Expense and Travel Management SchoolUnit Group KickOff Meeting

Expense and Travel Management School/Unit Group Kick-Off Meeting Tuesday, February 17, 2016 10: 00 -11: 00 am

Agenda • • • Introductions Project Overview Project Organization Roles and Responsibilities Critical Role of the Change Agent Project Timeline Where Your Help is Needed Questions Project Contact Information 2

Objectives & Benefits § Cloud Expense streamlines and automates expense management for a higher ROI § University travelers can manage expenses hassle-free using Mobile app onthe-go § Tighter control on expenses by enacting University driven spend policies § Supervisor, Fund manager or cost center (department) driven expense approval management § Paper-less and automatic enabled audit control process § Email or Worklist notifications for managing approvals and auditing process § Seamless integration expenses with Payables, Project (Funds) and Payments modules 3

Project Components/Modules § Expenses entry using Cloud services § Mobile expenses capability § Approval management engine § Audit management § Integration with Payables, Projects and Payments 4

Project Organization 5

Roles and Responsibilities 6

Critical Role of the Change Agent Communicator Supporter • Participates in periodic Change Network meetings to learn about Cloud Expense 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 Listener • Encourages, coaches, and supports managers and staff to be engaged in program • Presents the Cloud Expense 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 7

High Level Project Timeline January October i. Expense Implementation Go Live (approximately 10 Months in total duration) Business Process Design and Application Configuration Training and Deployment Readiness Application Testing UAT / Deployment Prep Suppor t Application Support Internal and External Communications 8

Where Your Help is Needed • Be an Expense Management implementation project ambassador – Support and communicate the vision – Communicate the importance of the project to the overall campus strategy – Collect questions or issues from departments to bring back to group for discussion and possible inclusion in FAQs – Promote project by updating campus staff on information learned in School/Unit meetings – Share talking points and Q&A with colleagues – Encourage participation of campus staff in the School/ Unit Representative group • Help us to change behaviors by…. – Encouraging campus staff to give us a chance to show we can change – Encouraging campus staff to take ownership of their role in the process and be willing to change – Promoting the use of i. Expense 9

Questions 10

Appendix School/Unit Representatives Group 11

School/Unit Representatives Group Asst Dean Budget & Personnel Newark College of A&S FCP-Facilities Planning, Mgmt & Blandina Montemayor Co Manager Budgets & Records RWJ-Research Support Group Cathy Whalen Senior Grants Administrator Mary Ann Nicoletti Christina Pettola Admin Asst IAMDN Christine Clawans Sr. Business System Analyst Finance - Accounts Payable Matt Leonardelli Matthew Hudson Denise Mudalel Donna Parano UBHC SAS - Physics & Astronomy Sr Budget & Reimbursement Analyst Dorothy Keller Business Manager Abusiness Assistant II University Facilities & Capital Planning Edith Laurencin Sr. Associate Dean School of Crimial Justice Elga Howell Business Manager Human Genetics Institute Elyse Mauger Gail Barratt Sr. Department Administrator Undergraduate Admissions OIT-Enterprise Applic Services Jaydev Cholera Director of Finance & Administration RWJ-Surgery-Chairman-Meb School of Law SAS - Psychology Business Specialist Supervisor Kathryn Neal SAS - Classics Administrative Coordinator Kathy Pesek Supervising AP Tech UBHC-Acute Children's Services Finance - CS-Fin-Accts Payable 2 Kelly Harewood Ken Retino SHRP-Dean's Office - Finance Supervising Budget Analyst Rutgers Business School-Nwk Business Specialist Tom Snyder TITLE Accounting Assistant SHRP Sr. Financial Analyst I Asst Dir Fin Operations RWJMS Accounting Specialist Waksman Institute SN-Admin (Dean's Office) Chief Business Officer IH - Institute for Health, Health Care Policy Business Manager II Supervisor and Aging Research Business Speccialist Rutgers School of Nursing Supervisor CABM - Center for Adv Director Business Operations Biotech and Med SEBS - Business Office Accounting Specialist Executive Assistant to Dean NJMS Engn-Materials Science & Engn Administrative Assistant SAS - Psychology Business Assistant II Administrative Coordinator Sr VP Academic Affairs Confid. Principal Management OIT-VP Info Technology Ofc Assistant DEPT Administrator SOE- Biomedical ENG Personnel Manager SAS - Dean's Office Engn - Mech & Aerospace Engn Administrative Assistant EMSOP Administrative Assistant RSDM-Academic Affairs Administrative Assistant Engn - EOF Special Programs Business Specialist Finance - University Sr. Project Coordinator Controller GSBS Management Assistant Aux - Student Affairs Business Manager III Supervisor Business Office Kristen Bonanni Prog Support Specialist OIT-VP Info Technology Ofc Valerie Cardinale SAS - Physics & Astronomy Len Mayer CINJ RWJ-FPS Finance-Albany St Business Manager I RWJ-Admin Support Group SHRP-Dean's Office - Finance Athletics Finance & Admin Business Specialist Walter Barnes Winston Watson Yiya Yuan Zachary Grein NAME DEPARTMENT SN-FXB Center TITLE Al Filosa Alla Rabinovich NJMS-PHRI CENTER Director PHRI Center Business Oper. Allan Zanca Amy Shockley RSDM-Finance Business Manager, Stud. Affairs SAS - Sociology SA-Recreation Secreterial Assistant III Andrew Cousins Manager Adin & Finance Business Manager III Supervisor Annabelle Luu Joel Schwartz John Dixon Kathy Popino Lisa Orban Lori Nesta Accounting Assistant I Budget Analyst I Office Manager Financial Analyst NAME Louise Waters Malak Awad Marc Masciocchi Marge Piechota Maria Peralta Mary Jane Smith Michael Petti Nahed Assal Nancy De. Santis Patti Shaw Paula Barbosa Robin Yarborough Rosemary Lane Shafali Patel Sharana Taylor Sherri Wilson Sue Thorn Terri Shields Tina Cicolella DEPARTMENT FASC - Dean's Office CFO-Internal Audit EOHSI SAS - Physics & Astronomy Budget Analyst III Senior Financial Analyst I Senior Audit Manager 12 Accounting Specialist

Appendix Business Advisory Group 13

Business Advisory Group NAME DEPARTMENT TITLE Aida Martin Aux - Student Health Services Business Manager Alla Rabinovich NJMS-PHRI CENTER Director PHRI Center Business Oper. Amy Lina School of Business-Camden Business Manager II Spvr Aruna Chadda IAMDN Business Manager III Bernadette Cariaga Proteomics BUSINESS MGR II SPVR Betsy Bozzarello RBHS Chancellor's Office Chief Admin Dir/Officer Brian Colvin Athletics Finance & Admin. Associate Director Charles Mathews ORED VPR’s Office, Bus Mgr Cheryl Wisnack SVP-AA Business Manager Christine Ingram SA-VPSA Business Office Professional/Research/Manager Erik Lopez University Facilities & Cap Plan Dir Budget & Finance Erik Bopp RWJ-EOHSI-Piscataway Business Manager I Gary Kovach RBHS Chancellor's Office Director of Budget Gary Rago Camden Residence Hall Business Manager Heidi Franz SAS - Dean's Office Business Mgr II Spvr Jason Dipaolo SAS - Dean's Office SAS, Director of Finance & Budget Jennifer Leon GSAPP - Graduate School of Applied Prof Psy Associate Dean Jennifer Krell UHR Senior Confidential Admin Asst Jocelyn Johnson-Williams University Human Resource Director of Human Capital John Harabedian University Controller Tax Director John Makropoulos Internal Audit Sr. Auditor Julie Greenman SOE Business Manager Lisa Estler SEBS - Budget & Planning Associate Dean Planning & Budget Lisa Stachniewicz Chancellor's Office - Newark Senior Budget Manager Lisa Barratta SA - School of Arts - Deans Office Associate Dean Mary Tamasco Chancellor's Office - Newark Asst Provost for Budget Melanie Pasternak-Smith SPH-Fiscal Services Interim Business Director Cynthia Merlino SHRP-Dean's Office - Finance Interim Chief Business Officer Peter Bennett Public Saftey Exec Director Business Admin Philip Mesisca RWJ Medical School Senior Associate Dean for Finance and Operations Rosa Rivera Camden Campus Financial Services Director- Office of Financial Services Sanjana Rimal Business Services/Newark Executive Director Silvia Milla Aux - Residence Life Business Manager Susan Lomanto Graduate School of Biomedical Sciences Dir of Fin & Admin Sylvia Pena SHRP-Dean's Office - Finance Chief Business Officer William Troy Risk Management Assistant Director/Risk Management & Ins. Winston Watson SHRP-Dean's Office - Finance Senior Financial Analyst I 14

Training Method §Conference room pilot o During these sessions, demonstrations will be showcased live in Cloud ERP environment o Requirements gathered during design sessions will be basis for business scenarios o All process teams (Finance, Procure to Pay & Projects Grants) will be part of these sessions §Training material development based on test scenarios §Conducting workshops to train-the-trainers §Capability to remotely attend training session will be leveraged 15