From the Queen’s University Administrative Systems Replacement (QUASR) Office
QUASR QuickNotes #12 … Your Update for April 30, 2009
»» Preparing to Learn New Finance Terminology:
As QUASR works with campus partners on implementation of new administrative systems at
Queen’s, discussions often flag the importance of learning new terminology – translating some
of the terms familiar at Queen’s into their equivalents in the new systems. For example in
PeopleSoft, what we call Invoices will be known as Vouchers; an account Minor becomes an
Account ID, a Supplier becomes a Vendor, and a Purchase Order becomes a Purchase
Requisition. There are many more examples -- while QUASR develops a glossary, you can review
a more complete (and growing) list. See: http://www.queensu.ca/quasr/finance/terms.html
»» Get to Know the QUASR Finance Team…
Since the QUASR Finance Team has the earliest milestone deadline of the project (November
2009), QuickNotes is introducing you to a couple of members of that team each week (starting
last week with Gail Atwill and Lisa Larmon). This week we turn the spotlight on:
Ian Bearman: Ian has been working on design sessions and documentation for Budget Control
(called “Commitment Control” in PeopleSoft systems). Ian has also been contributing to
planning for the new Chart of Accounts as it relates to budget and salary accounting.
Carmela Roberts: Carmela is a Deloitte consultant who is working primarily with Ian, Gail and
Lisa. She brings in-depth knowledge of PeopleSoft and best practices together with significant
experience in the higher education sector.
»» QUASR By the Numbers … How Many Vendors? Forms?
• 2,654 -- the number of vendors to Queen’s with data to be converted to the new systems.
• 25 -- the number of Finance forms that may be changed as part of the project.
• 43 -- the number of Human Resources forms that may be changed.
• 159 -- the number of Purchase Order Requisitioners on campus who helpfully confirmed
their “Ship-To” addresses within just three days of a request from QUASR. (Thanks!)
»» HR Design Sessions Underway:
QUASR design sessions involve small groups of staff to review, make or confirm decisions about
the structure of specific PeopleSoft modules to meet Queen’s needs. At the first Human
Resources design session held Wednesday (on General Deductions), participants had a chance to
understand the new system’s capabilities, confirm design, explore impacts, identify some tasks
that will be completed automatically in future, and clarify terminology. Future design sessions will
review Payroll Earning Codes (May 6), Organizational Design/HR (May 7), Position Management
(May 13) and the Hire/Rehire module (May 21).
»» Calendar Notes: Key Meetings Coming Up
The QUASR project employs a distinct structure for decision-making and some key meetings
coming up for these teams and committees are listed below. (For more details on the governance
structure, see: http://www.queensu.ca/quasr/governance.html)
• Today: QUASR presented its progress report to the Queen’s Board of Trustees.
• May 4: Student Advisory Team
• May 6: HR Advisory Team
• May 6: QUASR Advisory Committee (a forum for administrative system owners)
• May 7: QUASR Executive Steering Committee (of VPs, Deans and project leaders)
• May 13: Finance Advisory Team
• May 15: Information Services Advisory Team
»» Acronym of the Week: BP Controls = Business Process Controls
This term refers to checks and balances that help ensure accountability in business processes
(such as separating the duties for placing orders vs. approving payment for them -- a standard
»» Welcome to the Team:
Tomorrow QUASR will officially welcome Kelly Rake and John Sakell who join the project team
from ITServices. They will be expected to focus initially on PeopleSoft training and then working
with the development team. Sue Blake and Lucy Briceland have moved to full-time assignments
on QUASR’s Student implementation team. Deloitte consultant Shakir Shaikh started with the
Finance and Research Team. QUASR has also appointed a Project Manager to lead the
Communications and Change Management Team: Ann Walski will start on Monday (more on
that next week).
»» The QUASR team sends congratulations to consultant Rakesh Shetty and his wife Savri who
have been blessed with a beautiful baby girl, Myra Shetty, born last Thursday. Glad to know the
whole family is doing well.
If a colleague would like to receive this weekly update, have them send us an email with their
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