Connectcarolina Update January 2015: Click Spacebar To Advance Content and Slides

ConnectCarolina Update
January 2015
Click spacebar
to advance content and slides
What are the issues with

ConnectCarolina that are
currently impacting campus?
What is being done to address
these issues?
Challenges
Reporting
A new reporting tool, new data and formats, some gaps
in data and missing reports
Overstated labor encumbrances

Creates uncertainty over information integrity and
complicates understanding available balances
Procurement
Multiple issues with creating and paying vouchers and
vendors and with converted purchase orders
Managing multi-year grants

Invoicing sponsors
Staff productivity and frustrations
3
Accurate Reporting
Challenge: unable to get accurate reporting to

help manage the Universitys schools,
divisions and research enterprise
What we are doing:
Continued meetings with groups across campus to

understand needs
New reports release every 2-3 weeks
Issued 3 major correction and report releases since Oct. 1
go-live more than 200 enhancements
Completed first round of training in October and
November; second round will be scheduled soon
Continue to add information, including creating a grant
profile screen with detailed info related to grants
Working on pulling in additional data
4
Accurate Reporting,
Late January: 6.3 Release Highlights more than
contd.
60 enhancements
Streamlined the transaction screen
Modified the Ledger Roll-up screens to show
selected month-to-date and life-to-date for OSR
(closer to the legacy FBM report)
Added cursor over for Ledger roll-up and
Transaction screen
Consolidated access so a user has ALL HR/SAS
reports when granted a single function
Updated the Cost Code report to pull PeopleSoft
and InfoPorte cost codes
Faculty Dashboard: Includes Projects and
Programs
5
Encumbrances
Challenge: labor encumbrances are not

accurate
Due to:
ePAR bug that causing encumbrances to be overstated

Annual encumbrance calculation on hourly temp and
student employees
Ignoring employees job end date
What we are doing:

Immediately:
o Running nightly job to back out ePAR encumbrances
o Recalculated annual labor encumbrances
Next month:
o Stopping budget-checking and encumbering ePAR forms until
fully approved/denied (and providing tool to enable Campus
to ascertain status)
o Excluding hourly temporary and student employees from
labor encumbrances
6
Detailed Information on
Encumbrances
Based on data for payrolls B14 and M07 through the
end of FY15
Does not include encumbrances for fringe benefits
(expected very soon)
Encumbers hourly temporary and student employees
for a full year (team will work on this next)
Encumbers employees whose jobs end before the end
of the fiscal year through the end of the fiscal year
(scheduled for work late spring)
Encumbers new positions, new hires, and
compensation or funding changes created in ePAR
forms only when the next relevant payroll is processed
Reverses out encumbrances to default and suspense
accounts
7
Procurement
Challenge: Multiple issues with
Creating/Paying Vouchers and Vendors
What we have done:
Added additional staff to reduce processing time for both
vouchers and vendors. Central Office workflow queues
are currently at pre-go-live levels.
Enhanced Vendor Create system to prevent multiple
requests for same PID/TIN.
Removed the automatic submission of campus vouchers
into workflow.
Enhanced Web Travel to eliminate a variety of customer
identified issues and provide feedback providing campus
with the payment reference data.
Enabled email notifications for ACH payments
Planned changes:
Reviewing and updating business processes
Procurement
Challenge: Converted FRS Purchase Orders /

Campus unable to Receive Converted Lines or
Change Order Lines
What was converted:
All active purchase order lines. Completed lines were not

converted.
What we have done:

Established listserv for Campus personnel to notify
Central Office Purchasing when the line is received.
Purchasing is entering the receiving on campuss behalf.
Planned changes:
Converted FRS Purchase Orders will be phased out June
30, 2015.
For continuing orders, new requisitions and new orders
will be established to eliminate this issue and utilize the
systems functionality.
Managing Multi-Year
Challenge: Restrictions on spending on
Grants
continuation years of multi-year grants
until
sponsor notices arrive.
What we are doing:
One of UNCs objectives in implementing an enterprise
system was to improve compliance with sponsor
requirements
o Legacy system lacked controls on spending which caused
some compliance issues
o New controls necessitate some process changes for
departments
OSR and ITS acknowledge that the UNC solution causes a

problem for multi-year awards that are funded and
budgeted annually
We have contacted other universities to determine
alternatives to address this issue and are currently
evaluating a proposed solution
10
Delays in Invoicing
Challenge: Delays in invoicing someSponsors
sponsors
for incurred expenses
What we are doing:
Successfully drew down funds from multiple sponsors
(NIH, NSF, etc.)
Making progress on sending out invoices
o Billing is a month behind
Triaging urgent needs: email Vanessa Peoples (

vpeoples@email.unc.edu )
Two issues we are working through:
o Billing is impeded by conversion issues: 15 months of
converted data causing issues with billing processes
o This is a major change: UNC moved from manual to
automated system. There was no functioning legacy system
to just drop into ConnectCarolina .
11
Staff Productivity
Challenge: Administrative staff are frustrated;

they are not yet as productive using new
systems as they were with old systems
What we are doing:
New systems initially reduce productivity for campus and

central offices; everyone is learning new:
o
o
o
o
o
Chart of accounts
Business processes
Budget rules
Applications
Reporting system
Initial training focused on transaction processing; current

training focusing on new business processes and
reporting
12
Staff Productivity,
Challenge: Administrative staff are frustrated;
contd.
they are not yet as productive using new
systems as they were with old systems
What we are doing:
Ongoing support:
o
o
o
o
o
Extensive training continues

Frequent updates via email from Finance and HR offices
User website: http://ccinfo.unc.edu/
Online forum: http://ccinfo.unc.edu/forums/
Ongoing user groups are being established
Please have patience this is a big change for everyone

o It will take time to adapt to all the changes, both for frontline employees and those who depend on them
13
In the first 90 Days after Oct. 1

Go-Live
Human Resources
Processed more than 22,000 HR transactions and the
Annual Raise for EPA faculty and non-faculty
Payroll
Ran 7 Bi-weekly and 3 Monthly Payrolls
Posted Payrolls to the General Ledger
Procurement
Issued more than 24,000 Purchase Orders
Paid almost 99,000 invoices
Accounting Services
Processed hundreds of journals
Processed more than 11,000 deposits
Help Desk and Business Support Groups

Answered more than 3,400 calls
Closed 9,471 help requests
14
Current Focus
Month-end close (refining processes)

Issuing W-2s, 1099s, and 1098Ts
Continuing to fix problems and improve processes
Planning priorities for the next six months
15
Questions?
Questions/Problems/Enhancement Requests:
Help Desk: 919-962-HELP or help.unc.edu
Training:
http://ccinfo.unc.edu/training/
Resource documents and more:

http://ccinfo.unc.edu/training/resource-documents/
ConnectCarolina newsletter sign-up:

http://ccinfo.unc.edu/news/newsletter-sign-up/
Access questions:
http://ccinfo.unc.edu/access/
What we are working on

http://ccinfo.unc.edu/issuesfixes/
16
Thank you!
17

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ConnectCarolina Update

What are the issues with

Overstated labor encumbrances

Managing multi-year grants

Challenge: unable to get accurate reporting to

Continued meetings with groups across campus to

Challenge: labor encumbrances are not

ePAR bug that causing encumbrances to be overstated

What we are doing:

Challenge: Converted FRS Purchase Orders /

All active purchase order lines. Completed lines were not

What we have done:

OSR and ITS acknowledge that the UNC solution causes a

Triaging urgent needs: email Vanessa Peoples (

Challenge: Administrative staff are frustrated;

New systems initially reduce productivity for campus and

Initial training focused on transaction processing; current

Extensive training continues

Please have patience this is a big change for everyone

In the first 90 Days after Oct. 1

Help Desk and Business Support Groups

Month-end close (refining processes)

Resource documents and more:

ConnectCarolina newsletter sign-up:

What we are working on

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