Dear Faculty,

We are in the final stages of implementing Aggie Enterprise, a system that will greatly enhance the way we manage financial operations at UC Davis. As we prepare for the upcoming go-live date of January 1, 2024, we are providing important information about how this initiative may impact you and how you can help ensure a smooth transition.

Impacts

Aggie Enterprise (supported by Oracle Cloud) will replace Kuali Financial System (KFS). Existing Kuali accounts, including awards and expense accounts, will migrate to the Project Portfolio Management (PPM) module of Aggie Enterprise. Faculty-managed internal resources, such as startup funds, professional development funds and Senate and Federation grants, will also be managed in PPM.

Additionally, Aggie Enterprise will replace AggieBuy; the new system provides similar purchasing functionality and shoppers will continue to benefit from UC Davis pricing agreements.

How to Prepare

Please work with your business office staff to clear negative budgets by Tuesday, November 21, 2023, and address overdrafts and encumbrances by Friday, December 1, 2023. Taking these actions will prevent duplicate records in Aggie Enterprise.

We encourage you to attend the Aggie Enterprise Faculty Forum on Friday, Oct. 20, 2023, from 12:30 to 1 p.m., via Zoom, where you will learn more about the changes associated with Aggie Enterprise. If you are unable to attend, you can view the recording of the forum posted to the Aggie Enterprise website. We anticipate the recording will be posted by Monday, October 23, 2023.

Purchasing and Travel Processing Information

During the transition some UC Davis systems and processes will be unavailable or have limited availability, from Wednesday, November 22, 2023, to Tuesday, January 2, 2024. Impacted processes include purchasing, accounts payable, and travel and entertainment expense reconciliation. We encourage you to discuss campus purchasing, accounts payable, and expense reconciliation deadlines with your business office staff, and to put the appropriate dates on your calendar. Although emergency backup options will be in place, advanced planning is our best option. Learn more.

What to expect

Acknowledging that hundreds of UC Davis employees have invested years into the Aggie Enterprise implementation, it is still prudent to anticipate some challenges during the transition. Further, we recognize that adapting to the new system will involve an adjustment period. We have resources available to assist you should you encounter any difficulties.

We appreciate your support as we embark on this significant business transformation.

Warm regards,

Clare Shinnerl
Vice Chancellor
UC Davis Finance, Operations and Administratio