1. Expense School/ Unit Representative Group Meeting
Tuesday, May 10, 2016
12:30 – 2:00 pm

2. Agenda User Initial Expense Setup Process Project Timeline Update
Heads Up
Communications
SIT1 Update
Q&A Highlights
Future Process Validation
User Initial Expense Setup Process
Expense Report Entry / Submittal Process Screenshots
Future BPR - Status, Change Impacts, Major Deltas, and Benefits
Next Steps

3. Project Timeline Update
2016
Activity
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Current BPR Documentation
Future BPR Documentation
Testing
Training
Business Advisory Group Meeting
School / Unit Representative Meeting
P2P and Expense Campus Roadshow

4. 1st and 2nd Week Testing Summary:
SIT2 Update
SIT1 Testing began on April 25th. Testing will take place most mornings for three consecutive weeks and conclude with one week of Defect Resolution.
1st and 2nd Week Testing Summary:
50 scenarios of expense report entry, approval, and audit were tested with the following results:
44 passed
6 failed due to defects
None of the defects were Critical which would have stopped the testing of that specific scenario
3 defects corrected, retested and passed
94% pass rate (includes corrected, retested and passed defects)

5. Q&A Highlights
What types of training classes will be available to the University?
Due to the large number of people to be trained, we are researching various ways such as instructor led and webinars. Also, we will need to Train the Trainer to allow for more training options.
Will training be held on all campuses?
Yes, we will hold training on each campus
How will the joint JE/Expense Finance Approver be determined?
There will be a data collection effort from the departments
If the Expense Report is routed to someone who should not approve, what can be done?
The person who it was routed to can just reassign the report to the correct approver
When Reassigning for approval, does the person need to be on an Approver list?
It can be reassigned to anyone by the person reassigning.

6. User Initial Expense Setup Process

7. Future BPR - Status, Change Impacts, Major Deltas, and Benefits
Future State Process
Change Management Impact / Major Deltas from Current Process
Benefits
User Initial Expense Setup Process
Users will choose who has access to prepare expense reports on their behalf
Users will be able to enter the bank information for the account they want their reimbursement deposited in.
Users can choose their own delegates to prepare their expense reports on their behalf
Users can determine what bank account they want their reimbursement to go into

8. Oracle Expense Login

9. Expense Workbench Menu

10. Expense Workbench

11. New Expense Entry – Step 1 (New Expense Item Entry)

12. New Expense Entry – Step 2 (Expense Item Information Entry)

13. New Expense Entry – Step 3 (Expense Item Attachment to a Report)

14. New Expense Entry – Step 4 ( Expense Item Purpose/ Justification & Payment Type)

15. New Expense Entry – Step 5 (Expense Item Submittal)

16. Next Steps
Conduct SIT 1 Testing – April 25 through May 12
Complete Expense Future State Business Processes – May 27
Validate Key Future State Processes with Business Advisory and School Unit Reps – April & May 2016
Expense System Testing – May & June 2016
Conduct System Demonstration/ Mini Roadshow with Business Advisory and School Unit Reps – June 2016
Expense & P2P Roadshows at each campus – July 2016
Expense System Training – July through September 2016