RIAS PHASE II Oracle General Ledger, Financial Reporting and Data Warehouse Business Manager Group August 22, 2007

RIAS Phase II 11/24/ Agenda  Introductions  University’s Strategic Direction  RIAS Phase I Recap  RIAS Phase II Project Scope and Benefits  Project Timeline  Communications and Training  Project Organization  BMG Members Roles & Responsibilities  Critical Success Factors  Project Summary Status

RIAS Phase II 11/24/ University’s Strategic Direction  University’s strategic direction  Provide employees with tools and data to make better decisions  Provide an integrated financial/business system  Migrate from paper based to web based electronic business processes  Streamline business processes to take advantage of best business practices  Rutgers Integrated Administrative System (RIAS) project supports the University’s strategy  Phase I Procure to Pay – July 2002  Phase II – Financial Accounting & Reporting

RIAS Phase II 11/24/ RIAS Phase I Recap  Procure to Pay Business Process  7 modules (Internet Procurement; Purchasing; Payables, General Ledger, Human Resources, Inventory; Exchange)  Online requisitioning and approval routing  Elimination of 9 part paper purchase orders  Preferred suppliers with RU negotiated pricing on Exchange  Student Refunds and Employee Reimbursements  Internal Suppliers

RIAS Phase II 11/24/ What is RIAS Phase II  Scope  Implement Oracle General Ledger module  Redesigned Financial Data Warehouse  Reporting Solution  Infrastructure Upgrades

RIAS Phase II 11/24/ What is RIAS Phase II  Oracle General Ledger  Implement full functionality of Oracle General Ledger module and turn down of mainframe Financial Accounting System  Oracle GL will be University’s Official Set of Books  Online ability to create, change and approve journal entries, non salary budget adjustments  Online approvals and routing of journal entries and non salary budget adjustments using the requisition hierarchy  Eliminate paper journal entries and non salary budget adjustments  Convert all remaining departmental purchase orders over to Internal Suppliers  Online Financial Information System (OFIS) will remain for historical reporting purposes and to support Budget System functionality  Customizations and extensions will be minimized  Provide a spreadsheet interface for importing and exporting data  Establish budgetary control and performing funds checking where appropriate  Explore Mass Allocation functionality

RIAS Phase II 11/24/ What is RIAS Phase II  Financial Data Warehouse  Redesign the financial data warehouse (FDW) to better meet the University’s reporting needs  Architect a warehouse that will be scalable as additional modules are implemented  Provide accessible information associated with Payables, Purchasing and the General Ledger  Data Provisioning  Reporting Solution  Provide a more robust data warehouse and web-based reporting solution  Standard reports (“certified”)  Standard reports with the ability to use parameters, change sorts  Ad hoc reporting  Drill down capabilities  Infrastructure  New hardware and new network  Upgrade operating system Solaris 8 – Solaris 10  Upgrade Oracle applications to version  Upgrade Discoverer to version 10g  Common Portal  Sign-on strategy  Security Extended Budget Responsibility Code (EBRC) will be used to manage access to data

RIAS Phase II 11/24/ RIAS Phase II Timeline Requirements`/Definition Communications/Training Solution Design Build CRP 1 CRP 2 SIT UAT Transition JUL SEP 1 st Q 2008 MAY JUNAUG OCTNOVDEC

RIAS Phase II 11/24/ Communication and Training  Communication plan  Communication hierarchy to allow two way communication between the project management team and the University  Developing a training and change management strategy  Prepare the university for a successful adoption of the new system  A variety of methods will be used to foster communications  Website  FAQs  Newsletters  Demonstrations  “Partnerships”  Surveys and Questionnaires

RIAS Phase II 11/24/ Project Organization  Functional and Technical Teams  Oracle Consulting  Supporting Partnerships  Project Management Team  Business Managers Group  Technical Advisory Group  Data Provisioning Partners  Supplemental Systems Committee

RIAS Phase II 11/24/ BMG Members Roles & Responsibilities  Communicators  Develop a basic understanding of overall system and a detailed understanding of business process changes  Assist in the communication of system to the University Community  Act as point person for individuals each member represents  Testers  Participate in the system testing  Provide useful and practical feedback about system operations  Review and validate training materials  Commitment  Approximately ½ to 1 day per week; more as project requires  Represent areas of University  Act as training facilitators

RIAS Phase II 11/24/ Critical Success Factors  Strong management support of the project mission and goals  A thorough understanding of the project risks, assumptions and expectations throughout the project duration  A committed and well informed Project team and Business Managers group  Clear and consistent communication on the project goals and objectives  Involvement of users throughout the project  Realistic schedule with sufficient resources to meet expected goals  Clear roles and responsibilities to assure accountability, ownership and quality  Easy to use reporting solution  Users are properly trained  Minimizing customizations and extensions

RIAS Phase II 11/24/ Project Summary Status: Where are We  Completed Activities  RFP Process  Account Number Transition  Project Team Training  Hardware Sizing  Annex I Renovations  Oracle Database Upgrade  RU project Team Staffing  Oracle Staffing  Hardware, Network Migration  Operating System Upgrade  Timeframe  March – August 2006  June - July 2006  October 2006  October – December 2006  November 2006  January – June 2007  July 2007

RIAS Phase II 11/24/ Project Summary Status: Where are We  Activities in Progress  Reporting Inventory and Analysis  Reporting Attributes Inventory and Analysis  Data Conversion Design and Strategy  Inbound and Outbound Interfaces Design  Technical Architecture  Preliminary testing and impacts  Test environments build in progress  Data Warehouse Design and Modeling  General Ledger  Requirements gathering  Gap analysis  Document current business process flows

RIAS Phase II 11/24/ Project Summary Status: Next Steps  Activity  Kickoff Letter  Appointment of BMG and finalization of the communications hierarchy  Expansion of PMT  RIAS Website  CRP1 Evaluation and Solution Design  Impacts and Strategy  “Build” begins  Outreach  Data Provisioning  Supplemental Systems Group  RIAS Phase II “road show”  Timeframe  August 2007  July - August 2007  August 2007  August 2007 – September 2007  August 2007  July 2007 – August 2007  September 2007 – October 2007

RIAS Phase II 11/24/ Contacts  Constituent Groups (see handouts)  Sharon Fortin-Kramer, BMG Lead  or 732/  Stephen DiPaolo, Project Director  Tim Stein, Functional Project Manager  Eileen Markey, Technical Project Manager  Ed DeVoegler, Oracle Project Manager

RIAS Phase II 11/24/ Questions