Oracle General Ledger, Financial Reporting and Data Warehouse 6/22/2015 RIAS PHASE II Overview

RIAS Phase II Demonstration 6/22/ Agenda  Introductions  RIAS Phase II Update  Demonstrations

RIAS Phase II Demonstration 6/22/ University’s Strategic Direction  University’s strategic direction  Provide employees with tools and data to make better decisions  Provide an integrated financial/business system  Migrate from paper based to web based electronic business processes  Streamline business processes to take advantage of best business practices  Rutgers Integrated Administrative System (RIAS) project supports the University’s strategy  Phase I Procure to Pay – July 2002  Phase II – Financial Accounting & Reporting – July 2008  Phase III – Human Resources & Payroll (+) – planning in progress

RIAS Phase II Demonstration 6/22/ Project Organization  Project Implementation Team  Functional  Technical  Supporting Rutgers Partnerships  Project Management Team  Business Managers Group  Business Managers Sub Groups  Central Accounting  DGCA  Purchasing  Technical Advisory Group  Data Provisioning Partners  Access Committee  Oracle Consulting

RIAS Phase II Demonstration 6/22/ What is RIAS Phase II?  Scope  RIAS Gateway (portal/dashboard)  Implement Oracle General Ledger module  The repository of all financial transactions  Redesign Financial Data Warehouse and Reporting Solution  A data warehouse is a central repository for storing, retrieving and reporting data  Application upgrade to release – completed 12/07

RIAS Phase II Demonstration 6/22/ What is RIAS Phase II?  RIAS Gateway- the “gateway” to all things RIAS  Links and Notifications - to be used by all RIAS users and will have access to your list of responsibilities (i.e., RU Internet Procurement), access to your Notifications, and provide links (URLs) to other applications and/or websites Notifications are system generated messages related to requisitions, purchase orders, and journals which require action or provide status  Financial Dashboard – to be used by Business Managers and will provide access to the standard reports as well as four Key Performance Indicators (KPIs) which are a quick snapshot of some key activities related to their accounts:  Daily Activity  Open Encumbrances  Fund Source Balance  Grants/Contracts Ending within 90 days

RIAS Phase II Demonstration 6/22/2015 6

RIAS Phase II Demonstration 6/22/2015 7

RIAS Phase II Demonstration 6/22/ What is RIAS Phase II?  Oracle General Ledger  The Oracle General Ledger module is used to create, approve, and find journals and non salary budget adjustments (eliminates paper and manual routing)  Capture journal descriptions along with the two departmental information fields (Dept. Activity 1, 2) which will be available in the data warehouse for reporting  Calculate and post fringe benefits and F&A weekly

RIAS Phase II Demonstration 6/22/ What is RIAS Phase II?  Oracle General Ledger  Provide a spreadsheet interface, Web ADI (Application Desktop Integrator), for creating and importing journal entries:  Actual Journals  Non Salary Budget Adjustments  Manual Encumbrances  Turn down legacy Financial Accounting System and view reports online (No more paper reports)  OFIS will remain for historical data inquiry only  Non RIAS purchase orders (paper internals) will be closed in legacy FAS system

RIAS Phase II Demonstration 6/22/ Web ADI (Application Desktop Integrator)

RIAS Phase II Demonstration 6/22/ What is RIAS Phase II?  Financial Data Warehouse and Reporting Solution  Implementing a new, redesigned financial data warehouse which will contain:  P2P detail data from 2002  2 years of general ledger transaction detail  2006 project to date balances for grants  Data warehouse will be updated nightly  Data warehouse security will be based on EBRC (similar to OFIS)

RIAS Phase II Demonstration 6/22/ What is RIAS Phase II?  Reporting Solution  More than 50 “certified” standard reports will be available online from data in the new data warehouse  Standard reports have been designed to replace OFIS and the Monthly Account Detail Report and other paper reports distributed by Central Accounting  Capability to modify standard reports by changing sorts, adding columns and saving your changes  Ability to drill from a summary amount to the detail transactions  Ad hoc reporting (future rollout)

RIAS Phase II Demonstration 6/22/ What is RIAS Phase II?  Some Key Reports  Fund Source Summary by Natural Account – similar to the SS screen in OFIS  Fund Source Detail with Department Activity – similar to the SD and GD screens in OFIS  All Funds Budget  Open Encumbrances – similar to the CI and CD screen in OFIS  Grants/Contracts Ending within 90 days

RIAS Phase II Demonstration 6/22/ What is RIAS Extension (REX)  A centrally supported supplemental system designed for departmental account management  Grant, Non-grant, and TABER modules  Access to data restricted by EBRC  Direct feed of all GL data eliminates the need to reenter transaction data into supplemental system  Ability to enter adjustments, proper salary commitments, TABERS, etc.  Appropriate fringe benefits and F&A calculated on every transaction, including adjustments and commitments  Variety of reports available online or in pdf format.

RIAS Phase II Demonstration 6/22/ RIAS Extension (REX)

RIAS Phase II Demonstration 6/22/ RIAS Extension (REX)

RIAS Phase II Demonstration 6/22/ Transition to Production – Key Dates  7/1 to 7/6 – RIAS will be unavailable  Impacts only 3 business days due to the Holiday  Plan ahead - Emergency PO’s can be processed through procurement  7/7 – New RIAS financial system available for use  Fiscal 2009 transactions will be entered into the new general ledger and interfaced into the new data warehouse nightly  7/25 – 7/27 – RIAS will be unavailable  Final adjusted balances will be converted into RIAS  Balances will be brought over to the new data warehouse  7/28 – RIAS available  No more updates to legacy FAS system  REX will be updated with all July 2008 transactions  FY2008 Year End Closing  Process remains unchanged from prior years - To be done in the legacy Financial Accounting System (FAS) with updates to OFIS and the original data warehouse

RIAS Phase II Demonstration 6/22/ Getting Access  All RIAS users will have access to the new RIAS Gateway  All current Internet Procurement users will have access to a new general ledger responsibility to create journals  All current Internet Procurement Approvers will have the ability to approve journals  All current OFIS users will have access to the new reporting solution with their appropriate EBRC codes for data security  REX access will require departmental signup

RIAS Phase II Demonstration 6/22/ What Can You Do To Get Ready?  Desktop Readiness – Desktop Configuration Guide  Changes required for Web ADI journal spreadsheet integration tool (not for Mac Users)  Get Trained:  Using the online training (Captivate)  Attending classroom training  Check the RIAS Website

RIAS Phase II Demonstration 6/22/ Help and Information Resources  RIAS Website contains a lot of information related to both Phase I and Phase II of RIAS including:  Listing and Description of Standard Reports  Training Materials including the Online Training sessions  Chart of Accounts and Reporting Attribute Information  Frequently Asked Questions (FAQs)  Glossary of RIAS terms (Phase I and Phase II)  Newsletters  Presentations and Announcements  Departmental Business Managers  List of Business Managers supporting specific departments is available on the RIAS website  Help Desk  Will be available and supported by Controller’s Office

RIAS Phase II Demonstration 6/22/ Demonstration  RIAS Gateway  Reports  Spreadsheet Journals (WEB ADI)  Captivate – Online Training Tool

RIAS Phase II Demonstration 6/22/ Questions