Expense Business Advisory Meeting Tuesday, May 24, 2016 12:30 – 2:00 pm

Agenda User Initial Expense Setup Process Project Timeline Update Heads Up Communications SIT1 Summary Past Q&A Highlights Decisions Accepted Future Process Validation User Initial Expense Setup Process Pre-Trip Request and Approval Process Check Request and Approval Process Expense Report Entry / Submittal Process Screenshots Future BPR - Status, Change Impacts, Major Deltas, and Benefits Next Steps

Project Timeline Update 2016 Activity Mar Apr May Jun Jul Aug Sep Oct Nov Dec Current BPR Documentation Future BPR Documentation Testing Training Business Advisory Group Meeting School / Unit Representative Meeting P2P and Expense Campus Roadshow

SIT1 Summary SIT1 Testing began on April 25th. Testing took place most mornings for three consecutive weeks and conclude with one week of Defect Resolution. Testing Summary: 50 scenarios of expense report entry, approval, and audit were tested with the following results: 44 passed 6 failed due to defects (none of the defects were Critical which would have stopped the testing of that specific scenario) 3 of the 6 failed defects were resolved, retested and passed 94% pass rate (includes resolved, retested and passed defects)

Q&A Highlights What types of training classes will be available to the University? Due to the large number of people to be trained, all training will be conducted via webinars. Will training be held on all campuses? Everyone will be able to access webinar training from their desktop. How will the joint JE/Expense Finance Approver be determined? There will be a data collection effort from the departments. If the Expense Report is routed to someone who should not approve, what can be done? The person who it was routed to can utilize the reassignment feature by sending the report to the correct approver. When reassigning for approval, does the person need to be on an approver list? The report can be reassigned to anyone with Oracle Cloud system access.

Expense – Decisions Accepted Rationale What it Means Trip Pre-Approval Process will be governed at the school and unit level; will not be mandated Schools and Units that feel that the Pre-Approval process is beneficial, will administer the process at their school /unit level Schools and Units that choose to utilize the Trip Pre-Approval Form will be able to have budgetary visibility of upcoming trip expenses Schools and Units that choose to utilize the Trip Pre-Approval Form will be able to have visibility of travelers’ locations in the event of emergencies; duty of care / risk management Schools and Units that choose to utilize the Trip Pre-Approval Form will be able to attach the form at the time of Expense Report Submittal; giving Expense Report approvers visibility and proof of trip pre-approval and business justification by department supervisor

User Initial Expense Setup Process

Pre Trip Request and Approval Process

Check Request and Approval Process

Future BPR - Status, Change Impacts, Major Deltas, and Benefits Future State Process Change Management Impact / Major Deltas from Current Process Benefits User Initial Expense Setup Process Users will choose who has access to prepare expense reports on their behalf Users will be able to enter the bank information for the account they want their reimbursement deposited in. Users can choose their own delegates to prepare their expense reports on their behalf Users can determine what bank account they want their reimbursement to go into Pre Trip Request and Approval User completes electronic Travel Approval/ Travel Order form User prints form and submits manually for approval Email notification of approval request sent to User User sends approval notification email to travel agency as an okay to proceed with booking airfare Ensures sufficient budget to cover trip cost Informs supervisor of user being out of office Approval to travel for travel agency Expense Reimbursement process expedited by attaching Pre-Approval form to Expense Report

Change Management Impact / Major Deltas from Current Process Future BPR - Status, Change Impacts, Major Deltas, and Benefits (continued) Future State Process Change Management Impact / Major Deltas from Current Process Benefits Check Request and Approval Check requests will originate on the “Request for Check Form” in SciQuest Electronic routing for Check Request approvals Electronic based creation Quicker approval processing Faster turnaround of payment

Oracle Expense Login

Expense Workbench Menu

Expense Workbench

New Expense Entry – Step 1 (New Expense Item Entry)

New Expense Entry – Step 2 (Expense Item Information Entry)

New Expense Entry – Step 3 (Expense Item Attachment to a Report)

New Expense Entry – Step 4 ( Expense Item Purpose/ Justification & Payment Type)

New Expense Entry – Step 5 (Expense Item Submittal)

Training - Timeline, Curriculum, Calendar – Expense Management

Next Steps Complete Expense Future State Business Processes – May 27 Validate Key Future State Processes with Business Advisory and School Unit Reps – April & May 2016 SIT2 Testing begins –June 20, 2016 with 3 weeks of testing and 1 week of Defect Resolution Expense & P2P Roadshows at each campus – June & July 2016 Expense System Training – July through September 2016