And if the University chooses to host externally rather than internally, does that mean that the user support will be outsourced? |
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We'd rather say that, as a departmental user, you will be able to call the 24/7 IT Support Center if you have questions. You may well have other resources available, including online help, other individuals in your department or college, training materials, etc. But the 24/7 IT Support Center will be there for you if you want to take advantage of it. All of the trainers for Mosaic are permanent UA employees and are tied in to the 24/7 IT Support Center function. With this approach the things you learn during training, or read in the online help, or discuss with a 24/7 IT Support Center representative all come from the same source. There are no plans nor any discussion of outsourcing the 24/7 IT Support Center function. |
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Mosaic and Departments |
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Are departments involved in developing this project? |
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Yes, many departments across the UA campus are involved in various ways, such as working with the Business System Analysts to document work processes, volunteering to act as Subject Matter Experts on the Mosaic implementation teams, and working on a variety of advisory councils associated with the Mosaic Project. |
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What are the benefits for the UA? |
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UA faculty, staff, and students will realize multiple advantages with Mosaic, including: |
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Will we still have UIS available? |
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UIS will be replaced in a phased way. Since UIS information is strongly tied to the current transaction systems, it must of necessity change. As each transaction system goes live, the new warehouse environment will become the source for current information and some historical information (depending on what historical information we choose to convert). Information in UIS at the time of "go live" will still be available in its current format, frozen as of the time of "go live". |
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Is it going to take me more or less time to do my work once I'm fully on the Mosaic systems? |
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It will probably take you more time, in the beginning. As with any significant change, you should expect a learning curve as you become acclimated to using the different tools and discover the most efficient workflow for your job. The go-live strategy includes a number of support means to ensure you move up the learning curve quickly. Generally speaking people tend to underestimate the steepness of the learning curve and associated adjustments and then overestimate its duration. In other words, we tend to underestimate the difficulty of initially adjusting, and then, once into it, we tend to underestimate our ability to adapt. |
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Is this going to make more work for us? |
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The new transaction systems will be easier to use, once the adjustment period is past. They are browser-based and generally friendlier to navigate. However, they typically involve capturing more and better information than we have captured in the past. In this sense we can expect our productivity to improve, i.e., more work to do, but more efficiently done, again once the period of adjusting is done. On an overall basis we expect these two forces to more or less balance each other out. |
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| Human Resources FAQs |
| Time and Labor Questions |
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1. What's going to happen to current systems like PSOS, Employee Link, and ISW? |
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PSOS and Employee Link will be replaced with new Human Resources (HR) system in October 2009. ISW and other information warehouses will be replaced with the Business Intelligence tool. |
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2. How will the PeopleSoft implementation change my job |
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Business processes are still being defined. The HR system implementation and Mosaic training teams are committed to providing updates and resources relating to new processes and procedures as a result of the HR implementation. |
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3. Will this new system eliminate the paperwork required for HR transactions? |
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Initially, there will not be a dramatic reduction in paperwork but the processes and forms will be more streamlined, which we anticipate will make completing transactions more efficient. Paperwork reduction will be more noticeable when manager self service is implemented in Phase 2 . |
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4. Will this new system result in organizational changes? |
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It is likely there will be changes in how employment related transactions are processed and the skills required to work within the system, but we don't anticipate a substantive change in how units are organized. |
HR Time and Labor FAQs
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| Budget / Accounting Express |
Punch Time |
| Job Data |
Reporting Time |
| Overtime |
Time Approval/Security |
| Presence at Work (PAW) |
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Budget / Accounting Express
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| Can we split funds? If so, on how many accounts? |
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Yes. You are not limited in the number of accounts you can utilize. |
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| Will accounts appear as part of the time & reporting or is effort reporting a separate process? |
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| Effort reporting will be done in KFS and is separate from Time and Labor |
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| Can we change funding on the time sheet? |
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| No. Effort Reporting will be performed in KFS Labor Distribution Module. |
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| How are sick leave and vacation accruals attributed to the appropriate dept when someone is split between two or more depts.? |
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| Accruals are calculated based on the hours paid to the employee. |
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| Will accounts appear as part of the time & reporting or is effort reporting a separate process? |
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| Effort reporting will be done in KFS and is separate from Time and Labor |
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| How will systems control make changes to position funding? How will these be requested? |
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| There will be a new process developed by Systems Control including new forms, etc. When the new process is defined, Systems Control will present it to campus. Position funding will be part of position management associated with job data within PeopleSoft. |
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| If we cannot see the account has been changed on the one shot screen, would this be the prompt to do expense transfer to fix the funding? |
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| No. You would review your accounting expenses similar to what you do today using a tool similar to PELs. This would determine the account that was used during payroll. If this is not the account you expected, you would then need to do an expense transfer. You may need to do a change on the accounting on the position management of the job to ensure the change to the new account is permanent. |
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Job Data
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| Can an employee switch from one position to another mid-pay period at full FTE? |
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| Yes |
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| How are LWOPs handled? Can the payroll rep “suspend” any time reporting requirement for people on LWOP or sabbatical? |
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| Departments will need to submit leave or sabbatical requests according to policy. The job data determines how the time sheet function operates. |
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| Will departments be handling what Systems Control is currently doing? |
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| No departments will still be sending requests to Systems Control. |
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Overtime
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| Will overtime be combined for multiple positions? |
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| Yes |
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| Can the Time Approver correct or deny time based on the overtime pay code? |
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| Yes |
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Presence at Work (PAW)
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| Is there a means to record a presence at work? |
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| Yes |
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| Can each department choose to use the Presence at Work TRC? |
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| The department will be able to decide if they will be using "Presence at Work" for exception reporters. |
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| Will "Presence at Work" (PAW) time for exception reporters require an approval? If not how will we know if they report this time or not? |
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| No, "Presence at Work" will not need to be approved. The PAW TRC can be viewed under the report time: timesheet summary view. |
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| Does PAW go straight to the approver? |
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| PAW does not need to be approved. It is available for the Time Approver to review on the reported time: timesheet summary view. |
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Punch Time
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| How will we ensure that associates are clocking in appropriately at work? How will this be managed? |
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| Each department or college should establish appropriate expectations with their employees. The supervisor/approver will be responsible for ensuring these procedures are followed. |
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| Can punch time be restricted so employees can only use the webclock when on a particular subnet or a specific IP address? |
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| No. However, a report will be available showing the IP address that was captured when the employee punched in using webclock. |
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Reporting Time
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| We currently have employees fill out a leave request form for supervisor approval. Supervisors then track approved leave on their calendars and the forms are submitted to our payroll specialist to verify the time was reported on timesheets. I’d like to eliminate this if possible. |
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| PeopleSoft Time and Labor is a time recording application. Departments who wish to maintain a leave approval process can continue to use their current tool. Departments can use Time and Labor to report and approve future time sheets with future leave reported. |
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| Can we set up a report in BI for a supervisor that shows all their employees’ exception time for future pay periods? |
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| Time Approvers can view time by employee using "View Time" in Manager Self Service. If these summaries and views do not provide the right tools certainly a query within BI can be developed. |
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| Can vacation (or pre-scheduled sick) be scheduled up to 3 months in advance? |
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| Yes |
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| Will it be easy to tell who has not reported time? Will email reminders be sent to employees who have not reported time? |
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| Yes it will be easy to tell who has not reported time. Types of email notification are under discussion. |
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| Can the time entry screen be locked one view (i.e. Day, Week, Time period)? |
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| The time entry screen is not currently locked down. The view is a selected preference. |
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| Will the timesheet be “locked” after the employee submits it? |
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| No. The Approver acts as the backup to add time if the employee is unavailable to add the time. |
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| Will time reporters who exceed their vacation receive a message notifying them that they have exceeded the balance? |
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| Yes. When time is entered into the timesheet a notification will pop-up if any leave balances are exceeded. A timesheet cannot be saved or submitted with leave balances in excess of current accruals. |
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| Are there any checks and balances to ensure the person is on the right week? (Concern the employee will pull up the wrong week to enter time.) Can you lock the view by different workgroups? |
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| The calendar is automatically pulled up to the current day, week or pay period depending on the view that is selected. The view can be selected and saved by the Time Reporter, but it cannot be locked. It is a personal preference by the Time Reporter. The department can request that a particular view is used. |
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| Our current on-line time reporting system designed by the ARL group, brings up the two weeks within the pay period so it can be filled out at once. This eliminates any confusion about the weeks and is much faster for the employee. Is there any way the new system could be configured to bring up the correct two weeks on one screen? |
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| In the self-service time sheet, the system will bring up the current pay cycle when the "view by" time period is selected. This is a personal setting the employee would choose. |
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| Are Time Reporting Codes specific to the person reporting? |
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| Yes, the TRC codes are defined by the workgroup the employees position belongs to in PeopleSoft. |
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Time Approval/Security
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| Is the Time Approver the Supervisor? |
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| Yes |
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| Can you have a backup approver? |
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| Yes |
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| Can you require time approval to have two reviews? |
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| As a departmental business practice, two people can review a timesheet but the Supervisor's approval will move the time reported to payable time. The payable time process establishes the hours that will be paid within PeopleSoft. |
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| Does the timesheet return to the employee to re-submit (so the employee has electronically accepted the correction) or does the approver approve the corrections and the timesheet forwards to payroll? Does the approver have a choice to return the timesheet to the employee for re-submittal? |
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| Communication should occur between the Time Approver and Time Reporter before any changes are made to a submitted timesheet. If a correction is needed, the Time Approver should deny an employee's reported time, make comments, and return it to the Time Reporter to correct and re-submit. The Time Reporter can view comments on his/her timesheet at any time If the Time Approver corrects and approves the time it will go to payable time. |
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| If the approver makes a correction, and can approve it, does a message go back to the employee regarding the change? Or does the approver put a note in the timesheet record regarding the change and that’s what the employee can see if they question a change? |
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| The suggested preference would be that the Time Approver deny the time and have the time reporter make the correction and re-submit it. If the time reporter is unable to make the change (out sick) and the Time Approver changes and approves the time, they should enter comments explaining the change/correction. Time Reporters can view comments by Time Approvers at any time on previous reported time. Types of email notifications are under discussion. |
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| Regarding the Director/Department Head: Currently I sign off on roster with Director’s hours reported and there’s no higher level authorization of his time. Will Director’s exception timesheets have to be approved by his supervisor? Or will that be a business rule that can be determined by a department / division? |
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| Time Approvers will be determined based on a Department reporting structure provided by the college and/or departments. |
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| If there’s a change, does the employee change the timesheet and then re-submit? And can the supervisor see the transaction trail (that they had approved it and it was revised and re-submitted)? |
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| The Time Reporter would make any changes and resubmit the time. Only the final reported time is retained in Time and Labor. All comments are retained. It is highly encouraged the Time Reporter use the comments section to document and date why the day has been changed. |
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| Can areas be sub-divided by approver? |
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| Yes |
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| Will supervisors be notified when a timesheet is ready to approve? |
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| No, but the Time Approver can approve timesheets at any time. Types of e |
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| Will the payroll rep be notified when all timesheets are approved? |
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| No, the Time Coordinator can review approved time sheets at any time. |
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| Can a payroll rep return a timesheet to an employee for changes he/she wishes to make prior to the deadline? |
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| It is the responsibility of the Supervisor/Time Approver to approve or deny timesheets. A Time Coordinator can advise the Time Approver if time has not been reported or changes need to be made. |
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| How are supervisors notified that timesheets are submitted (or are still outstanding) for approval? |
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| Currently a notification is not sent out, but Time Approvers can view this information by going to Manager Self Service and selecting View Time. Types of email notification are under discussion. |
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| Currently, the Eller system notifies the employee when his timesheet is approved. This notification seems unnecessary. It doesn’t notify the employee if the Supervisor has returned it for correction. This notification is something that needs to be done. |
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| Types of email notifications are under discussion |
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| Can you view the manager self service time calendar view biweekly? This is the view we see today. |
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| No. It can be viewed weekly or monthly under view time. |
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| Why are names sorted by first name not last on the query results on the query page? Can this be changed? |
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| This is the delivered functionality based on shared information between Self Service and Manager Self Service. This cannot be changed without a modification to the system. Using the search tools will help to locate specific employees. |
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| Can a supervisor not only change an employee's time sheet but originate it? For example, if an employee was out for a long period they would need to be able to initiate it. |
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| Yes. |
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| Can a backup person approve time? |
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| Yes, you can have a backup that can approve time. Remember that if you have a backup they can approve at any time. |
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| Who will set up reporting structure for Time Approvers? |
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| The department will set up the structure. |
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| When can the Time Coordinator look at the exceptions? |
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| After the Time Administration Process is run. The schedule has yet to be determined but will likely be run several times throughout the day. |
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| Will the exception that shows up for a student working more than 30 hours be removed in the summer? |
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| No, since students may still be attending classes in the summer. |
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| How will security access be handled? Will the departments be able to do this or will it be done at an administrative level? |
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| The department will complete a form that will be sent to Payroll. Payroll will have to make the changes to the system. |
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| Can the Time Coordinator freeze the view for the Time Reporter? |
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| No |
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| Can a Time Approver deny one day and approve the rest of the days so they will still go through to Payroll? |
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| Yes |
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Financial System (FS) Go Live Delay FAQs |
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1. Why is the FS Go Live being delayed? 2. What is the financial impact of the delay? 3. What is the impact on the overall schedule and other initiative implementation schedule? 4. What is the business impact of the delay? 5. Why is the project behind schedule? 6. If CSU and Delta can implement KFS in July, why can't we? 7. When will the new Go-Live take place? 8. How/why was the next Go-Live target date chosen? 9. What will the implementation team work on during the delay? 10. What is the current status of the other project initiatives? 11. What is the plan for the interim? Will I continue to work with FRS as usual? 13. Are there any benefits associated with the delay of the Go Live? |
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The decision to delay the Go Live date of FS is based primarily on the fact that the official release of KFS 3.0 software from the Kuali Foundation has been delayed from its original date of December 2008. The issues being addressed in the KFS software version 3.0 release appear to be minor from a development standpoint; however, these issues could have major effects on the software implementation. The Financial Systems initiative is a large and complex project under the best of circumstances, and in order to implement the system and maximize our use of resources the FS team will continue to work aggressively with departments and colleges to establish their workflow and business processes and Chart of Accounts structures. However, as a result of the software delay, the Mosaic project must realign the FS rollout plans. |
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? This is being determined. Generally speaking we will have a smaller staff working for a longer time. However, we will evolve to this in a way that minimizes negative impact on the considerable momentum we currently have. Thus there will be a financial impact. This was a risk we consciously accepted when we chose to keep working toward the July target when the software delays were first announced. |
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3. What is the impact on the overall schedule and other initiative implementation schedule? |
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? The delay will not affect the overall schedule, nor the schedules of other implementations. ? Student Administration and Research Administration will not be affected. ? Possible impact of the FS delay on HR: HR will have to write interfaces to send transactions to FRS for a while and then switch to KFS. HR was developing the FRS interface in any case to help with testing. ? The HR team was ready for this contingency and built a checkpoint date of April 1, 2009 to assess the possibility of a delay in FS and has contingency plans in place. Knowing now puts the HR team in front of the scheduled milestone. |
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? The business impact of the delay is actually positive in one way. The delay of six months will allow the KFS team more time to work with individual units to ensure they are ready for the implementation. ? The original July Go Live date was selected because changes to the system are easier to introduce at the beginning of the fiscal year, and because FY10 will be a base year for indirect cost calculation |
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? Having the FS in place would have decreased the amount of time spent by affected departments in dividing overhead transactions between Instruction, Research, and Public Service. ? While this delay will have financial impact mostly within said affected departments and FSO, these transactions would have had to be "scrubbed" anyway without the FS. Therefore, the marginal cost with the delay is minimal covering the first six months of FY10. |
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? Delay in software release ? The RFP process to select resources was slower than planned |
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6. If CSU and Delta can implement KFS in July, why can't we? |
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? Delta is a small Community College, with simpler requirements than the UA ? CSU is mandated by their board to implement in July. If necessary, they can implement KFS Release 2.2 to meet that requirement. That option is not viable for the UA. CSU is also a smaller less research intensive centralized school than UA. |
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? Around January 1, 2010 |
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? August was considered, however a 30 day extension would not have been sufficient ? October was not an option, as Payroll will be going live at that time ? January, 2010 was selected because the month of January is not a busy time of year for the financial systems and no other initiative go lives are scheduled during that time |
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9. What will the implementation team work on during the delay? |
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? The delay will allow work to be restructured in a more manageable schedule. |
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? The aggressive timeline to meet the July Go Live date meant that several phases of the implementation plan were overlapping. ? The team has just completed the Assess phase, is moving into the design phase in which the functional specifications for gaps are developed and future processes are refined. ? The next steps will be to move into the build, test, and train phases successively. |
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? The FS team will have time to more thoroughly prepare for campus training, department readiness, and integration with the Business Intelligence tool. ? The team will continue to work with individual departments to establish business processes, workflow, and their Chart of Accounts structures |
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10. What is the current status of the other project initiatives? |
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? HR Administration |
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? On Schedule and ahead of budget ? Next milestone: Release 3 in March 2009 (Pay the defined 200+ employee test group using converted data). |
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? Research Administration |
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? First release of software needs to stablilize ? On budget ? Pilot departments targeting March 2009 |
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? Student Administration |
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? On schedule and on budget ? Vendor chosen for student recruiting - May '09 implementation |
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11. What is the plan for the interim? Will I continue to work with FRS as usual? |
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? Everyone will continue to work with FRS as usual ? The FS team is in the process of converting transactions and plans to have 1 year's worth of FRS transactions available in their environments for people to use with the Business Intelligence Tool |
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12. Our unit has people involved in testing, is that time wasted; will they have to go through training again? |
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? Having people involved in testing has most definitely not been wasted time. It is important to remember that the work that has been done thus far has been of great value both to the people involved in testing and the KFS team and opportunities remain for people who would like to be involved. The testing teams will not have to be retrained. ? KFS Testing will still start in March and the Mosaic Project will want testers as part of Quality Assurance and the implementation processes. ? The Mosaic Training Team is planning to offer weekly Kuali Basics classes to learn, review, and work with the data in the sandbox environment. |
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13. Are there any benefits associated with the delay of the Go Live? |
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? More time allows for more thorough testing, training, and preparation for departments and colleges ? UA departments and colleges will have additional time to more thoroughly analyze, establish and test their workflow and business processes and Chart of Account structures. ? The KFS team will have more time for system, business process and BI testing. ? The UA will be able to take advantage of modifications developed by Colorado State University (CSU) and lessons learned from the Colorado State University and San Joaquin Delta implementations taking place this summer. ? The FS/UITS team will have more time to refine their support model for the KFS implementation. |
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