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January 25, 2008


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Greetings from the PORT (Project Office Replacement Team)!

We want to give you a brief update on activities of the past couple of weeks since our last memo. The technical folks are making great progress on development of the multiple process workflows that you'll see in our new BearQuest resource management system. Next week, the PORT will conduct intense, end-to-end testing of BearQuest and EMS in an effort to ensure that a quality system is delivered.

A bit on Training™

Some have asked about the specific dates for training so that they may get time on their calendars saved. While we'd like to be able to tell you the exact dates today, the team feels it is best to wait and announce the training dates until after we have conducted our system testing. We are still planning to begin BearQuest training on February 19th. We will let you know through a PORT e-mail and in the weekly "Training Opportunities" e-mail when the training dates have been finalized.

A bit on Converting projects to BearQuest™

We'd like to remind you to please hold off entering any new requests that could wait to be entered directly into BearQuest on or after March 3rd. This will greatly assist the ITS team who will be manually re-entering valid projects from Project Office into BearQuest. However, if you have a personnel action that is time sensitive or that must be processed in time to make a January or February payroll check, by all means enter it into Project Office from now until February 15th, the last day that Project Office will be open for new projects and changes. Some examples of personnel actions that should be entered into Project Office until the February 15th cutoff are:

  • Faculty HIRE

  • Faculty Overload Pay

  • Separation

  • Staff Temporary Request

  • Supplemental Pay

If at all possible, please wait for BearQuest to enter your Budget Review or Summer Review requests.

Major Strategic Proposal Transitioning to BearQuest

Major Strategic Proposals released for review by the December 2007 deadline will continue to be reviewed in Project Office (except for the period February 23 March 2 when the Project Office system will be unavailable due to conversion of non-MSP projects to BearQuest ) and therefore will not be converted to BearQuest. We will begin using BearQuest for MSPs in Fall 2008.

Operational Request Transitioning to BearQuest

Just as a reminder, here are some key dates to keep in front of you over the next several weeks:

Action Date(s) Information
BearQuest Training February 19 and forward Watch for specific dates and times through the "Training Opportunities" emails / website
Validation of PO Projects to Convert to BearQuest January 11 25, 2008 Deans/VPs will be asked to review a list of "in process" Projects from Project Office to determine which are still valid and need to be converted to BearQuest Validated list due back January 25.
No NEW Project Office Users February 1, 2008 Anyone who does not have access to Project Office by this date will not be given access after February 1, 2008
No Changes to existing Projects or creation of New Projects February 15, 2008 In order to have a "static" list of projects to convert, we are asking that no changes to existing projects be made or any New Projects be created in Project Office after this date.

NOTE: Manual Procedures wll be used during this down time for critical actions (Faculty HIRES, Employee Separations)

Project Office Shut Down February 22, 2008 5:00PM Project Office System will be shut down in order to prepare for the start of conversion Service Areas and Approvers must have all critical projects completed by this time
Projects Converted to BearQuest February 18 29, 2008 The ITS team will manually convert PO Projects based on the validated lists from the Deans/VPs
BearQuest "LIVE" March 3, 2008 This is the target "GO LIVE" date.

Email and Website addresses

Remember to email your questions and comments about anything and everything BearQuest to PORT@Baylor.edu.

You may also refer to the BearQuest website www.baylor.edu/its/bearquest for previous updates, answers to FAQ's, and other information.