Rutgers Integrated Administrative System RIAS Phase III – HRMS, Budgeting, and Enterprise Reporting Treasurer’s Luncheon December 2, 2008

2 What is the objective of the RIAS Project?  To significantly improve the efficiency and effectiveness of the University’s business process  To implement an integrated administrative system  Streamline business processes to take advantage of best business practices  Enhance the timeliness, accuracy and usefulness of information to end users

3 Why was a new system needed?  Legacy systems didn’t meet end users needs for easy-to-retrieve information  Systems were inefficient, inflexible and costly to maintain  Systems were not integrated resulting in redundant data entry  Systems were using outdated technology

4 Phase I: Procure-to-Pay  Created online requisitioning and approval routing  Eliminated the 9-part paper purchase orders  Introduced Oracle Exchange – the ability to shop directly from vendor websites  Faster turnaround time of employee expense reimbursement  Ability to negotiate better pricing from vendors

5 Phase II: General Ledger and Financial Reporting  Introduced the RIAS Gateway (portal) – all things RIAS in one place  Online creation and approval of journal entries and non-salary budget adjustments with same day posting  Financial Data Warehouse provides the ability to modify reports and save the data locally  REX – a university wide departmental system  Provided immediate access to many standard reports

#6 RIAS Gateway – Links and Notifications

#7 RIAS Gateway – Financial Dashboard

8 Objectives for Phase III  Continue to leverage the existing investment in RIAS  Greater accountability and responsiveness to the information needs of the state, university management, and greater community  Promote greater efficiency in central human resources and payroll operations  Provide a resource planning and modeling tool to appropriately forecast and budget revenue and expenses

9 Scope of Phase III Project  Human Resources Management System (HRMS) –Self-service for employee and manager –Advanced benefits –Payroll –Labor distribution –Time and labor  Budgeting solution  Data warehouse and Reporting

10 Project Timeline Most activities are to be completed by July 2010

11 RIAS Phase III Project Structure

12 Team Membership – Rutgers Extended Team  Representatives from business process areas of: –Human Resources –Payroll –Budgeting and Institutional Research  Team members from Procure to Pay and General Ledger teams  Legacy system staff  OIT Staff: –Database Administrators –Network Administrators –System Administrators –Operations staff  Consultants/Contractors/Data Partners

13 Do the right thing – do the thing right  Change of business processes is the focus  Complete and continuous participation by advisory groups and subject matter experts is critically important The top three reasons projects fail are: –Lack of User Input –Incomplete requirements and specifications –Changing requirements and specifications  Schedules and milestones are essential to success Demos will be provided to show progress and get feedback

14 Benefits of HRMS  Eliminate labor intensive paper processes to focus on more mission critical functions  Replace existing legacy applications currently supporting HR, Controller, and Budgeting offices  Unique employee ID to replace social security number  Automated retroactivity processing for labor contracts  Provide management with access to data  Quicker processing of changes in employee records  24/7 access to Human Resources and Payroll data

15 Benefits of HRMS (cont.)  Multiple direct deposit accounts  Complete electronic history of payroll transactions  Ability to create and update labor schedules online  Online salary reallocations and effort reporting for grants  Online time entry and approval (replaces current time reporting system)  Ability to search timecard history  Tracks FLSA standards  Provides a mechanism for faculty tenure tracking

16 Self Service – Employee and Manager  Faster payroll on-boarding and automated benefits enrollment  Paperless payroll processing  Complete payment history, online pay slip details, W-2 statements  Online forms processing such as W-4’s and benefit enrollment  Paid time off balances: Accruals for sick time, administrative leave, and vacation  View and maintain personal details, voluntary deductions, and direct deposit details

#17 Self Service – Pay Slip Details

#18 Self Service – Pay Slip Details

#19 Self Service – W-4 Tax Form

#20 Self Service – Employee Information

#21 Self Service – Change of Address

#22 Self Service – Benefits Enrollment

#23 Self Service – Confirmation Statement

24 Data Warehouse and Reporting  Will develop a robust Data Warehouse to provide meaningful information to front-line managers for decision-making  Will provide standardized reports and provide departments with the ability to produce their own HR/payroll reports  Integrate with RIAS Gateway (portal) for ease-of use

25 Budgeting Solution  Adopt and implement new budgeting and planning solution  Facilitate all funds modeling and budgeting  Simplify the planning of workforce related expenses, such as fringes benefits, overtime payments, and salary increases  Provide better access to tools to assist in departmental modeling

26 How does it impact you?  Elimination of paper-based processes  Timely access to information  More employee engagement  Access to your own payroll information  Online open enrollment for benefits  Greater control over the hiring and payroll processes  Easy to use web based application with user friendly data retrieval and reporting

27 Critical Success Factors  Strong executive sponsorship/management support  Willingness to change existing business processes to a “ best practices ” model  Limited use of costly customizations  Clear and consistent communications on the project goals and objectives  Involvement of users at key project milestones  Quality implementation on time and within budget

28 Questions and answers