Oracle Cloud Financials School/Unit Representative Meeting May 19, 2016

Agenda SectionSpeakerDuration Welcome/Roadshow FeedbackRobin Cooney20 Top 5 FAQ from the RoadshowsAnn Griffin15 Role Mapping OverviewAnn Griffin15 Next StepsRobin Cooney10 2

Top 5 Questions from the Roadshows Q: How much historical data will be moved to new General Ledger? For General Ledger: –Two years of monthly summary data will be migrated to the new General Ledger for FY15 and FY16. –Sub ledger journals (i.e. payroll, payables and all other interfaces) and individual manual journals will be converted for the first three months of FY17 to the new general ledger. You will not be able to drill down to purchasing/payables sub ledger details. –Details for the first 3 months of FY17 and the full fiscal years of 16,15 and prior will remain in the legacy systems and will be accessible with legacy reporting tools. For active sponsored projects (grants/contracts): –Inception to date total expense broken out by natural account. –Inception to date total amount billed. –Inception to date total cash received. For non-sponsored projects (non grants/contracts): –The net balance on the non sponsored projects as of October 2016 is being converted. –Details for those projects for July 2016 through September 2016 would be available in legacy systems, including the RBHS Controller’s Reporting Library and the financial data warehouse for legacy Rutgers. 3

Top 5 Questions from the Roadshows Q: Are schools setting up projects individually or will they be set up centrally? A: It is important to have consistency in the way projects are established. Any Grant projects will be set up by the Grants and Contract Accounting office. Other project types will for now be set up by central accounting. After go live, central accounting will reevaluate this process and determine if departments could set up their own projects using project templates. Q: Will the legacy general ledger be available after we go live? A: The old systems will remain open and you will have archival access at the desktop as you do today. Q: Will there be training? A: Yes, training will be available for all new systems, including Oracle Cloud Financials. Training will include classroom instruction, as well as on-line tutorials. More information on the training details and registration will be communicated in the next couple of months. Q: How will we get access to the system? A: The project team is in the process of identifying the roles and security needed in the system. There will be a data collection effort for role mapping which assigns system-based security roles to employees. This activity determines what employees are able to do and see in the new system. The project team will be working with the chancellors’ and SR VP’s office to identify which roles/access a person should be assigned. 4

Introduction One of the most frequently asked questions during the Roadshow demonstrations was: 5 The process of assigning employees to security roles is known as role mapping, which is a key upcoming activity that requires support from the Business Advisory Group and School/Unit Reps. “Who will be able to do/see this in the system?” “That depends on the roles assigned to each employee.” “Who will assign roles to employees?” “The business.”

What is Role Mapping? 6 The Security and Controls team works with the Functional team to design roles around the functionality of the system to meet Rutgers’ business requirements. A preliminary mapping of users to roles is generated. At Rutgers, preliminary role assignments will be based primarily on employees’ current-state roles. Business Advisory Group Members and School/Unit Reps review and modify preliminary role mapping as needed. The Security and Controls team tests user-to-role assignments to ensure that there are no segregation of duties conflicts. Role mapping is the process of assigning system-based security roles to employees. This activity determines what employees are able to do and see in the new system. How does role mapping take place? Design Roles Map Roles Review Mapping Test Mapping

Next Steps Cascade FAQ to staff Follow up with staff for additional questions they may have 7