Thursday, April 21, :00 – 10:30am Cloud Financials Implementation School/Unit Representatives Meeting

Agenda Introductions Project Status –Accomplishments –Upcoming Activities –Project Decisions Project Spotlights –System Integration Testing Cycle 1 (SIT1) School/Unit Representatives actions 2

What have you heard? Talking Points on the Projects module were distributed on March 23 –What questions, feedbacks, or concerns have you heard? 3 A full list of talking points are available on Sakai. Thank you for sharing these key messages with your staff!Sakai

PROJECT STATUS 4

Key Accomplishments Initiated preparations for System Integration Testing Cycle 1 (SIT1) ̵ Defined and reviewed test scenarios ̵ Advisory Group identified primary and secondary testers by school and functional area ̵ Executed data conversions and conversion unit testing ̵ Completed Chart of Accounts mapping for SIT1 Validated security requirements and continued security role design Scheduled road shows for each campus in early May 5

Upcoming Activities Continue preparations for SIT1 ̵ Conduct tester kick-off and HP Application Lifecycle Management training (week of April 18) ̵ Continue conversion unit testing Begin SIT1 on April 25 Develop materials for campus road shows 6

PROJECT DECISIONS ACCEPTED/PENDING 7

Project Decisions (Accepted) 8 DecisionRationaleWhat it Means Automated Cloud revenue recognition processing (for Grants) meets both functional and control requirements. Allows for revenue recognition when an expense is incurred. Provides controls to limit revenue recognition based on budget amounts. Revenue recognition will be automated for Grants. Controls are application-based instead of manual. Cash Processing Student accounts (SAR) transactions will continue to be processed in the Cash Register system. Banner cash processing will remain in Banner (sub-ledger) and be interfaced to Cloud general ledger. All Grants cash will be booked in the AR of the Cloud. All other cash will be booked directly in the Cloud general ledger as a journal entry.(non Grants) This will not prohibit changes to the student accounts process, before and after go-live. It is cost prohibitive to change the cash register system to the new chart of accounts. Unable to map cash register system to the new chart of accounts. Cash register is already mapped to SAR. A new system is planned for implementation with a new student information system. Sources, aside from SAR and Banner, will need to adopt the new journal entry form and process. Departments will prepare and approve journal entries and send cash checks to cashier’s office for deposit. Journal entries will be processed by Central, once verified Treasury is working with SAR on additional process improvements for non-Cloud systems to gain process efficiencies.

Financials Decisions – Accepted 9 DecisionRationaleWhat it Means Journal entry approvals will be by the Finance Approver of the journal preparer (the person that submits the journal for approval) Journal entry approvals will be routed based on the same Finance Approver assignments as expense reports. Single approver routing leverages standard Cloud functionality. Only one Financial Approver will be required per journal entry, including when the journal entry is for multiple UDOs. Journal preparers need to be identified to confirm that their expense request approvers can also approve their journal entries. Senior Management is not expected to prepare journal entries. Fringe Benefits Allocations will be charged for all employees in Peoplesoft with credit given back to Deans or Directors at the Unit level. No longer able to use Fund source as it is no longer in chart of accounts structure, projects. Solution does not require use of a specific Fund Type. Enables us to discontinue use of State Accounts. Chancellors can distribute credits at their discretion.

Project Decisions (Accepted) 10 DecisionRationaleWhat it Means Reorganizations Organization changes will be handled with journal entry transactions or with reporting hierarchies Options do not exist within Cloud to support changes across multiple segment hierarchies. Central will process all hierarchy update requests and required journal entries. Mid-year Unit-Division-Organization (UDO) changes would require a journal entry to see full year results for the new organization.

Financials Decisions – Pending 11 DecisionRationaleWhat it MeansNext Steps Project adjustment approvals will be processed with a workflow to an approver within Cloud Projects A Cloud workflow exists and is being mapped into the future business process using notification Adjustments will be routed for approval and a new business process will be designed and implemented Await Internal Audit review and advice. Configure this workflow for SIT1 testing. Grant forecasting requests Use available Cloud reporting for forecasting and analysis. Integration effort not feasible due to antiquated technology. REX analysis reports would be replaced with a Cloud reporting solution. Confirm Cloud reporting options and volume of existing system users. Project Tracking Criteria Confirming quantitative and quantitative rules for defining types of activity to be tracked as projects. Criteria needs to be established based on controls, tracking and reporting requirements. Guidelines will be established to define what constitutes a project. Data Governance oversight process needs to be determined. Incorporate feedback from initial criteria. Confirm Data Governance role. Payroll redistribution entries for Banner pre- cutover activity will be generated in a cloned copy of Banner, then mapped to the new chart of accounts structure and uploaded to Cloud GL Redistribution requires the original charging instructions to calculate the journal entries and therefore need to occur in Banner. No impact to current redistribution calculation process but they will occur in a different Banner instance. Redistribution journal entries need to be manually created and uploaded to Cloud GL. Confirm redistribution thresholds

PROJECT SPOTLIGHT: SIT1 12

What is SIT1? System Integration Testing Cycle 1 (SIT1) is the first round of system testing conducted by the Cloud Financials Implementation team. The objective of SIT1 is to confirm that business processes can be carried out by using basic system functionality: –Business process Integrated Cloud Financials Modules (Cash Management, P2P, Projects, Grants, Receivables, General Ledger, etc.) –Reports, interfaces, conversions, extensions, and workflows (RICEW) The scope of SIT1 includes: –All conversions –Interfaces and reports that are available –Testing with seeded (standard) security roles 13

What is tested in SIT1? Several business scenarios and iterations by functional area Test scripts will provide step-by-step instructions for testers to complete the test iterations – sample below 14

What is not tested in SIT1? Several items are not tested during SIT1, but will be included in future test cycles as they become ready –Custom Security Roles –Single Sign-On –Fringe Allocations –Approvals –Project Contracts –External Commitments –Payroll Re-distributions from Payroll –Full Cross Validation Rules –FDW reports –Interfaces not available for SIT1 15

Who is participating in SIT1? Due to the number of testers identified, it has been decided that: –Primary testers will support SIT1 –Primary and Secondary testers will support SIT2 Testers will receive support resources to help them execute testing, including: –A testing overview and training on the test management tool, HP Application Lifecycle Management –Functional support from core team members during test execution 16

When will SIT1 take place? SIT1 begins on April 25 and will continue for four weeks, through May 27. There will be two weeks of system problems resolution after test execution. Once SIT1 testing is complete, we will provide a recap of results, including system problems encountered and resolved. 17

SCHOOL/UNIT REPRESENTATIVES ACTIONS 18

Our Asks of You 1.Encourage your department to attend the upcoming road shows. 19 DateTimeCampusRoom Apr. 292:00pm – 4:00pmRoad show for the Business Advisory Group College Ave Student Center Rm 411 ABC May 22:00pm – 4:00pmCollege Ave Student CenterRm 411 ABC May 310:00am – 12:00pmRU NewarkCenter for Law and Justice, Rm 080 Sills Cummis Hall, 123 Washington May 32:00pm – 4:00pmRBHS NewarkMedical Science Building Rm B610, 185 So Orange Ave May 410:00am – 12:00pmCamdenPenn 401 May 62:00pm – 4:00pmRBHS New BrunswickClinical Academic Building, Rm 1302, 125 Patterson St May 102:00pm – 4:00pmLivingston Student Center202 ABC May 112:00pm – 4:00pmBusch Student CenterCenter Hall

Our Asks of You 2. Come prepared to discuss the road shows in our meeting on May 19 th. We will distribute a form you can use to record your feedback and feedback provided by employees in your location. There will be no slides or agenda for this meeting, so your input is greatly appreciated! 20

Our Asks of You 3. Continue to cascade information about Cloud Financials Implementation to your staff. As always, please continue to cascade the information that we cover in these meetings and provide via talking points to employees in your location or functional area. Thank you for your continued support! 21