1. P2P & Expense Management School / Unit Advisory Group Meeting
Monday, August 22, 2016
10:00-11:30 am

2. Agenda Recent Communications Regarding Procurement Travel Advance
Transition schedule and blackout period
Legacy purchase order conversion overview
Travel Advance
Data Collection Requests to Units
Testing and Training
Training for units
User Acceptance Testing (UAT)
Post Go-Live Help Desk

3. Systems Transition and Blackout Periods
Date
Transaction / Activity to Stop
What This Means
System
Aug. 31
Electronic Personnel Action Form*
Last date to submit electronic personnel action forms and supporting documentation
Human Resources and Payroll
Banner
Sep. 1
Supplier requests and updates
Last date to add suppliers or make changes to existing supplier records
Procurement
RIAS
Marketplace
Job transfers (effective date)*
Last effective or personnel date for any job action that transfers employees between jobs in the systems
PeopleSoft
Sep. 8
PO supplements and order modifications
POs that require review by Purchasing
Close or cancel POs
Internal POs
Last date to request these PO transactions
Sep. 9
Expense reports/TABERs
Last date to submit paper expense reports/TABERs
Procurement Financial Management
Sep. 14
Staff Personnel Transaction Form, Faculty Transaction Form, Leave of Absence Transaction Form*
Last date to submit staff personnel, faculty and leave of absence transaction forms to HCM Data Administrator for input into Banner for cycles 19 and 20
All deadlines are at 8:00 p.m. Eastern, unless otherwise noted.

4. Systems Transition and Blackout Periods
Date
Transaction / Activity to Stop
What This Means
System
Sep. 14
Banner request submissions*
Last date to submit all other action requests and supporting documentation to HCM-Data Administrator for input into Banner for cycles 19 and 20
Human Resources and Payroll
Banner
PeopleSoft request submissions*
Last date to submit action requests and supporting documentation to PeopleSoft/HCM queues
PeopleSoft
Sep. 22
Exchange orders and punch out orders
Quick orders and non-catalog orders
Internal POs
Last date to request orders through procurement system
Last date providing department can approve and receive internal PO
Procurement
RIAS
Marketplace
Sep. 23
Procurement system goes to inquiry status
Access to systems will be limited to central administration function conducting data migrations
Projects module master data (structures/tasks, budgets, project, organization, expenditure type, transaction controls)
Changes to grants, awards and sponsor data
Last date to record project activity
Last date to add or modify awards, projects and sponsor data
Financial Management
Self-service
Last date employees can enter changes in self-service
Human Resources & Payroll
Sep. 26
Accounts Payable invoice processing
Last date to process invoices
Sep. 27
Accounts Payable payments and project activity
Last date to process payments and project activity
All deadlines are at 8:00 p.m. Eastern, unless otherwise noted.

5. Systems Transition and Blackout Periods
Date
Transaction / Activity to Stop
What This Means
System
Sep. 28
Submissions from integration partners (ScholarChip, for example) Deadline – 11:59 p.m. Eastern
Record deposits of miscellaneous and credit card receipts
Journal entries (units)
Last date to submit transactions and journal entries
Final payroll journal entries will be processed through Sep. 30
Financial Management
RIAS
Banner
Sep. 30
All entries for month-end close, including quarterly reports (central administration)
Last date of legacy system processing
Self-service
Banner personnel forms
Job Actions in PeopleSoft
Last date employees can view or print in Banner self-service
Last date for personnel form-related job actions in Banner 
Last date for job actions in PeopleSoft
Human Resources & Payroll
PeopleSoft
Oct. 1
Financial management system goes to inquiry only status
Human Resources and Payroll systems go offline
Conversions will be conducted to migrate data from current systems to new systems
Access to systems will be limited to central administration functions conducting data migrations
Human Resources and Payroll, Financial Management
Marketplace
Oct. 3
New system goes live for procurement
First date to create requisitions and purchase orders in new system
Procurement
SciQuest (RU Marketplace)
Oct. 8
New system goes live for human resources and payroll
First date to conduct transactions and activities in new systems
Human Resources and Payroll
Oct. 10
New systems go live for financial management, expense management
First date to conduct transactions and activities in new system
Financial Management and Expense Management
Oracle Cloud
*Refer to University Human Resources’ HCM blog for complete details. All deadlines are at 8:00 p.m. Eastern, unless otherwise noted.

6. Systems Transition and Blackout Calendar

7. Systems Transition and Blackout Calendar

8. Systems Transition and Blackout Calendar

9. Exceptions: Purchasing and Paying for Goods and Services
Requests to purchase goods and services
Reviewed on a case-by-case basis
Approved at discretion of Exec. Director of University Procurement Services
If approved, Procurement will facilitate purchase via procurement card (p-card) or emergency letter of authorization to supplier (in lieu of a purchase order)
Requests to pay for goods and services
If approved, Procurement will facilitate payment via procurement card (p-card), electronic funds transfer payment, or emergency check payment

11. Travel Advance
In an effort to process and reconcile outstanding expense reports prior to go live in October…
Submit all expense reports prior to September 9, especially if they include travel cash advances
This will provide additional time to process and approve paper-based expense reports for reimbursement through Payroll
After September 9, all expense reports will need to be held until after the new online launches in October.

12. Data Collection Requests to Units
Expense Finance Approver Data Collection Project
June 15: Initial request for Finance Approver made
July 27: Second request for Finance Approver made
August 5: Responses due
Consolidated list currently being created for data upload to Oracle Cloud

13. Data Collection Requests to Units
Requisitioning Access, and General Ledger String and Project String Approval Hierarchies
August 5: Initial request made
August 22: Response due date to be determined
Consolidated list being created for data upload to SciQuest

14. Training Registration Process
Instructor-led and virtual instructor-led
Registration is required
Users receive an from Cornerstone directing them to University HR professional development website to register
Go to HR Services to register for classes

15. What People Are Saying About P2P Training
“The lessons were run well.  We covered what most of us do daily with enough depth and detail so I am comfortable knowing I can do these transactions from day one.”
“David Fenkel was a great instructor. He gave a great introduction and overview so I knew why I was there, what I was going to learn, and who was going to help me.”
“As a high-volume requisition preparer, I felt confident in my ability to navigate and utilize RU MarketPlace once it’s deployed.”
“With all the upcoming changes, it was a huge relief for [my colleagues and I] to see the system and leave feeling confident with RU Marketplace.”
“Informative, yet concise, covering all the requisite details needed to perform procurement tasks through to completion.”
“The [presentation] was well prepared and the hands-on exercises were well developed.”

16. Training Pathway: Procurement (SciQuest)
Procure-to-Pay
P2P010: SciQuest (Procure-to-Pay) 101
Web-Based Training
2 hours
P2PRQ010: End-to-End Procure-to-Pay for Requisitioners*
Instructor-Led Training
3 hours
P2P070: Accounts Payable Inquiries
Web-Based Training
30 minutes
P2P060: Receiving
Web-Based Training
30 minutes
P2P080: Accounts Payable Inquiries and Reports
Web-Based Training
30 minutes
P2P030: Requisition Approval
Web-Based Training
30 minutes
P2P0110: Active Contract Management & Inquiry
Web-Based Training
30 minutes
P2P020: Requisitioning
Web-Based Training
30 minutes
P2P050: Internal Purchase Orders (IPO) Process
Web-Based Training
30 minutes
P2P090: RFx Management and Inquiry
Web-Based Training
30 minutes
*Initially, classes will be offered by invitation only to high-volume requisitioners
P2P040: Invoice Approval
Web-Based Training
30 minutes
P2P0100: Sourcing Event Review and Approval
Web-Based Training
30 minutes
IM010:Invoice Inquiries
Web-Based Training
20 minutes
*Initially, classes will be offered by invitation only to high-volume requisitioners
Instructor Led
Virtual Instructor Led
Web-Based
KEY:
“Draft for discussion purposes only”

17. Training Pathway: Expense Management (Oracle Cloud)
GN020: Approval Management**
Web-Based Training
1 hour
EXS010: Check Request Submittal
20 minutes
EXS020: Check Request Approval and Processing
EX010: Enter and Submit Expense Reports
1.5 hours
** GN020 is also noted on the Financial Management Pathway. Users only need to take this course once.
Instructor Led
Virtual Instructor Led
Web-Based
KEY:
“Draft for discussion purposes only”

18. Training for Units Procure-to-Pay Expense Management
Instructor-led, end-to-end for requisitioners training began July 20 and will continue post go live
Training will be held at Camden, Newark RBHS, Newark Rutgers, Piscataway
All other training will be via Webinars
Webinar content is currently being developed
Webinars will be available university wide beginning the week of September 6
Expense Management
All training will be via Webinars

19. End User Acceptance Testing (UAT)
Procure-to-Pay
September 6 – 16
School Unit Group representatives and UPS staff will be conducting UAT
Will conduct “day in the life” end-to-end scenarios utilizing past transaction data
Expense Management
Expense Support Staff / Help Desk will be conducting UAT
Will conduct “day in the life” end-to-end scenarios

20. Post Go-Live Help Desk Expense, Accounts Payable, and Procurement
August 5: Design phase completed
(workflow and routing of incoming phone calls and trouble tickets)
August 8: Build phase started
(programming and configuring the system as per requirements)
Utilizing Interactive Voice Routing (IVR) phone system
Single dial-in/contact phone number
Auto attendant to route calls by department and issue type
Utilizing IT Trouble Ticket System (HDRT) to route and prioritize issue
s will assigned a trouble ticket number, and routed to appropriate department
Tickets will need to be addressed and resolved within agreed upon SLAs