BOWLING GREEN STATE UNIVERSITY

In Brief

Monitor Logo

State of the University address slated

President Sidney Ribeau will deliver his annual State of the University address at 10 a.m. Feb. 2 in the Lenhart Grand Ballroom of the Bowen-Thompson Student Union.

The campus community is encouraged to attend this important event.



Remembering Adam Stephenson

A memorial service has been planned for Adam Stephenson, a third-year mechanical engineering student from Chagrin Falls, who died Dec. 14. The service will be held at 8 p.m. Monday (Jan. 22) in Prout Chapel.



Temporary change noted for Office Depot orders

Conversion processing involving Office Depot will be required in preparation for the PeopleSoft FMS go-live on Feb. 5. As a result, the Office Depot Web site will not be accessible for ordering from 5 p.m. Wednesday (Jan. 17) until 8 a.m. Monday (Jan. 22). Users are asked to complete all transactions by 5 p.m. Wednesday.



Significant dates listed for AFIN/FMS conversion

In preparation for conversion from AFIN to FMS, the following significant dates for completing and converting financial transaction processes have been established. Please note these dates and plan appropriately to complete any purchases needed during early 2007.

• Jan. 19 (Friday) – Last day for the Business Office, Purchasing and Grants to receive online (PO, RXQ, PDQ, OC) or paper documents for processing in AFIN. Receiving documents (RC) will continue to be available through Jan. 25. Travel and business entertainment reimbursements will continue using the current process.
• Jan. 22 – HCM will begin using FMS information for chartfield and location codes.
• Jan. 25 – Last day for Receiving documents (RC) to be submitted online or by paper for processing in AFIN.
• Jan. 31 – Last day for AFIN. Normal monthly reports to be produced.
• Feb. 1-4 – Conversion from AFIN to PeopleSoft FMS system. Systems will be unavailable for use during the conversion period.
• Feb. 5 – FMS system goes live. BGSU financial transactions will begin to be completed using the new system.

The FMS system will contain historical financial information at the general ledger level for the 2005-06 fiscal year and for the period spanning July 1, 2006, through Jan. 31, 2007. Any budgets that were open in AFIN on Jan. 31 will be manually rebuilt in FMS and available for process completion.

As of Feb. 5, all University financial transactions will be processed in FMS, and the purchasing and business offices will no longer accept paper documents used in AFIN to initiate the creation of purchase orders and to process vendor invoice payments. Departments will be required to use the online FMS system for these financial transactions.

BG@100 FMS training is offered for staff members who need access to transact financial business. Contact the BG@100 project office at bgat100@bgsu.edu for training information.



Complete, return FMS Security Request Forms

The BG@100 project office is preparing the security set-up for Oracle/PeopleSoft Financial Management Solutions in anticipation of the conversion to FMS.

Employees who have completed Requestor and Budget Administrator training will be receiving an FMS Security Request Form by email. Employees are asked to complete the forms as outlined in the email and return as soon as possible to Mike McComas at the BG@100 project office, 414 E. Wooster St.

Employees who are scheduled for training sessions in the next several weeks can anticipate receiving their FMS Security Request Form during the training session. Questions regarding the project or the FMS Security Request Form may be directed to: BGat100@bgsu.edu.



Cross-reference chart posted for Agency/Org, Department Cost Center numbers

As of Feb. 5, all University financial transactions will be processed using the FMS system. With the conversion to the new system, agency/org numbers will be changed to Department Cost Center (DCC) numbers to identify each specific budget within FMS.

Cross-reference tables have been created to allow employees to obtain the DCC number for each budget. The tables are available in Excel and pdf format and may be found at the Agency/Org/DCC cross-reference link on the project home page: www.bgsu.edu/offices/cio/page838.html.

University forms such as Leave Reporting and Travel Expense Reports, obtained online, will be updated to ask for Department Cost Center numbers. The updated forms will be available following the FMS implementation.
Email the project office with questions at BGat100@bgsu.edu.



Personnel updates announced

Interim Provost Dr. Mark Gromko has announced the following appointments:

Dr. Dan Madigan, English, will serve as interim vice provost for academic programs and will assume a variety of duties, including management of the Transfer Assurance Guides course submissions, the pilot project on student ratings of instructors, and several committee responsibilities.

Dr. Steven Cornelius, musical arts, will be Provost Associate, and will work with Undergraduate Council and on curriculum issues.

Dr. Louis Katzner, chair and Trustee Professor of philosophy, will chair the Program Review Committee for spring semester.

January 15, 2007