Fit-Gap Workshop Topics
The Fit-Gap stage is a crucial step in ensuring a smooth transition to the new system. During the Fit-Gap we will hold approximately 170 workshops to determine how the PeopleSoft software can meet McMaster's requirements and where there are gaps between the software's standard capabilities and the University's needs. At the end of the Fit-Gap stage, we will have a detailed plan for implementing the software to meet McMaster’s needs.
For the workshops we will need to draw on subject matter experts from across campus. We have begun to invite workshop participants but recognize that there are others who could contribute. Below is a list of workshop topics with bullet points explaining the topics to be covered. If you believe that you or one of your staff can contribute to one of these discussions, please contact the workshop's coordinator to request an invitation.
- Research Administration (workshop contact:Anne McInnis)
- Research Finance (workshop contact: Anne McInnis)
- Finance (workshop contact: Kathleen Blackwood)
- Student Administration (workshop contact: Sonya Martin)
- Human Resources (workshop contact: Dave Hall)
Research
Proposals Basic Structure
- Proposal Structure: Business Unit, Proposal, Proposal Project
- Grants Business Units
- Contracts Business Units
- Project Costing Business Units
Proposal Creation
- Proposal Versions & Statuses
- PI's
- Sponsors
- Proposal Projects
- Proposal Budgets
- Resources
- Certifications
- Reports
- Attachments
- Locations
- Components
- Key Words
- Protocols, Attributes, Minorities, Trainees
Proposal Departments
- Departments, Addresses, Attributes
Proposal Institutions
- Institution Types
- Audit Types
- Certification Types
Proposal Sponsors
- Sponsor Types
- Sponsor Levels
- Sponsor Program Types
- Sponsor Guidelines
Proposal Professionals
- Honors & Awards
- Membership Information
- Publication Information
Proposal Professionals
- Honors & Awards
- Membership Information
- Publication Information
Proposal Other Business Rules
- Keywords
- Award Purposes
- Resource Types
- Components
Proposal Milestones
- Types
- Codes
- Statuses
- Notifications
Proposal Budgets
- Budget Id's
- Budget Types
- Budget Items
- Proposal Types/Products
Proposal Security
- Proposal Preparation by Department
Project & Activity Structure
- Pre-Award Post Award Structure
- Project Structure
- Activity Structure
- Project Types
- Activity Types
Project & Activity and COA
- Interdependency on Chart of Accounts design
Negotiating and Generating an Award
- Negotiations
- Award Generation
- Communications with recruits
Award Profile
- Award
- Funding
- Resources
- Certifications
- Terms
- Milestones
- Funding Inquiry
- Additional Information
- Keywords
- Award Modifications
- Notepad
- Attribute
- Department Credit
- Protocols
Project Set Up
- Project General Information
- Project Statuses
- Project Department & Contact
- Project Manager
- location
- Phases
- Approvals
- Justifications
- User fields
- Rates
- Attachments
- Project Valuation
Project Budgets
- Project Budgets
- Control vs. Track
- Project Teams
Activity Set Up
- Activity General Information
- Activity Definition
- Activity Locations
- Quality
- Rates
- User fields
- Rates
- Attachments
Overhead
Rate Sets & Rate Plans
- Rate Sets
- Rate Plans
Allocations
- Allocations Types
Contracts
Contract Basics
- Statuses
- Types
- Rev & Bill Plan templates
- Hold Reasons
- Legal Entities
- Milestones
- Revenue Reconciliation Options
- Emails
- Products
Revenue Plans
- Amount based
- As Incurred
- Prepaid
Billing Plans
- Amount based
- As Incurred
- Prepaids
Accounting Rules
- Project Accounting Rules
HR Integration
- Pre-Award/Post Award
Project Costing/Payroll Integration
Project Costing /General Ledger Integration
- General Ledger Integration
Project Costing /Contracts
- Project Costing /Contracts
Project Costing /Billing/AR
- Project Costing /Billing/AR
Project Costing /AP
Project Costing /PO
- Project Costing /PO
Contracts/Billing/AR integration
- Contracts/Billing/AR integration
Project Costing /Commitment Control
- Project Costing /Commitment Control
Research Reporting
- Internal Reporting
- External Reporting
Finance
General Ledger
Chart of Account Structure
- Organization Model Understanding
- COA design Principles
- COA structure
- Fund Accounting
- Standardization and Naming Convention
- External COA mapping (where applicable)
- COA integration requirements
Journal Processing
- Journal Entries /Online and Upload
- GL Security
- Journal Workflow
- Allocations
- Reversals
- Intra-Unit Processing
- Closing
Commitment Control
- Encumbrance Accounting
- Commitment Control ledgers
- Budget Close
Financial Reporting
- Management Reporting
- Regulatory Reporting
- Inquiry/Reporting/Queries
- Data Validation Controls
Integration (Inbound/Outbound)
- Inbound Journals
- Sub-Ledger Journals
- Outbound Journals
- Journal generator processing
Financial Data Conversion
- Financial Conversion Strategy
- COA Mapping Approach and Controls
- Conversion Validation
Purchasing
Vendor Management
- Vendor Maintenance
- Vendor Data Conversion
- Vendor Approval framework
Purchasing Control Data
- Ship to Locations
- Requestors/Buyers setup
- Item Categories
- Procurement Defaults
- Contracts
Req/Purchasing Process
- Req creation process
- Procurement Approval framework and rules
- Purchase order creation and close
- Receipting
- PO Reconciliation
Purchasing Workflow
- Workflow Rules
- Procurement guidelines
Payables
Payables structure
- Payables Business Units
- Payables default structures
- Payables -VAT/Tax Calculations
Vendor Setup
- Vendor Setup
- Vendor Inactivation Process
- Employee/Student Payment setup
- Vendor Conversion
Voucher Processing
- Invoice Processing
- Voucher Control Group Setups
- Voucher Accrual Processing
- Voucher-Invoice Interfaces
- Voucher-Closing
- Voucher-Inquiry and Aging Process
Payment Processing
- Payment Methods
- Manual Cheque processing
- Paycycle Processing
- Escheatment Process
- Bank Rec Process
Cash Management
Cash Management
- Transfers Settlements
- Cash Position
- Investment Pools
- Bank Reconciliation
- Accounting & Cash Admin
- Reports
- Interface and Integration
- Approvals and Workflow
AR/BI
Quote to Cash
- Customer Overview
- Creating Bills
- Processing Bills
- Pending Items
- Payments
- Reporting
- Refunds
- Direct Journals
- Interface and Integration
- Approvals and Workflow
Project Costing
Project Accounting
- Project ID Structure
- Project Control framework
- Project Accounting Attributes
- Interface and Integration
- Approvals and Workflow
- Project Inquiry/Reporting
Research Finance
General Ledger
- Chart of Account Structure
- Journal Processing
- Commitment Control
- Financial Reporting
- Integration (Inbound/Outbound)
- Financial Data Conversion
Purchasing
- Vendor Management
- Purchasing Control Data
- Req/Purchasing Process/Workflow
Payables
- Payables structure
- Vendor Setup
- Voucher Processing
- Payment Processing
Cash Management
- Cash Management
AR/BI
- Quote to Cash
Project Costing
- Project Accounting
Research Awards
- Pre-Award
- Project & Activity Structure
- Awards
- Project & Activity /Budget teams Set Up
- Overhead
- Contracts
- Amendments/Project CloseOut
- Integration
- Research Reporting
Student Administration
Campus Community
Person Data (Bio Demo Data)
- Student ID numbers
- Addresses
- Names
- Phone information
- Email addresses
- Residency and Citizenship
Non-Core Bio Demo, and Holds
- Emergency Contacts
- Decedent data
- Accommodation and Health Information
- Extracurricular activities and recreation
- Athletic Participation
- External Organizations (Schools, Sponsors, Corporate Partners)
- Holds (Service impacts)
Privacy
(including PIPEDA, R.S.Q., chapter A-2.1, FIPPA)
- Access to information
Integration with external systems
- Personal Data Integration (Other Systems)
- Affiliations (Relationship with Institution)
Advocacy and Support Services
- Centre for Native Education
- Access Centre for Students with Disabilities
- International Students Office
Data Conversion
- Bio / Demo Data
- Residency
- Communications
- Comments
- Service Indicators
- Organizations
- External Ids
Academic Structure
Academic Structure
- Campuses, Locations, Buildings, Facilities
- Careers (Grade, UGRD, etc.)
- Faculties, Departments, Schools
- Programs, Degrees
- Majors, Minors, Certificates, Specializations, Concentrations
- Organizing students
- Instructor/Advisors
Term and Calendar
- Academic Year, Terms, Sessions
- Academic Calendars
- Level and Load Rules
- Student Types - Full-time, Part-time, International, Distance, etc.
- Grading Schemes
Academic Structure Review
- Review of Academic Structure “skeleton”
- Discuss impacts on other modules
Recruiting
Recruiting
- Types/numbers of students recruited annually
- Methods used to recruit/track potential students
- Communications with recruits
- Recruiters
- Tracking recruits through admissions processes
- Reporting on recruits/recruiting efforts
- Managing Recruiters
Data Conversion (Recruitment)
- Current prospects
- Recruiters
Admissions
Applications
- Discovery Session (Review Current process, 'tour' of documentum and Admissions System)
Applications
- Overview of Admissions agencies activities
- Online Applications
- Application Centers
- Paper/Telephone Applications
- Quebec Central Admissions (Integration)
Evaluation and Admissions decisions
- Application Evaluation
- Test Scores
- References / Resumes / Portfolios / etc.
- Tracking Missing Information
- Transfer Student processing
- Admissions decisions
- Wait-listing for Admission
Communications
- Communications with applicants and admitted/denied/waitlisted students
- Letters / Email / Phone / Other
Self-Service, Reporting, and Orientation
- Admissions Self Service
- Admissions Reporting requirements
- External Systems (ex. Housing)
- Admitted student financial award recommendations
Data Conversion
- Applications
- Previous Education
- Test Scores
Transfer Credit
Transfer Credit
- External schools
- External subjects, courses
- External transcripts
- Transfer credit rules
- Transfer process timing
- Self Service (and Self declare)
Data Conversion
- External schools
- External subjects, courses
- External transcripts
- Transfer credit rules
- Transfer process timing
- Self Service (and Self declare)
Student Records
Scheduling
- Course Catalog
- Maintaining Courses
- Review/modify existing curriculum
- Create new curriculum
- Reports
- Class Scheduling
- Schedule class sections
- Components
- Self-paced/Online
- Define requisites/reserves
- Assign facilities
- Assign instructors
- Learning Management Systems (Moodle, Blackboard, etc.)
- Instructors
- Workload
- Department/subject assignment
- Facilities
- Scheduling
- Resources
- Events
- Third Party Scheduling software
- Exams
- Scheduling
- Common exam period
- Third Party Scheduling software
Enrollment
- Enroll students
-
- Web enrolment
- Block enrolment
- Appointments
- Load calculation
- Pre-requisite checking
- Repeated courses
- Enrolment Restrictions
- Permissions
- Overrides
- Audit
- Student Exchange
- Non-institution students
- Class Rosters
- Work study and Co-op
- Learning Management Systems (Blackboard, Moodle, etc.)
- Communications
- Reports
- Class enrollment changes
-
- Add/Drop period
- Refunds
- Withdrawals
- Program changes
- Change in load
School of Extended Learning
- The Centre for Continuing Education
- Credit courses & certificates
Enrollment (Graduate)
- Graduate student lifecycle
- Intricacies of Graduate level enrollment processing
Assessment
- Attendance
- Grading
- Assignments
- Non-coursework
- Approval
- Mid-term/Final
- Incomplete grades
- Grade Lapse
- Grade Rosters
- Transcripts
- Communications
- Reports
Academic Progression
- Academic level
- Academic standing
- Declaration of major
- GPA calculation
- Class rank
- Repeated courses
- Communications
- Reports
- Re-admission
Graduation
- Applying for graduation
- Degrees
- Convocation
- Alumni
- Communications
- Reports
Data Conversion
- Enrollments
- Course Catalog
- Schedule of Classes
Transcripts
- Transcript Requests
- Transcript content
Student Center
- Student Centre
- My Advisor
- My Academic Requirements
- My Planner
- What-if Report
Academic Advising
Academic Advising
- Setup
- Academic Requirements
- Program Guide Requirements
- Student Advisement
- Request Advisement Report
- Substitutions
- Exceptions
- Advisement Processes
- Advisement Reports
- Summaries
- Instructor/Advisor
- Student Advisor
- Summaries
- Instructor/Advisor
- Student Advisor
Self-Service
- Self Service
- Advisor Centre
Data Conversion
- Advisor Notes
- Exceptions/Substitutions/Agreements
Student Financials
Orientation / General Structure / Accounting Structure /Students Accounts / Tax Reporting
- Accounting Structure - Chart of Accounts
- Campus Solutions as a Receivables System
- Tracking Revenue / Revenue Splitting
- A/R and Deferred Revenue Accounts
- Integration with Financial System (GL)
- Student Accounts - Structure / View / Student View / Detail
- Self Service (Account view / Make a payment / Request information)
- Tax Reporting - T2202A / Online Options / T4A process
- Reporting - Trial Balance and Aging Report
- Interfaces and Electronic Data Loads (Incoming and Outgoing files / Third Party Systems)
Tuition and Fee calculation / Entering Receivables
- Fee Calculation - Course, Class, Program, Institution Fees / Triggers / Timing / Overrides / Rules / Waivers
- Mandatory, Optional, Miscellaneous Fees - Health Fees / Parking / Drop and Withdrawal Fees / Transcript Fees / Late Fees / Other
- Receivable Maintenance - Adjustments / Reversals
Payment Processing / Cashiering / Payment Plans and Third Party Contracts (Sponsors)
- Cashiering - Tenders / Cash Office / Registers / Cashier Setup / Voids / Balancing Registers
- Self Service Credit Card Payments other web payments
- Interfaces
- Payment Plans - Setup / Assign / Student Account Impacts / Receivables / Self-Service
- Deferral Contracts
- Third Party (Sponsorship) Contracts - Organization Setup / Create / Assign / Cancel
- Organization and Student Accounts (Transferring receivables)
- Billing for Corporations / Sponsors
Refunds
- Integration with A/P (Cheque Processing)
- Credit Card Refunding / Cheque Refunding / Information of Voucher / Financial Aid Cheques
- Refunding Rules and Restrictions
Billing / Account Statements
- Student Invoice - Layouts / Automation / Information on Bills / Bill Generation and Print
- Student Account Statements - Layouts / Online options / Information on Statements / Statement Generation
Collections
- Collections - Collectors / Collection Criteria / Collection Agencies
- Students in Collections (impacts)
- Communications with students in Collections
- Write-Offs
Data Conversion
- Open balances and account details
- Service Indicators (Holds)
- T2202A or T4A tax data
- Invoice amounts
Financial Aid
Financial Aid Structure
- Financial Aid Office Structure
- Key Time lines/Deadlines
- Business Cycle
Needs Analysis
- Government Student Aid (Data Loads, Scholarships, Government Assistance Programs, etc.)
- Bursaries (Application Process, Bursary groupings - undergraduate, graduate, part-time, etc.)
- Scholarships (Criteria/Eligibility, Groupings - entrance awards, undergraduate, graduate, etc.)
- Budgeting process (individual, batch, adjustments)
Awards
- Types of awards (bursaries, scholarships, etc...)
- Discuss Criteria for Awarding and Process
- Early Awarding
- Awarding process (individual, batch, manual, auto)
- Anticipated Aid
- External Awards
Disbursements and Satisfactory Academic Progression (SAP)
- Disbursement process (individual, batch, timing)
- Disbursement terms and splits
- Disbursement rules (hold if withdrawn, etc.)
- SAP process (manual, auto)
- Work Study
Self-Service, Reporting, Security
- Self Service
- Reports
- Security
- Automated workflow
3C's and Taxes
- T4A
- Comments & Checklists
- FA notification (manual, auto, letters, emails, etc.)
Data Conversion
- Awards
- Notes
- Financials GL Information
- Conversion timing considerations
Government Reporting and Other
Government Reporting
- Legislation
- Reports
- Data flow
Integration
- Inbound interfaces
- Outbound Interfaces
Human Resources
Core HR
- Base HR
- Workforce Administration
- Salary Admin & Compensation
- Seniority & Svc
- Position Management
- Certifications
- HR Reports/Interfaces
Benefits
- Base Benefits Setup
- Benefits Plans
- Benefits Enrollment
- Open Enrollment - Annual Enrollment
- Eligibility & Event Rules
- Remittance
- Retro Benefits
- Dependents & Beneficiaries
- Employee Benefits Data
- Leaves Processing
- Pension Processing
- Benefits Billing
- eBenefits
- BEN Reports/Interfaces
Time and Labor
- TL Setup/Common Definitions
- Employee Groups
- Time Periods
- Time Reporting
- Rules & Grouping
- Schedules
- Task Elements
- Task Configuration
- Validation Criteria
- Time Collection Devices
- Manage Time Reporters
- Work Schedule Assignments
- Compensatory Plans
- Report Time
- View Time
- Approve Time
- Manage Exceptions
- Manage Attendance
- Integration (Projects/Payroll)
- TL Reports/Interfaces
Payroll
- Payroll Setup/Common Definitions
- Payroll Processing
- Retroactive Payroll
- Year-end Processing
- Employee Pay Data
- Payroll Distribution & GL
- Payroll Reports and Interfaces
eCompensation
- Employee and Manager
TAM/Recruiting
- Talent Acquisition Manager
- Talent Acquisition Manager 2
- Candidate Gateway
Succession Planning
- Careers
- Succession Planning
e-Performance
- e-Performance (Performance Appraisals)
- Manage Competencies (PS definition)