1. Project Management Office July 21, 2016 Cornerstone Transforming the Way We Work at Rutgers School/Unit Representatives Meeting

2. 1.Status (10) 2.Training Update (10) 3.Process Flows (30) Non-Sponsored Projects Finance Approvals 4.Demonstration: Approval Workflows (30) Journal Entries Project Adjustments Expense Reports 5.Next Steps(10) 2 Agenda

3. STATUS 3

4. Key Accomplishments System Integration Testing Cycle 2 (SIT2) in progress Role Mapping 80% complete Completion of COA GL and Project Mapping – files on Sakai and the Controller’s website Completion of Cross Validation Rules for Conversion – file on Controller’s website 4

5. Upcoming Activities Continue System Integration Testing Cycle 2 (SIT2) Development of Training Documentation 5

6. TRAINING UPDATE 6

7. Training Approach –Central will deliver university-wide instructor-led training Delivery –Instructor Lead - Delivered by an instructor to a small audience in a classroom setting –Virtual Instructor-Led - Delivered by an instructor to a large audience via web conference –Web-Based Training - Self-paced e-learning completed by the participant, without the support of an instructor Details on Instructor-Led –Class size ~25 –Locations in Camden, New Brunswick, Newark, RBHS (Newark, New Brunswick) Registration / Training Start Dates (WORKING DRAFT) Training Update 7 Procure-to--PayHR/PayrollFinancial ManagementExpense Management Registration Opens Jul. 20 (High-volume requisitioners) Aug. 10 (University-wide) Jul. 15 (Intro/Time and labor) Aug. 5 (Intro/Commitment Acctg) Jul. 18 (Web-based intro. class) Aug. 1 (All classes) Aug. 1 (Web-based, all classes) Training Starts Jul. 28 (High-volume requisitioners) Aug. 17 (University-wide) Aug. 1 (Intro/Time and Labor) Sept. 1 (Intro/Commitment Acctg) Aug. 1 (Web-based intro. class) Aug. 15 (All classes) Aug. 15 (Web-based, all classes) Note: We are working to finalize the training plan, and therefore may need to make minor adjustments during this process.

8. Non-Sponsored Project UsersSponsored Project Users 8 GN010: General Navigation in Oracle Cloud Web-Based Training 2 hours PA010: Financial Management for Non-Sponsored Projects Instructor-Led Training 4 hours GM010: Financial Management for Sponsored Projects Instructor-Led Training 4 hours GL030: Financials Inquiries and Reports Virtual Instructor-Led Training 3 hours GL020: Journal Entry Processing* Web-Based Training 3 hours GN020: Approval Management** Web-Based Training 1 hour Financial Management Course Pathway (Oracle Cloud) Instruct or Led Virtual Instruct or Led Web- Based KEY : Approximate # of Users to be Trained: 4,700 Training to be offered: 7 Weeks (Aug 15 – Sept 30) + October Logistics Camden: 1 day/wk (2 sessions/wk) NB and NB-RBHS: 3 locations; 4 days/wk (8 sessions/wk per location, 24 sessions/wk in total) Newark: 2 days/wk (4 sessions/wk) Newark-RBHS: 3 days/wk (6 sessions/wk) *General ledger users only **Approvers only. GN020 is also noted on the Financial Management Pathway. Users only need to take this course once.

9. 9 Procurement Course Pathway (SciQuest) P2P010: SciQuest (Procure-to-Pay) 101 Web-Based Training 2 hours P2P090: RFx Management and Inquiry Web-Based Training 30 minutes P2P060: Receiving Web-Based Training 30 minutes P2P080: Accounts Payable Inquiries and Reports Web-Based Training 30 minutes P2P050: Internal Purchase Orders (IPO) Process Web-Based Training 30 minutes P2P0110: Active Contract Management & Inquiry Web-Based Training 30 minutes P2P0100: Sourcing Event Review and Approval Web-Based Training 30 minutes P2P070: Accounts Payable Inquiries Web-Based Training 30 minutes P2P040: Invoice Approval Web-Based Training 30 minutes P2P030: Requisition Approval Web-Based Training 30 minutes P2PRQ010: End-to-End Procure-to-Pay for Requisitioners* Instructor-Led Training 3 hours P2P020: Requisitioning Web-Based Training 30 minutes Procure-to-Pay *Initially, classes will be offered by invitation only to high-volume requisitioners IM010:Invoice Inquiries Web-Based Training 20 minutes Approximate # of Users to be Trained: 450 (high volume requisitioners); 2,300 (University-wide) Training to be offered: 8 Weeks (Aug 8 – Sept 30) Logistics: Camden – 1 day/wk (4 sessions/wk) Newark, - 1 day/wk (2 sessions/wk) Newark-RBHS – 2 days/wk (4 sessions/wk) NB – 4 days/wk (8 sessions/wk) Instruct or Led Virtual Instruct or Led Web- Based KEY :

10. Expense Management Course Pathway (Oracle Cloud) GN020: Approval Management** Web-Based Training 1 hour EXS010: Check Request Submittal Web-Based Training 20 minutes EXS020: Check Request Approval and Processing Web-Based Training 20 minutes EX010: Enter and Submit Expense Reports Web-Based Training 1.5 hours Expense Management Approximate # of Users to be Trained: 5,000 Training to be offered: 8 Weeks (Aug 8 – Sept 30) + October 7 ** GN020 is also noted on the Financial Management Pathway. Users only need to take this course once. Instruct or Led Virtual Instruct or Led Web- Based KEY :

11. Human Resources and Payroll Data Migration Course Pathway (PeopleSoft) Instructor LedWeb-Based/Job Aids PS101: PeopleSoft Fundamentals: Bridging the Gap from Banner to PeopleSoft Instructor-Led Training Video recorded for later viewing Prerequisite 1 hour AR010: Absence System Virtual Instructor-Led/Webinar Video Job Aids 1 hour ESS010: Employee Self- Service* Web-Based Training & Job Aids 20 minutes TL020: Time Entry and Approval Instructor-Led Training 2.5 hours CA020: Commitment Accounting Instructor-Led Training 2.5 hours WC010: Web Clock* Web-Based Training 20 minutes * Offered by invitation only to staff who will be responsible for time entry and approval, and employee charging instructions Approximate # of Users to be Trained: 800 (Time Entry/Approval) 50(Commitment Accounting) Training to be offered: August (Time and Labor) September (Commitment Accounting) Logistics: NB – 1 full day Newark-RBHS – 1 full day Trenton – 1 Trenton/Stafford – 1 full day 8 Instruct or Led Virtual Instruct or Led Web- Based KEY :

12. PROCESS FLOWS 12

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18. DEMONSTRATION: APPROVAL WORKFLOWS 18