Common
Financial System (CFS) Frequently Asked Questions
October 2009The following questions were submitted by various campus constituents from March – Present. The purpose of this document is to share the questions and answers with project stakeholders. Questions and answers generated during the initial Evaluation / Advisory Phase of the project can be found on the CFS Project Website via the link below, in the Evaluation / Advisory Phase Documentation section: http://cms.calstate.edu/06_Projects-Initiatives/06F_FISPROJ_CFS/CMS_06F_00_CFS_Home.asp. Please direct questions or comments regarding this content to cfs@calstate.edu. 1. Proposed High-Level CFS Implementation Plan 2. Testing in Individual Campus Environments 3. Job Scheduling Will Be Managed by the CMS Central Office 4. Conducting Series of Performance Benchmarks 5. Performance Issues in Using Shared Temporary Tables 6. Data Warehouse Access to Historical Data 7. Production Support in the CFS Environment 8. Campus Direct Database Updates / Access 9. HR and CS Upgrades Coordination with CFS 10. Security Roles 11. Campus Modifications to the CFS Application 12. Project Chartfield – Costing 13. Running nVision and Ad Hoc Queries 14. Auxiliaries 15. Workflow and Self-Service Functionality 16. ACH Processing 17. Communication with Stakeholders 18. Campus Issues and Concerns 19. Integrated Modules Beginning Balances 20. Document Imaging 21. Questions for Fit Gap Sessions
1.
What is the Proposed High-Level CFS Implementation Plan?
The following information summarizes the proposed high-level CFS Implementation rollout plan. Common Financial System (CFS) Common Application The functional changes to the application will be delivered in two release packs: · Release Pack 1 will be released to all campuses in March 2010 and will include 80% of the common code modifications. This will represent required end-to-end major functionality of the application. Campuses are required to implement Release Pack 1 by July 1, 2010.
· Release Pack 2 will be released in July 2010 and include the remaining 20% of the major common code modifications which will be primarily reporting and new functionality for Grants/Contracts and Auxiliaries. Campuses are required to implement Release Pack 2 by December 31, 2010. CFS Database Consolidation · The CFS database consolidation will be piloted by 2-3 campuses. This approach will provide the opportunity within a shorter timeframe and on a smaller scale, to establish governance, infrastructure and resource sharing required for campuses to consolidate their finance databases. The target date for pilots to be in a consolidated database is July 1, 2010. Implementation Approach The following 2-phased implementation approach is proposed: · Phase I - July 2010
All campuses will be involved in Phase I activities either as a pilot for the consolidated database, or implementing the common code Release Pack 1. Campuses will also perform activities to complete their implementation to the common Chart of Accounts within this timeframe. · Phase II - December 2010
2.
As the release packs are delivered, will testing need to continue in individual campus environments?
As the release packs are delivered, campuses (excluding pilots) will be implementing the packs (modifications) in their own database, thus requiring testing in the individual campus environments. Those same modifications will be applied to a consolidated database as it is being built and configured. 3.
Per the scope
document, job scheduling will be managed by the CMS Central office. How will this be done? Will the office be prepared and able to support campuses with tight timelines
(e.g., within hours) as well as the load of several campuses processing
simultaneously?
The intent is to define a standard schedule to be published and communicated so that campuses can plan business processes appropriately. This will help leverage resources to the fullest in order to ensure all required processes complete per requirements. A job scheduling campus action team (CAT) will be defining the requirements for this standard schedule. A related position paper has been posted on the project website at: http://cms.calstate.edu/06_Projects-Initiatives/06F_FISPROJ_CFS/CMS_06F_00_CFS_Home.asp in the Design Team Activities area. 4.
In order to conduct a series of performance benchmarks to measure performance within the environment, would this need to be done with all campuses running concurrently?
The Systems Assurance Plan outlines the process to be used. During load testing, benchmarks will be defined along with a load test scenario that will best approximate projected load. Refer to the Systems Assurance Plan: http://cms.calstate.edu/06_Projects-Initiatives/06E_Performance/CMS_06E_00_PROJ_Performance.asp. 5. Will there be
performance issues with multiple campuses using shared temporary tables (such
as application engine and delivered temporary tables for interfaces)?
CMS will address temporary table management and concurrent processing for the CFS Project. The goal is to add temporary tables where appropriate and manage them effectively without adversely impacting the infrastructure and operational maintenance of the database. · For application engine programs the number of temporary table settings will be increased to an appropriate number that will improve the performance.
· For key or frequently used CSU custom SQR reports and processes, the programs will have multiple temporary table access for concurrent processing. The team will also review the remaining PeopleSoft delivered and CSU custom programs to address temporary table issues where needed. 6. Finance Data
Archiving is not within scope of this phase of the project. Will the data warehouse be available to
allow campuses access to historical data?
Two years of archived information may not be enough for audit
purposes. FISMA, State Board of
Equalization, the State Controller’s Office, and subject matter audits may
require documentation via the production system and sometimes reach back as
much as 2-3 years. How will this
requirement be addressed?
Data Warehouse and reporting for general ledger comparable to SLO's Finance reporting will be available for campuses in July 2010. Campus historical production data will be available and accessible post consolidation for reporting purposes. The CFS Data Warehouse Scope Document provides detailed information and is located on the CFS Project Website at: http://cms.calstate.edu/06_Projects-Initiatives/06F_FISPROJ_CFS/CMS_06F_00_CFS_Home.asp. 7. How will
campuses troubleshoot production issues?
Currently campuses have access to a non-production environment to try
to replicate problems. How will
production support take place in the CFS environment?
A significant task within scope of the CFS Project is to define an ongoing maintenance and support model. An Operations and Maintenance Team has been established to lead this effort and will work jointly with campuses to develop and implement the model. 8. Will direct
database updates/access be available to campuses? If not, when a direct database update is
required to fix a problem, will CMS Central be able to provide this service
in a timely manner?
The security architecture for CFS and the Data Warehouse are under development, so it is not possible at this time to definitively state whether campuses will have direct access to the databases. However, we do expect that campus access will be strictly managed and more limited than in the past. The exact access mechanism(s) have yet to be determined, but we will be considering whether or not there are ways to certify a limited number of campus individuals for this type of access such that we can create reasonable management and audit procedures and not jeopardize system security. To the extent CMS central assumes additional responsibilities; we expect to be staffed accordingly. 9. Will all campus
upgrades for the Human Resources (HR) and Campus Solutions (CS) applications
need to be coordinated with the common Finance application (CFS)?
HR and CS upgrades will need to be coordinated with CFS. CMS and campuses will need to conduct testing to ensure functionality and data is not impacted by the upgrade. Coordination will also be needed, and a plan defined at a future date, to handle Integration Broker (IB) testing and changes needed to the IB configuration during the upgrade. 10. Who will define
security roles? Our campus would like to request a role for functional
experts with significant technical knowledge.
This role is critical for troubleshooting and problem diagnosis
activities.
A Security Team has been established consisting of CMS Central resources, several campus subject matter experts, and a consultant, to design and implement security for the CFS Project. Requirements delivered by the Design Team are being used to develop the Implementation Plan. Security responsibilities will be shared between the campuses and a centrally managed process will be utilized to ensure accountability and audit compliance. A process that will allow some campus custom roles in addition to the delivered standard roles is being evaluated. A related position paper has been posted on the project website at: http://cms.calstate.edu/06_Projects-Initiatives/06F_FISPROJ_CFS/CMS_06F_00_CFS_Home.asp in the Design Team Activities area. 11. What
modifications will campuses be able to make to the CFS application? Will campuses be allowed to use campus
specific bolt-ons and interfaces with the CFS application? How are campus bolt-ons and interfaces
defined?
A bolt-on is a modification built using Oracle/PeopleSoft proprietary tools. The modification does not impact nor change the base application. A bolt-on is no different than any other campus requested modification and must go through the defined CFS modification governance process and, if approved, would be included in the CFS application and available for all campuses to use. With the CFS application, there will no longer be campus specific modifications. An interface is a data connection that goes into the CFS application from an external system or comes from the CFS application to another system. Usage of interfaces with the CFS application will need to be defined. 12. Regarding the
possibility of centralized chartfield values for construction projects, our
concern is that construction projects frequently begin with campus costs
before they are approved for funding through the major capital projects
process. If a project chartfield is
specified after costs have been incurred, it would be difficult to combine
the before and after costs.
Refer to the Chart of Accounts Position Paper located on the Design Team Website at: http://cms.calstate.edu/06_Projects-Initiatives/06F_FISPROJ_CFS/CMS_06F_00_CFS_DesignTeam.asp 13. Will campuses
be able to run nVision and ad hoc queries?
nVision and ad hoc queries will continue to be available to campuses within a training and certification model. 14. Will the
auxiliary be in or out of scope? Our
auxiliary uses PeopleSoft.
Campuses wishing to incorporate Auxiliaries within the CFS Baseline are permitted to as delivered. A related position paper has been posted on the project website at: http://cms.calstate.edu/06_Projects-Initiatives/06F_FISPROJ_CFS/CMS_06F_00_CFS_Home.asp in the Design Team Activities area. 15. Will workflow
and self-service functionality be in scope?
Many campuses have already implemented one or both.
Workflow and Self-Service are not in scope for the initial rollout of CFS. 16. It isn’t clear
whether ACH processing will be in or out of scope. Many campuses have already, or are
currently moving toward, ACH processing of payments to both students and
employees, and some vendors. Please
clarify the intent with respect to ACH processing.
ACH is presently in baseline and will be carried forward. 17. How will
beginning balances for Asset Management, Purchasing, Accounts Payable, and
other integrated modules be brought over to the new financial system?
A Conversion Team has been established to define the strategy and lead the conversion effort. A Conversion Strategy document is in development and, once finalized, will be posted to the CFS Project Website. 18. Use of document
imaging technology is increasing rapidly on campus. Will document
imaging be included in the scope of the CFS project? Imaging within PeopleSoft is not included in the CFS project scope. 19. How will the project team communicate with stakeholders? Is there an overall communication plan?
There are two types of external communication available for stakeholders and the campuses: · Bi-weekly open forum conference calls
·
Website updates A comprehensive communications plan is a project deliverable and is in progress..
20.
How will campus issues and concerns be addressed?
Campus issues and/or concerns are addressed through the project organizational governance structure. The Project Team will review questions and inputs submitted by the campuses and escalate to the Project Sponsors and CFS Steering Committee as appropriate. Campus questions should be submitted to the project Outlook mailbox at cfs@calstate.edu or can be raised at the bi-weekly teleconference calls which are conducted every other Thursday at 8:30 am.
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