Cloud Financials Implementation School Unit Representatives KickOff Meeting

Cloud Financials Implementation School / Unit Representatives Kick-Off Meeting Thursday, Jan. 21, 2016 9: 00 – 10: 30 pm

Agenda • Introductions • Cloud Financials Project Overview • Roles & Responsibilities – Change Agent • Project Timeline • Spotlight: Grants Module • Next Steps 2

Scope Rutgers has undertaken an initiative to replace our legacy Oracle/Banner E‐Business financial platform with Oracle Cloud Enterprise Resource Planning (ERP) utilizing the new Chart of Accounts. The Oracle ERP modules include: • General Ledger • Financial Reports • Projects • Grants • Cash Management • Accounts Receivable 3

Objectives The primary objectives for this Rutgers’ initiative are: • Enable Rutgers to transform to a service oriented center focusing on the efficiency of processes and quality of information • Provide employees with tools and data to make better decisions • Provide an integrated financial/business system • Provide enhanced management reporting • Streamline business processes to take advantage of best business practice The business areas impacted by this initiative are Finance (FIN), Projects and Grants Management (PGM), and Internet Procurement (PTP). 4

Guiding Principles • Guided by business process improvement • Consistent “best practices” for all units based on software models which were created on industry standards • Focus on management reporting and analytical needs up front • Alignment with the Responsibility Center Management budget model • Emphases on change management, communications, and training throughout project 5

Benefits • Automate and transform business processes across the entire ERP lifecycle including financial management, grant management, project management and reporting to drive greater operational efficiency and organizational effectiveness. • Reporting and analytics strategy will follow a phased approach. First phase will include streamlining standardized reports followed by building a robust data governance infrastructure. This will lead the way to a full-suite of analytics products that integrate data from across all data systems at Rutgers and allow Rutgers management to extract actionable intelligence in real time. • Ensure receivables activity is properly captured and reflected in the financial results. • The ability to completely track grants and funded projects from inception to final reporting. • Provide key metrics, to include planned amounts, actuals, forecast and variances, to give you an instant snapshot of the performance of your projects. 6

Project Components Chart of Accounts (COA) • The Chart of Accounts has been redesigned to facilitate more streamlined financial reporting across the institution while providing flexibility at the local level. General Ledger, Projects, Grants and Cash Management and Accounts Receivable • Implement a single Financial System that incorporates the needs of both the legacy RU and legacy UMDNJ schools, centers and central units currently using Oracle and Banner systems. Financial Reports • Real time access to consolidated financial data university-wide that allows users to analyze the financial performance of business practices and identify opportunities for cost savings. The new reporting platform will have streamlined standardized reporting as well as advanced ad hoc reporting capabilities. 7

Project Organization Champion Steve Di. Paolo Project Manager Tom Deshan Business Advisory Group Technical Lead Piyush Patel Functional Lead Betsy Cafiero RIAS Lead Banner Lead Sue Heleno Cash Mgmt / AR Lead Sieglinde Freitag Piyush Patel Brandon Singer Functional Team Members/ SMEs Technical Matter Experts (TMEs) School/Unit Reps Sieglinde Freitag Grants Lead Vivian Thomas Mc. Clain GL/Reporting Lead Shilpa Gupta Functional Team Members/ SMEs School/Unit Reps Projects Lead Co. A Lead Bus. Readiness Lead Ann Griffin School/Unit Reps (Training) 8

Roles and Responsibilities Roles Responsibilities Business Advisory Group • Serve as liaisons to the chancellor unit /campus which you represent • Assist in determining specific change management, communications, and/or training strategies • Assist in disseminating information to your chancellor unit/campus • Participate in monthly Business Advisory Group meetings • Support end-user training efforts School/Unit Representatives • Provide hands-on input during design and testing phases of the project • Serve as a change agent and communicate project updates within their organization • Participate in working group meetings • Support end-user training efforts Subject Matter Experts/ Technical Matter Experts • • Provide input into the project Assist Functional Leads with project deliverables Act as a change agent Support end-user training efforts 9

Critical Role of the Change Agent Communicator Supporter Listener • Participates in periodic Change Network meetings to learn about Cloud Financials project updates • Gathers feedback from peers and directs in functional area regarding their experiences with and thoughts on the project • Listens to and addresses employee questions and concerns • Shares general information about the project through formal channels • Communicates to employees about the project informally • Reports feedback to the project team on how the project is perceived on campus • Encourages, coaches, and supports managers and staff to be engaged in program • Presents the Cloud Financials solution in an enthusiastic and positive light • Helps prepare campuses for implementation of the project • Identifies and escalates potential “hot issues” and areas of resistance 10

Timeline Mobilize Oct-Feb Test and Train Dec-Apr Feb-Jul Deploy and Support Oct In-Progress • Core Team Training • Project Plan • Functional Design Workshops • Functional Specs • Technical Specs • Configure system • Testing Strategy Upcoming Completed Sep-Nov • Project Charter, Scope, and Governance Configure & Prototype Architect • Finalize Requirements • CRP/Approve Design • SIT 1 / SIT 2 • UAT • Training • Post-Go-Live Support CRP Scheduled 1/19 -1/28 13 3 -hour sessions CRP – Conference Room Pilot SIT – System Integration Testing UAT – User Acceptance Testing 11

Spotlight: Grants Module Will allow you to track grants and funded projects from inception to final reporting, with ability to create a control budget automatically Benefits include: • Streamlined award set up using configured templates • Automatic creation of the contract upon award finalization • Ability to set up multiple projects under an award • Integrated cost collection and revenue recognition using project costing • Delivered Letter of Credit Summary Report 12

Grants Session-Grants Process

Sponsored Project Structure (Grants and Contracts) Awards Project(s) Associate Project(s) • Sponsor information • Demographic attributes • Source budget • Expenses • F&A

Manage Awards Navigation: Home > Awards > Manage Awards 15

Edit Award Details (Cont. ) Navigation: Home > Awards > Manage Awards > Edit Award > Financial 16

Edit Award Details (Cont. ) Navigation: Home > Awards > Manage Awards > Edit Award > Compliance 17

Edit Award Details (Cont. ) Navigation: Home > Awards > Manage Awards > Edit Award > Personnel 18

Analytics and Reports Awards Work Area 19

Analytics and Reports Awards Work Area 20

Analytics and Reports OTBI

Next Steps • Monthly meetings (3 rd Thursday @ 9 AM) – Next meeting – Thursday, Feb. 18, 2016 (9: 00 -10: 00 am) • Access Sakai to review meeting materials and project updates 22

Appendix SCHOOL/UNIT REPS 23

School/Unit Reps – New Brunswick Department Name Sub-team SAS - DLS - Genetics Dawn Bloyd Grants SAS - Dean's Office Tanya Ling Cash Mgmt/AR SAS - Dean's Office Jason Di. Paolo GL/Reporting Cash. Mgmt/AR BSPPP - Dean's Office Frances Loeser GL/Reporting SAS - DLS - Genetics Kathleen Frank Grants Housing - New Brunswick, Dir Erik Lopez COA SAS-Dean's Office Heidi Franz GL/Reporting Cash Mgmt/AR School of Social Work Christina Maggio GL/Reporting SAS - Dean's Office Antonio Gardner Grants BSPPP - Dean's Office Samantha Michaele Grants School of Engn, Dean's Office Julie Greenman GL/Reporting SAS - DLS - Genetics Pati Mitu SMLR - Dean's Office Laura Hart Cash Mgmt/AR Undergraduate Academic Affairs Michael Hewson GL/Reporting SAS - Computer Science Housing - New Brunswick, Dir Lorrain Norville Engn- Ctr Adv Infrastructure Sherif Stephan Grants Maryann Holtsclaw Grants SEBS - Business Office Lucy Kwiecinski Projects SAS Dean's Office Rosemary Lane GL/Reporting SEBS-Inst Marine & Coastal Sci COA GL/Reporting Cash Mgmt/AR Luci Lettini Training SMLR-Labor Studies & Empl Rels Elaine Stroud GL/Reporting Eagleton Institute of Politics Shari Yeager GL/Reporting GSAPP - Dean's Office Usha Yerramilly GL/Reporting 24

School/Unit Reps – Newark and Camden Department Name Sub-team Graduate School Adriana Afonso Projects Business Services - Cmd Stephanie Bladen Grants Rutgers Business School-Nwk Nicole Mc. Cray COA FASC - Dean's Office Marlene Druding FASN - Dean's Office Mirela Ngjela Grants Camden Chancellor's Office Training GL/Reporting COA Theresa Fronckowiak Cash Mgmt Rutgers Business School-Nwk Kenneth Retino GL/Reporting FASC - Dean's Office Maria Garcia Business Services - Nwk Sanjana Rimal Cash Mgmt/AR School of Business - Cmd Amy Lina GL/Reporting COA Cash Mgmt/AR School Public Affairs & Admin Melissa Rivera Training Business Services Julia Petit GL/Reporting Newark Chancellor's Office Lisa Stachniewicz GL/Reporting Business Services - Cmd Rosa Rivera GL/Reporting Cash. Mgmt/AR Newark Chancellor's Office Mary Tamasco COA Stud Affairs Business Office Thomas Snyder Training 25

School/Unit Reps – RBHS and Controller Department Name Sub-team Training Department Name Sub-team GL/Reporting Grants NJMS-Dean's Office Trev Carless Rutgers School of Public Health Mark Carmichael Cash Mgmt/AR Controller-Grant & Contr Acctg Larry Galbreath GL/Reporting Grants RWJ-EOHSI-Piscataway Mary Doran Projects ORED-DGCA Grants Pharm - Pharmaceutics Fei Han Cash Mgmt/AR Controller-Grant & Contr Acctg Stephanie Knight Grants RWJ-CABM Matthew Leonardelli Grants Controller-Grant & Contr Acctg Roberta O'Haeri GL/Reporting Grants CINJ-Finance George Leonardo Grants ORED-DGCA Grants GSBS-NWK Admin Susan Lomanto GL/Reporting SHRP-Dean's Office - Finance Cindy Merlino COA RSDM-Finance Vincent Nacco GL/Reporting ORED-DGCA Linda Fowler Donna Graziano Donna Seck Inst-Hth, Hth Care Pol&Agng Res Lucia Schutz RWJMS Suzette Smith Projects Director of UBHC Joseph Wolak COA 26

School/Unit Reps – Central Department Name Department Sub-team Name Sub-team Admin & Public Safety Peter Bennett GL/Reporting Treasury Operations Susan Mc. Kinney GL/Reporting Business & Admin Services Erin Cuomo GL/Reporting Cash. Mgmt/AR Univ Libraries Admin Svcs Jill Morrow Training RU Foundation Steven Dekovics GL/Reporting SVP-AA Patricia Perrone GL/Reporting Financial Aid Jeffrey Dill GL/Reporting OIT-VP Info Technology Ofc John Quirinale Univ Libraries Admin Svcs Abigail Di. Paolo GL/Reporting Div of Continuing Studies, VP Deborah Sousa GL/Reporting UHR Jennifer Krell ORSP Chris Stastny OIT Agatha Lui COA GL/Reporting Cash Mgmt/AR Projects Training Office Information Technology Alan Stianchi Grants COA GL/Reporting Cash Mgmt/AR Projects Training EVPAA Shared Services Patricia Mancuso GL/Reporting EVPAA Shared Services Kathleen Teichman GL/Reporting VPR - Exec Dir Bus Admin Charles Mathews OIT-Enterprise Systems & Svcs Elyse Mauger GL/Reporting COA GL/Reporting Cash Mgmt/AR Projects Training 27

Appendix BUSINESS ADVISORY GROUP 28

Business Advisory Group Unit Name Job Title Department Melissa Rivera Assistant Dean of Financial Management School Public Affairs & Admin Mary Tamasco Asst Provost for Budget Chancellor's Office Newark Camden Rosa Riverar Director- Office of Financial Services Chancellor's Office Camden Theresa Fronckowiak Senior Budget Manager Chancellor's Office RBHS Kyle Aaronson Sr Admin for Fin & Bus Opers RBHS Chancellor's Office RBHS Ron Jenkins Dir of Finance NJMS-Dean's Office RBHS Gary Kovach Director of Budget RBHS Chancellor's Office RBHS Mgr Fin Data Mgmt & Scott Luckenbaugh Reporting UBHC RBHS Maria Peralta Chief Business Officer RBHS David Roe RBHS Gladys Salva RBHS Lucia Schutz Newark Unit Name Job Title Department New Brunswick Mary Lou Ortiz Chancellors Office Vice Chancellor - NB Finance New Brunswick Jo. Anne Williams Vice Dean for Administration New Brunswick Susan Kilduff Associate Dean, Admin and Planning SOE - Dean's office New Brunswick Rachele Sylvan Director, Fin and Bus SEBS - Business Admin Office New Brunswick Bob Rossi New Brunswick Marilyn Chickey Exec Director for Fin and Admin Waksman Institute Aux - Chancellors Director, Business & Office - Student Admin Affairs Central Janine Purcaro CFO Central Henry Velez Sr Exec Dir Budget & University Facilities Finance & Capital Planning SN-Admin (Dean's Office) Central Judy Zenowich Director of F&A ORED Associate Dean and CFO NJ Medical School Central Diane Ambrose Director, ORSP ORED - ORSP Central Chris Steele Interim DGCA Central Sepi Sepasi ORED - DGCA Finance - Sr Vp Finance & Assoc VP - Finance Treasurer Central Cheryl Wisniak Business Manager II Spvr School of Nursing IH - Institute for Health, Health Care Director Business & Policy and Aging Administration Research SAS - Vice Dean Aux - Athletics 29 SVP-AA