SmartKey/SpeedType
Information About the Testers
Detailed Data Output
Appendix
What the Testers Heard
2
INFORMATION ABOUT THE
TESTERS
3
SpeedType Interactive Lab – Number of Participants
May 12th
Number of Lab Participants:
240
189
Goal
Actual
12
Beta Session
June 3rd
June 11th
73
54
~ 80% of goal
June 17th
2 participants on June 3rd did not complete the survey.
4
52
SpeedType Interactive Lab –
Number of Participants by Division
Most participants came from
the following divisions:
1. SOM - 43 participants
2. VP Finance - 25 participants
3. SON - 21 participants
4. ECAS - 20 participants
5. RA - 13 participants
122 participants were from five divisions
5
70%
of lab participants
were from 5
divisions.
(Data includes June labs only.)
Interactive Lab Participants by Division – (June 3rd, 11th, 17th)
Campus Services
1
DAR
1
President's Office
1
School Of Law
1
Emory Healthcare Inc.
1
Office of General Counsel
1
Communications and Marketing
1
Key Notes:
Graduate School
2
Emory Temporary Services
2
Human Resources
2
Candler School Of Theology
2
1.
2.
3.
4.
5.
Executive Vice President
4
LITS: Library and IT Services
4
EVP Provost Academic Affairs
4
Exec. V.P. for Health Affairs
4
Yerkes National Primate Research
4
Campus Life Activities
6
Office of Development & Alumni Relations
6
School Of Public Health
SOM - 24.3% of participants
VP Finance - 14.1% participants
SON - 11.9% of participants
ECAS - 11.3% of participants
Research Admin - 7.3% of participants
8
Research Administration
13
Emory College
20
School Of Nursing
21
Vice President For Finance
25
School Of Medicine
43
0
5
10
15
6
20
25
30
35
40
45
50
Interactive Lab – 3 Configurations Tested
Numbering Configurations
Option A:
2341987656
Dept # (3 digits)
Number representing a Fund Code
Auto Number (6 digits)
Option B:
234D987656
Dept # (3 digits)
Letter representing a Fund Code
Auto Number (6 digits)
Option C:
2346987653
Dept # (4 digits)
Auto Number (6 digits)
Winning
configuration
7
DETAILED DATA OUTPUT
8
Ease of Entry
Ranking
Division
Number of Percentage out
Participants 60 Participants
1
School Of Medicine
17
28.3%
2
Vice President For Finance
12
20.0%
3
School Of Nursing
8
13.3%
4
Emory College
4
6.7%
5
School Of Public Health
4
6.7%
6
10 Remaining Divisions
15
25.0%
Ranking
Division
Number of Percentage of 13
Participants Participants
1
School Of Medicine
3
23.1%
2
School Of Nursing
2
15.4%
3
2
15.4%
4
Research Administration
Yerkes National Primate
Research
2
15.4%
5
4 Remaining Divisions
4
30.8%
Ranking
Division
Number of Percentage of
Participants 104 Participants
1
School Of Medicine
23
22.1%
2
Emory College
15
14.4%
3
Vice President For Finance
12
11.5%
4
School Of Nursing
11
10.6%
5
Research Administration
8
7.7%
6
17 Remaining Divisions
35
33.7%
(Data includes June labs only.)
3 digit department + 1 digit fund as a number + 6 digit auto number
3 digit department + 1 digit fund as an alpha + 6 digit auto number
9
4 digit department + 6 digit auto number
Comments:
Ease of entry
(Data includes June labs only.)
•“Less zero counting while inputting”
•“It was all numbers and you didn't have to switch
to letters.”
Red
•“No alpha. Alpha's require moving hand from
keypad and movement of head and focus of eyes
(two times). It is an inefficient use of time. Time
= $.”
•“Faster without the Fund letter”
Green
55/60
provided comments
12/13
provided comments
•“The letter in the middle separated the
numbers and made it easier to read.”
•“The letter is a natural break and a
quick/readily identifiable code for kind
of SpeedType number, e.g., BOP vs
GRANT”
•“Red had the letter which is really a problem
yellow had a slightly better flow that the green.”
•“All numbers and no letters.”
•“It didn't have any letters, so the account entry
was faster.”
• “Green and Yellow used numbers only with no
letters... looking at the sheet and keeping track of
the row I was one then switching between
number and letter keypad slowed me down.”
•“It was the fastest”
Yellow
234 1 987656
‐
‐
‐
100/104
•“Because it seemed to auto-fill more
than the other two.”
3 digit Department
1 digit Fund Code
6 digit auto-number
234 D 987656
‐
‐
‐
3 digit Department
1 alpha Fund
6 digit auto-number
10
provided comments
2346 987653
‐
‐
4 digit Department
6 digit auto-number
Preference
Ranking
Division
Number of Percentage of 61
Participants Participants
1
School Of Medicine
16
26.2%
2
Vice President For Finance
11
18.0%
3
School Of Nursing
8
13.1%
4
5
8.2%
5
Emory College
Research Admin, RSPH,
EVP Health Affairs
9
4.9% each
6
10 Remaining Divisions
12
19.7%
Ranking
Division
Number of Percentage of 25
Participants Participants
1
School Of Medicine
8
32.0%
2
Vice President For Finance
4
16.0%
3
School Of Nursing
3
12.0%
4
2
8.0%
5
RSPH
Yerkes National Primate
Research
2
8.0%
6
6 Remaining Divisions
6
24.0%
Ranking
Division
Number of Percentage of 91
Participants Participants
1
School Of Medicine
19
20.9%
2
Emory College
14
15.4%
3
Vice President For Finance
10
11.0%
4
School Of Nursing
10
11.0%
5
Research Administration
9
9.9%
6
16 Remaining Divisions
29
31.9%
(Data includes June labs only.)
3 digit department + 1 digit fund as a number + 6 digit auto number
3 digit department + 1 digit fund as an alpha + 6 digit auto number
11
4 digit department + 6 digit auto number
Comments:
Preference
(Data includes June labs only.)
Red
23/25
•“I like the fact that I can identify the
SpeedType by the fund code just by looking
at SpeedType. I will know that this fund
code is an endowment, unrestricted, or
sponsored fund code.”
•“No letter values and less zeros while
inputting”
•“Again either yellow or green works. I
guess having the fund code information
with the green one is helpful”
Green
47/61
provided comments
provided comments
•“Although slightly longer to enter, having
the alpha character allows you to visually
look at number and know what it's for. In
the endowment world this would be very
useful.”
• “Probably red, although it's not a slam
dunk. Don't feel strongly about any of
them. The 3-4 digit department number is
effectively the same to me. There's
probably value in having the fund code in
there. And I like the fund code number
rather than letter from a data entry
efficiency standpoint. I see the value in the
letter based fund codes though and like it
better from a readability/reviewer
standpoint. I really like the autofill option.
No matter what you do, add that.”
•“The configuration of four department
numbers allowed for confirming the
SpeedType is for the correct department.”
•“Because of the way SOM is structured, only
having the 1st 3 digits of the department
code doesn't tell you what department it
actually is, you have to get to the 4 decimal
place to get that information. For example
7365XX is everything Pediatrics.“
•“Prefer the dept type as opposed to fund
type being in the speed type.”
•“Easy to do and seems to be the quickest.”
Yellow
75/91
provided comments
234 1 987656
‐
‐
‐
3 digit Department
1 digit Fund Code
6 digit auto-number
2346 987653
234 D 987656
‐
‐
‐
3 digit Department
1 alpha Fund
6 digit auto-number
12
‐
‐
4 digit Department
6 digit auto-number
Logic
(Data includes June labs only.)
Ranking
School Of Medicine
13
21.7%
2
Vice President For Finance
13
21.7%
3
School Of Nursing
6
10.0%
4
Emory College
5
8.3%
5
School Of Public Health
5
8.3%
6
13 Remaining Divisions
18
30.0%
Division
Number of Percentage of 27
Participants Participants
1
School Of Medicine
3
29.6%
2
School Of Nursing
2
18.5%
3
2
14.8%
4
Vice President For Finance
Yerkes National Primate
Research
2
7.4%
5
8 Remaining Divisions
4
29.6%
Ranking
Division
Number of Percentage of 90
Participants Participants
1
School Of Medicine
22
24.4%
2
Emory College
14
15.6%
3
School Of Nursing
10
11.1%
4
Research Administration
9
10.0%
5
Vice President For Finance
8
8.9%
6
14 Remaining Divisions
27
30.0%
3 digit department + 1 digit fund as an alpha + 6 digit auto number
13
Number of Percentage out
Participants 60 Participants
1
Ranking
3 digit department + 1 digit fund as a number + 6 digit auto number
Division
4 digit department + 6 digit auto number
Comments:
Logic
(Data includes June labs only.)
Red
23/27
•“While I love the fact that I'm keying
numbers only, at least I know that the
correct fund code is being applied. Also, I
think it is great for tracking purposes.”
•“…quick data entry; informative digits”
•“I am used to completing a 21 digit
Chartfield string, so knowing the fund type
helps me know what type of funds I am
working with.”
•“For me it is very important because I have
thousands for smart keys for my loan funds
and I will want to make sure we get the
correct loan.”
Green
46/60
provided comments
•“I feel in the long run it will work well for
departments use. Having all numbers may
lessen your chances of catching a wrong
entry -- in other words the letter can readily
alert you if you've entered the wrong
account (such as an endowment verses
lab).”
•“It made me think more about the type of
transaction of I was doing based on the
alpha-numeric. Also, I believe this will
prove beneficial for identifying the kind of
project at a glance.”
•“For reporting purposes the letter would
stand out to allow for ease of identifying
fund type.”
•“I don't deal with different Fund Codes, so
option DDDDnnnnnn makes the most sense
to me…”
•“Just seemed to flow better with the four
digit department number first. With leaving
out fund code, which can change after
setup, this would eliminate the risk of
having to change the SpeedType based on a
fund code setup error.”
•“All numeric and because three digits for
the department doesn't tell you a whole
lot…”
•“Feel that I would get fewer drop down
options with four digits.”
•“Easier to remember”
Yellow
73/90
provided comments
provided comments
234 1 987656
‐
‐
‐
3 digit Department
1 digit Fund Code
6 digit auto-number
234 D 987656
‐
‐
‐
3 digit Department
1 alpha Fund
6 digit auto-number
14
2346 987653
‐
‐
4 digit Department
6 digit auto-number
“Do not base a decision
merely on journal entry
speed. Users (including
students) are key to this.”
5 Participants Answered No
1.
2.
3.
4.
Emory College - 2 participants
SON - 1 participant
EVP - 1 participant
Emory Temp Services - 1 participant
“I appreciate that you are
getting a broad range of
input - of course I'll be
more interested in the
implementation …”
15
What advice do you have for us on how to communicate the final results for
the SpeedType logic?
• Email to listserv for
Compass users
• Newsletter
• Webinar
• Post on website
• Group Sessions
• OSP Newsletter
• Hear it from the CBO
• ERAZ listserv
• RAS bulletin board
•“Logical Explanation of the
selection, if possible”
•“Email to compass users; ensure
that users were given the
opportunity to provide feedback
during the interactive lab sessions;
explain that the final results were
determined by suggestions from the
people who have participated in the
lab sessions.”
•Emphasize that having SmartKeys
limits the ability to take advantage
of future upgrades to Oracle is good
to know.
16
•“It would be great to send the
results and how the decision will
impact data entry in the new
Compass environment”
•“Email will be fine, but you can also
formally communicate in a
breakfast meeting with bacon. :)”
•“Email survey results and
discussions”
•“My understanding is that the
SpeedType number isn't staying
with the transaction. This should be
communicated if it is so, would take
a lot of the decisions out of the
matter.”
Final Thoughts…
Green
Yellow
Green
Yellow
Red
Yellow
Red
Yellow
Yellow
Yellow
Green
Yellow
Green
Green
“Let everyone how much work and testing
went into the SpeedType logic. Lots of
community involvement.”
17
Red
APPENDIX
WHAT THE TESTERS HEARD
18
Program Guiding Principles
Promote shared ownership, collaboration, and communication
Fully evaluate functionality and impacts
Represent the enterprise (University & Healthcare)
Be transparent
Understand the business need and unintended consequences in
every decision
Consider impact to constituents and related budgets
Encourage improved functionality, safeguarding valued existing solutions
19
SmartKey Replacement Overview
SmartKey is a “short-cut” tool to provide a shorter
entry key than the full 70 digit ChartField string
SmartKey is not a PeopleSoft tool. It is a 3rd party
interface that sits on top of PeopleSoft
SmartKey is costly based on fees incurred and
prevents ability to apply updates/patches
20
SmartKey Replacement Recommendation
Smart.Logical.Simple
Leverage the PeopleSoft 9.2 delivered functionality
Convert existing SmartKeys to SpeedTypes
Comply with user community request to have a
numbering convention that is logical and simple.
Engage the user community for testing and feedback
21
PeopleSoft Chart of Accounts – Current Structure
Class (5)
Business Unit (5)
All Transactions
Projects Only
Optional
Operating
Unit (5)
Dept ID (6)
Fund (4)
Project Costing
Business Unit (5)
Project (8)
Activity (15)
Identifies type of Project:
Sponsored, CIP, NonSponsored
Identifies sponsored
projects and select nonsponsored activities
System requires use of the
activity ChartField with all
Projects
Program (5)
Event (4)
What is the activity for
which I need to capture
financial information?
Additional ChartField to
track financial data
NACUBO Code
for Functional
Classification
Reporting
Account (5)
SMARTKEY is a third-party vendor tool
used for data entry of ChartFields and
interfaces. It will populate all these
fields for end users.
When a transaction using SmartKey is processed, the SmartKey
number entered is embedded into ChartField2 automatically.
22
Balance is Necessary for Success
User Needs
Community Outreach
System Needs
SpeedType Interactive
Labs ( May12, June 3, 11, 17)
Need to See the SpeedType
Used (in report details and
inquiry screens if used in the
transaction)
SpeedType = Entry Code Only
Don’t change the current
SmartKey number used
Delivered Functionality =
Unlocked Retained Values
Want the “SmartKey” number
to be smart and intuitive
based on chartfield details
SpeedType is not used in all
transactions
Goal
240 participants
Multiple numbering
configurations tested
Manage Efficiency & Cost of Ownership
23
Interactive Lab – Test Scenarios
Numbering Configurations
Option A:
2341987656
Dept # (3 digits)
Number representing a Fund Code
Auto Number (6 digits)
Option B:
234D987656
Dept # (3 digits)
Letter representing a Fund Code
Auto Number (6 digits)
Option C:
2346987653
Dept # (4 digits)
Auto Number (6 digits)
24