GRANT WOOD AEA COMPUTER SERVICES

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					 GRANT WOOD AEA
COMPUTER SERVICES




Web Business Systems
Finance Pre-Migration
   Finance Pre-Migration


 Accounts
  – Balance Sheet
    • Account and Sub-account are one dimension
    • Dictionary driven
    • Migration assigns description to like account &
      sub-account combinations
    • Hand out - B/S Description Mis-Matches
    Finance Pre-Migration

 Accounts (continued)
  – Expenditure and Revenue
     • Inactive accounts were deleted on 11-03-10
        – Document Storage - “Ledger File Delete”
     • Delete accounts not used since MM-DD-YY
        – Web Request – Finance Reports
        – Unused Account Report/Delete
            » Report Only as NO
            » Suggested cut-off date 06-30-09
            » Expenditures & Revenue as YES, B/S as NO
            » Exclude unused new accounts as YES
        – Let consultant know process is completed
   Finance Pre-Migration

 Dictionary
  – Web Request – Finance Reports
     • Unused Dictionary Report/Delete
        – Report Only as YES
  – Review and delete records (F12) manually.
  – Let consultant know when completed
   Finance Pre-Migration
 Vendors – Delete
  – Web Request - Finance Reports
    • Unused Vendor Report/Delete
       – Vendors not used since cut off date MM-DD-YY
           » Report Only as NO
           » Suggested cut-off date 06-30-09
    • If cut-off date is prior to 06-30-09, submit for
      Unused & Inactive vendors as shown below
       – Unused vendors
           » Report Only as NO
           » Select unused vendor radio button
       – Inactive vendors
           » Report Only as NO
           » Select inactive vendor radio button
    • Let consultant know process is completed
  Finance Pre-Migration

 Vendors – Additional Cleanup
  – Web Request – Finance Reports
     • 1099 Vendor Name Mismatch
     • Review and fix differences in 1099 and non-
       1099 name fields
     • Let consultant know process is completed
  – City fields – do not use commas, remove.
 GRANT WOOD AEA
COMPUTER SERVICES




Web Business Systems
 Payroll Pre-Migration
   Payroll Pre-Migration
 Employee Information
  – Non-Current Employee List
     • Employees with no Payroll History records on
       file for period ending 06-30-10
     • Handout - Report ran 11-04-10
  – Gross Pay and Deduction lines were
    deleted by Grant Wood data entry staff
  – Employee can be deleted by client but not
    recommended
     • Will lose employee demographic (date hired
       and termination reason/date)
  Payroll Pre-Migration
 Employee Gross Pay
  – Non Current Lines (UP0227)
    • Web Request – Payroll Reports
       – Miscellaneous
           » Note window type: UP0227 cut-off date 08-31-10
             report option
       – Review and changes employee end dates, must be
         greater than cut-off date to preserve gross line
    • Web Request – Payroll Reports
       – Miscellaneous
           » Note window type: UP0227 cut-off date 08-31-10
             delete option
    • Contact consultant to discuss date options
   Payroll Pre-Migration
 Employee Gross Pay (continued)
  – Lines with Bad Accounts (UP0247)
     • Web Request – Payroll Reports
        – Miscellaneous
            » Note window type: UP0247 report option
     • Delete lines manually or enter valid account.
  – Inactive Lines (UP0227I)
     • Web Request – Payroll Reports
        – Miscellaneous
            » Note window type: UP0227I cut-off date 99-99-
              99 report option
     • Delete inactive lines manually.
  Payroll Pre-Migration
 Employee Deductions
  – Non-Current Lines (UP0236)
     • Web Request – Payroll Reports
         – Miscellaneous
              » Note window type: UP0236 cut-off date 08-31-10
                report option
         – If cycle fields are zero deduction record is reported
     • Web Request – Payroll Reports
         – Miscellaneous
              » Note window type: UP0236 cut-off date 08-31-10
                delete option
  – Current Lines
     • Web Request – Payroll Reports
         – (UP0153) Mass Deduction Worksheet
             » sort: Name
             » type: All
             » status: All
             » clock code, deduction code, major sort: Blank
             » deduction group: **
     • Delete deduction lines manually
  Payroll Pre-Migration
 Dictionary
  – Voluntary Deductions (UP0246)
     • Web Request – Payroll Reports
        – Miscellaneous
            » In note window type: UP0246
     • Delete records manually
  – Additional cleanup
     • Direct Deposit Codes
        – Online delete function (F12)
     • Job Description Codes
        – Online delete function (F12)
 GRANT WOOD AEA
COMPUTER SERVICES




Web Business Systems
      Timeline
 Timeline – Payroll Only
 Six clients (4 AEA 10 area, 2 NW Iowa area)
 December – new server/test environment ready
 Client # 1 ~ live January 2011
   – AEA 10 school
   – December 2010
      • Meet with client
            – Develop training schedule
            – Pre-migration checklist
            – Develop migration schedule
   – January 2011 (live)
      •   Migrate data
      •   Post-migration checklist
      •   Run payroll
      •   Discuss additional training & February Payroll
          schedule
 Timeline – Payroll Only
 Client # 2 ~ live February 2011
  – AEA 10 school
  – January 2011
     • Meet with client
         – Develop training schedule
         – Pre-migration checklist
         – Develop migration schedule
  – February 2011 (live)
     • Migrate data
     • Post-migration checklist
     • Run payroll
     • Discuss additional training & March Payroll schedule
 Timeline – Payroll Only
 Client # 3 ~ live March 2011
  – One of four remaining schools
  – February 2011
     • Meet with client
          – Develop training schedule
          – Pre-migration checklist
          – Develop migration schedule
  – March 2011 (live)
     •   Migrate data
     •   Post-migration checklist
     •   Run payroll
     •   Discuss additional training & April payroll
         schedule
 Timeline – Payroll Only
 Client # 4 ~ live April 2011
  – One of three remaining schools
  – March 2011
     • Meet with client
          – Develop training schedule
          – Pre-migration checklist
          – Develop migration schedule
  – April 2011 (live)
     •   Migrate data
     •   Post-migration checklist
     •   Run payroll
     •   Discuss additional training & May payroll
         schedule
 Timeline – Payroll Only
 Client # 5 & 6 ~ live May 2011
  – April 2011
     • Meet with client
          – Develop training schedule
          – Pre-migration checklist
          – Develop migration schedule
  – May 2011 (live)
     •   Migrate data
     •   Post-migration checklist
     •   Run payroll
     •   Discuss additional training & June payroll
         schedule
Timeline – Payroll/Finance
 46 schools
   – Goal: 9 schools switched by July 2011
   – Other schools after September 2011, before June 2012
 December 2010 – new server/test environment
  ready
 Client # 1 ~ live February 2011
   – AEA 10 school
      • Payroll with direct deposit
          – Track Leaves
      • Uses web PO system
          – PO’s not sent to finance
      • Uses check reconciliation module
          – Sends file with cleared checks from bank
Timeline – Payroll/Finance
 Client # 1 (continued)
   – December 2010
     • Meet with client
         – Develop training schedule
         – Pre-migration checklist
         – Develop migration schedule
  – January 2011
     • Training
     • Parallel month end processes
         – IPERS file creation
         – Finance close
             » Reports
  – February 2011 (live)
     • Migrate data
     • Post migration checklist
     • Discuss additional training & on-site support
Timeline – Payroll/Finance
 Client # 2 ~ live March 2011
  – Non-AEA 10 school
     • Payroll with direct deposit
         – Tracks leaves
     • Uses web PO system - sends PO’s to finance
     • Uses check reconciliation module – clears checks
       manually
Timeline – Payroll/Finance
 Client # 2 (continued)
   – January 2011
     • Meet with client
         – Develop training schedule
         – Pre-migration checklist
         – Develop migration schedule
  – February 2011
     • Training
     • Parallel month end processes
         – IPERS file creation
         – Finance close
             » Reports
  – March 2011 (live)
     • Migrate data
     • Post migration checklist
     • Discuss additional training & on-site support
Timeline – Payroll/Finance
 Client # 3 ~ live April 2011
  – AEA 10 school
      • Monthly payroll with direct deposit
          – Track leave
          – Tracks hours electronically
      • Uses sub-systems
          – Web PO
          – Web Reimburse Claims
      • Uses check reconciliation module
      • Uses accounts receivable module
Timeline – Payroll/Finance
 Client # 3 (continued)
   – February 2011
     • Meet with client
         – Develop training schedule
         – Pre-migration checklist
         – Develop migration schedule
  – March 2011
     • Training
     • Parallel month end processes
         – IPERS file creation
         – Finance close
             » Reports
  – April 2011 (live)
     • Migrate data
     • Post migration checklist
     • Discuss additional training & on-site support
Timeline – Payroll/Finance
 Client # 4 to 6 ~ live May 2011
   – March 2011
     • Meet with client
         – Develop training schedule
         – Pre-migration checklist
         – Develop migration schedule
  – April 2011
     • Training
     • Parallel month end processes
         – IPERS file creation
         – Finance close
             » Reports
  – May 2011 (live)
     • Migrate data
     • Post migration checklist
     • Discuss additional training & on-site support
Timeline – Payroll/Finance
 Client # 7 to 9 ~ live June 2011
   – April 2011
     • Meet with client
         – Develop training schedule
         – Pre-migration checklist
         – Develop migration schedule
  – May 2011
     • Training
     • Parallel month end processes
         – IPERS file creation
         – Finance close
             » Reports
  – June 2011 (live)
     • Migrate data
     • Post migration checklist
     • Discuss additional training & on-site support
Timeline – Payroll/Finance
 Client # 10 to 46 ~ live after September
  2011, before July 2012
   – Month 1
     • Meet with client
         – Develop training schedule
         – Pre-migration checklist
         – Develop migration schedule
  – Month 2
     • Training
     • Parallel month end processes
         – IPERS file creation
         – Finance close
             » Reports
  – Month 3 (live)
     • Migrate data
     • Post migration checklist
     • Discuss additional training & on-site support

				
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posted:9/11/2011
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