1. Cloud Financials Implementation School Unit Representatives Meeting
Monday, June 16th, 2016
9:00 – 10:30am

2. Agenda Project Status Accomplishments
Upcoming Activities – Discussion Topics
Business Process Review
Reports Spotlight
Advisory Group Actions

3. status

4. Key Accomplishments
Completed System Integration Testing Cycle 1 (SIT1)
Preparation of System Integration Testing Cycle 2 (SIT2) underway
Developing the test scripts including some complex end to end scenarios
Continue project mapping for sponsored and non-sponsored
Coordinating the logistics of SIT2 testing
Assigning primary and secondary testers to testing scenarios
Coordinating all of the interfaces and conversion from our various partners
SIT2 test execution will start on 6/20 and go to the end of July

5. Upcoming Activities – Discussion Topic
Continue working on Role Mapping
Creating Cross Validation Rules
Mapping of COA complete for SIT2
Training
Discussion Topic
Travel approval
Projects
Conversion of projects
Request for Projects – Business process under construction

6. Business process changes
“Draft for discussion purposes only”

7. What Is A Change Impact Assessment?
A Change Impact Assessment (CIA) identifies how and to what extent the process, people, structure, and technology of an organization will change as a result of an enterprise resource planning implementation.

8. People and Process Implications
Business Process Changes Create and Manage Projects (Financial Management)
Ability to track multiple projects
Transactions will be processed in projects module and systematically transferred to general ledger in summary
People and Process Implications
Increased detail and transparency associated with transactions
Greater control of transactions and expenditures
Ability to drill down from general ledger to supporting transactions projects sub- ledger
Additional set-up required before transactions can be recorded
Need to establish guidelines to assist units with tracking projects
What It Means to Me…
Create Projects
In the new business process, units will have the ability to track various projects. It will be key to establish guidelines for tracking the types of projects important to your unit.
Transactions will be charged to project strings instead of general ledger strings. Initially, projects will be established by the Controller’s office.
Transactions will originate in applications (i.e., PeopleSoft, SciQuest) and will be interfaced into Oracle Projects. Transactions will be charged to Project strings using the following details:
Project
Task (Fund Type)
Expenditure Type
Expenditure Org
Business Line
Location
Activity
RU Initiative

9. People and Process Implications
Business Process Changes Process and Approve Manual Journal Entries (Financial Management)
Process
Journal entries entered directly in online financial system (Oracle)
Project adjustments entered in projects module
Journals can be created automatically for financial transactions recorded in sub-ledgers
Approve
Journals routed automatically to Unit-Division- Organization (UDO) Business Manager for approval
Journals approved directly in Oracle
Journals can be posted to other units/departments, UDO Business Manager responsible for notification outside of Oracle
People and Process Implications
Approvers can review and approve journals immediately
Elimination of paper process for RBHS
Electronic approval process
What It Means to Me…
Process Manual Journal Entry
In the new business process, units will enter journal entries directly in Oracle using an upload-able template or a standard journal form in the application. Units can include attachments before submitting for approval. Units can automatically create journals for financial transactions recorded in Oracle sub-ledgers (i.e., Projects Module and Receivables).
Approve Manual Journal Entry
In the new business process, units will create journals in Oracle, and they will be automatically routed for approval to the UDO Business Manager. Journals can only have one approver, even if it impacts multiple UDOs. UDO Business Managers need to have the fiduciary responsibility to communicate journal entries impacting other units prior to submission. There is a need for robust communication and training on this role.

10. project spotlight: Reports

11. Reporting Center of Excellence Mission
The Reporting Center of Excellence was launched to provide enterprise “best-in-class” reporting solutions; to assist in the effectiveness of staff, students, and administration by providing timely, consistent and reliable information. The Reporting Center of Excellence will work with all information consumers to achieve this mission by implementing the following:
“True North”: Strategic KPI’s will be the guiding force behind all reporting & analytics efforts to institute a top down approach to information.
2. Consistent and Standard Information: With the application of data governance, reliability and consistency will be achieved.
3. Holistic Information: Holistic visions of performance will be developed using predictive analytics and interactive data visualization and developing actionable opportunity-finding insights.
Our focus is to provide you with tools that will give you the power to make informed decisions through data intelligence. Moving away from static reports that trigger more questions than answers to dynamic reports that allow you to drill down to the right level of information to make informed decisions.

12. Overview on Reporting Tools
Today’s focus
Business Problem
Oracle Cloud
SciQuest
PeopleSoft
Data Warehouse
Understanding overall financial performance X
Tracking various Transactions
Monitoring a grant
Monitoring a project
Tracking purchases/invoices against a grant or project
Monitoring HR/Payroll Activities
Cross-System Reports

13. Reports Demo

14. Financial Reporting Studio (FRS) Reports
For summary reporting of account balances – valuable for high-level overview
Allows for expansion of COA hierarchy values and drilldown to details
Examples are P&L’s, Trial Balance
Developed by report writers and placed in the Financial Reporting Center in Oracle
Reports off of hierarchy rollups of summarized data
Dynamic reporting approach employed where possible
Reports on the top level values of the chart segment
Allows for expansion to all reporting levels – including down to the
child/data entry level
Automatically accommodates any subsequent changes to the
chart of accounts
Parameter driven report - point of view (POV)
User can refine the results to the desired combination
Same results (data slice) can be obtained from multiple reports

15. Advisory group actions

16. Actions
Please submit your role mapping if you are part of the role mapping exercise.
Remind your staff that we need their help in SIT2 (6/20 through the end of July).
Continue to cascade information about Cloud Financials Implementation to your staff.

17. Appendix

18. Administrative Information Systems Financial, Procurement and Human Resources and Payroll Environment
Data Warehouse
Financial
Data
Warehouse (Reporting)
Human Resources and Payroll
PeopleSoft
Budgeting (Hyperion)
HPCM
HFM
DRM
Planning
Procurement (SciQuest)
Contract
Compliance
Accounts Payable
Director
Supplier Manager
Req/Ord
Manager
Sourcing
Oracle Cloud Financials
Procurement
Cash Management
Projects & Grants
Accounts Receivable
Oracle General Ledger
Expense
NOTE: HFM (Hyperion Financial Management), HPCM (Hyperion Profitability and Cost Management), DRM (Data Relationship Management), Planning (Hyperion Planning)
“Draft for discussion purposes only”

19. What Does It Mean to Me? “Draft for discussion purposes only”
Greater detail and transparency associated with transactions
Users can drill-down from the General Ledger to subledgers in Oracle Cloud to see detailed transactional information associated with the accounting entry
Greater ability to control expenditures
Oracle Projects provides robust transaction controls that can prevent unallowable / erroneous transactions before they impact financials
Enhanced reporting capabilities
The use of Oracle Projects in an integrated ERP environment provides enhanced, real-time reporting and more data to support analysis and decision making
“Draft for discussion purposes only”

20. Demo – FRS Screen shots

21. Click on (symbol to the left of the word “Oracle”) to bring you to Navigator screen. Then click on Financial Reporting Center (see below).

28. Clinic Administration

30. SMARTVIEW AND OTBI