Cloud Financials Implementation School Unit Representatives Meeting Monday, June 16th, 2016 9:00 – 10:30am

Agenda Project Status Accomplishments Upcoming Activities – Discussion Topics Business Process Review Reports Spotlight Advisory Group Actions

status

Key Accomplishments Completed System Integration Testing Cycle 1 (SIT1) Preparation of System Integration Testing Cycle 2 (SIT2) underway Developing the test scripts including some complex end to end scenarios Continue project mapping for sponsored and non-sponsored Coordinating the logistics of SIT2 testing Assigning primary and secondary testers to testing scenarios Coordinating all of the interfaces and conversion from our various partners SIT2 test execution will start on 6/20 and go to the end of July

Upcoming Activities – Discussion Topic Continue working on Role Mapping Creating Cross Validation Rules Mapping of COA complete for SIT2 Training Discussion Topic Travel approval Projects Conversion of projects Request for Projects – Business process under construction

Business process changes “Draft for discussion purposes only”

What Is A Change Impact Assessment? A Change Impact Assessment (CIA) identifies how and to what extent the process, people, structure, and technology of an organization will change as a result of an enterprise resource planning implementation.

People and Process Implications Business Process Changes Create and Manage Projects (Financial Management) Ability to track multiple projects Transactions will be processed in projects module and systematically transferred to general ledger in summary People and Process Implications Increased detail and transparency associated with transactions Greater control of transactions and expenditures Ability to drill down from general ledger to supporting transactions projects sub- ledger Additional set-up required before transactions can be recorded Need to establish guidelines to assist units with tracking projects What It Means to Me… Create Projects In the new business process, units will have the ability to track various projects. It will be key to establish guidelines for tracking the types of projects important to your unit. Transactions will be charged to project strings instead of general ledger strings. Initially, projects will be established by the Controller’s office. Transactions will originate in applications (i.e., PeopleSoft, SciQuest) and will be interfaced into Oracle Projects. Transactions will be charged to Project strings using the following details: Project Task (Fund Type) Expenditure Type Expenditure Org Business Line Location Activity RU Initiative

People and Process Implications Business Process Changes Process and Approve Manual Journal Entries (Financial Management) Process Journal entries entered directly in online financial system (Oracle) Project adjustments entered in projects module Journals can be created automatically for financial transactions recorded in sub-ledgers Approve Journals routed automatically to Unit-Division- Organization (UDO) Business Manager for approval Journals approved directly in Oracle Journals can be posted to other units/departments, UDO Business Manager responsible for notification outside of Oracle People and Process Implications Approvers can review and approve journals immediately Elimination of paper process for RBHS Electronic approval process What It Means to Me… Process Manual Journal Entry In the new business process, units will enter journal entries directly in Oracle using an upload-able template or a standard journal form in the application. Units can include attachments before submitting for approval. Units can automatically create journals for financial transactions recorded in Oracle sub-ledgers (i.e., Projects Module and Receivables). Approve Manual Journal Entry In the new business process, units will create journals in Oracle, and they will be automatically routed for approval to the UDO Business Manager. Journals can only have one approver, even if it impacts multiple UDOs. UDO Business Managers need to have the fiduciary responsibility to communicate journal entries impacting other units prior to submission. There is a need for robust communication and training on this role.

project spotlight: Reports

Reporting Center of Excellence Mission The Reporting Center of Excellence was launched to provide enterprise “best-in-class” reporting solutions; to assist in the effectiveness of staff, students, and administration by providing timely, consistent and reliable information. The Reporting Center of Excellence will work with all information consumers to achieve this mission by implementing the following: “True North”: Strategic KPI’s will be the guiding force behind all reporting & analytics efforts to institute a top down approach to information. 2. Consistent and Standard Information: With the application of data governance, reliability and consistency will be achieved. 3. Holistic Information: Holistic visions of performance will be developed using predictive analytics and interactive data visualization and developing actionable opportunity-finding insights. Our focus is to provide you with tools that will give you the power to make informed decisions through data intelligence. Moving away from static reports that trigger more questions than answers to dynamic reports that allow you to drill down to the right level of information to make informed decisions.

Overview on Reporting Tools Today’s focus Business Problem Oracle Cloud SciQuest PeopleSoft Data Warehouse Understanding overall financial performance X Tracking various Transactions Monitoring a grant Monitoring a project Tracking purchases/invoices against a grant or project Monitoring HR/Payroll Activities Cross-System Reports

Reports Demo

Financial Reporting Studio (FRS) Reports For summary reporting of account balances – valuable for high-level overview Allows for expansion of COA hierarchy values and drilldown to details Examples are P&L’s, Trial Balance Developed by report writers and placed in the Financial Reporting Center in Oracle Reports off of hierarchy rollups of summarized data Dynamic reporting approach employed where possible Reports on the top level values of the chart segment Allows for expansion to all reporting levels – including down to the child/data entry level Automatically accommodates any subsequent changes to the chart of accounts Parameter driven report - point of view (POV) User can refine the results to the desired combination Same results (data slice) can be obtained from multiple reports

Advisory group actions

Actions Please submit your role mapping if you are part of the role mapping exercise. Remind your staff that we need their help in SIT2 (6/20 through the end of July). Continue to cascade information about Cloud Financials Implementation to your staff.

Appendix

Administrative Information Systems Financial, Procurement and Human Resources and Payroll Environment Data Warehouse Financial Data Warehouse (Reporting) Human Resources and Payroll PeopleSoft Budgeting (Hyperion) HPCM HFM DRM Planning Procurement (SciQuest) Contract Compliance Accounts Payable Director Supplier Manager Req/Ord Manager Sourcing Oracle Cloud Financials Procurement Cash Management Projects & Grants Accounts Receivable Oracle General Ledger Expense NOTE: HFM (Hyperion Financial Management), HPCM (Hyperion Profitability and Cost Management), DRM (Data Relationship Management), Planning (Hyperion Planning) “Draft for discussion purposes only”

What Does It Mean to Me? “Draft for discussion purposes only” Greater detail and transparency associated with transactions Users can drill-down from the General Ledger to subledgers in Oracle Cloud to see detailed transactional information associated with the accounting entry Greater ability to control expenditures Oracle Projects provides robust transaction controls that can prevent unallowable / erroneous transactions before they impact financials Enhanced reporting capabilities The use of Oracle Projects in an integrated ERP environment provides enhanced, real-time reporting and more data to support analysis and decision making “Draft for discussion purposes only”

Demo – FRS Screen shots

Click on (symbol to the left of the word “Oracle”) to bring you to Navigator screen. Then click on Financial Reporting Center (see below).

Clinic Administration

SMARTVIEW AND OTBI