P2P & Expense Management School / Unit Advisory Group Meeting Monday, August 22, 2016 10:00-11:30 am

Agenda Recent Communications Regarding Procurement Travel Advance Transition schedule and blackout period Legacy purchase order conversion overview Travel Advance Data Collection Requests to Units Testing and Training Training for units User Acceptance Testing (UAT) Post Go-Live Help Desk

Systems Transition and Blackout Periods Date Transaction / Activity to Stop What This Means System 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 Job transfers (effective date)* Last effective or personnel date for any job action that transfers employees between jobs in the systems PeopleSoft 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 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 All deadlines are at 8:00 p.m. Eastern, unless otherwise noted.

Systems Transition and Blackout Periods Date Transaction / Activity to Stop What This Means System 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 PeopleSoft request submissions* Last date to submit action requests and supporting documentation to PeopleSoft/HCM queues PeopleSoft 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 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 Self-service Last date employees can enter changes in self-service Human Resources & Payroll Sep. 26 Accounts Payable invoice processing Last date to process invoices Sep. 27 Accounts Payable payments and project activity Last date to process payments and project activity All deadlines are at 8:00 p.m. Eastern, unless otherwise noted.

Systems Transition and Blackout Periods Date Transaction / Activity to Stop What This Means System Sep. 28 Submissions from integration partners (ScholarChip, for example) Deadline – 11:59 p.m. Eastern Record deposits of miscellaneous and credit card receipts Journal entries (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 administration) Last date of legacy system processing 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 PeopleSoft 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 Marketplace 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 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 *Refer to University Human Resources’ HCM blog for complete details. All deadlines are at 8:00 p.m. Eastern, unless otherwise noted.

Systems Transition and Blackout Calendar

Systems Transition and Blackout Calendar

Systems Transition and Blackout Calendar

Exceptions: Purchasing and Paying for Goods and Services Requests to purchase goods and services Reviewed on a case-by-case basis Approved at discretion of Exec. Director of University Procurement Services If approved, Procurement will facilitate purchase via procurement card (p-card) or emergency letter of authorization to supplier (in lieu of a purchase order) Requests to pay for goods and services If approved, Procurement will facilitate payment via procurement card (p-card), electronic funds transfer payment, or emergency check payment

Travel Advance In an effort to process and reconcile outstanding expense reports prior to go live in October… Submit all expense reports prior to September 9, especially if they include travel cash advances This will provide additional time to process and approve paper-based expense reports for reimbursement through Payroll After September 9, all expense reports will need to be held until after the new online launches in October.

Data Collection Requests to Units Expense Finance Approver Data Collection Project June 15: Initial request for Finance Approver made July 27: Second request for Finance Approver made August 5: Responses due Consolidated list currently being created for data upload to Oracle Cloud

Data Collection Requests to Units Requisitioning Access, and General Ledger String and Project String Approval Hierarchies August 5: Initial request made August 22: Response due date to be determined Consolidated list being created for data upload to SciQuest

Training Registration Process Instructor-led and virtual instructor-led Registration is required Users receive an email from Cornerstone directing them to University HR professional development website to register Go to HR Services to register for classes https://hrservices.rutgers.edu/CornerstoneTraining/

What People Are Saying About P2P Training “The lessons were run well.  We covered what most of us do daily with enough depth and detail so I am comfortable knowing I can do these transactions from day one.” “David Fenkel was a great instructor. He gave a great introduction and overview so I knew why I was there, what I was going to learn, and who was going to help me.” “As a high-volume requisition preparer, I felt confident in my ability to navigate and utilize RU MarketPlace once it’s deployed.” “With all the upcoming changes, it was a huge relief for [my colleagues and I] to see the system and leave feeling confident with RU Marketplace.” “Informative, yet concise, covering all the requisite details needed to perform procurement tasks through to completion.” “The [presentation] was well prepared and the hands-on exercises were well developed.”

Training Pathway: Procurement (SciQuest) Procure-to-Pay P2P010: SciQuest (Procure-to-Pay) 101 Web-Based Training 2 hours P2PRQ010: End-to-End Procure-to-Pay for Requisitioners* Instructor-Led Training 3 hours P2P070: Accounts Payable Inquiries Web-Based Training 30 minutes P2P060: Receiving Web-Based Training 30 minutes P2P080: Accounts Payable Inquiries and Reports Web-Based Training 30 minutes P2P030: Requisition Approval Web-Based Training 30 minutes P2P0110: Active Contract Management & Inquiry Web-Based Training 30 minutes P2P020: Requisitioning Web-Based Training 30 minutes P2P050: Internal Purchase Orders (IPO) Process Web-Based Training 30 minutes P2P090: RFx Management and Inquiry Web-Based Training 30 minutes *Initially, classes will be offered by invitation only to high-volume requisitioners P2P040: Invoice Approval Web-Based Training 30 minutes P2P0100: Sourcing Event Review and Approval Web-Based Training 30 minutes IM010:Invoice Inquiries Web-Based Training 20 minutes *Initially, classes will be offered by invitation only to high-volume requisitioners Instructor Led Virtual Instructor Led Web-Based KEY: “Draft for discussion purposes only”

Training Pathway: Expense Management (Oracle Cloud) GN020: Approval Management** Web-Based Training 1 hour EXS010: Check Request Submittal 20 minutes EXS020: Check Request Approval and Processing EX010: Enter and Submit Expense Reports 1.5 hours ** GN020 is also noted on the Financial Management Pathway. Users only need to take this course once. Instructor Led Virtual Instructor Led Web-Based KEY: “Draft for discussion purposes only”

Training for Units Procure-to-Pay Expense Management Instructor-led, end-to-end for requisitioners training began July 20 and will continue post go live Training will be held at Camden, Newark RBHS, Newark Rutgers, Piscataway All other training will be via Webinars Webinar content is currently being developed Webinars will be available university wide beginning the week of September 6 Expense Management All training will be via Webinars

End User Acceptance Testing (UAT) Procure-to-Pay September 6 – 16 School Unit Group representatives and UPS staff will be conducting UAT Will conduct “day in the life” end-to-end scenarios utilizing past transaction data Expense Management Expense Support Staff / Help Desk will be conducting UAT Will conduct “day in the life” end-to-end scenarios

Post Go-Live Help Desk Expense, Accounts Payable, and Procurement August 5: Design phase completed (workflow and routing of incoming phone calls and trouble tickets) August 8: Build phase started (programming and configuring the system as per requirements) Utilizing Interactive Voice Routing (IVR) phone system Single dial-in/contact phone number Auto attendant to route calls by department and issue type Utilizing Email IT Trouble Ticket System (HDRT) to route and prioritize issue Emails will assigned a trouble ticket number, and routed to appropriate department Tickets will need to be addressed and resolved within agreed upon SLAs