School/Unit Representatives Meeting October 2016

Agenda Project Status Training Change Agent Communications System Updates Discussion Items Next Steps

Status - Streamlined Financial Management System is Live! New chart of accounts will be used consistently across the University Mapping tool aligns legacy accounts to new chart Projects track budget-to- actual activities/grants and details across FYs All journal entries, expense reports, and project adjustments will be routed to the same Finance Approver for approval Henry Rutgers Exception to approvals: Project-related expense reports, which must first be approved by the appropriate project manager before they are routed to your Finance Approver. Projects details: expenses, activities, contract details, and demographics

3300+ Training Classes were taken Row Labels Attended Camden 206 General Navigation in the Financial Management System (Oracle Cloud) 63 Financial Management for Sponsored/Non-Sponsored Projects 68 Financial Inquiries and Reports 29 Journal Entry Processing 42 Approval Management 4 New Brunswick 1269 377 403 172 265 52 Newark 254 73 100 30 48 3 RBHS 861 317 301 170 67 6 Central 741 248 221 121 144 7 Grand Total 3331

Change Agent Notes: In this lesson, you will… Additional Information:

Change Agent Common Responses to Change The following are common responses by people during a change event: Information: We are introduced to a big change with excitement and overly positive expectations. Fear: Reality sets in when we realize what the change actually means to us. The Dip: Everyone goes through a panic-filled “valley of despair” as we consider worst case scenarios. Commitment: Change Agents help those who are impacted to “get it“, “get over it” and “get on with it” as the change is eventually adopted. Future State: Once we have accepted the inevitable change, we become more productive, the organization reaps the benefits and everyone is better off for the experience. Understanding the change cycle can help you manage change in your unit

How to Help Employees with Adoption Need: Continue to reinforce the urgency and need for adopting the changes Training: Make sure employees are attending and taking web-based training for their new roles Business Processes: Continue to reevaluate the business processes in your unit to streamline and align with the new tools and processes Communication: Identify the various stakeholders in your unit and target communication to them The earlier people adopt the change the easier it is to over come frustration Encourage training. It is very important that everyone understand how to use the new systems and the efficiencies they bring. Additional training classes are being added until year end and at that point the training strategy for new employees will be used. (this is under discussion) The new system will bring about changes to your internal business processes. This is a good opportunity to create/update standard operating procedures and best practices. Communicate, communicate, communicate. This is very important and cannot be overlooked. Use a variety of ways to communicate and keep in mind that you cannot over communicate. As leaders with your fingers on the pulse of all of the changes, we are looking to you to reinforce, share and communicate to others in order to help them through the change curve.

Communications Notes: In this lesson, you will… Additional Information:

Leveraging Communications, Resources for Engagement Faculty Website – one place to direct people on information related to the project, consistent Newsletter – regular updates on general information, systems  links back to the website Faculty & Staff Bulletin – regular updates, direct faculty and staff universitywide to website Treasurer’s Town Hall – monthly meetings, rotating campuses, connect via live stream (watch, ask questions) Questions? – search site (FAQs, entire site), during/after the TTH, solicit feedback Wiki – pursuing wiki; informal (private?) space where users can collaborate and help each other learn how to use the system Faculty – Faculty may participate now in non-targeted classes for grant accounting, expense management, procurement, and self-service. Later this month, targeted education will be available to help faculty learn the new systems and processes. These opportunities will be online, shorter, and focused on faculty-specific needs. Success Stories – people who are taking the initiative within their respective units to affect change, improve learning and collaboration

SYSTEM UpDATES Notes: In this lesson, you will… Additional Information:

System Updates Developing Instructions to help Units Reconcile Converted Balances as of September 30, 2016 ADFdi Installation Instructions Needed to upload a journal spreadsheet The instructions are posted on the Cornerstone website Download the Desktop Integrator and the Installer from Tools in the new Financial Management System and follow the instructions for changing your Excel settings Access form Posted on my.rutgers.edu Individuals needing access must fill out the online form

System Updates What are Balancing Segment Lines on a Posted Journal? When debit and credit lines on a given journal don’t balance by Unit or Fund Type Oracle will generate ledger balancing lines upon posting, to make the entire journal balanced by Unit and Fund Type. These balancing lines will cancel each another and have zero affect on balances

System Updates Cash Journals There are new cash receipts templates located on the Controller’s website (http://uco.Rutgers.edu) to record your cash transactions Each template requires that an EXT (external) contract number and task number be entered Report RU RPT PGM 013 (CERP COA Segment Listing for Project Report) in the new system can be used to locate the contract and task number Each template requires an attachment: Permanent Journal Template for Cash – Attach the deposit slip Permanent Journal Template for Credit Cards - Attach the credit card settlement Permanent Journal Template for Checks - Attach the deposit slip Permanent Journal Template for Wires – Attach the banking statement  

Discussion Items Notes: In this lesson, you will… Additional Information:

Continue to call the help desk with your questions Next Steps Continue to call the help desk with your questions Monday-Friday, 8:00 a.m.-6:00 p.m. Eastern (848) 445-2100 finance_helpcenter@finance.rutgers.edu