The University of British Columbia

Financial Management System (FMS)

Before the Upgrade

General

·         FMS Live will be unavailable for users from noon of January 16^th until the morning of January 26^th.  However, based on the results and efficiency of a gradual roll-out of other FMS services, there is a possibility of the system becoming available earlier.   

·         The upgrade process requires all transactions to be processed to completion before the upgrade can begin. As a result of this requirement, FMS Live data entry must be halted by 8:00 PM of January 15^th.

·         There will be NO data entry in FMS Live on January 16^th. The morning is required to correct any outstanding errors, postings etc. You will be notified via email of any errors and must be corrected immediately.

·         Fixes to errors must be completed by noon of January 16^th, in order for the batch processes to be run to complete the transaction processing.

·         All campus and central users are requested to sign off the system by noon of January 16^th.

• All standard nightly processes will be run once the campus users are off the system.
• All attempts will be made to process batch files made available by January 15^th, if they are provided error free, otherwise these batch files will be processed after the transition period.  

Accounts Payable

• All departments are encouraged to reduce or eliminate any AP, Q-Req or Travel Req backlog prior to January 16^th since no cheques will be produced during the shutdown period.

During the Upgrade (January 16^th to January 26^th)

General

• The system will be unavailable for data entry for the entire period. This translates to 5.5 working days.

FMS Live

• There will be no updates to this system during the downtime.

FMS nQuery

• FMS nQuery will be available throughout the entire transition period.
• The Web cash receipt form can still be used throughout the transition period. Cash receipts postings into PeopleSoft will be accumulated and then loaded into the appropriate month once the upgrade is complete.

Starting on Monday January 19^th, Smart Forms will still be available for entry into the system, but will be accumulated and processed after the upgrade is complete.

Procurement

• Procurement staff is implementing a manual system for the processing of Purchase Requisitions into Purchase Orders and this should minimize the disruption to operations and enable us to support the University community.
• However to ensure we process the majority of the requirements before the system is taken off line in January, the following deadlines will help us be as effective as possible to support your operations.
• Any Purchase Requisition submitted for processing by January 5th 2009 will be processed prior to 16th January 2009.
• Purchase Requisitions received after the January 5th 2009 will be processed as quickly as possible on the Manual Purchase Order system.
• For more information and updated timelines please visit our website at: www.supplymanagement.ubc.ca - click on FMS 9.0 Migration.

Logistics – customs/couriers

 The reconciliation documentation will not be available and we will continue to collect requests and respond as soon as FMS is back on line.

Travel, P-Card & Campus Mails – will not be effected

After the Upgrade

General

• All interfaces and allocations will be processed.
• Smart Forms and Web cash receipts that were accumulated will be processed.
• Month-end reports for January will be run in the new release.

Procurement Card

• This will be processed as normal.

New Location for Inbound Interfaces

• Users who submit files to FMS will need to submit files to the new directory location. Users must change scripts / procedures to submit files to the new location.