Kick-Off Meeting Thursday, Jan. 21, :00 – 10:30 pm Cloud Financials Implementation School / Unit Representatives

Agenda Introductions Cloud Financials Project Overview Roles & Responsibilities –Change Agent Project Timeline Spotlight: Grants Module Next Steps 2

Scope Rutgers has undertaken an initiative to replace our legacy Oracle/Banner E ‐ Business financial platform with Oracle Cloud Enterprise Resource Planning (ERP) utilizing the new Chart of Accounts. The Oracle ERP modules include: General Ledger Financial Reports Projects Grants Cash Management Accounts Receivable 3

Objectives The primary objectives for this Rutgers’ initiative are: Enable Rutgers to transform to a service oriented center focusing on the efficiency of processes and quality of information Provide employees with tools and data to make better decisions Provide an integrated financial/business system Provide enhanced management reporting Streamline business processes to take advantage of best business practice The business areas impacted by this initiative are Finance (FIN), Projects and Grants Management (PGM), and Internet Procurement (PTP). 4

Guiding Principles Guided by business process improvement Consistent “best practices” for all units based on software models which were created on industry standards Focus on management reporting and analytical needs up front Alignment with the Responsibility Center Management budget model Emphases on change management, communications, and training throughout project 5

Benefits Automate and transform business processes across the entire ERP lifecycle including financial management, grant management, project management and reporting to drive greater operational efficiency and organizational effectiveness. Reporting and analytics strategy will follow a phased approach. First phase will include streamlining standardized reports followed by building a robust data governance infrastructure. This will lead the way to a full-suite of analytics products that integrate data from across all data systems at Rutgers and allow Rutgers management to extract actionable intelligence in real time. Ensure receivables activity is properly captured and reflected in the financial results. The ability to completely track grants and funded projects from inception to final reporting. Provide key metrics, to include planned amounts, actuals, forecast and variances, to give you an instant snapshot of the performance of your projects. 6

Project Components Chart of Accounts (COA) The Chart of Accounts has been redesigned to facilitate more streamlined financial reporting across the institution while providing flexibility at the local level. General Ledger, Projects, Grants and Cash Management and Accounts Receivable Implement a single Financial System that incorporates the needs of both the legacy RU and legacy UMDNJ schools, centers and central units currently using Oracle and Banner systems. Financial Reports Real time access to consolidated financial data university-wide that allows users to analyze the financial performance of business practices and identify opportunities for cost savings. The new reporting platform will have streamlined standardized reporting as well as advanced ad hoc reporting capabilities. 7

Project Organization 8 Champion Steve DiPaolo Project Manager Tom Deshan Technical Lead Piyush Patel Functional Lead Bus. Readiness Lead Ann Griffin Cash Mgmt / AR Lead Sieglinde Freitag Business Advisory Group RIAS Lead Piyush Patel CoA Lead Sue Heleno GL/Reporting Lead Shilpa Gupta Grants Lead Vivian Thomas McClain Projects Lead Sieglinde Freitag Banner Lead Brandon Singer Betsy Cafiero School/Unit Reps Functional Team Members/ SMEs School/Unit Reps (Training) Technical Matter Experts (TMEs)

Roles and Responsibilities RolesResponsibilities Business Advisory Group Serve as liaisons to the chancellor unit /campus which you represent Assist in determining specific change management, communications, and/or training strategies Assist in disseminating information to your chancellor unit/campus Participate in monthly Business Advisory Group meetings Support end-user training efforts School/Unit RepresentativesProvide hands-on input during design and testing phases of the project Serve as a change agent and communicate project updates within their organization Participate in working group meetings Support end-user training efforts Subject Matter Experts/ Technical Matter Experts Provide input into the project Assist Functional Leads with project deliverables Act as a change agent Support end-user training efforts 9

Critical Role of the Change Agent 10 Shares general information about the project through formal channels Communicates to employees about the project informally Reports feedback to the project team on how the project is perceived on campus Participates in periodic Change Network meetings to learn about Cloud Financials project updates Gathers feedback from peers and directs in functional area regarding their experiences with and thoughts on the project Listens to and addresses employee questions and concerns Encourages, coaches, and supports managers and staff to be engaged in program Presents the Cloud Financials solution in an enthusiastic and positive light Helps prepare campuses for implementation of the project Identifies and escalates potential “hot issues” and areas of resistance ListenerCommunicatorSupporter

Timeline MobilizeArchitect Configure & Prototype Test and TrainDeploy and Support 11 Sep-NovOct-FebDec-AprFeb-JulOct  Completed Project Charter, Scope, and Governance Core Team Training Project Plan Functional Design Workshops In-Progress Functional Specs Technical Specs Configure system Testing Strategy Upcoming Finalize Requirements CRP/Approve Design SIT1 / SIT2 UAT Training Post-Go-Live Support CRP – Conference Room Pilot SIT – System Integration Testing UAT – User Acceptance Testing CRP Scheduled 1/19-1/ hour sessions

Spotlight: Grants Module Will allow you to track grants and funded projects from inception to final reporting, with ability to create a control budget automatically Benefits include: Streamlined award set up using configured templates Automatic creation of the contract upon award finalization Ability to set up multiple projects under an award Integrated cost collection and revenue recognition using project costing Delivered Letter of Credit Summary Report 12

Grants Session-Grants Process

Associate Project(s) Sponsored Project Structure (Grants and Contracts) Awards Source budget Expenses F&A Sponsor information Demographic attributes Associate Project(s) Project(s)

Manage Awards 15 Navigation: Home > Awards > Manage Awards

Edit Award Details (Cont.) 16 Navigation: Home > Awards > Manage Awards > Edit Award > Financial

Edit Award Details (Cont.) 17 Navigation: Home > Awards > Manage Awards > Edit Award > Compliance

Edit Award Details (Cont.) 18 Navigation: Home > Awards > Manage Awards > Edit Award > Personnel

Analytics and Reports Awards Work Area 19

Analytics and Reports Awards Work Area 20

Analytics and Reports OTBI

Next Steps Monthly meetings (3rd 9AM) –Next meeting – Thursday, Feb. 18, 2016 (9:00-10:00 am) Access Sakai to review meeting materials and project updates 22

SCHOOL/UNIT REPS Appendix 23

School/Unit Reps – New Brunswick DepartmentNameSub-team SAS - DLS - GeneticsDawn BloydGrants SAS - Dean's OfficeJason DiPaolo GL/Reporting CashMgmt/AR SAS - DLS - GeneticsKathleen FrankGrants SAS-Dean's OfficeHeidi Franz GL/Reporting Cash Mgmt/AR SAS - Dean's OfficeAntonio GardnerGrants School of Engn, Dean's OfficeJulie GreenmanGL/Reporting SMLR - Dean's OfficeLaura HartCash Mgmt/AR Undergraduate Academic AffairsMichael HewsonGL/Reporting SAS - Computer ScienceMaryann HoltsclawGrants SEBS - Business OfficeLucy KwiecinskiProjects SAS Dean's OfficeRosemary LaneGL/Reporting SEBS-Inst Marine & Coastal SciLuci LettiniTraining 24 DepartmentNameSub-team SAS - Dean's OfficeTanya LingCash Mgmt/AR BSPPP - Dean's OfficeFrances LoeserGL/Reporting Housing - New Brunswick, DirErik LopezCOA School of Social WorkChristina MaggioGL/Reporting BSPPP - Dean's OfficeSamantha MichaeleGrants SAS - DLS - GeneticsPati Mitu Housing - New Brunswick, DirLorrain Norville COA GL/Reporting Cash Mgmt/AR Engn- Ctr Adv InfrastructureSherif StephanGrants SMLR-Labor Studies & Empl RelsElaine StroudGL/Reporting Eagleton Institute of PoliticsShari YeagerGL/Reporting GSAPP - Dean's OfficeUsha YerramillyGL/Reporting

School/Unit Reps – Newark and Camden 25 DepartmentNameSub-team Graduate SchoolAdriana AfonsoProjects Rutgers Business School-NwkNicole McCrayCOA FASN - Dean's OfficeMirela Ngjela Grants Rutgers Business School-NwkKenneth RetinoGL/Reporting Business Services - NwkSanjana RimalCash Mgmt/AR School Public Affairs & AdminMelissa RiveraTraining Newark Chancellor's OfficeLisa StachniewiczGL/Reporting Newark Chancellor's OfficeMary TamascoCOA DepartmentNameSub-team Business Services - CmdStephanie BladenGrants FASC - Dean's OfficeMarlene DrudingTraining Camden Chancellor's OfficeTheresa Fronckowiak GL/Reporting COA Cash Mgmt FASC - Dean's OfficeMaria Garcia GL/Reporting COA School of Business - CmdAmy Lina GL/Reporting COA Cash Mgmt/AR Business ServicesJulia PetitGL/Reporting Business Services - CmdRosa Rivera GL/Reporting CashMgmt/AR Stud Affairs Business OfficeThomas SnyderTraining

School/Unit Reps – RBHS and Controller 26 DepartmentNameSub-team ORED-DGCALinda Fowler GL/Reporting Grants Controller-Grant & Contr AcctgLarry Galbreath GL/Reporting Grants ORED-DGCADonna GrazianoGrants Controller-Grant & Contr AcctgStephanie KnightGrants Controller-Grant & Contr AcctgRoberta O'Haeri GL/Reporting Grants ORED-DGCADonna SeckGrants DepartmentNameSub-team NJMS-Dean's Office Trev CarlessTraining Rutgers School of Public HealthMark CarmichaelCash Mgmt/AR RWJ-EOHSI-Piscataway Mary DoranProjects Pharm - PharmaceuticsFei HanCash Mgmt/AR RWJ-CABMMatthew LeonardelliGrants CINJ-FinanceGeorge LeonardoGrants GSBS-NWK AdminSusan LomantoGL/Reporting SHRP-Dean's Office - Finance Cindy MerlinoCOA RSDM-FinanceVincent NaccoGL/Reporting Inst-Hth,Hth Care Pol&Agng ResLucia Schutz GL/Reporting RWJMSSuzette SmithProjects Director of UBHCJoseph WolakCOA

School/Unit Reps – Central DepartmentNameSub-team Admin & Public SafetyPeter BennettGL/Reporting Business & Admin ServicesErin Cuomo GL/Reporting CashMgmt/AR RU FoundationSteven Dekovics GL/Reporting Financial AidJeffrey DillGL/Reporting Univ Libraries Admin SvcsAbigail DiPaoloGL/Reporting UHRJennifer KrellCOA OITAgatha Lui COA GL/Reporting Cash Mgmt/AR Projects Training EVPAA Shared ServicesPatricia MancusoGL/Reporting VPR - Exec Dir Bus AdminCharles MathewsGL/Reporting OIT-Enterprise Systems & SvcsElyse Mauger COA GL/Reporting Cash Mgmt/AR Projects Training 27 DepartmentNameSub-team Treasury OperationsSusan McKinneyGL/Reporting Univ Libraries Admin SvcsJill MorrowTraining SVP-AAPatricia PerroneGL/Reporting OIT-VP Info Technology Ofc John Quirinale Div of Continuing Studies, VPDeborah SousaGL/Reporting ORSPChris StastnyGrants Office Information TechnologyAlan Stianchi COA GL/Reporting Cash Mgmt/AR Projects Training EVPAA Shared ServicesKathleen TeichmanGL/Reporting

BUSINESS ADVISORY GROUP Appendix 28

Business Advisory Group UnitNameJob TitleDepartment NewarkMelissa Rivera Assistant Dean of Financial Management School Public Affairs & Admin NewarkMary Tamasco Asst Provost for Budget Chancellor's Office - Newark CamdenRosa Riverar Director- Office of Financial ServicesChancellor's Office Camden Theresa Fronckowiak Senior Budget ManagerChancellor's Office RBHSKyle Aaronson Sr Admin for Fin & Bus Opers RBHS Chancellor's Office RBHSRon JenkinsDir of Finance NJMS-Dean's Office RBHSGary KovachDirector of Budget RBHS Chancellor's Office RBHSScott Luckenbaugh Mgr Fin Data Mgmt & ReportingUBHC RBHSMaria Peralta Chief Business Officer SN-Admin (Dean's Office) RBHSDavid Roe Associate Dean and CFONJ Medical School RBHSGladys Salva Business Manager II SpvrSchool of Nursing RBHSLucia Schutz Director Business & Administration IH - Institute for Health, Health Care Policy and Aging Research 29 UnitNameJob TitleDepartment New BrunswickMary Lou OrtizVice Chancellor - NB Chancellors Office - Finance New BrunswickJoAnne Williams Vice Dean for AdministrationSAS - Vice Dean New BrunswickSusan Kilduff Associate Dean, Admin and PlanningSOE - Dean's office New BrunswickRachele Sylvan Director, Fin and Bus Admin SEBS - Business Office New BrunswickBob Rossi Exec Director for Fin and AdminWaksman Institute New BrunswickMarilyn Chickey Director, Business & Admin Aux - Chancellors Office - Student Affairs CentralJanine PurcaroCFOAux - Athletics CentralHenry Velez Sr Exec Dir Budget & Finance University Facilities & Capital Planning CentralJudy ZenowichDirector of F&AORED CentralDiane AmbroseDirector, ORSPORED - ORSP CentralChris SteeleInterim DGCAORED - DGCA CentralSepi SepasiAssoc VP - Finance Finance - Sr Vp Finance & Treasurer CentralCheryl WisniakBusiness ManagerSVP-AA