Financial Systems Update
MRAM
November 8, 2012
Jeanne Marie Isola, UW-IT Information Management
Finance Program Roadmap
eFECS
Phase III - VI
Implement
Procure
to Pay
Plan
My FD
Plan
Automated JVs
Plan
Implement
Implement
Plan
Plan
Implement
Implement
Implement
Options
Analysis
Replacement
Initiate
Stabilize or replace “at risk” products (e.g. Vitcos, Oasis etc.)
Production Support/ /Incremental improvements
FY12
FY13
FY14
FY15
FY16
FY17
FY18
FY19
Jeanne Marie
eFECS
Phase 4-6 Roadmap Planning
September
October
Permanent
Cost Share
Tracking
approach
Cost Share
Intersections
on Research
Management
Lifecycle
November
• Architecture
• Prioritization
• Estimates
December
Roadmap
Proposal
Articulate improvements as
ways to reduce:
1) Administrative Burden
2) Compliance Risk
High Level Cost Share Life Cycle
Opportunities:
• Reduce administrative effort & Improve Usability across
business process
• Increase compliance
• Department
• OSP
• GCA
Project/Award
Launch
Award
Management
• Department
• OSP
• GCA/MAA
• Department
• GCA/MAA
Close Out
Essential Collaborators: Grant Contract & Accounting, Management Accounting &
Analysis, Academic Units, Office of Research, Decision Support Center, and UW-IT
4
Procure to Pay Roadmap
Business Value Proposition
Comparison to U of Michigan: University of Michigan has larger spend ($2B vs.
$1B) yet fewer non-central FTE involved in procurement function
Components of Procurement Costs as a Percentage of Spending
University of
Washington
Hackett Peer Group
University of Michigan
.32%
.31%
.15%
.16%
3.5 %
2.99%
.45%
Central Procurement
• UW employees in campus units spend more time on procurement
than peer institutions with more modern, more centralized
procurement systems.
Purchasing Technology
>1%
Campus Units
5
eProcurement Strategy Overview
Goal: Utilize eProcurement to manage all procurement functions creating a
streamlined, single point of entry for all purchases. This should standardize the
process and reduce costs.
*Requisition/PO
Contract Compliance
*Non-PO
*eInvoicing
Non-Catalog
Accounts Payable
Payment Scheduling, Accruals,
Payment Processing,
APE Interface, 1099, etc.
Sourcing
eProcurement
Encumbrances
PAS
*eReimbursements
Payments to individuals
Contract Management
* Modules are Implemented
Vendor
Management
Procure to Pay:
To the future
Non-Catalog Ordering and Non-PO Invoices will
allow campus users to order good and services
taking advantage of the eProcurement features
like approval flow, electronic order routing, and
electronic invoicing
History of My Financial Desktop
2005 - 2008
2010 -2012
2013- 2014
• Reporting
• Queries &
Templates
• Salary and
Expense
Transactions
• Automated Budget
Search
• Budget Worksheet
• Reconciliation
• Source Document
Drill Down
• Automated
Journal
Vouchers
Accomplishments!
• $400,000 to $600,000 in annual savings from
in FM staff time; more savings throughout.
• 50% reduction in printing BAR/BSR reports
• Eliminates time-consuming manual process
used by over 3000 PIs and UW fiscal staff
• 75 percent time reduction to generate
individual transactions in over 40,000 budgets
Coming Soon!
My Financial Desktop Automated Journal Vouchers
Questions?