Update on Financial Information System Go-Live
Now that we are a few weeks past our “go-live” in Oracle, our new financial system, we want to give you an update on how the transition is progressing.
As expected in a major financial system transition, we experienced some transitional issues that we wanted you to be aware of. Our cross-functional team continues to be all-hands on deck to solve them in a timely manner.
What is the issue, what happened, how are we solving it?
Role Assignments: To accommodate nuances in how departments operate, we are fine tuning the assignment of security roles and modifying associated workflows for reviews and approvals of financial documents and transactions. This will be a continuing effort as we continue to develop our understanding of new business processes.
Duplicate POs: During the conversion of active purchase orders to the new system, emails were inadvertently sent to our suppliers that may have appeared to them as new POs. We quickly notified each of them as well as the owning departments advising them to ignore these duplicate POs, added a layer of review to ensure no duplicate invoices are paid, while reminding everyone of our transition to a new system. In limited cases, we’ve asked department buyers to submit new POs in the new system.
Some payment delays: A communication error with our banks delayed some stipend payments for our students. We worked with the Graduate Division, re-issued payments, and we believe that we addressed the underlying issues, but we will continue to anticipate, remediate and monitor any variances as they occur.
Fund Balances: We will not see starting balances in Oracle until our fiscal close process completes in IFIS in mid-August and we migrate unexpended balances. The integrity of our mapping of indexes to projects and tasks is critical, and therefore modification of converted projects and tasks in Oracle will be closely controlled. We are eager to lift this constraint once balances are migrated this fall.
These challenges, along with massive changes in how we do business, will impact the turnaround time and level of expertise you may have come to expect from your financial managers and shared services providers. Please be patient and know that everyone is working diligently to minimize adverse impact to our core mission, while learning brand new ways of how we do our jobs moving forward.
For questions or inquiries related to Oracle Financials Cloud and Concur, submit a ticket through Services & Support at https://support.ucsd.edu/finance.
Thank you for your support.
