The BG@100 Project Team is finishing the final implementation tasks and finalizing the plan for the February 5, 2007 FMS go-live.  In preparation for conversion from AFIN to FMS, the following significant dates for completing and converting financial transaction processes have been established.  These processes are being established in order to complete and close many financial transactions prior to conversion into the FMS system.  Please note these dates and plan appropriately to complete any purchases needed during early 2007.

• January 19, 2007 - Last day for Business Office, Purchasing Department and Grants to receive on-line (PO, RXQ, PDQ, OC) or paper documents for processing in AFIN.  Receiving documents (RC) will continue to be available through January 25.  Travel and Business entertainment reimbursements will continue using the current process.
• January 22, 2007 - HCM will be converted to using FMS information for chartfield and location codes.
• January 25, 2007 - Last day for Receiving documents (RC) to be submitted online or by paper for processing in AFIN.
• January 31, 2007 - Last day for AFIN.  Normal monthly reports to be produced.
• February 1-4, 2007 - Conversion from AFIN to PeopleSoft FMS system.  Systems will be unavailable for use during the conversion period.
• February 5, 2007 - FMS system go-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 2005-2006 fiscal year and for the period spanning July 1, 2006 through January 31, 2007.

As of February 5, 2007 all university financial transactions will be processed in FMS and the Purchasing Office and the Business Office 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 on-line FMS system to transact these types of financial business.  BG@100 FMS training is being offered for staff members that need access to transact this financial business.  Contact the BG@100 project office at BGat100@bgsu.edu regarding training required for using FMS.

Training

The BG@100 training team began conducting FMS hand-on training classes on September 30, 2006.  To date, over 200 University employees have registered for FMS Requester training and over 100 University employees have registered for FMS Budget Administrator training.  The training team will continue to offer hands-on training through January 2007.  If you are an employee that processes your department's financial transactions and have not received an invitation to register for training, please contact the BG@100 Project Office at 372-3781 as soon as possible.

The BG@100 Training Team is training staff that are assigned the following responsibilities.

• Requester - Designated by the Department Senior Administrator.  This individual enters all requisitions and approves requisitions for purchase up to $1,499 in FMS.  The individual in this role also enters and processes quick invoices for purchase under $100.
• Budget Administrator - In Academic Units, most often the Chair; in Administrative Units, this is someone appointed by the Senior Administrator. The individual in this role approves purchase requisitions (entered by the Requester) up to $9,999 and is the individual that manages the financial activities for the department's expenditures, tracks budget balances, and monitors the department's purchasing process.
• Senior Administrator - Dean, Director, Assistant or Associate Vice President or Vice Provost.  The Senior Administrator can approve purchase requisitions up to $49,999.  Senior Administrator training will be offered in January and training invitations will be sent out early in December.

If you have questions about FMS training, please e-mail the BG@100 Project Office at BGat100@bgsu.edu

BG@100 Project Office Update

The BG@100 Project Team would like to thank all the individuals that have assisted with the training and testing activities during the past three months.  A special thank you is extended to staff in the Business Office, Purchasing Office, and SPAR Office.  Everyone has been very generous with their time.