Change by Module - EFS heat map
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ModuleBusiness ProcessChange Request DescriptionColor codeAudienceFaculty staff or student?Audience, GeneralNotes/Highlights (training materials and communications will be coming with more details)
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GeneralWork Centers in general (part of other business processes)Part of other change requestsyellowInquiry usersfaculty, staff, studentsLowThose with inquiry access will be able to use some features of the work centers for their inquiry. Existing inquiry paths will still be available but the work centers should make some tasks easier.
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GeneralGeneral look and feelPart of other change requestsyellowAll usersfaculty, staff, studentsLowThe general look and feel of the system will change slightly with the upgraded version. For example, instead of dark gray and white alternating bars on some screens, there will be small lines between the rows and no gray bands.
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GeneralApprovals & workflow (general)Part of other change requestsyellowApproversfaculty, staff, studentsMediumThe rules/steps for approval are not dramatically changing but the alternate approver function is being enhanced to allow for a pool of approvers. IDPs in progress.
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AMAsset Managementgreen
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AMAsset CreationAM01 Asset CreationgreenCentralstaffLow (central facing)Combination Editing will be turned on at the AM Business Unit level. Some 'related content' functionality will be turned on. The Asset Management module is maintained centrally by Inventory Services and Accounting Services. The number of users impacted is roughly a dozen individuals. Central-facing processes (does not directly impact end users in departments).
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AMAsset MaintenanceAM02 Asset MaintenancegreenCentralstaffLow (central facing)Configure new functionality (attachment functionality) for construction in process, works of art, or other non-equipment assets; otherwise a retrofit current processes. The Asset Management module is maintained centrally by Inventory Services and Accounting Services. The number of users impacted is roughly a dozen individuals. Central-facing processes (does not directly impact end users in departments).
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AMAsset AccountingAM03 Asset AccountinggreenCentralstaffLow (central facing)Bringing forward same mods as today. The Asset Management module is maintained centrally by Inventory Services and Accounting Services. The number of users impacted is roughly a dozen individuals. Central-facing processes (does not directly impact end users in departments).
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AMMass ChangeAM04 Mass ChangegreenCentralstaffLow (central facing)Configuration work for new features (for example, if an entire lab moves, they don't have to manually update each item but can do the update all at once), otherwise bringing forward same mods as today. The Asset Management module is maintained centrally by Inventory Services and Accounting Services. The number of users impacted is roughly a dozen individuals. Central-facing processes (does not directly impact end users in departments).
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AMPhysical InventoryAM05 Physical InventorygreenCentralstaffLow (central facing)A third party system is used for this process. Modifications related to this will be brought forward. Central-facing processes (does not directly impact end users in departments).
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AMAM CloseAM06 AM ClosegreenCentralstaffLow (central facing)No changes, configured processes moving forward. The Asset Management module is maintained centrally by Inventory Services and Accounting Services. The number of users impacted is roughly a dozen individuals. Central-facing processes (does not directly impact end users in departments).
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AMAsset ReportingAM07 Asset ReportinggreenCentralstaffAll UM Reports, so this is part of the reporting work stream work. Central-facing processes (does not directly impact end users in departments).
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AMBatch ProcessingAM80 Batch ProcessinggreenCentralstaffNo changes. Central-facing processes (does not directly impact end users in departments).
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AMIntegrationAM90 IntegrationgreenCentralstaffNo changes. Central-facing processes (does not directly impact end users in departments).
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AMAM Work CenterAM08 Work CentergreenCentralstaffLow (central facing)It impacts only a small number of central employees and it's more 'nice to have' then necessary. It will be configured for the people who have access to use it.
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APAccounts Payablegreen
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APVendor InformationAP01 Vendor InformationgreenRequisition Preparers, Procurement Specialists, Receivers, Voucher Specialists, Approvers, Cluster DirectorsFaculty, staff, student with procurement rolesLow (central and end end user facing)There are now delivered PS processes for certain functions related to vendor creation/maintenance. The BPO is still determining whether to roll these out with the upgrade or subsequent to it.
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AP1099/ WithholdingAP02 1099/WithholdinggreenCentralstaffLow (central facing)They are keeping with the current business process: some activity takes place in PeopleSoft and a 3rd party vendor will do the rest. Central-facing processes (does not directly impact end users in departments).
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APVouchersAP03 VouchersyellowVoucher Specialists, Approvers, Internal Sales Organizations, Cluster DirectorsstaffMedium (dept users)Student refunds will now be done through the Accounts Payable module (previously processed through payroll in the human resources system). Adding a 254 character description field at the line level to allow departments to provide/view more descriptive information. Improvements will be made to voucher approval processing to make the online approval steps and functions consistent across all transaction types. 
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APPaymentsAP04 PaymentsgreenCentralstaffLow (central facing)Bringing forward the same mods as today. Central-facing processes (does not directly impact end users in departments).
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APAP WorkCenterAP05 WorkCenteryellowVoucher Specialists, Internal Sales Organizations, Cluster DirectorsstaffMedium (central and end user facing)Configure new functionality for AP Workcenter. Most of the AP tasks will be presented in one place, beginning with only a certain amount of functionality. It's mainly a configuration task, so some features can be added later as they're identified as being useful or necessary.
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APBatch ProcessingAP80 Batch ProcessinggreenCentral, Internal Sales Organizations, Cluster DirectorsstaffLow (central end users and ISOs)Very small changes. Student training team will provide training to central staff who process student refunds. 
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APIntegrationAP90 IntegrationgreenCentralstaffLow (central facing)Very small changes. Student training team will provide training to central staff who process student refunds. Central-facing processes (does not directly impact end users in departments).
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ARAccounts ReceivablegreenAs a complete package, changes made to the system and business processes under Accounts Receivable will provide new opportunities to assist collegiate or cluster staff with analysis of receivables.
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ARItem entryAR01 Item entrygreenCentralstaffLow (central facing)No customizations to retrofit and no new functionality. Central-facing processes (does not directly impact end users in departments).
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ARPayment EntryAR02 Payment EntrygreenCentralstaffLow (central facing)For the majority of people, the change level is low, bringing forward the same mods as today. For central staff working with UMF payments, there is a medium level of change due to the introduction of spreadsheet upload functionality, again, the big changes affect central staff only. 
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ARDepartment DepositsAR02 Payment EntrygreenDepartment Deposit preparersstaffLow (end user facing)Bringing forward same mods as today.
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ARPayment ApplicationAR04 Payment ApplicationgreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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ARCorrespond with CustomerAR05 Correspond with CustomergreenstaffLow (central facing)Bringing forward same mods as today. Adding a Collections Workbench. 
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ARCollectionsAR06 CollectionsgreenCentralstaffLow (central facing)Bringing forward same mods as today. Adding a Collections Workbench. Central-facing processes (does not directly impact end users in departments).
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ARAnalyze ReceivablesAR07 Analyze ReceivablesgreenCentral, AR MonitorsstaffLow (central and end user facing)Bringing forward same mods as today. Adding a new audit feature. Some of the pain points identified for this process are being addressed by improvements elsewhere (immediate access to a copy of invoices to aid in analysis; use of a workbench to assist in consolidating common tasks in one navigation path; and so on).
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ARItem MaintenanceAR08 Item MaintenancegreenCentralstaffLow (central facing)Bringing forward same mods as today. Adding a new write-off approval function and a new audit function. Central-facing processes (does not directly impact end users in departments).
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ARSales Tax ReportingAR09 Sales Tax ReportinggreenCentral, College/Department Accountants, RRC managersstaffLow (central and end user facing)All queries, no changes, no retrofits, nothing new will be introduced in this area.
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ARMerchant Card ProcessingAR10 Merchant Card ProcessinggreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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ARAR MaintenanceAR11 AR MaintenancegreenCentral, Billing Specialists, AR MonitorsstaffLow (central facing)Bringing forward same mods as today. PS delivers a new workbench for central staff and billing specialists that will be implemented.
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ARAR WorkCentersAR12 Receivables WorkCentersgreenBilling Specialists, Central, Department Deposit PreparersstaffLow (central and end user facing)A new work center is available for AR activity. There will be a new notification that Department Deposits are awaiting review.
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ARBatch ProcessingAR80 Batch ProcessinggreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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ARIntegrationAR90 IntegrationgreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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BIBillinggreen
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BIBilling MaintenanceBI Billing MaintenancegreenCentralstaffLow (central facing)See BI08 Billing Maintenance. Note, we had earlier marked this as an end user facing process in error.
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BICustomer MaintenanceBI01 Customer MaintenancegreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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BICreate BillsBI02 Create BillsyellowBilling Specialists, Cluster DirectorsstaffMedium (end user facing)Bringing forward the same mods as today. There is a new feature where the system will attach certain images as supporting documentation to invoices. There will be an easier process to reprint invoices. System has the ability now to email invoices to customers instead of sending printed copies but it will take some time to transition customers over after go-live of the upgrade.
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BIFinalize and PrintBI05 Finalize and PrintyellowBilling Specialists, Cluster DirectorsstaffMedium (end user facing)There will be new methods for invoice delivery, reprint processes and new verifications that will need to be addressed in training courses and materials.
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BIAdjust BillsBI06 Adjust BillsyellowBilling Specialists, Cluster DirectorsstaffMedium (end user facing)New approval process (similar to other approval process changes) will necessitate some training. New 'reason code' for adjustments to bills. Otherwise bringing forward most of the same modifications as today.
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BIWorkCenterBI07 WorkCentergreenBilling Specialists, Approvers, Cluster Directors, CentralstaffLow (central and end user facing)A new work center will be available for billing activities. There will be notifications that there are items awaiting review when there are rebills and credit invoices.
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BIBI MaintenanceBI08 BI MaintenancegreenCentral, Billing Specialists, Cluster DirectorsstaffLow (central and end end user facing)Bringing forward same mods as today.
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BIBatch ProcessingBI80 Batch ProcessinggreenCentralstaffLow (central facing)Included in AR80 Batch Processing. Central-facing processes (does not directly impact end users in departments).
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BIIntegrationBI90 IntegrationgreenCentralstaffLow (central facing)Included in AR90 Integration. Central-facing processes (does not directly impact end users in departments).
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BUBudgetsgreenBeginning with FY16, not go-live of the upgrade, we plan to budget check expense transactions at a more detailed level so there aren't so many strings accidentally created (check ChartField string combinations).
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BUBudget SetupBU01 Budget SetupgreenCentralstaffLow (central facing)Bringing forward same mods as today. The Budget Office will be primarily responsible for communications via their annual budget instructions for central and colleges/depts. Central-facing processes (does not directly impact end users in departments).
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BUBudget Development WorksheetBU02 Budget Development WorksheetgreenRRCs/designees, College/Department Accountants, Budget EntrystaffLow (end user facing)Bringing forward same mods as today. The Budget Office will be primarily responsible for communications via their annual budget instructions for central and colleges/depts.
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BUAsset BudgetingBU03 Asset BudgetinggreenRRCs/designees, College/Department Accountants, Budget EntrystaffLow (end user facing)Bringing forward same mods as today. The Budget Office will be primarily responsible for communications via their annual budget instructions for central and colleges/depts.
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BUPosition BudgetingBU04 Position BudgetinggreenRRCs/designees, College/Department Accountants, HR professionalsstaffLow (end user facing)Bringing forward same mods as today. In addition, since the underlying data structures in HR are changing, these pages will have to be updated. The Budget Office will be primarily responsible for communications via their annual budget instructions for central and colleges/depts. The Budget Office has a separate effort to look at the Position Budgeting business process that may result in changes to the activity post go-live of the upgrade.
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BUFinal BudgetingBU05 Final BudgetinggreenRRCs/designees, College/Department Accountants, Budget EntrystaffLow (central and end end user facing)Bringing forward same mods as today. A few minor changes are expected. The Budget Office will be primarily responsible for communications via their annual budget instructions for central and colleges/depts.
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BUBudget MaintenanceBU06 Budget MaintenancegreenCentralstaffLow (central facing)The identified changes impact central end users from the Budget Office and Accounting Services. Central-facing processes (does not directly impact end users in departments).
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BUBudget ReportingBU07 Budget ReportinggreenRRCs/designees, College/Department Accountants, Unit Heads, Budget EntrystaffLow (end user facing)Bringing forward same mods as today. The Budget Office will be primarily responsible for communications via their annual budget instructions for central and colleges/depts.
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BUBatch ProcessingBU80 Batch ProcessinggreenCentralstaffLow (central facing) Central-facing processes (does not directly impact end users in departments).
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BUIntegrationBU90 IntegrationgreenCentralstaffLow (central facing)Custom process replaced with a different custom process, changing due to updates made to HR/Payroll system for the upgrade. Central-facing processes (does not directly impact end users in departments).
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EMEndowmentsgreen
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EMPool and Participant Set UpEM01 Pool and Participant Set UpgreenCentralstaffLow (central facing)Bringing forward same mods as today. New 'related content' feature will be used to display endowment description and PUF indicator flag. Central-facing processes (does not directly impact end users in departments).
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EMEndowment Participant TransactionsEM02 Endowment Participant TransactionsyellowEndowment Specialists, RRCs/designees, College/Department AccountantsstaffMedium (end user facing)The majority of existing modifications will be brought forward. Some 'related content' will be added, displaying information on the page instead of requiring people to navigate to a separate page: PUF indicator flag, market value, and donor intent. Team is working with the Foundation to try to provide additional reporting in the Foundation's systems.
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EMInvestment Manager TransactionsEM03 Investment Manager TransactionsgreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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EMPool Position UpdateEM04 Pool Position UpdategreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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EMIncome DistributionEM05 Income DistributiongreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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EMPUF ReportingEM06 PUF ReportinggreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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EMBatch ProcessingEM80 Batch ProcessinggreenCentralstaffLow (central facing)There's no batch processing, everything is run centrally ad hoc. Central-facing processes (does not directly impact end users in departments).
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EMIntegrationEM90 IntegrationgreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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EXExpensesPCard reconciliation process will be moving to the Expenses module and there is new approval & workflow functionality. For the general Travel & Expenses transaction preparer, not much is changing as a result of the upgrade.
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EXProcessing Expense ReportsEX02 Processing Expense ReportsredExpenses Preparers, PCard Reconcilers, Approvers, Travelersfaculty, staff, student who travelHigh (end user facing)New approval process (similar to other approval process changes) will necessitate some training. New functionality called 'related content'. The PCard reconciliation process will be conducted in the Expense module. Cardholders will have the option of beginning the reconciliation by entering justifications, attaching images of receipts. This will impact card holders, reconcilers, approvers, and expense report preparers. All PCard role holders will need training and communication on any new or unfamiliar policy, procedures, and system functionality. PCard reconciliers who have not been trained in the Expenses functionality should take the existing course Travel Authorizations and Expense Reimbursement (http://www1.umn.edu/ohr/trainingservices/financial/courses/index.html#taexp).
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EXProcessing Travel AuthorizationsEX03 Processing Travel AuthorizationsyellowExpenses Preparers, Approvers, Travelersfaculty, staff, student who travelMedium (end user facing)New approval process (similar to other approval process changes) will necessitate some training. New functionality called 'related content' to display: employee ID and related transactions associated with travel authorizations. Otherwise Travel Authorization process isn't changing from today's processes.
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EXProcessing Cash AdvancesEX04 Processing Cash AdvancesyellowExpenses Preparers, Approvers, Travelersfaculty, staff, student who travelMedium (end user facing)New approval process (similar to other approval process changes) will necessitate some training. New functionality called 'related content': employee ID and related transactions associated with cash advances. Otherwise Cash Advance process isn't changing from today's processes.
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EXBatch ProcessingEX80 Batch ProcessingyellowCentralstaffMedium (central facing)Central-facing processes (does not directly impact end users in departments).
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EXIntegrationEX90 IntegrationyellowCentralstaffMedium (central facing)Central-facing processes (does not directly impact end users in departments).
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FRBIReportingyellowDue to potential tools changes/additions or due to changing HR data structures, as HR costs are the majority of the financial picture.
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FRBIPS Reporting ToolsRPT01 PS Reporting ToolsReporting communityfaculty, staff, student who work with financial data and reporting(central and end user facing)In progress.
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FRBIPS ExtensionRPT02 PS ExtensiongreenReporting communitystaffLow (central and end end user facing)Bringing forward custom objects (pages, records) to support the Financial Reporting process.  This includes elements to improve performance and to maintain data.
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FRBIPS Batch ProcessingRPT03 PS Batch ProcessinggreenReporting communitystaffLow (central and end end user facing)Bringing forward custom Application Engine programs to support the Financial Reporting process.  This includes elements to improve performance and to maintain data.
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FRBIUM ReportRPT04 UM ReportgreenReporting communityfaculty, staff, student who work with financial data and reporting(central and end user facing)The UM Reports tool itself will remain but finance-related reports will be accessed instead via a new reporting center.
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FRBIAnalyticsRPT05 AnalyticsReporting communitystaff(central and end user facing)More information will be available about this during the late winter/spring 2014.
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FRBIDWEFRPT06 DWEFgreenReporting communityfaculty, staff, student who work with financial data and reporting(central and end user facing)Expect minor changes for a few tables in DWEF. A small number of field names may change or a few table names may change. If there are changes in these areas, updated data dictionary information will be available and old to new information will be shared with the finance and reporting communities.
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FRBIIntegrationRPT90 IntegrationgreenCentralstaff(central facing)Central-facing processes (does not directly impact end users in departments).
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GLGeneral Ledgergreen
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GLAllocationsGL01 AllocationsgreenCentralstaffLow (central facing)This is a central facing process, though people in departments and colleges see the results of activities on reports.
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GLJournal ProcessingGL02_001   Journal EntryyellowJournal Entry Preparers, Approvers, RRC managers, College/Department Accountants, Cluster DirectorsstaffMedium (central and end user facing)T account functionality is new and allows JE preparers to see what the effect of their JE will be prior to processing the transaction, attachment functionality on the JE header is new, SpeedType will allow JE preparers to create their own shortcuts to represent a CF string (data entry short cut), spreadsheet upload users will need new versions of the template, the actual steps for a spreadsheet upload will be simpler, there is a new field on the JE header that captures the ID of the preparer and allows for query on the JE search page by who created a JE, and there will be a new work center for JE preparers (see GL07).
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GLJournal ProcessingGL02_002 Journal WorkflowyellowJournal Entry Preparers, Approvers, RRC managers, College/Department Accountants, Cluster DirectorsstaffMedium (end user facing)New approval process (similar to other approval process changes) will necessitate some training. Attachment functionality is new.
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GLJournal ProcessingGL02_003 Suspense FilegreenCentralstaffLow (central facing)Only a very few central staff can access this function. Not to be confused with other correction modes or suspense activities. Central-facing processes (does not directly impact end users in departments).
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GLCOA MaintenanceGL03_001 ChartField MaintenanceyellowRRC managers, College/Department Accountants, Cluster DirectorsstaffMedium (central and end user facing)BPEL requests are going away, plan to use new delivered form to update chartfield attributes. There will also be a feature that allows units to update the approval assignments for a DeptID (primary and pool of alternates).
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GLCOA MaintenanceGL03_002 Combination EditingyellowAll preparers, RRC managers, College/Department Accountants, Cluster DirectorsstaffMedium (end user facing)The names of the combination edit errors are being changed so they better reflect the nature of the error, and the error code will display each time there is an error (rather than a generic message). A job aid will be created describing how to address each error code.
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GLCOA MaintenanceGL03_003 HCM Combo CodesyellowAll preparers, RRC managers, College/Department Accountants, Cluster DirectorsstaffMedium (central and end user facing)Changes will simplify this process. The challenge will be communicating the change while "untraining" those with budget journal access. One thing end users will see that results from this process is a change to the numbering schema for Combo Codes--they will be formatted Fund, DeptID, Program, or Project, then a random number. Combo Codes for HR and Student will be transmitted separately to each of those systems, so Student users will not have to slog through HR Combo Codes to find those applicable to their area, and vice-versa.
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GLFinancial CloseGL04 Financial ClosegreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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GLUniversity ReportingGL05 University ReportinggreenReporting communityfaculty, staff, student who work with financial data and reportingLow (end user facing)Bringing forward same mods as today (reporting within PeopleSoft itself, shared public queries and the delivered inquiries/reports). HR Entity and Finance ZDeptID will use the same list of values with the upgade--the values with be synchronized. In the HR system, the Entity field will be re-labelled as ZDeptID.
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GLEscheatment ProcessGL06 Escheatment ProcessgreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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GLGL Work CenterGL07 GL Work CentergreenJournal Entry Preparers, Approvers, RRC managers, College/Department Accountants, Cluster DirectorsstaffLow (central and end end user facing)There is a new GL work center. People will see their in-flight JEs and whether they have errors, budget exceptions, etc.
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GLBatch ProcessingGL80 Batch ProcessinggreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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GLIntegrationGL90 IntegrationgreenCentralstaffLow (central facing)This is primarily a set of interface processes to share data between Finance, HR, and Student systems. Central-facing processes (does not directly impact end users in departments).
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GLCommitment ControlKK01 Commitment ControlyellowAll preparers, RRC managers, College/Department Accountants, Cluster Directorsfaculty, staff, student who work with financial data and reportingMedium (central and end user facing)The process for setting up a budget line on a non-sponsored account during the fiscal year will be changing. The process for creating a Combo Code will be changing. There will be a new upload tool for budget journals. Budget checking of the entire CF string to see if it is a valid combination will be changing with the FY16 year, rather than at go-live of the upgrade. The recently introduced offline process to deactivate Combo Codes during the fiscal year will continue with a few small changes.
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GPCGrants, Projects, ContractsgreenA grants portal has been identified as beneficial functionality to roll out to the community. This grant tool has a full-featured search and is capable of providing what can only described as, "a NOGA on steroids". The work group is excited about this feature.
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GPCAward Close OutGPC01 Award Close OutgreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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GPCEstablishing Sub recipientsGPC03 Establishing Sub recipientsgreenCentralstaffLow (central facing)Bringing forward same mods as today. Central-facing processes (does not directly impact end users in departments).
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GPCGrants AnalysisGPC04 Grants AnalysisyellowCentral and department grant administratorsstaffMedium (central and end user facing)These changes primarily impact central users but the data generated from this process ultimately populates reports used by the University community. Most retrofits will be brought forward.
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Updated: 02/24/13