Franklin & Marshall College Franklin & Marshall College

ERP

Messages to the Community

BOOST, short for Building on Opportunities for Streamlined Technology, is F&M's Enterprise Resource Planning (ERP) Project that launched in January 2012 to upgrade software systems managing student and academic information, human resources, finances and admission. Below are messages related to Project Boost that were sent to the F&M community.

Project BOOST mid-point update

January 29, 2013

Dear Members of the Franklin & Marshall Community,

One year ago, Franklin & Marshall College launched an Enterprise Resource Planning project titled Project BOOST (Building on Opportunities for Streamlined Technology) to streamline administrative computing resources and information management across campus. We embarked on this comprehensive project to replace our software systems managing student and academic information, human resources, finance, admission, management reporting, and others. I'm excited to report that we've reached the halfway mark of Project BOOST, on time and on budget. We did so thanks to the hard work of our dedicated Project BOOST implementation team and numerous members of the F&M community.

I'd like to thank you for bearing with us during the implementation of the various phases of this project. Your patience and willingness to learn new systems has contributed greatly to the project's success thus far.

Attached to this message is a summary of Project BOOST, broken down by component. F&M has already experienced the benefits of the project through the reduction of paper; more timely transactions; greater accessibility to information; significantly improved management information; and increased compliance. Some highlights of the project's first year include:

  • The introduction of a new Admission recruitment tool that provides instant access to applicant information online, eliminating paperwork and increasing efficiency;
  • A new system for Human Resources and Payroll information that makes it easier for faculty and staff to hire and pay employees while reducing paper;
  • A new finance system that improves the College's financial management, purchasing and accounts payable processes;
  • Improved business intelligence through a tool that helps members of our community generate information more efficiently than ever.

Also, you have likely noticed a new item titled "Inside F&M" at the top of the F&M website. The launch of Inside F&M was a significant milestone for Project BOOST because it provides a single point of entry to numerous resources we use every day. Inside F&M has replaced MyDiplomat as the College's Web portal, upgrading the way F&M delivers information about initiatives, news and operations to the campus community. It includes all the information previously available in MyDiplomat, in addition to several new features, including targeted announcements affecting students and College employees and gateway access to Google Apps, mail and calendar.

We'll see other improvements to our information systems as Project BOOST continues over the next year. The course-registration process will soon become easier for students; we will introduce an improved student accounts receivable system; and, next fall, a new degree-audit tool that will help faculty members and students track academic progress through our curriculum.

As we celebrate the midway point of Project BOOST, I especially want to thank Project Manager Chris Alexander, the College’s registrar, and Chief Information Officer Jon Enos for their leadership of this multi-year effort. Thanks also to the Executive Steering Committee, the BOOST Leadership Team, the Functional Teams, and the Data Standards Committee. I would also like to take this opportunity to thank our project consultant, Strata Information Group (SIG), for their great work and partnership in getting us to this point. We have great things ahead of us and I am looking forward to continued success.

Best regards,
Dave

David Proulx
Vice President for Finance and Administration and Treasurer

Instructions to view your pay remittance

Jan. 11, 2013

Dear Colleagues and Students,

As you are aware, today's payroll was the first on the new system. The pay remittance is available for you to review.  I would like to detail the instructions on how to view your pay remittance. Instructions will be different for individuals that complete time sheets versus those who do not.  The instructions will be titled as such below.

If you DO NOT complete an electronic time sheet:

  1. Log into Inside F&M
  2. Go to the Time Approval box
  3. Click on the Updated Approval Proxies which takes you to the Self Service Banner
  4. Click on the Employee Tab
  5. Click on Pay Information
  6. Click on Pay Stub Information
  7. Select a Pay Stub Year (2013)
  8. Click Display
  9. Click on the desired Pay Date

If you complete an electronic time sheet:

  1. Log into Inside F&M
  2. Go to the Time Reporting Box
  3. Click on the pay period Time Sheet
  4. Click on the Employee Tab
  5. Click on Pay Information
  6. Click on Pay Stub Information
  7. Select a Pay Stub Year (2013)
  8. Click Display
  9. Click on the desired Pay Date

Should you have any more questions or concerns, please let the Business Office know.

Kind Regards,
Megan Brown, CPA
Assistant Controller, Operations

Congratulations Banner HR Team

Dec. 23, 2012

Hello Everyone - I am pleased to announce that we are officially live with HR and Payroll the second major phase of the Project Boost implementation (first phase was Finance).  The implementation of Banner is a major and critical undertaking for the College to upgrade our administrative information systems to ensure data integrity, increase efficiency of transactions, reduce paper and provide information in useful and timely ways among many other benefits. The HR and Payroll implementation is incredibly complex requiring countless hours of data conversion, process redesign, policy and procedure development, testing, training and communication. 

The Team led by Laura Fiore has been working for over a year often working nights and weekends to ensure a succesful implementation. All in addition to maintaining their regular jobs. I would like to publicly acknowlege their efforts and thank them for getting us over this major hurdle. The team includes:

  • Melanie Griffin
  • Lori Few
  • Denise Orrison
  • Dianna Zimmerman
  • Mary Helm
  • Peggy Waddle
  • Varo Duffins
  • Patty Hollister
  • Jackie Rieker
  • Joan LeFever

Also several people helped in a supporting role including Marylin Groft-Schaeffer and Tamara Pohle, Nancy Eshleman, Kathy Elliehausen-Slobozien and many others in ITS and all who participated in training sessions.

I would also like to acknowledge the Boost Project Manager, Chris Alexander for her excellent leadership throughout the project and Jon Enos for his work as the IT team lead.  Strata Information Group (SIG) have been our consultants throughout, leading us and teaching us how to move into this new world.

Thank you for all of your patience and support as we continue to make progress with Finance, HR and Payroll, Student (this spring), Cognos reporting and several other upcoming implementations.

Have a great break,

Dave

David Proulx
Vice President for Finance and Administration and Treasurer

Electronic Timesheet Entry & Approving Begins

Dec. 14, 2012

Good afternoon-

We're ready for everyone to begin working on electronic timesheet entry and approval! The first timesheet for the pay period 12/16-12/29 is available now if you would like to get started early via our new portal:

http://inside.fandm.edu

For Starters:

  • Make the above link your home page.
  • If you complete timesheets, click on Time Reporting to begin working on your first one.
  • If you approve timesheets, please remind your direct reports to begin their timesheets - you won't be able to see any until at least one person does so.

Timesheet Entry:

  • If you are not working during the second week of the pay period, please complete your timesheet for the whole period and submit it for approval on Friday, 12/21. (See attached sample 'preview'.)
  • If you are working during the first and second week of this pay period, please submit your timesheet for approval on the last day you work during the pay period. As this is the first payroll being processed out of the new system, our payroll team would appreciate it if all timesheets could be submitted and approved by Monday, 12/31.
  • The deadline for submitting timesheets for approval is always going to be the Monday after the pay period ends, but please allow your supervisor sufficient time to approve it.
  • Public Safety Officers - Just a reminder that you will be completing paper timesheets until you are notified otherwise.

Timesheet Approvers:

  • In the Time Approval block, click on 'Update Approval Proxies' to assign your proxy.
  • If your direct reports are not working during the second week of the pay period due to winter break, they should submit their timesheet by Friday 12/21 so that you may approve it by the end of that day. You won't have to worry about doing this upon returning from break.
  • The deadline for approving timesheets is always going to be the Monday after the pay period ends at 5:00pm.

Problems or Questions?

Attend the hands-on session for one on one help in Harris 002 on Tuesday, 12/18 or Thursday 12/20 anytime between 8:30am-4:30pm

Review the FAQ sheet:
http://www.fandm.edu/erp/training-and-documentation/human-resources

Contact Payroll:

  • Denise Orrison at 291-3928 or
  • Lori Few at 291-4211 or

To learn more about this new process, read a recent article in F&M News:
http://www.fandm.edu/news/article/f-m-s-project-boost-to-streamline-human-resources-payroll-information

Sincerely,

Laura M. Fiore
Associate Director, Human Resources

Inside F&M launches as College's new Web portal

Dec. 14, 2012

Dear Colleagues,

Earlier today, Franklin & Marshall College launched a new Web portal titled Inside F&M to streamline information about initiatives, news and operations of use specifically to the campus community. The new portal will replace the current Web portal, MyDiplomat, although MyDiplomat will not be phased out until January. At that time, the links on F&M's website will change from MyDiplomat to Inside F&M.

You may visit the portal at http://inside.fandm.edu.

Inside F&M includes all information currently available in MyDiplomat, in addition to several new features including announcements affecting students and employees and gateway access to Google Apps, mail and calendar. The portal has been designed to be the daily online starting point for all members of the F&M campus community.

Inside F&M is part of Project BOOST, F&M's Enterprise Resource Planning Project that launched earlier this year to replace our software systems managing student and academic information, human resources, finance, admission, management reporting and others.

We thank those of you who participated in our "sneak peek" of Inside F&M in recent weeks. Your feedback and insight have been valuable to our implementation team. During the sneak peek, we held a drawing for an Apple iPad for those who provided feedback. You may view the name of the winner by visiting Inside F&M today.

You may continue to provide feedback using the feedback tab in Inside F&M. For technical support please contact the ITS Call Center.

To learn more about the new portal, read a recent article in F&M News:
http://www.fandm.edu/news/article/new-web-portal-in-development-for-f-m-campus-community

Best regards,

Alan Sutter '87
Web Portal Implementation Team, Project BOOST

Bi-weekly pay schedule/Special pay advance

Nov. 6, 2012

Dear Colleagues,

As previously announced, effective January 2013 the College will move to a bi-weekly pay schedule for all exempt members of the professional staff.  For more information, you may download a copy of the letter that was sent to you through inter-campus mail: http://www.fandm.edu/humanresources/pay-practices .

Important:  If you would like to receive an optional, special “pay advance” on January 11, 2013, you must complete the form that was sent to you, and return it to the Human Resources office by December 3, 2012.  By accepting this pay advance, you will receive 26 bi-weekly paychecks during 2013 instead of 25 paychecks.  The amount of this pay advance will then be deducted from your final paycheck when your full-time employment ends.  If you need another copy of the pay advance form, you may download one from: http://www.fandm.edu/humanresources/pay-practices .

Please note: If you do not complete and return the pay advance form to Human Resources by December 3, you will receive your first bi-weekly paycheck for 2013 on January 25.  You will receive 25 paychecks during 2013 instead of 26.  If you are enrolled in the College's health plan, dental plan, or Flexible Spending Accounts plan, your premiums and contributions will be "double-deducted" from your pay issued on January 25, so that you have the equivalent of 26 deductions during 2013.  Because eligible full-time staff will have benefits coverage throughout the entire calendar year, we must take 26 deductions from your pay during 2013.  These "double-deductions" will lower your net wages for your January 25 pay.  Again, this only applies if you do not elect to receive a pay advance on January 11.

Nancy Eshleman
Director, Human Resources

A Sneak Peek at F&M's New Web Portal

Nov. 5, 2012

On Dec. 16, Franklin & Marshall College will launch a new Web portal titled Inside F&M that will help streamline information about initiatives, news and operations of use specifically to the campus community. The new portal will replace the current Web portal, MyDiplomat. Inside F&M will include all information currently available in MyDiplomat, in addition to several new features including announcements affecting students and employees and gateway access to Google Apps, mail and calendar. The portal has been designed to be the daily online starting point for all members of the F&M campus community.

Inside F&M is part of Project BOOST, F&M's Enterprise Resource Planning Project that launched earlier this year to replace our software systems managing student and academic information, human resources, finance, admission, management reporting and others.

From Nov. 5 through Dec. 7, we invite you to take a "sneak peek" at Inside F&M and give us your feedback on how it works. You may visit the portal at https://inside.fandm.edu.

The sneak peek is not the official rollout of Inside F&M—that happens in mid-December—but an opportunity for you to let the portal team know how Inside F&M can improve. You may provide comments via the "Feedback" tab on the right side of the portal's menu bar.

To encourage feedback, we're running a drawing for an Apple iPad during the Inside F&M sneak peek Nov. 5-Dec. 7. The drawing is open to all F&M students, faculty members and professional staff (except members of the portal team). One winner will be picked at random by the portal team on Dec. 10 and announced on the Inside F&M home page. Complete rules are available on the feedback form.

We look forward to hearing your feedback on Inside F&M. To learn more about the new portal, read a recent article in F&M News:

http://www.fandm.edu/news/article/new-web-portal-in-development-for-f-m-campus-community

Best regards,

Alan Sutter
Web Portal Implementation Team, Project BOOST

Payroll training for new HR/Payroll system

Nov. 2, 2012

Greetings everyone,

Beginning Dec. 16, non-exempt (hourly paid) members of the professional staff at F&M will submit timesheets online through Inside F&M, the College's new Web portal in order to process payroll. The new procedure is part of Project BOOST, F&M's Enterprise Resource Planning Project that launched earlier this year to replace our software systems managing student and academic information, human resources, finance, admission, management reporting and others.

The Office of Human Resources and the Business Office are providing a series of training sessions this month to introduce the new electronic procedure to all full-time and part-time employees who submit timesheets and anyone who currently signs or approves timesheets for employees or student workers. The procedure for submitting and approving timesheets will change on Dec. 16, so I strongly recommend that all members of these groups attend. 

The below sessions will teach employees how to access their timesheets through the Inside F&M portal; enter their hours worked or leave time (holiday, sick, vacation, etc.); and submit timesheets to their supervisor for approval. 

Those who approve timesheets will learn how to assign a backup approver (proxy); view timesheets for their direct reports; send timesheets back to employees for revision; modify timesheets in the event of an employee's extended absence; and submit timesheets for payroll processing.

Timesheet Entry Demonstrations

For all full-time and part-time employees who submit timesheets
One hour sessions offered between November 6-15 (attend one session).

Timesheet Approver Demonstrations

For anyone who currently signs or approves timesheets for employees or student workers. Timesheet Approvers should attend one Timesheet Entry Demo in addition to one Approver Demo to fully understand the new online process.
One hour sessions offered between November 26-29 (attend one session).

Click here for the full listing of days/times/locations and to sign up.

Again, I  strongly recommend that all employees who submit timesheets and anyone who currently signs or approves timesheets (i.e. deans, directors, department chairs, supervisors) attend these informative sessions.  To learn more about the new human resources and payroll system at F&M, read a recent article in F&M News:

http://www.fandm.edu/news/article/f-m-s-project-boost-to-streamline-human-resources-payroll-information

Best regards,

Dave

David Proulx
Vice President for Finance and Administration and Treasurer

Project BOOST - Finance Go Live

June 29, 2012

As you may know, Project BOOST’s first key milestone is coming up soon – the College’s new financial system, Banner Finance, will “go live” and be available to authorized campus users beginning this Monday, July 2. Training is under way this week for employees with purchase order access and employees with budget view access will be receiving communications very soon about attending a training session in late July/early August. Additional phases of the Banner Finance implementation will occur over the next year. To get the full scope of the implementation please visit http://www.fandm.edu/erp. Here are some key pieces of information that you should be aware of regarding use of Banner Finance beginning July 2:

1. New account codes

A new Chart of Accounts has been developed to facilitate improved reporting capabilities and reflect our organizational structure. This new structure means that users will need to learn new account numbers in order to correctly code financial transactions. A web-based tool has been developed to assist you with this transition – this account "crosswalk" allows you to enter your old account numbers and display your corresponding new account numbers. The “crosswalk” is available at http://go.fandm.edu/bannerxwalk. For more information about the new Chart of Accounts structure, please go to: https://edisk.fandm.edu/fin/fandm/banner/COA_Overview2012-6-14.pdf.

2. Removal of Certain Expense Codes

In the new Banner Finance system, certain expense codes will be eliminated. Broadly defined expense codes such as Special Events, Program Development, Faculty Development, and others, will no longer be available. Instead, more specifically defined expense codes which better describe the type of expense will now be used – for example, expense codes such as Supplies, Travel, Equipment, etc. should be used in place of Special Events or Program Development. This change is being made to enhance the quality of financial reporting for both internal and external purposes. A full list of the eliminated expense codes, and suggested alternate expense codes, can be found at: https://edisk.fandm.edu/fin/fandm/banner/Removal_of_Certain_Expense_Codes_in_Banner.pdf

**Important Note: Any FY13 Budget dollars assigned to one of the eliminated expense codes has been moved to the Other Expense code within Banner Finance. If you would like to perform a Budget Transfer from Other Expense to another expense code, please contact Kathy Bartel, General Ledger Coordinator, as discussed in the Key Resources/Contacts section below. For all Budget Transfers, please indicate whether the Budget Transfer will be (a) temporary (current fiscal year only) or (b) permanent (on-going).

3. Direct Charges from ITS and Communications

Expenses that you may incur related to computer purchases from ITS and print orders from Communications (e.g. programs, brochures, etc.) will now be directly charged to your budget. This change will expedite reporting of the charges within your budget and provide you with visibility to related purchase order and invoice payment details.

4. Key Resources/Contacts

Please contact the following individuals for any questions you have regarding these important changes:

Account Access/Account Security Questions:

Requisition and Purchase Order Questions:

Chart of Account Questions:

Budget View/Query and Reporting Questions:

  • Budget View/Query Training Sessions will be scheduled in late July/early August.
  • Bob Szczecinski, Business Systems Analyst

Budget Transfer Questions:

General Budget Questions:

Additional Banner Resources:


Chris Alexander, for Project BOOST

Message from Dave Proulx to Finance Users

June 29, 2012

Dear Banner Finance Users:

I am writing to thank you for your help with and dedication to allowing Franklin and Marshall to go live with Banner Finance on July 2. This is a very significant milestone in the Banner implementation and your involvement has been essential. I recognize and appreciate the time that this implementation has required from you - reviewing and revising processes, training, testing, meeting and working through issues. Any major change such as this is anxiety provoking and disruptive. This is normal for an implementation such as this and we have support systems in place to help get you through the transition - help desk, documentation, web tools and each other. Please use them.

This phase of Banner Finance is the first step in the overall implementation of Banner. For many of you this implementation will not immediately reduce your time and effort in processing transactions but I want to assure you that once you become more familiar with Banner and additional phases of the project come on line, it will reduce time and effort for you and provide you information in an easy, accurate manner and in ways you could only dream of in our current system. I also want to take a moment to reflect of the objectives and measures of success for Project Boost overall: Project Objectives

The expectations and objectives for Project Boost are:

  • Replace and enhance functionality of the current system with SunGard Banner and other third-party software identified in the project scope.
  • Enhance strategic decision-making and forecasting capabilities via robust analytical reporting/business intelligence tools.
  • Streamline access to relevant information and processes by delivering a student-centric user experience via a customized portal presence.
  • Streamline College processes for faculty and staff by reducing paper processes and providing electronic tools via a customized portal.
  • Eliminate redundant data entry and shadow systems across campus.
  • Provide offices with the tools for self-reliance, including reporting tools and distributed printing. Preserve the security and integrity of College data.

Measures of Success

Project Boost will be deemed successful when:

  • Franklin & Marshall’s faculty and staff can perform their job responsibilities effectively using Banner or other ancillary software according to the Project Timeline.
  • College executives and key constituents have timely access to accurate, strategic, analytic information.
  • Students, faculty and staff are provided direct access to a single integrated view of role-based, personalized information from the portal.
  • Duplicate data entry or the need to maintain separate, shadow databases has been eliminated.
  • Enhanced reporting/business intelligence tools are made available to and are utilized for report generation in departments.
  • Use of manual or paper-based administrative processes has been significantly reduced.
  • Franklin & Marshall has retired its Jenzabar system at the conclusion of the project.

Once again, I want to thank you for all of your time and dedication to the project and look forward to working with you throughout the implementation of Banner at F&M. Best regards,

Dave

--
David Proulx
Vice President for Finance and Administration and Treasurer
Franklin and Marshall College

Message to Finance Users

May 24, 2012

As you may know, Franklin & Marshall recently launched Project BOOST, which will result in the implementation of Banner, our new administrative software for Finance, Human Resources/Payroll, and student records.

The first major milestone is around the corner: The Finance module will go live at the start of the new fiscal year on July 1. As community members who enter purchase orders, you will be the first to be exposed to the new functionality of Banner.

To understand the system, you’ll need training. We have scheduled 10 training sessionsover the course of five days next month: June 25 through June 29. Sessions will be held twice a day in Stager 112 (only one session is required). You may reserve a space in one of the sessions by clicking here: http://www.fandm.edu/erp/training

Please note: If you cannot attend a session in late June, additional training opportunities will be available throughout the summer and into the new academic year.

Additionally, you will notice a change in the structure of account numbers. Banner gives the College significantly more flexibility and will allow us to produce more detailed reports. The Finance team plans to host Q&A sessions for purchasers and budget managers who wish to better understand the new account structure. More information on these sessions will be sent later this summer.

We appreciate your participation in preparing for our new system.

Mark Newkirk and Chris Alexander,
for Project BOOST

Project BOOST Update

April 19, 2012
(as published in TechTips)

Nearly three months have passed since the kick off of Project BOOST, which includes the implementation of both Banner and Slate, key parts of the College’s new ERP (Enterprise Resource Planning) system. The project is progressing well and is on time and on budget.

All of the module teams are working tirelessly on their various areas within the project. The Finance team, led by Mark Newkirk, is on target to meet the first major project deadline on July 2, 2012. The second major project milestone falls to the Human Resources/Payroll team, led by Laura Fiore, which is on target to meet their January 1, 2013 deadline. The Portal team, led by Alan Sutter, is working hard to envision the replacement to myDiplomat, which will go live along with HR/Payroll. To support all of these efforts, the new hardware required to support the system has been installed and configured, and the Technical team is involved in preparing our current data for conversion into the new system.

With our consulting partner, Strata Information Group (SIG), we have held three Business Process Analysis (BPA) workshops. Focusing on a College process that crosses departmental lines, all employees that participate in the process come together to examine the current process and to imagine the ideal process. To date, we have had BPAs for the purchasing process, the applicant-to-enroll cycle, and the “onboarding” (post-hire) process. From the enthusiastic input of participants, these workshops have yielded excellent ideas that will be incorporated into the system implementation.

-Chris Alexander
College Registrar & Associate Director of Institutional Research, Project BOOST Manager

ERP Implementation Project Kick-off Event

January 10, 2012

Dear Colleagues,

Please plan to attend the official ERP implementation project kick-off event on Thursday, January 19th at 3:30 p.m. in Stahr Auditorium. The implementation of our new computer system will touch all of our work in some way and we want to keep our community informed and involved every step of the way.

Please come to learn more about the project, meet your co-workers serving on the implementation team and steering committee, and ask any questions you have.

We'll also enjoy some refreshments and announce the winner of the project name contest!

Chris Alexander

ERP Project Announcement

December 22, 2011

Dear F&M Community,

As you may remember from early in the semester, the College is about to undertake the implementation of a new administrative computing system (called an ERP - Enterprise Resource Planning system). More information on the project can found here.

Though many of you will have a more formal role in the project, the implementation team invites all of you to participate by suggesting a name for our project. The ideal name will be an easy-to-say word or short phrase that will convey something about the project objectives such as increasing efficiency, streamlining processes, collaboration, or enhancing access to data.

Some examples of project names from other institutions are Drew 360° from Drew University and Optimize Puget Sound from the University of Puget Sound.

Please submit your ideas to me at chris.alexander@fandm.edu by January 6, 2012. The winner, who will be chosen by the ERP Steering Committee, will win an 8 GB iPod Touch, in addition to seeing his or her idea brand this important College-wide initiative. Watch for an invitation to the formal project kick-off event, at which the project name will be unveiled.

We look forward to receiving your ideas!

Chris Alexander, for the Implementation Team

Implementation Team members:

  • Chris Alexander, Registrar's Office
  • Paul Clark, ITS
  • Cherie Cryer, Business Office
  • Todd DeKay, Office of the Dean of the College
  • Kathy Elliehausen-Slobozien, Business Office
  • Jon Enos, ITS
  • Nancy Eshleman, Human Resources
  • Harry Haddon, ITS
  • Jonas Kennedy, Admission
  • Mark Newkirk, Business Office
  • Clarke Paine, Financial Aid
  • Alan Sutter, ITS
  • Dan Zenzel, Advancement
  • Dianna Zimmerman, Business Office