1. Thursday, Feb. 18, 2016 9:00 – 10:30 am Cloud Financials Implementation School and Unit Representatives Meeting

2. Agenda Project Status –Accomplishments –Timeline Spotlight: Projects (Sieglinde Freitag) Next Steps 2

3. Project Update Announcements Go-Live has been moved to October 2016 Internet Expenses has been added to the project scope Accomplishments Completed Conference Room Pilot (CRP) sessions (Jan 19 – Feb 3) Completed updates to COA and began COA conversion testing Upcoming Activities Continue to meet with interface and conversion partners and work on functional/technical specifications Working on detailed requirements for the completed RICEW inventory 3 RICEW – Reports, Interfaces, Conversions, Extensions, and Workflows

4. Timeline MobilizeArchitect Configure & Prototype Test and TrainDeploy and Support 4 Sep-NovOct-FebDec-AprApr-SepOct  Completed Project Charter, Scope, and Governance Core Team Training Project Plan Functional Design Workshops Configure system CRP sessions In-Progress Functional Specs Technical Specs Testing Strategy Approve Design 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

5. Project Website finance.rutgers.edu University Finance and Administration  Initiatives  Administrative and Student Information Systems Transformation  Cloud Financials Implementation 5

6. Spotlight: Projects Module Will allow you to trace cost and revenue related activities at a detailed level for gift, endowment operating, capital projects, loans, discretionary, designated and internally sponsored research accounts. To be expanded after Go-Live. Benefits include: Detailed cost collection including encumbrances beyond the natural account segments Drill down capabilities to PO and Requisitions Revenue recognition via cash system for external funding Allocation of Internal funding for projects Cost Specific set-up in projects module possible Project creation by type thru set-up templates OTBI Reporting available on the Project level (seeded and build yourself) 6

7. What is the criteria for Projects being Converted It should be an active Fund Source/Index currently It should have non-zero balance and/or at least one transaction in FY15 or after that There is non-zero cost/expenses incurred against it There is non-zero funding/revenue recorded against it It can be classified into one of the following buckets: –Capital Projects –Endowments –Gifts –Loans –RU Non-Spon Research (Startup Funds) Discretionary –Land Grants –Grants/Award based Projects 7

8. Project Structure Award Project N (owned by a UDO) Task 1.2 Task 1.1 Task 1.n Task N.n Task N.1 Expenditure Type Expenditure Org – Owned by Project 1 (owned by a UDO) Project Seg 3 Project Seg 4 Project Seg 1 Project Segment 2 8

9. What are the different Project types and their tasks? Owned ByExisting Fund Source/Index Numbers Sponsored/ Non- Sponsored Type of Project Proposed Tasks by Project Type Finance 77 & 88 series / P- Fund Code Non-Sponsored Capital Projects Project Budget Analysis (PBA) Sections (Level Higher than Expenditure Type) Finance 06 series - Includes Terms, True & Quasi / E – Fund Code Non-Sponsored Endowment Principals One Project with 2 tasks; 1.Endowment Principal 2.Endowment Operating (can be more than one if needed) Finance 6 series / R + Fund type 75 Non-Sponsored Endowment Operating Finance 53 series/ R +75 Fund Type Non-Sponsored Gifts-Restricted Separate Task for every combination of Business Line, Fund Type, and Activity for a Fund Source Finance 05 series L – Fund Code Non-Sponsored Loans 10 Projects – one for every Loan Type (e.g. Perkins, RULP Loans, Univ Loans – Each Fund Source as a Task under them) Departments 28 series / R & Fund Type 04 Non-Sponsored RU Non-Spon Research (Startup Funds) Discretionary Default One Task or TBD (depending on type) DGCA 4 Series, Cost Share - 22/23 series / Fund Type 02 Sponsored Grants Separate Task for every combination of Business Line, Fund Type, and Activity for a Fund Source SEBS RU Specific HATCH/SML Sponsored Land GrantsTBD 9

10. Project Structure – 6 digit + 3 digit + 5 digit + 11 digit = 25 digits Type of Project Existing Fund Source/Index Numbers Sponsored/ Non- Sponsored Project Number Project Name Task Number Task Description Existing Number Expenditure Type Exp. Org Capital Projects 77 & 88 series / P- Fund Code Non- Sponsored System Generated 6 digit number - 000001 – 499999 User Enterable 3 digit User Enterable Name Project Header Attribute2 5 digit e.g. Natural Account Number 11 digit e.g. Unit Code (3).Division Code (4).Org Code(4) i.e. Endowment Principals 06 series - Includes Terms, True & Quasi / E – Fund Code Non- Sponsored 3 digit Project Header Attribute2 Endowment Operating 6 series / R + Fund type 75 Non- Sponsored 3 digit Project Header Attribute2 Gifts-Restricted 53 series/ R + Fund Type 75 Non- Sponsored 3 digit Project Header Attribute2 Loans 05 series / L – Fund Code Non- Sponsored 3 digit Project Header Attribute2 Land Grants RU Specific HATCH/SML Sponsored3 digit Project Header Attribute2 RU Non-Spon Research (Startup Funds) Discretionary 28 series / R & Fund Type 04 Non- Sponsored 3 digit Project Header Attribute2 Grants 4 Series, Cost Share - 22/23 series / Fund Type 02 Sponsored System Generated 6 digit number - 500000 – 999999 3 digit Project Header Attribute2 Segment 1 (6 digit) Segment 2 (3 digit) Segment 3 (5 digit) Segment 4 (11 digit) 10

11. Process Flow – Award Creation to Cost Collection Pre-Award RAPPS (Click) Create Award Oracle Grants Incur Costs and Expenses Oracle Project Costing PR/PO/Receipt/ AP Invoice SciQuest Expense Reports Oracle Expenses Payroll Entries PeopleSoft Tuition Fees Student Accounting (SAS) Scholarships Financial Aid System (FAMS) Create Projects Oracle Projects Create Budgets and Baseline Oracle Projects To GL 11

12. Accounting – GL Segment Derivation Sources - Expenses Award Project N Task 1.2 Task 1.1 Task 1.n Task N.n Task N.1 Expenditure Type Expenditure Org - UDO 4. Location, 5. Fund Type 7. Business Line 8. Activity Project 1 1.Unit – 2. Division – 3. Organization 6. Natural Account 9. Intra-Unit 10. Future GL SegmentsProjects

13. Accounting – GL Segment Derivation Sources - Revenue Award Project N Task 1.2 Task 1.1 Task 1.n Task N.n Task N.1 Expenditure Type Expenditure Org - UDO 4. Location, 5. Fund Type 7. Business Line 8. Activity Project 1 1.Unit 2.Division 3. Organization 9. Intra-Unit 10. Future GL SegmentsProjects Event Type 6. Natural Account

14. Projects – Accounting with Project String Segments Supplier Invoice – Accounts Payables Dr. Expense/Charge Account Cr. Bank/Cash Account Salary Entries Dr. Expense Account (Interfaced by PeopleSoft) Cr. Offset Account (Interfaced by PeopleSoft) Student Accounting / FAMS Transactions Dr. TBD (Interfaced from the SAR/FAMS) Cr. TBD (Interfaced from the SAR/FAMS) Funding – Non Sponsored Project Revenue Events Dr. Bank Account Cr. Revenue Funding – Sponsored Project Revenue Recognition Dr. Unbilled Receivables Cr. Grants Revenue Dr. Bank Cr. Unbilled Receivables Billing & Receipts – Sponsored Project 15

15. Project Transactions determined by Security Roles Currently referred to as journal entries: –Funding Transfer between Projects Negative Event in source Project Positive Event in destination Project –Funding Transfer from Projects to/from GL (Operating) –Cost/Expenditure transfer between Projects –Miscellaneous expenditure (directly in Projects) –Reversal of manual expenditure –Addition/Reduction of Budget Creation of new budget version with revised amount –Change in Project Dates –Change in Project Status 15

16. Projects Module - Next Steps Meetings with a cross-section of RU units to discuss multi year project budgets and encumbrances for finalization. Validate the design within the projects module by soliciting departmental requirements to handle the needs beyond the fund sources/indices converted at 10/1/16. Such as: –Establishing criteria to qualify as a project –Project module configurations –Development of Creation Templates –Reporting Needs Progress updates on the University Controller’s and Projects websites going forward. Town Hall meetings to discuss and demonstrate the use and functionality of Projects Module will be scheduled in the Spring university wide. 16

17. Demonstration of the Projects Module 17 Projects Screen Task Screen Project Budgets Screen Project Expenditure (Cost) Screen

18. Cloud Financials Implementation Project Next Steps Controller's Office to review manually mapped and default derived values of old to new Chart of Accounts (COA) - mid Feb Build of mapping report to allow users to view / look up old COA values to see mapped new COA values - end of Feb Distribution of mapped COA values to all units for review and modification, if necessary, then sign off - end of Feb/early Mar Testing of new COA using new P&L and balance sheet in test Oracle Cloud application - Feb and Mar Communication / training about the new COA and how to use it during Planning training and during large town halls across the university – Feb through Apr Access given to the Cloud Financials Project Sakai site to review meeting materials and project updates Continue to disseminate information about the project Next Meeting - Thursday, Mar. 18, 2016 (9:00-10:30 am) 18