WFS: Go-Live Update #1:
This is the first of a series of postings to the WFS blog regarding the Production Go-Live of the new Wesleyan Financial System (WFS). This posting can be downloaded by going to the link on the left side of the blog page (the graphics will be more clear).
WFS will officially go live on Monday, July 6 after we return from the July 4 weekend. At that time you will see a link named “WFS – Production” in the application section of your Employee Portfolio. Following that link will take you to WFS and you can begin 2009/10 transactions including creating purchase orders, paying invoices, making cash deposits, etc. As a reminder, purchase orders are required for purchases of goods and services greater than $5,000.
WFS will not be available until July 6 as we continue to implement and test the system. You should not have invoices that need payment as goods or services received prior to June 30 would have been paid in 2008/09. Any goods or services received after July 1 will follow Wesleyan’s payment terms of at least 30 days from invoice date.
To date, over 100 Wesleyan staff have received training on the new system. Training will continue throughout the summer and the fall. You can sign up for training through the ITS Training link in your Portfolio or go directly to WFS Training. Training slots are first come first served and are limited to the number of classroom computers. We will also provide UPKs (User Productivity Kit) to show you how to use WFS as a supplement to training. UPKs are on-line training programs that show you step by step instructions on how to use a particular function of WFS.
Starting July 1, you will start using Smartkeys for charges around campus (Usdan, Bon Appetit, Cardinal Technology Store, Wes Station, etc.) and certain external vendors (WB Mason and FedEx). Smartkeys replace the old FRS accounts. A Smartkey equals the program or project number seen below. FRS object codes will become WFS accounts. FRS object code number have been retained with the addition of a leading digit. Accounts beginning with a seven are for revenues and eights are for expenses.
You can now look up your Smartkey in Inquiry using your FRS account number(s). Go to the Account/Object Code Summary report and type in your current FRS account number. Your Inquiry output will look like this:
After July 6, there will be a panel within WFS where you can convert FRS accounts to Smartkeys. Before using campus services it will be important for you to know your new Smartkeys, so please use these tools before making any purchases.
A key component of the Smartkey is Department. You can find your Department number in the Additional Information section (left side of the page), Items #4 and #5.
If you have questions on the Wesleyan Financial System, please e-mail wfshelp@weselyan.edu. We will answer questions through future blog postings or through direct response to the sender.