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<p class="MsoNormal" style="margin-bottom:3.0pt"><span style="font-family:"Arial",sans-serif">Dear Faculty & Academics, </span><span style="font-size:10.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><br>
Now that the campus has passed the 'go-live' stage of new</span><a href="https://impact23.ucr.edu/" target="_blank"><span style="font-family:"Arial",sans-serif;text-decoration:none">
</span><span style="font-family:"Arial",sans-serif">Impact23</span></a><span style="font-family:"Arial",sans-serif"> systems, including Oracle, Kuali, and phase II of Concur Travel and Expense, the program team aims to provide you with an update on the transition’s
progress. As anticipated in a significant financial system implementation, some transitional issues arose. The program team remains fully committed to resolving these issues. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif">A specific purpose of this communication is to:<o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-family:"Arial",sans-serif">Identify major ‘in-process’ issues that have a significant impact for our faculty and those working on contracts and grants, and<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-family:"Arial",sans-serif">Provide you with a high-level update on the current status and scheduled projection for these issues and their resolution. <o:p></o:p></span></li></ol>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><br>
Along with changes in how the university records and performs transactions, some points referenced below may impact the expected turnaround time of certain transactions as the campus adapts to new systems, reports, and performance of financial duties. Key issues
for faculty awareness:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"> <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l1 level1 lfo2">
<b><span style="font-family:"Arial",sans-serif">Salary and wages paid to employees have NOT been impacted</span></b><span style="font-family:"Arial",sans-serif">: However, payroll-related costs may not be fully reflected on contracts, grants, and other sources
of financial activity. <i><u>The majority of issues involving the display of benefit costs were corrected on 9/29</u></i>. Other salary related posting corrections are in progress with expired and expiring contracts and grants receiving the highest priority.
<i>See the supplemental material attachment for details. </i><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo2"><b><span style="font-family:"Arial",sans-serif">Student Aid payments have not been substantially impacted</span></b><span style="font-family:"Arial",sans-serif">: There have been some
delays in the set-up of new departmental grants in aid codes under the new Chart of Accounts. <br>
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l1 level1 lfo2">
<b><span style="font-family:"Arial",sans-serif">Procurement</span></b><span style="font-family:"Arial",sans-serif">: Initial workflow and contract and grant coding issues have been resolved. However, there continue to be issues with issue resolution adjusting
purchase order quantity and pricing after receiving the supplier invoice. Units continue to be encouraged to utilize the Procurement Card for allowable orders less than $10K. To request a one-time transaction limit increase or other exceptions to pay a supplier,
contact </span><a href="mailto:pcard@ucr.edu" target="_blank"><span style="font-family:"Arial",sans-serif">pcard@ucr.edu</span></a><span style="font-family:"Arial",sans-serif">. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l1 level1 lfo2">
<b><span style="font-family:"Arial",sans-serif">Suppliers (Vendors) / Payees</span></b><span style="font-family:"Arial",sans-serif">: The process to establish new suppliers and other payees was overly complicated. The registration process delayed the issuance
of certain POs and/or other non-employee payments. <i><u>A more streamlined process was implemented on 9/29</u></i>. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l1 level1 lfo2">
<b><span style="font-family:"Arial",sans-serif">Contract and Grant Reporting Delays</span></b><span style="font-family:"Arial",sans-serif">: Contract and Grant reporting has experienced significant delays due to a number of issues related to the complexity
of configuration within the Oracle system, and the sheer volume of systems deployed. These issues have mostly been resolved. Extramural Funds Accounting is working with departments to clear the backlog in order of urgency with grants that are closing out or
have closed out, being prioritized to meet federal requirements. <i>See the supplemental material attachment for details. </i><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l1 level1 lfo2">
<b><span style="font-family:"Arial",sans-serif">Kuali Research Modules</span></b><span style="font-family:"Arial",sans-serif">: Learn about the transition from paper-based IACUC and IRB processes to Kuali Research's IACUC and IRB Protocols modules, addressing
system implementation limitations, their impact on approved studies, and the resources available to faculty<i>. See the supplemental material attachment for details. </i><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo2"><b><span style="font-family:"Arial",sans-serif">Concierge Support</span></b><span style="font-family:"Arial",sans-serif">: As of this week, 80% (1488 of 1844 total) of tickets received
from faculty and staff have been resolved. Since launch, the average ticket closure time has decreased from 11 business days to under 4 business days despite a steady increase in ticket volume. Supplier/Payee onboarding currently represents the largest percentage
of tickets, and additional concierge resources are devoted to resolving these tickets quickly. <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"> <o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-family:"Arial",sans-serif;color:#003DA5">For additional details, view the supplemental material attached. <o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:12.0pt"><b><span style="font-family:"Arial",sans-serif"><br>
Key Resources for Faculty</span></b><span style="font-family:"Arial",sans-serif">: In addition to your department's administrative staff, the following resources are available to faculty. <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l2 level1 lfo3">
<b><span style="font-family:"Arial",sans-serif">Web-based Training</span></b><span style="font-family:"Arial",sans-serif">: Courses are in the Learning Management System (LMS) for
</span><a href="https://uc.sumtotal.host/core/libraryShare?TopicId=3369&TopicName=5.%20Faculty%2C%20Researcher%2C%20%26%20PD%2FPI&SearchText=&SortField=Name_Sortable&SortDirection=asc" target="_blank"><span style="font-family:"Arial",sans-serif">Faculty, Researcher,
& PD/PI</span></a><span style="font-family:"Arial",sans-serif">. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo3"><b><span style="font-family:"Arial",sans-serif">Live Training</span></b><span style="font-family:"Arial",sans-serif">: A set of instructor-led workshops has been released in the UC
Learning Center, aimed at familiarizing academics with the features and functionalities of new systems. To register for live training, the web-based prerequisites in the
</span><a href="https://uc.sumtotal.host/core/libraryShare?TopicId=3369&TopicName=5.%20Faculty%2C%20Researcher%2C%20%26%20PD%2FPI&SearchText=&SortField=Name_Sortable&SortDirection=asc" target="_blank"><span style="font-family:"Arial",sans-serif">Faculty, Researcher,
& PD/PI</span></a><span style="font-family:"Arial",sans-serif"> learning path are required to ensure a productive session.<o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level2 lfo3"><span style="font-family:"Arial",sans-serif">If you have Contracts and Grants in your portfolio, register for the 11/17/2023 (12-1 pm) live training class
</span><a href="https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D631491%26UserMode%3D0" target="_blank"><span style="font-family:"Arial",sans-serif">here</span></a><span style="font-family:"Arial",sans-serif">. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l2 level2 lfo3">
<span style="font-family:"Arial",sans-serif">If you do not have Contracts and Grants in your portfolio, register for the 11/3/2023 (9-9:30 am) live training class
</span><a href="https://uc.sumtotal.host/Core/pillarRedirect?relyingParty=LM&url=core%2Factivitydetails%2FViewActivityDetails%3FActivityId%3D631490%26UserMode%3D0" target="_blank"><span style="font-family:"Arial",sans-serif">here</span></a><span style="font-family:"Arial",sans-serif">. <o:p></o:p></span></li></ul>
<li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l2 level1 lfo3">
<b><span style="font-family:"Arial",sans-serif">Upcoming Town Hall</span></b><span style="font-family:"Arial",sans-serif">: Join us for a Town Hall session on Tuesday, October 31, from 10:30-11:30 am. The program team will update faculty and staff on stabilization
efforts, address the mentioned issues, and provide resolution timelines, along with answering audience questions.
</span><a href="https://ucr.zoom.us/webinar/register/WN_GYBAA_whR9qxjpHPQUU42g" target="_blank"><span style="font-family:"Arial",sans-serif">Click here to register</span></a><span style="font-family:"Arial",sans-serif">. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo3"><b><span style="font-family:"Arial",sans-serif">Concierge</span></b><span style="font-family:"Arial",sans-serif">: For questions about Impact23 systems, faculty are welcome to call
the Concierge Helpline at (951) 827-9990 or submit a service ticket at </span><a href="https://ucrsupport.service-now.com/finadmin_portal" target="_blank"><span style="font-family:"Arial",sans-serif">ucrsupport.service-now.com/finadmin_portal</span></a><span style="font-family:"Arial",sans-serif">. <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><br>
The project team continues to work toward system stabilization as quickly as possible to minimize the impact on UCR’s mission of teaching, research, and public service. Thank you for your ongoing support. If you have questions or comments please contact
</span><a href="mailto:Impact23@ucr.edu?subject=Faculty%20Communication%20Inquiry%20-%20October%202023" target="_blank"><span style="font-family:"Arial",sans-serif">Impact23@ucr.edu</span></a><span style="font-family:"Arial",sans-serif">. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:12.0pt"><span style="font-family:"Arial",sans-serif"> <br>
<br>
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:12.0pt"><span style="font-family:"Arial",sans-serif">Sincerely, <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:12.0pt"><b><i><span style="font-family:"Arial",sans-serif">Gerry Bomotti
</span></i></b><i><span style="font-family:"Arial",sans-serif">on behalf of the Impact23 Executive Steering Committee</span></i><span style="font-family:"Arial",sans-serif"> <br>
Vice Chancellor & Chief Financial Officer <o:p></o:p></span></p>
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