Administrative & Student Information Systems Upgrade

Transcription

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

2 Agenda Transformation at-a-glance Managing Change: Communications and Training How You Can Be a Part of the Process Q&A 2

3 Enterprise Resources Planning Goals 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 3

4 Business Process Reviews and Aligned Systems Upgrades Considerable organizational, process and technology changes Enable efficiencies in research administration functions Research Administration Migration from Banner to PeopleSoft to Oracle Human Resources / Payroll Budget Cost management model Responsible Center Management budget Rutgers Single student information system Student Enrollment and Account Management Controller Redesigned chart of accounts and general ledger Procurement Automated purchasing, accounts payable, expense management tools 3

5 Enterprise Resource Planning: Financial Environment Procurement (SciQuest) Oracle Cloud Financials AP Director Total Supplier Manager Oracle Procurement Req/Ord Manager Sourcing Director Oracle Cash Management HFM Contract Compliance Budgeting (Hyperion) HPCM Oracle Accounts Payable Oracle Projects & Grants Oracle General Ledger (Financial Management) Financial Data Warehouse (Reporting) DRM Planning Oracle iexpense HR/Payroll PeopleSoft Oracle Accounts Receivable NOTE: HFM (Hyperion Financial Management), HPCM (Hyperion Profitability and Cost Management), DRM (Data Relationship Management), Planning (Hyperion Planning) 5

6 Phase I Project Updates Work Stream Target Timeline Status Financial Management Controller BPR/Organizational Implementation (incl. monthly financial close) General Ledger, Accounts Receivable, Projects & Grants (incl. Chart of Accounts) Budget and Financial Planning Summer2016: Implement Recommendations October 2016: Go-Live Budget Office Business Process Review/ Organizational Implementation Budget Planning and Forecasting - FY17 Implementation for Responsibly Centers Procurement Procure to Pay Expense Management Human Resources/Payroll RUBudget Winter 2016: Implement Recommendations March 2016: Launch Responsibility Center Planning Application October 2016: Go-Live (Hyperion Planning Tool) is live! October 2016: Go-Live Banner migration to PeopleSoft HR/Payroll Business Process Review/Organizational Review and Implementation October 2016: Go-Live Winter 2016: To Be Completed Student Student Business Process Review/Organizational Assessment April 2016: To Be Completed Research Excellence in Administration RAPSS Implementation ERA IT Process eirb Effort Certification June 2016: Complete Wave 3 Process Enhancements June 2016: Phase 2a rollout; December 2016: Phase 2b rollout Fall 2015: Completed IT inventory Spring 2016: Rollout July 2017: Go-Live Key: Off track At risk On Track Complete 6

7 RUBudget (Hyperion) Training Videos on YouTube 7

8 Oracle Cloud System Integration Testing The Oracle Cloud system will be thoroughly tested using a logical sequence that closely controls the introduction of new testing variables. Test Execution 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-alife experience to the user before production go-live. All testing participants will be trained prior to the start of SIT1 Functional Teams and Super Users Super Users End Users Testers will enter transactions, verify and reconcile data

9 Managing Change: Training Strategy A comprehensive training solution includes the following key elements Support Training Tools Super Users Virtual Help Desk Chat Room Campuses Roles Access to Training Availability Audience Logistics Classrooms Class Schedule Projectors, PCs, etc. Instructors Curricula Courses Modules Content Instructor-Led Training Hands-on activities E-learning Process Documentation Attendance Tracking Delivery Tools 9

10 Managing Change: Training Delivery Five phases of an effective training approach Before Training During Training On the Job Prepare Me Tell Me Show Me Let Me Tell Me Show Me Let Me Testing experience Roadshows Communications Classroom dialogue Process overview and context Course slides Transactional demonstrations Live system (training environment) Process flows Hands-on exercises Practice in training environment Exercise data sheets Help Me Support / phone Simulations Post go-live support Training sandbox and exercises April/May June/September September/Ongoing 9

11 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

12 Managing Change: Communications Campaign Approach Now Apr.-May Jun.-Oct. 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 8

13 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

14 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 finance.rutgers.edu/ 14

15 Questions?

16 Next Treasurer s Town Hall Tuesday, April 19 1:30-3:00 p.m. Camden Campus Center (326 Penn Street) Multipurpose Room Left 16

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

18 APPENDIX

19 Financial Management Phase 1 Projects Timeline CY 2015 Today CY 2016 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Controller's Office BPR Implementation (incl. Monthly Close) 8/1/15-6/30/16 System Go-Live Completed Systems Critical Path General Ledger Implementation and Project Accounting / Grants Management (including related AR and Chart of Accounts) 8/15/15-10/1/16 In Progress Planning Procurement Budget Cost Cost Management 6/1/15-9/25/15 Budget/Planning: Cost Centers 8/1/15-10/15/15 11/1-12/31/15 Budget Planning: FY17 Implementation - Responsibility Centers 10/1/15-3/10/16 Procurement Org Alignment 8/1/15-12/31/15 Procure to Pay 9/1/15-10/1/16 Budget BPR Assessment Expense Management System 1/1/16-10/1/16 Budget BPR Implementation 4/1/16-12/15/16 Research Student HR / Payroll Admin Excellence in Research Administration Implementation 5/1/15-6/30/16 RAPSS Phase 2a 5/1/15-5/31/16 Interim Solution - RBHS Migration to PeopleSoft 9/1/15-10/1/16 ecoi Student BPR Assessment (Round 1) 11/1/15-3/31/16 eirb Issue RFP for HR/Payroll BPR Partner Student BPR Implementation (Round 1) 4/1/16-10/31/16 HR/Payroll BPR/Org Review 6/1/16-12/15/16 Issue RFP for HCM Implementation partner RAPSS Phase 2b 6/1/16-12/23/16 Phase 2: HCM 10/1/16

20 Phase 2 and 3 Projects Timeline System Go-Live Completed Systems Critical Path In Progress Planning CY 2016 CY 2017 CY 2018 Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Financial Management Phase 2: GL Accounts Receivable, Cash Management and Treasury 11/1/16-9/19/17 Procurement Budget Cost Budget BPR Implementation Phase 2: Capital Planning, Position Mgmt, Strategic Finance - TBD 11/1/16-4/1/17 Phase 2: P2P (TCM) 11/1/16-7/1/17 Phase 2: Travel Management Program 11/1/16-7/1/17 Research Student HR / Payroll Admin Phase 2: HCM Implementation 10/1/16-1/1/18 HR/Payroll BPR RAPSS Phase 2b Effort Reporting 2/1/17-7/1/17 Phase 2: Student BPR Assessment and Implementation (Round 1 and 2) 11/1/16 6/30/17 Phase 3: Student System Selection Phase 3: Payroll Implementation 11/1/17-3/4/19 Phase 3: Implement Student System (Round 1)