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J. Michael Gower Executive Vice President, University Finance & Administration and University Treasurer Treasurer’s Town Hall Busch Student Center, Piscataway March 22, 2016 Administrative & Student Information Systems Upgrade

Administrative & Student Information Systems Upgrade Strategy... · General Ledger Implementation and Project Accounting / Grants Management ... Expense Management System 1/1

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J. Michael Gower Executive Vice President, University Finance & Administration and

University Treasurer

Treasurer’s Town Hall Busch Student Center, Piscataway

March 22, 2016

Administrative & Student Information Systems Upgrade

Agenda

• Transformation at-a-Glance

• Managing Change: Communications and Training

• How You Can Be a Part of the Process

• Q&A

2

3

• Support efficient, effective and responsive business practices and processes

• Provide real savings for strategic initiatives

• Transition to Responsibility Center Management budgeting model

• Deliver reliable and accessible information to academic and administrative leadership through improved management reporting capabilities

Enterprise Resources Planning Goals

Business Process Reviews and Aligned Systems Upgrades Considerable organizational, process and technology changes

Rutgers

Research Administration

Budget

Controller

Procurement

Student Enrollment and

Account Management

Human Resources /

Payroll

Automated purchasing, accounts payable, expense management tools

Redesigned chart of accounts and general ledger

Responsible Center Management budget

Single student information system

Cost management model Migration from Banner to PeopleSoft to Oracle

Enable efficiencies in research administration functions

3

5

Financial Data

Warehouse (Reporting)

Oracle General Ledger

(Financial Management)

Oracle Procurement

Oracle Accounts Payable

Oracle iExpense

Oracle Cash Management

Oracle Projects & Grants

Oracle Accounts

Receivable

Oracle Cloud Financials

AP Director

HPCM HFM

Budgeting (Hyperion)

Procurement (SciQuest)

Contract Compliance

DRM Planning

HR/Payroll

Req/Ord Manager

Total Supplier Manager

Sourcing Director

Enterprise Resource Planning: Financial Environment

NOTE: HFM (Hyperion Financial Management), HPCM (Hyperion Profitability and Cost Management), DRM (Data Relationship Management), Planning (Hyperion Planning)

PeopleSoft

Phase I Project Updates Work Stream Target Timeline Status

Financial Management

Controller BPR/Organizational Implementation (incl. monthly financial close) Summer2016: Implement Recommendations

General Ledger, Accounts Receivable, Projects & Grants (incl. Chart of Accounts) October 2016: Go-Live

Budget and Financial Planning

Budget Office Business Process Review/ Organizational Implementation Winter 2016: Implement Recommendations

Budget Planning and Forecasting - FY17 Implementation for Responsibly Centers March 2016: Launch Responsibility Center Planning Application

Procurement

Procure to Pay October 2016: Go-Live

Expense Management October 2016: Go-Live

Human Resources/Payroll

Banner migration to PeopleSoft October 2016: Go-Live

HR/Payroll Business Process Review/Organizational Review and Implementation Winter 2016: To Be Completed

Student

Student Business Process Review/Organizational Assessment April 2016: To Be Completed

Research

Excellence in Administration June 2016: Complete Wave 3 Process Enhancements

RAPSS Implementation June 2016: Phase 2a rollout; December 2016: Phase 2b rollout

ERA IT Process Fall 2015: Completed IT inventory

eIRB Spring 2016: Rollout

Effort Certification July 2017: Go-Live

6 Off track At risk On Track Key: Complete

RUBudget (Hyperion Planning Tool) is live!

RUBudget (Hyperion) Training Videos on YouTube

7

The Oracle Cloud system will be thoroughly tested using a logical sequence that closely controls the introduction of new testing variables.

System Integration Testing (Cycle 1) 4/18-5/18

Confirms that business processes work as designed across an integrated set of modules and integration partner applications

System Integration Testing (Cycle 2) 6/20-7/22

Involves a second execution of the integration test plan with a second run of conversions and additional configurations identified during SIT1

User Acceptance Testing (UAT) 8/22-9/16

Business scenarios confirm that individuals can perform their jobs and provides a “day-in-a-life” experience to the user before production go-live.

All testing participants will be trained prior to the start of SIT1

Test Execution

Functional Teams and Super Users Super Users End Users

Testers will enter transactions, verify and reconcile data

Oracle Cloud System Integration Testing

Managing Change: Training Strategy

A comprehensive training solution includes the following key elements

• Process Documentation

• Attendance Tracking

• Campuses • Roles • Access to Training • Availability

• Classrooms • Class Schedule • Projectors, PCs, etc. • Instructors

• Curricula • Courses • Modules

• Instructor-Led Training

• Hands-on activities

• E-learning

• Training Tools • Super Users • Virtual Help

Desk • Chat Room

Tools

Logistics

Audience

Delivery

Content

Support

9

Show Me Tell Me Let Me

Managing Change: Training Delivery

Five phases of an effective training approach

On the Job Before Training During Training

• Hands-on exercises

• Practice in training environment

• Exercise data sheets

• Transactional demonstrations

• Live system (training environment)

• Process flows

• Classroom dialogue

• Process overview and context

• Course slides

• Support email / phone

• Simulations

• Post go-live support

• Training sandbox and exercises

• Testing experience

• Roadshows

• Communications

Help Me Prepare Me Tell Me Show Me Let Me

April/May June/September September/Ongoing

9

Managing Change: Communications Strategy

• Objectives – “Umbrella” communications framework, message alignment

– Strengthen understanding of rationale, outcomes, benefits

– Galvanize people around collaboration, more efficient operations

• Strategic Approach – Build solid foundation of communications resources and materials

– Establish cadence of relevant, timely communications to inform and engage

– Create new environments (information, dialogue), leveraging infrastructure, platforms

11

• Strategic framework • Branding • Narrative/Message,

core materials, tactical development

• Stakeholder engagement (inform)

Plan & Build

• Implement tactical plan • Stakeholder

engagement (activate)

Execute • Deepen, broaden

reach • Storytelling • Stakeholder

engagement (intensify)

Amplify

Now

Managing Change: Communications “Campaign” Approach

Jun.-Oct. Apr.-May

8

Next Steps

• Recruit for Training Manager (Apr./May)

• Solicit, integrate feedback and validate business processes with Business Advisory Groups and School/Unit Representatives (Mar.-Jun.)

• Plan testing, training and engagement with appropriate user communities (Apr./May)

• Enlist support and engagement of communicators’ network across academic units, campus communities and projects (ongoing)

13

How You Can Be a Part of the Process

• Send questions, suggestions and feedback to the project mailboxes – Budget (Hyperion) – Financial Management (Cloud Financials) – Human Resources (migration from Banner) – Procurement and Expenses

(Procure-to-Pay and iExpense)

• Contact a Business Advisory or School/Unit Representative Group member

Visit University Finance & Administration site for mailbox addresses and contacts

• Contact me

14

finance.rutgers.edu/

Questions?

Next Treasurer’s Town Hall Tuesday, April 19 1:30-3:00 p.m. Camden Campus Center (326 Penn Street) Multipurpose Room – Left

16

J. Michael Gower Executive Vice President, University Finance & Administration and

University Treasurer

Treasurer’s Town Hall Busch Student Center, Piscataway

March 22, 2016

Administrative & Student Information Systems Upgrade

APPENDIX

CY 2015 CY 2016

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct

Finan

cial

Mana

geme

nt Bu

dget

Proc

urem

ent

Cost

Rese

arch

Ad

min

Stud

ent

HR / P

ayro

ll

Phase 1 Projects – Timeline

Excellence in Research Administration Implementation 5/1/15 - 6/30/16

RAPSS Phase 2a 5/1/15 - 5/31/16

Cost Management 6/1/15 - 9/25/15

Controller's Office BPR Implementation (incl. Monthly Close) 8/1/15 - 6/30/16

Budget/Planning: Cost Centers 8/1/15 - 10/15/15

Procurement Org Alignment 8/1/15 - 12/31/15

General Ledger Implementation and Project Accounting / Grants Management (including related AR and Chart of Accounts) 8/15/15 - 10/1/16

Procure to Pay 9/1/15 - 10/1/16

Interim Solution - RBHS Migration to PeopleSoft 9/1/15 - 10/1/16

Budget Planning: FY17 Implementation - Responsibility Centers 10/1/15 - 3/10/16

Budget BPR Assessment 11/1 - 12/31/15

Student BPR Assessment (Round 1) 11/1/15 - 3/31/16

Expense Management System 1/1/16 - 10/1/16

Budget BPR Implementation 4/1/16 - 12/15/16

Student BPR Implementation (Round 1) 4/1/16 - 10/31/16

HR/Payroll BPR/Org Review 6/1/16 - 12/15/16

RAPSS Phase 2b 6/1/16 - 12/23/16

Phase 2: HCM 10/1/16

Systems Critical Path In Progress Planning System Go-Live Completed

eCOI eIRB

Issue RFP for HCM Implementation partner

Issue RFP for HR/Payroll BPR Partner

Today

Phase 2 and 3 Projects – Timeline Systems Critical Path In Progress Planning System Go-Live Completed

Finan

cial

Mana

geme

nt Bu

dget

Proc

urem

ent

Cost

Rese

arch

Ad

min

Stud

ent

HR / P

ayro

ll

CY 2016 CY 2017 CY 2018

Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb

Budget BPR Implementation

HR/Payroll BPR

RAPSS Phase 2b

Phase 2: HCM Implementation 10/1/16 - 1/1/18

Phase 2: GL Accounts Receivable, Cash Management and Treasury 11/1/16 - 9/19/17

Phase 2: Capital Planning, Position Mgmt, Strategic Finance - TBD 11/1/16 - 4/1/17

Phase 2: Travel Management Program 11/1/16 - 7/1/17

Phase 2: P2P (TCM) 11/1/16 - 7/1/17

Phase 3: Student System Selection

Phase 2: Student BPR Assessment and Implementation (Round 1 and 2) 11/1/16 – 6/30/17

Effort Reporting 2/1/17 - 7/1/17

Phase 3: Payroll Implementation 11/1/17 - 3/4/19

Phase 3: Implement Student System (Round 1)