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U.S. Department of Housing and Urban Development New Core Program New Core Training Overview for Release 1 Travel & Relocation June 2014.

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Presentation on theme: "U.S. Department of Housing and Urban Development New Core Program New Core Training Overview for Release 1 Travel & Relocation June 2014."— Presentation transcript:

1 U.S. Department of Housing and Urban Development New Core Program New Core Training Overview for Release 1 Travel & Relocation June 2014

2 Agenda Background: Phased Release Implementation Approach 3 Potential Release 1 Risks 4 Critical Impacts from Release 1 5 Training Session Descriptions & Schedule Concur/CGE Training Discoverer Training 8 Appendix 13 2

3 Background: Phased Release Implementation Approach As part of a phased incremental release approach, HUD will implement the first segment (known as Release 1) of the New Core project on October 1, HUD will be using operational systems provided by ARC: – Concur Travel system - temporary duty travel – mLinqs – relocation travel – Oracle Financials - travel and relocation obligations and payments This agile implementation approach reduces overall risks to the project. Incremental releases will be refined, updated, and improved to reach the full scope of the project. Concur (CGE) Travel & Relocation 10/1/14 Travel and Relocation will be deployed as originally scheduled to meet GSA e- Travel Service 2 requirements. WebTA 2/8/15 (PP3) Deploy WebTA during pay period three (3) of Calendar Year Financial Management and PRISM FY15 Q3/Q4 New Core team identifying go-live date for S&E funds and GL implementation in Oracle. Financial Management and PRISM TBD Once the R3 schedule and functionality is finalized, the R4 schedule will be developed to deliver the remaining functionality for Oracle and PRISM. R1R2R3R4

4 Critical Impacts from Release 1 4 Changes in Budget and Funds Control HUD budget staff will need to be trained on the newly defined levels of funds control and the process for establishing and managing the budget execution business process within ARC’s core financial application. They will also need to understand the end to end business process for establishing the budget in HUDCAPS, the timing of the interface to the Oracle core financial application, and monitoring budget execution reports in Oracle’s reporting tool, Discoverer. Funds control between the Concur (CGE) Travel & Relocation and Oracle will not be available in real-time in Release 1, ▫Travel transactions will be interfaced via a daily batch process ▫Travel budget will be imported daily from HUDCAPS to ARC through a batch interface ▫Certifying Officers /Approvers will have to validate funds availability based on reports out of ARC’s Oracle Discoverer and the HUD’s Financial Datamart Changes in Reporting HUD employees extracting financial reports will need to be trained on Oracle Discoverer Users will access reports from both HUDCAPS and Oracle Discoverer, i.e. managerial reporting of travel expenses The OCFO, monthly SF-224 submission process will be modified, ARC will be reporting all travel payments under the ARC ALC, therefore HUD financial reporting accountants will not be accounting for those transactions

5 Concur/CGE Training: Session Descriptions 5 Course OverviewCurriculum Hands-On Training: Super User Session Length: 1 Day Audience: Key personnel to assist and provide guidance to end users Estimated Number of Participants: 450 Employees (one person from each program area) The second half of this session includes hands-on exercises that the attendees will complete. The exercises provide various trip scenarios that give additional experience with the travel system. The course includes training on the following user roles: Federal Traveler – This user role allows for creation of travel documents for themselves only. Travel Arranger – This user role allows for creation of travel documents for themselves and other users. Routing Official – This user role gives the ability to stamp travel documents as part of the electronic routing process. The CGE Training instance is utilized for the sessions and user ID/passwords will be provided to all attendees. Attendees of the live webinar sessions will have the opportunity to ask questions throughout the demonstration. These sessions will consist of instructional training which allows attendees to follow along with the instructor and performing the following tasks: Selecting reservations Completing an authorization Approving the authorization Completing a voucher from authorization Completing a local voucher Hands-On Training: Standard End User Session Length: 4 Hours Audience: Frequent travelers and travel arrangers Estimated Number of Participants: 1,200 to 1,300 Employees This Standard End User training does not include hands-on training exercises. Live Webinars (available via Go To Meeting) Session Length: 3 Hours Audience: Frequent travelers, travel arrangers, reviewing/approving officials, or anyone who may need refresher training Estimated Number of Participants: 3,000 Employees Training sessions are designed to help prepare HUD personnel to use the travel system. Training, in conjunction with communications and change management, can mitigate the workforce impacts of Release 1.

6 Concur/CGE Training: Schedule 6 The training sessions available to HUD employees will include hands-on super users sessions, hands-on end user training, and webinar training sessions. Supplemental training resources are also available to all HUD employees including electronic manuals, pre-recorded webinars, and CGE interactive simulations. Training Dates Training Location Training Method Training Conducted By No. of Half- Day End User Training Sessions No. of 1 Day Super User Sessions No. of Webinar Training Sessions 7/14 – 7/18Denver, COEnd User & Super UserARC81 8/5 – 8/8Boston, MAEnd User & Super UserARC61 8/11 – 8/15Chicago, ILEnd User & Super UserARC81 8/18 – 8/22 Philadelphia, PA End User & Super UserARC81 9/15 – 9/18Kansas City, KSEnd User & Super UserConcur61 10/6 – 10/10DC HQEnd User & Super UserConcur81 10/20 – 10/24DC HQEnd User & Super UserConcur81 9/8 – 9/12WebinarARC/Go To Meeting10 9/15 – 9/19WebinarARC/Go To Meeting10 10/6 – 10/10WebinarARC/Go To Meeting10

7 Concur/CGE Training: Additional Sessions Schedule 7 Additional training sessions will be available to HUD employees at the following locations (note that the delivery method and additional logistics are still being negotiated); Training DatesTraining LocationTraining Conducted By 7/21 – 7/25San Francisco, CAHUD 7/28 – 8/1 New York, NYHUD 8/25 – 8/29 Atlanta, GAHUD 8/25 – 8/29San Juan, PRHUD 9/2 – 9/5New Orleans, LAHUD 9/8 – 9/12 Seattle, WAHUD 9/22 – 9/26 Los Angeles, CAHUD 10/20 – 10/24Fort Worth, TXHUD

8 Discoverer Training: Session Descriptions 8 Discoverer Plus Course OverviewCurriculum Hands-On Training: Standard End User Session Length: 8 Hours Audience: Reporting personnel that will be creating custom reports or modifying ARC standard reports Estimated Number of Participants: 20 Employees This session will include a demo of the Discoverer Plus application as well as hands-on experience creating and running reports. This training will cover: Overview of the application Review of the ARC standard suite of reports (financial and travel) Different types of data that can be pulled into reports Instructions on how to create custom reports within the application Live Webinars (available via Go To Meeting) Session Length: 6-8 Hours Audience: Reporting personnel that will be creating custom reports or modifying ARC standard reports Estimated Number of Participants: 20 Employees Training sessions are designed to help prepare HUD personnel to use the Discoverer Reporting Tool. Training, in conjunction with communications and change management, can mitigate the workforce impacts of Release 1. Discoverer Viewer Course OverviewCurriculum Hands-On Training: Standard End User Session Length: 3 Hours Audience: Reporting personnel that that will only be running ARC standard reports or reports shared by other HUD users Estimated Number of Participants: 200 Employees This session will include a demo of the Discoverer Viewer application as well as hands-on experience running reports. This training will cover: Overview of the application Review of the ARC standard suite of reports (financial and travel) Instructions on how to run reports within the application Instructions on how to bookmark favorite worksheets Live Webinars (available via Go To Meeting) Session Length: 2-3 Hours Audience: Reporting personnel that that will only be running ARC standard reports or reports shared by other HUD users Estimated Number of Participants: 40 Employees

9 Discoverer Training: Schedule 9 Training Dates Training Location Training Conducted By Estimated Number of Plus Attendees Number of Full- Day Discoverer Plus Sessions Estimated Number of Viewer Attendees Number of Half-Day Discoverer Viewer Sessions 10/14 – 10/16 DC – Headquarters ARC /21 – 10/23 DC – Headquarters ARC TBDWebinar – PlusARC20100 TBD Webinar – Viewer ARC00201 TBD Webinar – Viewer ARC00201 ARC The training sessions available to HUD employees will include hands-on end user training and live webinar training sessions. Supplemental training resources are also available to all HUD employees including electronic quick reference guides and recorded webinars.

10 APPENDIX

11 Release 1 –Travel & Relocation Basic Steps for Travel Authorization HUD Traveler enters travel authorization HUD Manager approves travel authorization (obligating event occurs) HUD Administrative person manually checks funds availability based on report from ARC ARC runs batch job during the night to load the Concur data to Oracle (one-way) to record the obligation from the past day (1 st day) ARC runs batch job from HUDCAPS to Oracle to record budget authority from the past day (2 nd day)


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