1. Thursday, March 17 th, 2016 9:00 – 10:30 am Cloud Financials Implementation School/Unit Representatives Meeting

2. Agenda Introductions –Stephanie Reed, Director Communications –Tom Deshan, Project Manager –Yustina Saleh, Director, Reporting Center of Excellence Project Status –Accomplishments –Project Decisions –Upcoming Activities Communication Update The Classic Change Journey Project Spotlight: Testing Overview Next Steps Functional Spotlight: Chart of Accounts 2

3. Project Update Accomplishments Conversion and Interface Design and Build in Process Testing Strategy Complete and Unit test plan complete Testing kickoff was conducted for unit testers Project Decisions Approved Additional Project Fields – one additional field Fixed Assets is deferred to phase 2 Upcoming Activities Cloud Financials Road Shows in May for each campus Business Processes to be reviewed with Business Advisory and School Unit Reps 3

4. “Build a single, modern Enterprise Resource Planning system that will serve as the information technology foundation for the entire University and its administrative and student systems.” – President’s 2015 Report to the University Senate Envisioning Tomorrow’s University

5. Objectives Integrated framework aligning communications at university, individual project levels Raise awareness, understanding re: case for change, business process implications and long-term benefits Galvanize staff, faculty and students across academic centers/campuses and central administration to foster collaboration and more efficient operations Strategic Approach Build a solid foundation of communications resources and materials Establish steady flow of relevant, timely, accurate communications to inform and engage Create new environments to exchange information and foster dialogue; leverage existing infrastructure, platforms Change Management: Communications

6. Hiring Communications Director Strategic framework Align on objectives Branding Narrative/message, core materials, tactical develop. Stakeholder engagement (inform) Construct Web, electronic elements Plan & Build Launch Web, electronic elements (Web site, pages; e- news, e-mail, social media) Initiate Speakers’ Bureau and events Stakeholder engagement (activate) Execute Online, electronic, in- personal expansion Storytelling Stakeholder engagement (intensify) Amplify Now Strategic “Campaign” Approach Jun.-Oct. Apr.-May

7. Align Tactics with Key Needs TacticAwarenessTransparency Strategic Integration EngagementFeedback Loop Web site Town Halls Speakers’ Bureau Stakeholder Meetings E-newsletter/ Digital Communications Social media E-mail Suite of materials

8. Next Steps Coordinate with academic units, campus community and project communications people Join communicators’ networks and enlist their support and engagement Solicit, integrate stakeholder feedback in planning Develop narrative and core message 8

9. 9

10. Your Assistance with the Change Journey 10 Where are you on the change curve? How you can help others through the change. Validate stakeholders to determine the extent to which they will be impacted and their level of influence on the success of the Oracle Cloud Financials implementation. Identify any potential gaps. Validate StakeholdersBusiness Process Review Business Process Review in April Meeting. May Roadshows at each Campus with system functionality. Discuss business process change impacts, benefits and conversion approach. Demonstrate system functionality. Discussion Discuss efficiencies that would allow you to conduct your business more effectively.

11. The cloud system will be thoroughly tested using a logical sequence that closely controls the introduction of new testing variables. Project Spotlight: Test Cycle Overview System Integration Testing (Cycle 1) 4/18-5/18 Objective Confirms that business processes work as designed across an integrated set of modules and Integration Partner (IPR) applications System Integration Testing (Cycle 2) 6/20-7/22 Objective Involves a second execution of the integration test plan with a second run of conversions and additional configurations identified during SIT1 User Acceptance Testing (UAT) 8/22-9/16 Objective Business Scenarios confirm that individuals can perform their jobs and provides a “day-in-a-life” experience to the user before production go-live. Test Execution Functional Teams and Super Users End Users All testing participants will be trained prior to the start of SIT1

12. Tester Coverage Map Testers will be identified to cover each school unit and functional area as appropriate. 12 Units General Ledger Receivables Cash Management Purchasing Payables Projects & Grants (Sponsored) Projects & Grants (Non-Sponsored) Unit 1 Tester 1 Tester 2 Unit 2 Tester 1 Tester 2 Unit 3 Tester 3 Tester 4 Tester 3 Tester 4 Tester 3 Tester 4 Tester 3 Tester 4 Tester 3 Tester 4 Tester 3 Tester 4 Tester 3 Tester 4 Unit 4 Unit n Example:

13. Next Steps Business Processes to be reviewed with Business Advisory and School Unit Reps in April Cloud Financial Road Shows in May for each campus Functional Unit Testing of Conversions, Integrations, and Reports Review of End User Training Strategy Continue to disseminate information about the project Next Meeting – April 11, 2016 13

14. Functional Spotlight: Chart of Accounts 14 Who am I? Susan Heleno – COA Chart Lead Why was a new COA needed? What will the new COA do?

15. NEW CHART OF ACCOUNT (COA) STRUCTURE 15 UnitDivisionOrganizationLocation Fund Type Business LineAccountActivityIntra-UnitFuture XXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX (3) (4) (3) (4) (5) (4) (3) (5)

16. NEW COA SEGMENT DEFINITIONS 16 Unit (3 digits) - School, Institution, Center and/or a Central Unit which is required to produce a balanced Balance Sheet. At the highest level of reporting, the parent values will be New Brunswick, Newark, Camden, RBHS and Central. Division (4 digits) - Used to group Organizations into alternate hierarchies. Organization (4 digits) - A business area with dedicated people and space. Location (4 digits) - It is the area for which you are providing service, which could or could not be the physical geographic location of the people providing the service. It identifies the area where the revenue and/or costs were incurred including onsite, off-site, online and foreign locations. Fund Type (3 digits) - Identifies the funding source used to acquire goods and services (Unrestricted, Restricted, Endowment, Plant, Loan, Auxiliary). Business Line (4 digits) - Identifies the specific line of business (or mission) being offered. At the highest level of reporting, the parent values will be the 4 missions of the university – Instruction, Research, HealthCare and Public Service as well as an Other category. Account (5 digits) – Identifies the nature of the transaction such as expense or revenue (Natural Account). Activity (4 digits) - Identifies total activity of high-level, interdisciplinary and strategic initiatives that span across multiple responsibility centers/units. Intra-Unit (3 digits) - System generated (no input required) transaction to balance journals for financial transactions between a Unit and /or Fund Type. Future (5 digits) - Placeholder if we need to add a segment in the future.

17. UNIT (TRUNK) DIVISION (LIMB) ORGANIZATION (BRANCH) BUSINESS LINE (TWIG) ACCOUNT (LEAF) Location = Where does your COA tree service? Fund Type = Where does the funding for your COA tree come from? 17

18. 18 COA Segment Values http://uco.rutgers.edu/chart-accounts-redesign-project

19. 19 Great Grand Parent Child Data Enterable Parent Grand Parent Reporting (Non-Data Enterable) COA Relationship & Reporting

20. Legacy RU Chart of Accounts (COA) to New COA Mappings 20 Old Chart Of AccountsNew Chart of Accounts Fund Group ------------N/A Fund Source ------------Business Line/Location/Fund Type Organization ------------Unit/Division/Organization Natural Account ------------Account Project ------------N/A N/A ------------Activity N/A ------------Inter Unit Future ------------Future N/A ------------N/A Other Attributes Business Responsibility Code (BRC)Unit

21. RBHS Chart of Accounts (COA) to New COA Mappings 21 Old Chart Of AccountsNew Chart of Accounts Fund -----------Unit / Fund Type Organization -----------Division / Organization Account -----------Account Program -----------Business Line Activity ------------Activity Location ------------Location N/A -------------Inter Unit N/A -------------Future

22. Mapping between Current Chart – New Chart and Project Structure Fund Source/Index Fund Type - embedded Project and Task Organization UnitDivisionOrganization Expenditure Organization (UDO) Natural Account Expenditure Type Existing RIAS COAERP Cloud Project Structure New COA Location Business Line Activity G/L Segments

23. Appendix 23

24. Timeline MobilizeArchitect Configure & Prototype Test and TrainDeploy and Support 24 Sep-NovOct-FebDec-AprApr-SepOct  Completed Project Charter, Scope, and Governance Core Team Training Project Plan Functional Design Workshops Configure system CRP sessions Testing Strategy In-Progress Functional Specs Technical Specs Approve DesignUnit Test Execution Upcoming Finalize Requirements Upgrade to R11SIT1 / SIT2 UAT Training Post-Go-Live Support CRP – Conference Room Pilot SIT – System Integration Testing UAT – User Acceptance Testing