RIAS PHASE II Oracle General Ledger, Financial Reporting and Data Warehouse

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RIAS PHASE IIOracle General Ledger,
Financial Reporting and Data Warehouse
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Agenda

• Introductions
• Universitys Strategic Direction
• RIAS Phase I Recap
• RIAS Phase II Project Scope and Benefits
• Project Timeline
• Communications and Training
• Project Organization
• BMG Members Roles Responsibilities
• BMG Sub Groups
• Critical Success Factors

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Universitys Strategic Direction

• Universitys 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 Universitys strategy
• Phase I Procure to Pay July 2002
• Phase II Financial Accounting Reporting

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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

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What is RIAS Phase II

• Scope
• Implement Oracle General Ledger module
• Redesigned Financial Data Warehouse
• Reporting Solution
• Infrastructure Upgrades

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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 Universitys 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
• 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

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What is RIAS Phase II

• Financial Data Warehouse
• Redesign the financial data warehouse (FDW) to
  better meet the Universitys 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
• 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
• 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

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RIAS Phase II Timeline
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Communication and Training

• Communication plan
• 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
• Newsletters
• Demonstrations
• Partnerships
• Surveys and Questionnaires

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Project Organization

• Functional and Technical Teams
• Oracle Consulting
• Supporting Partnerships
• Project Management Team
• Business Managers Group
• Business Managers Sub Groups
• Technical Advisory Group
• Data Provisioning Partners
• Supplemental Systems Committee

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BMG Members Roles Responsibilities

• Communicators
• Develop a basic understanding of overall system
  and a detailed understanding of business process
  changes
• Assist in the communication of system to the
  University Community
• Act as point person for individuals each member
  represents
• Testers
• Participate in the system testing
• Provide useful and practical feedback about
  system operations
• Review and validate training materials
• Commitment
• Approximately ½ to 1 day per week more as
  project requires
• Represent areas of University
• Act as training facilitators

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BMG Sub Groups

• Take an Active Role in the project by
• Increasing your awareness of the project and how
  the project changes will impact you and your
  department
• Helping your BMG Representative identify changes
  needed, if any, to current business processes and
  procedures
• Assisting your BMG Representative in
  communications on the new system
• Asking questions and providing input to your BMG
  Representative
• Becoming an advocate within your department and
  assisting your department in preparing for RIAS
  Phase II
• Attending all BMG Sub Group meetings
• Reading the RIAS Phase II communications
• Visiting the RIAS Phase II website
• Participating in system testing
• Attending training sessions

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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,
  Business Managers Group and Business Managers
  Subgroups
• 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

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Project Summary Status 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

• Timeframe
• March August 2006
• June - July 2006
• October 2006
• October 2006
• October December 2006
• November 2006
• January June 2007
• January June 2007
• July 2007

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Project Summary Status 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

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Project Summary Status Next Steps

• Activity
• Kickoff Letter
• Appointment of BMG and finalization of the
  communications hierarchy
• Expansion of PMT
• RIAS Website
• CRP1 Evaluation and Solution Design
• 11.5.10 Impacts and Strategy
• Build begins
• Outreach
• Data Provisioning
• Supplemental Systems Group

• Timeframe
• August 2007
• August 2007
• July - August 2007
• August 2007
• August 2007 September 2007
• August 2007 September 2007
• August 2007
• July 2007 August 2007

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Questions