1. RIAS PHASE II Oracle General Ledger, Financial Reporting and Data Warehouse 6/27/2015

2. RIAS Phase II 6/27/2015 1 Agenda  Introductions  University’s Strategic Direction  RIAS Phase I Recap  RIAS Phase II Project Scope and Benefits  Project Organization and Staffing  Project Methodology  Communications and Training  Project Timeline  Critical Success Factors  Project Status  Next Steps

3. RIAS Phase II 6/27/2015 2 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

4. RIAS Phase II 6/27/2015 3 RIAS Phase I Recap  Procure to Pay Business Process  7 modules (Internet Procurement; Purchasing; Payables, General Ledger, Human Resources, Inventory; Exchange)  Online requisitioning and approval routing  Elimination of 9 part paper purchase orders  Preferred suppliers with RU negotiated pricing on Exchange  Student Refunds and Employee Reimbursements  Internal Suppliers

5. RIAS Phase II 6/27/2015 4 What is RIAS Phase II  Scope  Implement Oracle General Ledger module  Redesigned Financial Data Warehouse  Reporting Solution  Infrastructure Upgrades

6. RIAS Phase II 6/27/2015 5 What is RIAS Phase II  Oracle General Ledger  Implement full functionality of Oracle General Ledger module and turn down of mainframe Financial Accounting System  Oracle GL will be University’s Official Set of Books  Online ability to create, change and approve journal entries, non salary budget adjustments  Online approvals and routing of journal entries and non salary budget adjustments using the requisition hierarchy  Eliminate paper journal entries and non salary budget adjustments

7. RIAS Phase II 6/27/2015 6 What is RIAS Phase II  Oracle General Ledger  Convert all remaining departmental purchase orders over to Internal Suppliers  Online Financial Information System (OFIS) will remain for historical reporting purposes and to support Budget System functionality  Customizations and extensions will be minimized  Provide a spreadsheet interface for importing and exporting data  Establish budgetary control and performing funds checking where appropriate  Explore Mass Allocation functionality

8. RIAS Phase II 6/27/2015 7 What is RIAS Phase II  Financial Data Warehouse  Redesign the financial data warehouse (FDW) to better meet the University’s reporting needs  Architect a warehouse that will be scalable as additional modules are implemented  Provide accessible information associated with Payables, Purchasing and the General Ledger  Data Provisioning

9. RIAS Phase II 6/27/2015 8 What is RIAS Phase II  Reporting Solution  Provide a more robust data warehouse and web-based reporting solution  Standard reports (“certified”)  Standard reports with the ability to use parameters, change sorts  Ad hoc reporting  Drill down capabilities

10. RIAS Phase II 6/27/2015 9 What is RIAS Phase II  Infrastructure  New hardware and new network  Upgrade operating system Solaris 8 – Solaris 10  Upgrade Oracle applications to version 11.5.10  Upgrade Discoverer to version 10g  Common Portal  Sign-on strategy  Security Extended Budget Responsibility Code (EBRC) will be used to manage access to data

11. RIAS Phase II 6/27/2015 10 Project Organization  Functional and Technical Teams  Oracle Consulting  Supporting Partnerships  Project Management Team  Business Managers Group  Technical Advisory Group  Data Provisioning Partners  Supplemental Systems Committee

12. RIAS Phase II 6/27/2015 11 Project Organization

13. RIAS Phase II 6/27/2015 12 Project Management Methodology  Issue Management  JIRA will be used to track issues and action items  Documentation  IProjects will be used as the document repository  Application Implementation Methodology (AIM) for General Ledger implementation effort and Data Warehouse Methodology (DWM) for Data Warehouse effort

14. RIAS Phase II 6/27/2015 13 Communication and Training  Developing a communication plan  Implement a communication hierarchy to allow two way communication between the project management team and the university  Developing a training and change management strategy  Prepare the university for a successful adoption of the new system  A variety of methods will be used to foster communications  Website  FAQs  Newsletter articles  Demos  Campus visits  “Partnerships”  Surveys and Questionnaires

15. RIAS Phase II 6/27/2015 14 RIAS Phase II Timeline Requirements/Definition Communications/Training Solution Design Build CRP 1 CRP 2 SIT UAT Transition JUL SEP 1 st Q 2008 MAY JUNAUG OCTNOVDEC

16. RIAS Phase II 6/27/2015 15 Critical Success Factors  Strong management support of the project mission and goals  A thorough understanding of the project risks, assumptions and expectations throughout the project duration  A committed and well informed Project team and Business Managers group  Clear and consistent communication on the project goals and objectives  Involvement of users throughout the project  Realistic schedule with sufficient resources to meet expected goals  Clear roles and responsibilities to assure accountability, ownership and quality  Easy to use reporting solution  Users are properly trained  Minimizing customizations and extensions

17. RIAS Phase II 6/27/2015 16 Where are We  Completed Activities  RFP Process  Account Number Transition  Project Team Training  Hardware Sizing  Annex I Renovations  Oracle Database Upgrade  RU project Team Staffing  Oracle Staffing  Hardware, Network Migration  Operating System Upgrade  SFTP Migration  Timeframe  March – August 2006  June - July 2006  October 2006  October – December 2006  November 2006  January – June 2007  July 2007

18. RIAS Phase II 6/27/2015 17 Where are We  Activities in Progress  Reporting Inventory and Analysis  Reporting Attributes Inventory and Analysis  Data Conversion Design and Strategy  Inbound and Outbound Interfaces Design  Technical Architecture  11.5.10 Preliminary testing and impacts  Test environments build in progress  Data Warehouse Design and Modeling  General Ledger  Requirements gathering  Gap analysis  Document current business process flows

19. RIAS Phase II 6/27/2015 18 Next Steps  Activity  Kickoff Letter  Appointment of BMG and finalization of the communications hierarchy  Expansion of PMT  RIAS Website  RIAS Phase II “road show”  CRP1 Evaluation and Solution Design  11.5.10 Impacts and Strategy  “Build” begins  Outreach  Data Provisioning  Supplemental Systems Group  Timeframe  August 2007  July - August 2007  August 2007  August 2007 – September 2007  August 2007  July 2007 – August 2007

20. RIAS Phase II 6/27/2015 19 Questions