Expense School/ Unit Representative Group Meeting Tuesday, May 10, 2016 12:30 – 2:00 pm

Agenda User Initial Expense Setup Process Project Timeline Update Heads Up Communications SIT1 Update Q&A Highlights Future Process Validation User Initial Expense Setup Process Expense Report Entry / Submittal Process Screenshots Future BPR - Status, Change Impacts, Major Deltas, and Benefits Next Steps

Project Timeline Update 2016 Activity Mar Apr May Jun Jul Aug Sep Oct Nov Dec Current BPR Documentation Future BPR Documentation Testing Training Business Advisory Group Meeting School / Unit Representative Meeting P2P and Expense Campus Roadshow

1st and 2nd Week Testing Summary: SIT2 Update SIT1 Testing began on April 25th. Testing will take place most mornings for three consecutive weeks and conclude with one week of Defect Resolution. 1st and 2nd Week Testing Summary: 50 scenarios of expense report entry, approval, and audit were tested with the following results: 44 passed 6 failed due to defects None of the defects were Critical which would have stopped the testing of that specific scenario 3 defects corrected, retested and passed 94% pass rate (includes corrected, retested and passed defects)

Q&A Highlights What types of training classes will be available to the University? Due to the large number of people to be trained, we are researching various ways such as instructor led and webinars. Also, we will need to Train the Trainer to allow for more training options. Will training be held on all campuses? Yes, we will hold training on each campus How will the joint JE/Expense Finance Approver be determined? There will be a data collection effort from the departments If the Expense Report is routed to someone who should not approve, what can be done? The person who it was routed to can just reassign the report to the correct approver When Reassigning for approval, does the person need to be on an Approver list? It can be reassigned to anyone by the person reassigning.

User Initial Expense Setup Process

Future BPR - Status, Change Impacts, Major Deltas, and Benefits Future State Process Change Management Impact / Major Deltas from Current Process Benefits User Initial Expense Setup Process Users will choose who has access to prepare expense reports on their behalf Users will be able to enter the bank information for the account they want their reimbursement deposited in. Users can choose their own delegates to prepare their expense reports on their behalf Users can determine what bank account they want their reimbursement to go into

Oracle Expense Login

Expense Workbench Menu

Expense Workbench

New Expense Entry – Step 1 (New Expense Item Entry)

New Expense Entry – Step 2 (Expense Item Information Entry)

New Expense Entry – Step 3 (Expense Item Attachment to a Report)

New Expense Entry – Step 4 ( Expense Item Purpose/ Justification & Payment Type)

New Expense Entry – Step 5 (Expense Item Submittal)

Next Steps Conduct SIT 1 Testing – April 25 through May 12 Complete Expense Future State Business Processes – May 27 Validate Key Future State Processes with Business Advisory and School Unit Reps – April & May 2016 Expense System Testing – May & June 2016 Conduct System Demonstration/ Mini Roadshow with Business Advisory and School Unit Reps – June 2016 Expense & P2P Roadshows at each campus – July 2016 Expense System Training – July through September 2016