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

1. RIAS PHASE IIOracle General Ledger, Financial Reporting and Data Warehouse

2. Agenda • Introductions • University’s 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 • Project Summary Status

3. 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 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. What is RIAS Phase II • Scope • Implement Oracle General Ledger module • Redesigned Financial Data Warehouse • Reporting Solution • Infrastructure Upgrades

6. 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 • 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

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 • 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

8. 1st Q 2008 MAY JUL OCT NOV DEC JUN AUG SEP Requirements/Definition Communications/Training Solution Design Build CRP 1 CRP 2 SIT UAT Transition RIAS Phase II Timeline

9. 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

10. 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

11. 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

12. 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

13. 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 • Minimizing customizations and extensions

14. 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 July 2007 Project Summary Status: Where are We

15. 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

16. 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 RIAS Phase II demonstrations Timeframe August 2007 August 2007 July - August 2007 August 2007 August 2007 – September 2007 August 2007 – September 2007 August 2007 July 2007 – August 2007 September 2007 – October 2007 Project Summary Status: Next Steps

17. Questions