Headlines

GRIP Launched!

by Denise Lim

After much anticipation, the new J.D. Edwards (JDE) receivable system in Grant and Contract Accounting (GCA) was rolled out on November 15, 2004.

This is the sixth in a series of articles documenting the team’s progress. They first started in fall 2002 to replace the current accounts receivable system with a more streamlined, integrated one that will reduce manual data entry and increase cash flow through GCA.

Throughout the project, significant obstacles greatly impacted the timeline but the implementation, when it finally came, was relatively smooth and successful. Aside from minor snags commonly encountered in a systems implementation, GCA staff actively uses the new system to generate invoices and apply cash receipts on sponsored projects. In the first two weeks of implementation, GCA invoiced for over $8 million and applied $50 million in cash receipts.

Along with the implementation, GCA is currently working on two short-term but highly important goals. The first goal is to invoice for all billable expenditures by setting up and generating as many automated invoices as possible from JDE. Prior to JDE, there were over $7 million of expenditures unbilled in a given month due to inefficiencies and manual processes inherent in the legacy system. The second goal is to prepare for the GCA reorganization. During this transition phase, the users who just learned to use the new system will need to train those who are new to the receivable process. Also, GCA dedicated a fair amount of time and resources to setting up all existing grants and contracts in JDE prior to reorganization which took place on January 1, 2005.

Learning a new system is never easy and is especially challenging when coupled with a major reorganization. However, GCA staff’s ability to focus on priorities, along with their hard work and dedication, continues to keep the department moving towards the objectives set by the implementation and reorganization efforts.