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 2015.
Financial Management and PRISM
FY15 Q3/Q4
New Core team identifying go-live date for S&E funds and GL implementation in Oracle.
TBD
Once the R3 schedule and functionality is finalized, the R4 schedule will be developed to deliver the remaining functionality for Oracle and PRISM. R1 R2 R3 R4

4. Critical Impacts from Release 1
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 4

5. Concur/CGE Training: Session Descriptions
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.
Course Overview
Curriculum
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 5

6. Concur/CGE Training: Schedule
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 – 7/18
Denver, CO
End User & Super User
ARC 8 1
8/5 – 8/8
Boston, MA 6
8/11 – 8/15
Chicago, IL
8/18 – 8/22
Philadelphia, PA
9/15 – 9/18
Kansas City, KS
Concur
10/6 – 10/10
DC HQ
10/20 – 10/24
9/8 – 9/12
Webinar
ARC/Go To Meeting 10
9/15 – 9/19 6

7. Concur/CGE Training: Additional Sessions Schedule
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 Dates
Training Location
Training Conducted By
7/21 – 7/25
San Francisco, CA
HUD
7/28 – 8/1  
New York, NY
8/25 – 8/29  
Atlanta, GA
8/25 – 8/29
San Juan, PR
9/2 – 9/5
New Orleans, LA
9/8 – 9/12  
Seattle, WA
9/22 – 9/26  
Los Angeles, CA
10/20 – 10/24
Fort Worth, TX 7

8. Discoverer Training: Session Descriptions
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 Plus Course Overview
Curriculum
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
Discoverer Viewer Course Overview
Curriculum
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
Estimated Number of Participants: 40 Employees 8

9. Discoverer Training: Schedule
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.
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 20 1 80 4
10/21 – 10/23
120 6
TBD
Webinar – Plus
Webinar – Viewer 40 2
240 12 9

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 (1st day)
ARC runs batch job from HUDCAPS to Oracle to record budget authority from the past day (2nd day)