Improving the way Queen's does business

Gazette Story by Alison Migneault

15 June 2009

A multi-year project aimed at replacing Queen’s aging administrative systems is preparing for its first major milestone.

The finance system implementation is scheduled to go live on the new PeopleSoft system on Nov. 1. Part of this work involves replacing more than 12,000 individual accounts that make up the university’s chart of accounts.

A series of assessments is being made to analyze the potential impacts of the new system, as well as the organization’s readiness for change, and how current administrative processes and activities compare to those that will exist after the PeopleSoft launch.

“Ensuring employees are knowledgeable and prepared for the finance implementation this fall is one of our highest priorities,” says Ann Walski, Queen’s University Administrative System Replacement (QUASR) communications and change management project manager. “We want people to feel comfortable with the new system and its processes when it is launched.”

A comprehensive training program for the finance implementation will begin in August and continue through November. Support to help staff adapt to the changes will involve a combination of instructor-led courses, workshops and self-guided modules. The training will be focused on using PeopleSoft and understanding related changes to Queen’s processes and procedures.

With a mandate to replace administrative systems, QUASR may sound like a technology initiative, but it is really about improving the way Queen’s can and will do business in the future. It will have far-reaching, positive impacts much beyond the technology it will update

“Effective collaboration between staff and project team members is essential for planning a smooth transition for business processes, systems and staff,” says Karen Matheson, finance project manager.

The new finance account structure will both simplify and standardize account coding across the university. For example, the new coding structure will feature a consistent numbering system to easily identify the fund, department and account ID associated with each expenditure or revenue item.

Users will be able to dig deeper and track specific expenditures for things such as events and activities or research and capital items, allowing for customized reporting and better access to specific information in a way not possible using current systems.

Queen’s is also validating data with more than 2,600 vendors in Canada and internationally to ensure that information transferred to the new system is current.

Expected outcomes following the launch of the new PeopleSoft finance system include more effective procurement and streamlined administrative processes and enhanced interaction with vendors.