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

2. 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

3. 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

4. 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)

5. 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.

6. 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

7. User Initial Expense Setup Process

8. Pre Trip Request and Approval Process

9. Check Request and Approval Process

10. 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
notification of approval request sent to User
User sends approval notification 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

11. 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

12. Oracle Expense Login

13. Expense Workbench Menu

14. Expense Workbench

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

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

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

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

19. New Expense Entry – Step 5 (Expense Item Submittal)

20. Training - Timeline, Curriculum, Calendar – Expense Management

21. 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