Finance Program – Phase 2 Finance and Community Stakeholder Meeting July 6, 2017

Topics Opening remarks – Alison Blair Stakeholder Participation Phase 2 Updates – Janet Backe Changes impacting the Community Change impacting Finance Department Phase 2 Implementation Timeline – focus until October 2017 STAR demo - Jimmy Workflow Demo (Professional Development Reimbursements and Requisitions) Wrap Up Alison Blair opens session Welcome Group. Review Agenda. >Turn over to Janet

Opening Remarks Thank you for coming. We are streaming this meeting to all campuses so we will be checking to ensure we can be heard periodically during the meeting. We have two demos’ to show you today: Jimmy Wong will walk us through our new financial reporting and analytics tool called STAR (SmartView Tool and Analytical Reporting). Lesley Dougans from Payment Services will demonstrate an online automated approval workflow. Our first implementation is being done in partnership with Faculty Relations for the online approvals for professional development reimbursements for Faculty members followed shortly by LifeLong Learning who will pilot online approvals for Requisitions.

Stakeholder Participation Working Group Update Workflow Working Group 13 members + project team STAR Working Group 8 members + project team Hyperion Planning Working Group To view names visit: http://www.sfu.ca/finance/phasetwo/contacts.html

Working Group’s Purpose and Process Decision Process Foster cross University collaboration to implement Finance program changes Review options and articulate preferences on behalf of their department/faculty When asked, make recommendations on which option to be used Seek input from their department/faculty and share with the project Project Sponsors and ESC (if required) resolve outstanding issues/conflicts Finance Services Directors and Community Financial Administrators review recommendations Working Group identifies preferences/recommendations Project team identifies options/issues

Challenges for the Working Groups We must constantly seek to make the impossible “possible”. Ask ourselves these questions in this order: Which option will bring the biggest benefit to the entire University? What can we do to make this work? How will this impact my department/faculty?

Phase 2 Status Update Community Focus Automated Workflow Approvals STAR (Financial Reporting & Analytics) Hyperion Planning – Phase 2 Pilots start mid July Rollout begins end of July Goes Live mid October

Overall Implementation Approach Crawl Walk Run Start simple and gradually add complexity “Pilot” the tools in real business situations with live transactions

Phase 2 Status Update Automated Workflow Approvals Signing Authority No paper forms, no paper backup docs, no signatures Once entered in FINS the transactions are routed to the right people with the right signing authority (SAM) Demo later in the session Requisition Scanning Solution Expenses and Cash Advances

Pilots …who and why? Who Why #1 Faculty Relations and Faculty members with professional development expenses Very few reviewers/approvers in Faculty Relations so very limited approval routing requirements Improves the process for “volunteers” – 2 claims this year Can implement an interim receipt scanning/email process with this group Do not need fund compliance or email notifications #2 Lifelong Learning - Requisitions Very few requestors, reviewers and approvers so they can control which requisitions are processed via workflow #3 Faculty of Sciences – Requisitions and Expenses (2 departments only) Limit of online approvals for 2 specific departments First area to apply workflows to both requisitions and travel and expenses and cash advances

With and Without Workflows Workflow approvals “off” (today’s world) Requester enters transaction Routed to Procurement or Payment Services Fund compliance check done within this step Requester enters transaction Routed to Department Reviewer Routed to Department Approver(s) Routed to Procurement or Payment Services Workflow approvals “on” (pilots) Fund compliance check done within this step

With and Without Workflows Requester enters transaction Routed to Department Reviewer Routed to Department Approver (s) Routed to Finance for Fund compliance Routed to Procurement or Payment Services Workflow approvals “on” for everyone

STAR – new financial reporting and analytics tool Phase 2 Status Update STAR – new financial reporting and analytics tool FAST still available New tool to view aggregated financial reports for limited # of users 14 reports easily saved/linked in PDF, Excel, Word or PowerPoint files Users can also use SmartView to create analytic scenarios Demo later in the session UAT July 17 Go Live end of July

Hyperion – the next phase Phase 2 Status Update Hyperion – the next phase The following have been reviewed by the Working Group: Debit/credits signage for revenues (i.e. negative signs in Hyperion Planning) to be consistent with FAST Merge the Employee and Position dimensions Reduce the number of Programs and Projects for planning Reduce Labour Codes for planning Two forecasting streams for both Labour and Finance: Annual Forecast (required) Monthly Outlook/Forecast (optional) Special interest sessions will start in mid-July. NOTE*: TBD - currently being discussed by the project team.

Hyperion – the next phase Phase 2 Status Update Hyperion – the next phase May June July Aug Sept Oct Nov Dec Beyond Build Conference Room Pilot (CRP)* User Acceptance Testing (UAT)* Training Go Live & Support NOTE*: Select group of participants.

Phase 2 Status Update Finance Department Focus Automated Workflow Approvals STAR (Financial Reporting & Analytics) Hyperion Planning – Phase 2 Pilots start mid July Rollout begins end of July Goes Live mid October Supplier Portal Rollout begins mid August

Phase 2 Status Update Supplier Portal Enable selected Supplier's to self register on Supplier Portal Allow Supplier to view outstanding invoices and make changes to their account Will be a phased approach with Suppliers being selected by frequency and dollar size of transactions

Proposed Rollout Timeline

STAR Demo

Workflow Demo

Thank you!