Posts Tagged: Aggie Enterprise

Update on Aggie Enterprise Oracle Financial System rollout

Dear Colleagues,

Within our new financial system, the new Chart of Accounts accounting structure and Oracle software are vastly different from our old structure and systems. During the transition and adjustment period, the Aggie Enterprise team is actively managing resolutions to issues. I have heard from many business users and ANR staff members that these issues can be stressful and frustrating, and I am grateful for everyone's patience and the collaborative efforts of our teams as they continue working through the transition. I'd like to thank each of you for your efforts to learn the new accounting structure and adapt to business processes within the new financial system, on top of your regular duties. There are considerable changes to our business processes to comply with UCOP requirements, and we will overcome these challenges with time.  

Ongoing support

The UC ANR Aggie Enterprise support team members have been working diligently with business managers and fiscal officers to support, train and resolve issues for all our units during the transition. The team hosts office hours 1 to 3p.m. Monday through Thursday (through March 28), and holds weekly team meetings to discuss challenges, share knowledge and collaborate on solutions. 

Immediate next steps

The UC ANR Aggie Enterprise team is providing ongoing support via tailored training sessions to target audiences to support them through this adjustment phase. UC ANR Aggie Enterprise team leads are working together with business partners and managers to address and resolve these transitional issues. If you encounter challenges with transaction processes, reports or any other aspect of the new system, please work with your business manager and/or fiscal officer as they partner with UC ANR Aggie Enterprise leads and co-leads to build innovative solutions to address concerns. If you need to escalate an urgent matter, please contact our UC ANR Aggie Enterprise Project Manager Raghuvir Goradia at rjgoradia@ucanr.edu. 

Expectations over the next few months

Since this is a significant project with extensive impact, working through issues and reengineering business processes will take several months. The functional team will work throughout the coming months to identify and correct issues as they arise, and to ensure that all issues are addressed and processes set by the end of this fiscal year, June 30, 2024. 

Thank you again for your perseverance, patience and hard work. We are committed to providing you with assistance as we work to optimize our financial structure and systems.

Sincerely,

Tu Tran 
Associate Vice President, Business Operations

 

Aggie Enterprise financial system’s first week success

Dear Colleagues: 

I'm pleased to announce that the first week of hypercare for the new Aggie Enterprise financial system has been a resounding success! During this critical phase, our dedicated UC ANR Aggie Enterprise “Waggle” support team worked tirelessly to ensure a seamless transition and address initial post-go-live questions, clarifications and challenges. Subject matter experts are closely monitoring the system's performance and working on known issues to promptly address and resolve them. 

The support structure for the new financial system has been well-received as many of you joined Zoom Office Hours sessions and/or submitted tickets. UC ANR's Aggie Enterprise team will continue to provide support via the ticketing system and Office Hours as follows:

• 1 to 3 p.m.
• Monday through Thursday
• Jan. 16 through March 28
• Join via Zoom

Many thanks to the UC ANR Aggie Enterprise support team for their dedication and expertise during the crucial first week of hypercare, making this remarkable success story possible.  

Stay tuned for updates as we continue to make progress on the transition to the new Aggie Enterprise financial system. 

Thank you,

Raghu 

Raghuvir Goradia
Project Manager – UC ANR Aggie Enterprise

Prepare for new Aggie Enterprise financial system go-live on Jan. 4

Dear Colleagues:

Especially for those of us who work in the current Kuali financial system or the UCPath HR and payroll system, we are fast approaching the scheduled January 4, 2024, go-live date for the new Aggie Enterprise system. Please refer to the Aggie Enterprise and UCPath dates listed below. 

Please review the UC ANR Aggie Enterprise Go-Live Checklist to ensure you are ready to work in the new system. You'll find actions that should be completed on Day 1 post-cutover and over the first several weeks following go-live. Activities are organized into general actions that all users should take, and business process actions that may apply based on your role(s).

Please reach out to the ANR Aggie Enterprise Project Team with questions and to report any issues or errors you encounter. To avoid confusion and duplication of efforts, please email ANR-AggieEnterprise@ucanr.edu instead of the UC Davis ServiceNow ticketing system.

Thank you,

Tu Tran
Associate Vice President, Business Operations

UC ANR Aggie Enterprise Website

Access the UC ANR Aggie Enterprise website from within the UC ANR portal.

Upcoming Aggie Enterprise Dates

• 1/4/2024: Aggie Enterprise system (production) go-live
• 1/15/2024:Reconciliation and report creation resumes, in new Aggie Enterprise system

Upcoming UCPath Dates for General Ledger Transactors

• 1/4 to 1/8/2024: UCPath General Ledger downtime during ANR UCPath cutover
• 1/8/2024: UCPath new Chart of Accounts goes live, Funding Entry and Salary Cost Transfer transactions can resume

Log in to the ANR portal and find the full list of Business Operations Center dates here and UCPath dates here.

Resources

Aggie Enterprise Orientation Guide, including a list of common scenarios to practice

UC Davis Aggie Enterprise website

Navigating Aggie Enterprise 6-minute video

The new UC Davis Chart of Accounts (COA) will replace the current Full Accounting Unit (FAU)
COA Resource Guide (PDF)
COA Quick Reference Guide (PDF)
COA Segment micro-learning videos and supplemental resources

Training

Self-paced eLearning and instructor-led courses are available for sign-up in the UC Davis Learning Management System (LMS). Search “Aggie Enterprise” for a list of available courses. For the best experience, practice transactions and processes in the Hands-On Environment while taking the eLearning courses. 

Kuali & UCPath deadlines and Aggie Enterprise dates for Dec. 18 to Jan. 15

Dear Colleagues:

If you work in the current Kuali financial system or the UCPath HR and payroll system, below are upcoming system cutoff dates. As we approach the scheduled Jan. 4, 2024, go live date for the new Aggie Enterprise financial system, it is strongly recommended that you review the dates below and plan for any impact on your department's operations.

Please reach out to the ANR Aggie Enterprise Project Team for questions.

Thank you,

Tu Tran
Associate Vice President, Business Operations

Kuali Financial System Cutoffs and Aggie Enterprise Dates for Dec.18, 2023, to Jan. 15, 2024 

• 12/18/2023: Internal Billing documents (from units/departments used to bill for goods/services provided to other units/departments) due to Business Operations Center
• 12/20/2023: Statement of Cash Collections paperwork and bank deposit paperwork due to Business Operations Center
• 12/20/2023: Last day to send checks to Business Operations Center to be deposited
• 1/3/2024: Add new (or edit existing) supplier records in Aggie Enterprise
• 1/3/2024: Catalog and non-catalog requisitions available in Aggie Enterprise
• 1/3/2024: Accounts Payable documents available in Aggie Enterprise
• 1/15/2024: Reconciliation and report creation resumes in Aggie Enterprise 

Deadlines for UCPath General Ledger (GL) Transactors

• 12/19/2023: Direct Retro (DR) Transaction Freeze for UCPath General Ledger transactors
• 12/20/2023: ANR General Ledger access in UCPath will be removed during cutover until 1/8/2024

• 1/4 to 1/8/2024: UCPath General Ledger downtime during ANR UCPath cutover
• 1/8/2024: UCPath new Chart of Accounts goes live, Funding Entry and Salary Cost Transfer transactions can resume

Log in to the ANR portal and find the full list of Business Operations Center deadlines here and UCPath cutover deadlines here.

Resources

Aggie Enterprise Orientation Guide, including a list of common scenarios to practice

UC Davis Aggie Enterprise website

Navigating Aggie Enterprise 6-minute video

The new UC Davis Chart of Accounts (COA) will replace the current Full Accounting Unit (FAU)
COA Resource Guide (PDF)
COA Quick Reference Guide (PDF)
COA Segment micro-learning videos and supplemental resources

ANR Aggie Enterprise Website

Access the ANR Aggie Enterprise website from within the ANR portal.

Training

Self-paced eLearning and instructor-led courses are available for sign-up in the UC Davis Learning Management System (LMS). Search “Aggie Enterprise” for a list of available courses. For the best experience, practice transactions and processes in the Hands-On Environment while taking the eLearning courses. 

Kuali Financial System cutoff dates, New Aggie Enterprise Financial System Town Hall, additional resources

For business managers, fiscal officers, Contracts and Grants accounting personnel, and all personnel who work with requisitions/purchase orders, invoices, check requests, deposits, expense reimbursements, and the UCPath HR and payroll system, below are upcoming system cutoff dates. Please consider the dates that have an impact on your department.

Below you will also find resources for the new Aggie Enterprise system, including information on weekly office hours, training and the Aggie Enterprise Pre-Go-Live Town Hall on Wednesday, Dec. 6. Please contact the Aggie Enterprise Project Team for questions. 

Thank you,

Tu Tran
Associate Vice President, Business Operations

Upcoming Cutoff Dates:

• 12/1/2023: Last day to make AggieBuy purchases
• 12/1/2023: UCPath funding entry transaction snapshot freeze (transactions entered after this date will not be reflected in new Chart of Accounts mapping however can be used to make sure proper funding is in place for the last two pay periods in the old FAU)
• 12/4/2023: Last day to submit Purchase Order invoice/payment request to your Business Operations Center team for processing
• 12/4/2023: Last day to submit AggieExpense reports
• 12/8/2023: Last day for non-purchasing agreements

Log in to the ANR portal and find the full list of Business Operations Center deadlines here and UCPath cutover deadlines here.

Weekly Office Hours

Kuali Financial System users are highly encouraged to join in via Zoom at any time during these sessions to ask questions and get assistance with Aggie Enterprise processes. These sessions will run through December 15. 

Mondays 10 to 11 a.m.: Navigation and Roles

If you actively use the Kuali Financial System and regularly rely on FIS/DS reports, it is strongly recommended that you to learn how to navigate within the new Aggie Enterprise system and what roles and training are available. Join via Zoom / Meeting ID: 313 828 8252 / Passcode: 622689

Wednesdays 9:30 to 10:30 a.m.: Chart of Accounts, Financials, Purchasing, Accounts Payable, Accounts Receivable (Supply Chain Management), Project Portfolio Management (All Projects) and Reports

For users working in current systems for the above functions, it is strongly recommended that you ask questions and learn about these functions within the new Aggie Enterprise system. Join via Zoom / Meeting ID: 313 828 8252 / Passcode: 622689

Training

Self-paced eLearning and instructor-led courses are available for sign-up in the UC Davis Learning Management System (LMS). Search “Aggie Enterprise” for a list of available courses. For the best experience, practice transactions and processes in the Hands-On Environment while taking the eLearning courses.

Aggie Enterprise Pre-Go-Live Town Hall

Hosted by UC Davis on Wednesday, Dec. 6 from 1 to 2:30 p.m., learn about the resources and support available to current Kuali Financial System/future Aggie Enterprise system users, and what to expect when the system goes live in January 2024. Register via Zoom 

Additional resources

UC Davis Aggie Enterprise website

Navigating Aggie Enterprise 6-minute video

The new UC Davis Chart of Accounts (COA) will replace the current Full Accounting Unit (FAU).
COA Resource Guide (PDF)
COA Quick Reference Guide (PDF)
COA Segment micro-learning videos and supplemental resources

 

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