Thursday, August 18th, :00am to 10:30am Financial Management Implementation School/Unit Representation Meeting

Agenda Project Status –Accomplishments –Upcoming Activities Transition and Blackout Periods Training Spotlight 2

STATUS 3

Key Accomplishments SIT2 conversions and testing execution in process Blackout calendar and cutover activities finalized UAT plan finalized Train the Trainer materials completed 4

Upcoming Activities Training starts for the Units General Navigation in ERP Cloud now available – web based Financial Management for Non Sponsored and Sponsored Projects classes have begun Execute UAT August – September Change Management package 5

TRANSITION AND BLACKOUT PERIOD 6

Transition and Blackout Period During the blackout period transactions will not be conducted in the existing systems. This is scheduled to occur from: –September 23-October 2 for procurement –September 24-October 9 for grants and awards –October 1-7 for human resources and payroll –October 1-9 for financial management and expense management The transition and blackout period for human resources and payroll will not affect pay dates for employees currently on active payroll status. Faculty are encouraged to use the Institutional Prior Approval System Request (IPAS) process to request an advance fund source/index and pre-award spending as early as possible prior to September 23. Some circumstances may require urgent attention and need to be managed as exceptions or emergencies on a case-by-case basis. 7

BLACKOUT PERIOD EXCEPTIONS 8

Financial Management Exceptions Chart of Accounts requests will be reviewed by the Data Governance Council, and approved on an as-needed basis. 9

Procurement Exceptions (in order of priority) Requests to purchase goods and services will be reviewed on a case-by-case basis, and approved at the discretion of the Executive Director of University Procurement Services. If approved, Procurement will facilitate the purchase via a procurement card (p-card) or emergency letter of authorization to supplier (in lieu of a purchase order). Requests to pay for goods and services will be reviewed on a case-by-case basis, and approved at the discretion of the Executive Director of University Procurement Services. If approved, Procurement will facilitate the purchase via a procurement card (p-card), electronic funds transfer payment, or emergency check payment. 10

Human Resources and Payroll Exceptions PeopleSoft Payroll system preparers and Banner system originators may receive late notification regarding leaves of absence, terminations and retirements. We will provide instructions for a separate procedure to inform HCM and payroll of notifications received during the blackout period. 11

SYSTEMS TRANSITION SCHEDULE AND BLACKOUT PERIOD 12

Systems Transition Schedule and Blackout Period: August 5-October 10, 2016 DateTransaction / Activity to StopWhat This MeansSystem Aug. 5  Chart of accounts mapping and values  New organizations and/or reorganizations Last date to make chart of accounts mapping changes, new value requests and new organizations and/or reorganizations. Financial Management  RIAS  Banner Aug. 17  Job transfers (paperwork)* Last date to submit paperwork to transfer an employee between jobs in the systems Human Resources and Payroll  Banner  PeopleSoft Aug. 31  Electronic Personnel Action Form* Last date to submit electronic personnel action forms and supporting documentation Human Resources and Payroll  Banner Sep. 1  Supplier requests and updates Last date to add suppliers or make changes to existing supplier records Procurement  RIAS  Marketplace Sep. 1  Job transfers (effective date)*Last effective or personnel date for any job action that transfers employees between systems Human Resources and Payroll  Banner  PeopleSoft 13

DateTransaction / Activity to StopWhat This MeansSystem Sep. 8  PO supplements and order modifications  POs that require review by Purchasing  Close or cancel POs  Internal POs Last date to request these PO transactions Procurement  RIAS  Marketplace Sep. 9  Expense reports/TABERs Last date to submit paper expense reports/TABERs Procurement / Financial Management Sep. 14  Staff Personnel Transaction Form, Faculty Transaction Form, Leave of Absence Transaction Form* Last date to submit staff personnel, faculty and leave of absence transaction forms to HCM Data Administrator for input into Banner for cycles 19 and 20 Human Resources and Payroll  Banner Sep. 14  Banner request submissions* Last date to submit all other action requests and supporting documentation to HCM-Data Administrator for input into Banner for cycles 19 and 20 Human Resources and Payroll Banner Sep. 14  PeopleSoft request submissions*Last date to submit action requests and supporting documentation to PeopleSoft/HCM queues Human Resources and Payroll  PeopleSoft 14 Systems Transition Schedule and Blackout Period: August 5-October 10, 2016

DateTransaction / Activity to StopWhat This MeansSystem Sep. 22  Exchange orders and punch out orders  Quick orders and non-catalog orders  Internal POs Last date to request orders through procurement system Last date providing department can approve and receive internal PO Procurement  RIAS  Marketplace Sep. 23  Procurement system goes to inquiry status Access to systems will be limited to central administration function conducting data migrations Procurement  Marketplace  RIAS Sep. 23  Projects module master data (structures/tasks, budgets, project, organization, expenditure type, transaction controls)  Changes to grants, awards and sponsor data Last date to record project activity Last date to add or modify awards, projects and sponsor data Financial Management  RIAS  Banner Sep. 23  Self-serviceLast date employees can enter changes in self- service Human Resources & Payroll  Banner 15 Systems Transition Schedule and Blackout Period: August 5-October 10, 2016

DateTransaction / Activity to StopWhat This MeansSystem Sep. 26  Accounts Payable invoice processingLast date to process invoices Financial Management  RIAS  Banner Sep. 27  Accounts Payable payments and project activity Last date to process payments and project activity Financial Management  RIAS  Banner Sep. 28  Submissions from integration partners (ScholarChip, for example)  Record deposits of miscellaneous and credit card receipts  Journal entries – all field units Last date to submit transactions and journal entries Final payroll journal entries will be processed through Sep. 30 Financial Management  RIAS  Banner Sep. 30  All entries for month-end close, including quarterly reports  Central only (Office of the University Controller) Last date of legacy system processing Final payroll journal entries will be processed through Sep. 30 Financial Management  RIAS  Banner Sep. 30  Self-service  Banner personnel forms  Job Actions in PeopleSoft Last date employees can view or print in Banner self-service Last date for personnel form-related job actions in Banner Last date for job actions in PeopleSoft Human Resources & Payroll  Banner  PeopleSoft 16 Systems Transition Schedule and Blackout Period: August 5-October 10, 2016

DateTransaction / Activity to StopWhat This MeansSystem Oct. 1  Financial management system goes to inquiry only status  Human Resources and Payroll systems go offline Conversions will be conducted to migrate data from current systems to new systems Access to systems will be limited to central administration functions conducting data migrations Human Resources and Payroll, Financial Management  Banner  Marketplace  PeopleSoft  RIAS Oct. 3  New system goes live for procurement First date to create requisitions and purchase orders in new system Procurement  SciQuest (RU Marketplace) Oct. 8  New system goes live for human resources and payroll First date to conduct transactions and activities in new systems Human Resources and Payroll  PeopleSoft Oct. 10  New systems go live for financial management, expense management First date to conduct transactions and activities in new system Financial Management and Expense Management  Oracle Cloud 17 Systems Transition Schedule and Blackout Period: August 5-October 10, 2016 ** Refer to University Humans Resources HCM Blog for complete details.HCM Blog

TRAINING – REGISTRATION UPDATE 18

Training Schedule and Registration General Navigation in ERP Cloud – Web based class – now available Other Web based classes to be available after August 15 th Classroom training(Instructor Led) and Virtual Instructor Led training starts in August through October 2016 Classroom training will be held on RBHS, Newark, Camden and New Brunswick campuses Registration Process Registration for IL and vIL – UHR Professional Development Web Site ( sent from Cornerstone to class participants) Material hosted on Canvas (DoCs) ( sent from Canvas informing participants materials are available) Web based classes hosted on Canvas – do not require registration 19

SCHOOL/UNIT REPRESENTATIVE ACTIONS 20

Actions 1.Encourage your staff to participate in training. 2.Cascade information about the Cloud Financials Transition and Blackout Period to your staff. 21

APPENDIX 22

Training Objectives To design, develop and deliver “just in time” training that will enable users to: –Understand the benefits and business drivers of the Financial Management system –Understand business process changes –Recognize the “what’s in it for me” and impact to an individual’s daily work tasks –Develop critical knowledge of the new tools and reports available with Oracle Focus Areas The Financial Management training program will focus on the following key areas: Develop role-based training courses delivered as close to when participants will use the new tools / processes as possible Provide ample hands-on activities and practice time to aid in learning Provide a standard approach that can be used as the foundation for all impacted business areas and subsequent Oracle releases 23

Course Offerings for the Units The following courses are in scope for training across units and are affected by the delivery models discussed on subsequent slides. 24 Course NameDelivery MethodDurationDescription GN010: General Navigation in ERP Cloud WBT2 hours This course provides an overview of the ERP Cloud Financials project and application. Participants will learn how to interact with the home page, define user preferences, save favorites, respond to notifications, navigate to forms, enter data, perform online inquiries, run reports, and use the help menu. This course is intended for all users of the ERP Cloud Financials application. PA010: Financial Management for Non- Sponsored ProjectsILT4 hours The course covers financial management processes for non-sponsored projects. Participants will be introduced to foundational concepts related to projects in ERP Cloud. Then, participants will learn how to perform project inquiries, reports, and cost adjustments. Finally, participants will receive an overview of the interim solution for REX. GM010: Financial Management for Sponsored ProjectsILT4 hours The course covers financial management processes for sponsored projects. Participants will be introduced to foundational concepts related to awards and projects in ERP Cloud. Then, participants will learn how to perform award and project inquiries, reports, and project cost adjustments. Finally, participants will receive an overview of the interim solution for REX. GL020: Journal Entry ProcessingWBT3 hours This course covers the journal entry process in ERP Cloud. Participants will learn how to create standard manual journals, accrual / deferral journals, and cash journals. The course will explain the approval process for journals. Finally, the course will discuss the interim solution for REX, including capturing journal entry comments, creating statistical journals to record forecasted transactions, marking journals as reconciled, and reporting. GL030: Financial Inquiries and ReportsvILT3 hours This course covers financial inquiries and reports in ERP Cloud. Participants will learn how to use the various reporting tools available in ERP Cloud, including the Account Inspector, the Account Monitor, the Financial Reporting Center, OTBI, and to run common financial inquiries and reports. EX010: Enter and Submit Expense ReportsWBT1.5 hours This course covers the employee expense report process in ERP Cloud. Participants will learn how to setup their bank accounts for expense reimbursement, enter and submit expense reports, and monitor reimbursement status. GN020: Approval ManagementWBT1 hour This course covers the approval process in ERP Cloud, including expense reports and journals. Participants will learn how to identify, review, reject, re-assign, and approve expense reports and journals. The course will also teach participants how to define vacation rules and provide an overview of the timeout feature that applies to journal approval.

Non-Sponsored Project UsersSponsored Project Users 25 GN010: General Navigation in ERP 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 *for GL users only **for approvers only