1. Finance Program – Phase 2
Finance and Community Stakeholder Meeting
July 6, 2017

2. Topics Opening remarks – Alison Blair Stakeholder Participation
Phase 2 Updates – Janet Backe
Changes impacting the Community
Change impacting Finance Department
Phase 2 Implementation Timeline – focus until October 2017
STAR demo - Jimmy
Workflow Demo (Professional Development Reimbursements and Requisitions)
Wrap Up
Alison Blair opens session
Welcome Group.
Review Agenda.
>Turn over to Janet

3. Opening Remarks
Thank you for coming. We are streaming this meeting to all campuses so we will be checking to ensure we can be heard periodically during the meeting.
We have two demos’ to show you today:
Jimmy Wong will walk us through our new financial reporting and analytics tool called STAR (SmartView Tool and Analytical Reporting).
Lesley Dougans from Payment Services will demonstrate an online automated approval workflow. Our first implementation is being done in partnership with Faculty Relations for the online approvals for professional development reimbursements for Faculty members followed shortly by LifeLong Learning who will pilot online approvals for Requisitions.

4. Stakeholder Participation
Working Group Update
Workflow Working Group
13 members + project team
STAR Working Group
8 members + project team
Hyperion Planning Working Group
To view names visit:

5. Working Group’s Purpose and Process
Decision Process
Foster cross University collaboration to implement Finance program changes
Review options and articulate preferences on behalf of their department/faculty
When asked, make recommendations on which option to be used
Seek input from their department/faculty and share with the project
Project Sponsors and ESC (if required) resolve outstanding issues/conflicts
Finance Services Directors and Community Financial Administrators review recommendations
Working Group identifies preferences/recommendations
Project team identifies options/issues

6. Challenges for the Working Groups
We must constantly seek to make the impossible “possible”.
Ask ourselves these questions in this order:
Which option will bring the biggest benefit to the entire University?
What can we do to make this work?
How will this impact my department/faculty?

7. Phase 2 Status Update Community Focus
Automated Workflow Approvals
STAR (Financial Reporting & Analytics)
Hyperion Planning – Phase 2
Pilots start mid July
Rollout begins end of July
Goes Live mid October

8. Overall Implementation Approach
Crawl
Walk
Run
Start simple and gradually add complexity
“Pilot” the tools in real business situations with live transactions

9. Phase 2 Status Update Automated Workflow Approvals
Signing Authority
No paper forms, no paper backup docs, no signatures
Once entered in FINS the transactions are routed to the right people with the right signing authority (SAM)
Demo later in the session
Requisition
Scanning Solution
Expenses and Cash Advances

10. Pilots …who and why? Who Why #1
Faculty Relations and Faculty members with professional development expenses
Very few reviewers/approvers in Faculty Relations so very limited approval routing requirements
Improves the process for “volunteers” – 2 claims this year
Can implement an interim receipt scanning/ process with this group
Do not need fund compliance or notifications #2
Lifelong Learning - Requisitions
Very few requestors, reviewers and approvers so they can control which requisitions are processed via workflow #3
Faculty of Sciences – Requisitions and Expenses (2 departments only)
Limit of online approvals for 2 specific departments
First area to apply workflows to both requisitions and travel and expenses and cash advances

11. With and Without Workflows
Workflow approvals “off” (today’s world)
Requester enters transaction
Routed to Procurement or Payment Services
Fund compliance check done within this step
Requester enters transaction
Routed to Department Reviewer
Routed to Department Approver(s)
Routed to Procurement or Payment Services
Workflow approvals “on” (pilots)
Fund compliance check done within this step

12. With and Without Workflows
Requester enters transaction
Routed to Department Reviewer
Routed to Department Approver (s)
Routed to Finance for Fund compliance
Routed to Procurement or Payment Services
Workflow approvals “on” for everyone

13. STAR – new financial reporting and analytics tool
Phase 2 Status Update
STAR – new financial reporting and analytics tool
FAST still available
New tool to view aggregated financial reports for limited # of users
14 reports easily saved/linked in PDF, Excel, Word or PowerPoint files
Users can also use SmartView to create analytic scenarios
Demo later in the session
UAT July 17
Go Live end of July

14. Hyperion – the next phase
Phase 2 Status Update
Hyperion – the next phase
The following have been reviewed by the Working Group:
Debit/credits signage for revenues (i.e. negative signs in Hyperion Planning) to be consistent with FAST
Merge the Employee and Position dimensions
Reduce the number of Programs and Projects for planning
Reduce Labour Codes for planning
Two forecasting streams for both Labour and Finance:
Annual Forecast (required)
Monthly Outlook/Forecast (optional)
Special interest sessions will start in mid-July.
NOTE*: TBD - currently being discussed by the project team.

15. Hyperion – the next phase
Phase 2 Status Update
Hyperion – the next phase
May
June
July
Aug
Sept
Oct
Nov
Dec
Beyond
Build
Conference Room Pilot (CRP)*
User Acceptance Testing (UAT)*
Training
Go Live & Support
NOTE*: Select group of participants.

16. Phase 2 Status Update Finance Department Focus
Automated Workflow Approvals
STAR (Financial Reporting & Analytics)
Hyperion Planning – Phase 2
Pilots start mid July
Rollout begins end of July
Goes Live mid October
Supplier Portal
Rollout begins mid August

17. Phase 2 Status Update Supplier Portal
Enable selected Supplier's to self register on Supplier Portal
Allow Supplier to view outstanding invoices and make changes to their account
Will be a phased approach with Suppliers being selected by frequency and dollar size of transactions

18. Proposed Rollout Timeline

19. STAR Demo

20. Workflow Demo

21. Thank you!