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November 2005
CMS Project Watch

HR-Finance-Student Updates


  • Effective October 1st, Chris Manriquez was appointed Interim CMS Project Director.
  • Update Sessions for Human Resources, Finance and Student Administration were conducted on September 21st during Technology Week. Approximately 45 attendees were present at each session.
  • CMS Status Update was presented at the FDC Department Chairs luncheon on October 25th.
  • Recruitment in-process for CMS Document / Trainer, CMS Communication Specialist and CMS Programmer / Analyst.

Human Resource

  • Pilot departments entered student time (September pay period) directly into CMS via Rapid Time Entry.
  • The Student Worker Hiring process was enhanced by additional functionality through Pilot Release 2:
    • Data Integrity: verifying CWID and SSN
    • 1150 Instructional Student Assistants: Hiring and Changes
    • Multiple Appointment Processing
    • Re-appointment of Students to another term
    • Student Job Roster including additional employment status
    • Rapid Time Entry
  • 2005 Calendar Year Post implementation roll-out schedule:
    • Student Worker Pilot Release 3 (10/31)
    • Financial Aid, Facilities Management and Athletics are included as pilot departments.
    • Increased functionality of HR system includes processing of work study students.
    • o Leave Accounting Campus Release (11/21)
    • Employees will be able to view their leave balances via CMS Self Service.
    • Part Time Faculty Campus Release (12/05)
    • All Spring Semester contracts to be processed by departments through CMS.


  • AP Business Analyst, Shelly Montoya, started on September 12th and Finance Business Analyst, Allyson Bates, started on November 7th. Recruitment for other Business Analysts is in-process.
  • CMS Finance project structure finalized and includes three user work teams:
    • Chart of Accounts / General Ledger / Budget
    • Contracts & Procurement / Shipping & Receiving / Accounts Payable
    • Distributed Reports
  • Divisional Support Groups have been established to ensure campus-wide involvement. The groups are being led by the respective Divisional Budget Manager with support from the CMS Project Team. Divisional involvement includes: identifying issues with existing Finance system, process map and fit / gap review, acceptance testing and training. Initial Divisional Support Group meetings have been conducted and included a general presentation on CMS baseline, finance modules, divisional structure and divisional involvement in CMS.
  • The Finance training, process map and fit/gap sessions originally scheduled for September and October will be rescheduled.
    • The new schedule will minimize impact on the division of Administration and Finance organization by allowing sufficient time for key team members (Business Analysts and operational staff backfill) to be on-campus.


  • The CMS Student Administration team is an official tenant of University Plaza.
  • Summer 2008 Implementation timeline approved by campus: SA Management Team 9/5/05, Steering Committee 9/13/05, PAB 9/19/05, Council of Deans 9/20/05, and Academic Senate Executive Committee 9/26/05.
  • Recommendation to implement CMS Academic Advising rather than to upgrade the current DARS system made by SA Management team on 9/26/05 and CMS Steering Committee on 10/18/05.
  • A Videoconference with CSU-San Jose was held on November 11th. CMS Steering Committee, SA Management team and other key individuals were invited. Videotapes of the conference are available for borrowing by request to the Project Office at . Agenda for the videoconference included:
    • 9am - 10am General and Extended Education
    • 10am - 11am Admissions
    • 11am - noon Academic Advisement
    • Noon - 1pm Break
    • 1pm - 2pm Course Catalog/Class Schedule/Records/Registration
    • 2pm - 3pm Student Financials
    • 3pm - 4pm Financial Aid
  • Fact gathering and initial planning continues for SA implementation.
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