Paper / Financial FormsNirvana Contract for Professional Services Transition Period

• Pilot: User departments (about 10-12) enter test documents and then are allowed to start using Financial FormsNirvana to key their real Contract for Professional Services / PVC documents.
• Implementation Starts: Pilot departments continue using Financial FormsNirvana for Contract for Professional Services /PVC documents and other departments can start using as soon as they have access (security) and / or training to the document.
• Grace Period: Departments may continue to use paper Contract for Professional Services forms until they have access and training to Financial FormsNirvana Contract for Professional Services document.
• Implementation Ends: No further paper Contract for Professional Services forms will be accepted. All Contract for Professional Services contracts must be entered into Financial FormsNirvana.
Training Notes from 7/30 meeting to be merged with Director of Purchasing's Timeline
1. Pre-Pilot
   Central staff - CPS-Buyer, CPS-PA, Helen, Doug, and Ira should individually contact training to go through the existing training of Chart of Accounts and document entry so they are familiar with Financial FormsNirvana prior to their work on the pilot phase.
   Training will draft (probably several drafts) training materials and review with process owners.
   Training will cease training on the Paper Contract for Professional Services process.
2. Pilot Phase
   1. Demo Session - The pilot group will come in for an overview session where Carrie will demonstrate the system.
   2. Pilot Kick Off (1/2 day) - Training will provide a brief training before the pilot team begins entering data. Training will provide minimal training materials for the pilot group.
   3. Pilot Live Data Entry - Once the pilot group's concerns have been address from their testing and any Financial FormsNirvana fixes applied, the Pilot group will be allowed to process the documents through Financial FormsNirvana as live, production documents.

3. Pre-Implementation Training Phase
   Training will market pre-training for Contract for Professional Services so departments get signed up and training before Jan 1, 04. Once the pilot has progressed far enough (about a month in), Training Services will begin training all other departments. This will get many of the departments trained before the cut off of March 31, 2004 when all documents must be processed through Financial FormsNirvana.
   Training will require Chart of Accounts and Financial FormsNirvana Document Entry as prerequisites for the training and access to the Financial FormsNirvana Contract for Professional Services / PVC documents.
   Training Services will develop the Financial FormsNirvana Contract for Professional Services/PVC training as a combination of new policy review and on-line entry of the form.
4. Implementation and Grace Period
   Training will continue to market and train departments. Training will offer Friday Labs for departments trained early that may need refreshers now that Financial FormsNirvana is live.
5. Document Processing
   1. During Pilot (Sept '03 - Dec '03):
      

      Allow paper processing of Contract for Professional Services and PVCs - Will follow old policy except for bidding required at $50,000 or more.

      Expect pilot departments to process through Financial FormsNirvana - Will follow new policy for all Financial FormsNirvana Contract for Professional Services documents.

   2. At Implementation and through Grace Period (Jan '04 - Mar '04):
      

      Allow paper processing but send flyers to get departments onto Financial FormsNirvana. Pilot departments and any other trained dept. will process through Financial FormsNirvana.

   3. At Implementation End (March 31, 2004):
      

      Only accept Financial FormsNirvana documents.

6. Amendments
   If original Contract for Professional Services was paper, the amendments will process through paper until contract is closed.
   If original was Financial FormsNirvana, the amendments will process through Financial FormsNirvana.
7. Communication - During Implementation and Grace Period (Sept '03 - Mar 31 '04):
   1. Publish Dollars and Sense Newsletter Article to advise departments of the change. (Director of Purchasing is drafting this.)
   2. Attach a flyer to the department copies of old paper Contract for Professional Services forms returned to departments to advise them of the Jan 1 change. (Director of Purchasing is drafting this.)
   3. Publish training opportunities available to get departments in and trained before the March 31, 2004 deadline to cut off old paper forms.
   4. Send letter to RRC/DDD/VP? To advise them of the policy changes and advise they get their staff into Financial FormsNirvana training as soon as possible (Director of Purchasing is drafting this)

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