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

RIAS PHASE II Oracle General Ledger, Financial Reporting and Data Warehouse. 9/24/2014. Agenda. Introductions University’s Strategic Direction RIAS Phase I Recap RIAS Phase II Project Scope and Benefits Project Organization and Staffing Project Methodology Communications and Training

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

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  1. RIAS PHASE IIOracle General Ledger, Financial Reporting and Data Warehouse 9/24/2014

  2. Agenda • Introductions • University’s Strategic Direction • RIAS Phase I Recap • RIAS Phase II Project Scope and Benefits • Project Organization and Staffing • Project Methodology • Communications and Training • Project Timeline • Critical Success Factors • Project Status • Next Steps

  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

  7. What is RIAS Phase II • Oracle General Ledger • 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

  8. 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

  9. What is RIAS Phase II • 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

  10. What is RIAS Phase II • 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

  11. Project Organization • Functional and Technical Teams • Oracle Consulting • Supporting Partnerships • Project Management Team • Business Managers Group • Technical Advisory Group • Data Provisioning Partners • Supplemental Systems Committee

  12. Project Organization

  13. Project Management Methodology • Issue Management • JIRA will be used to track issues and action items • Documentation • IProjects will be used as the document repository • Application Implementation Methodology (AIM) for General Ledger implementation effort and Data Warehouse Methodology (DWM) for Data Warehouse effort

  14. Communication and Training • Developing a communication plan • Implement a 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 • Newsletter articles • Demos • Campus visits • “Partnerships” • Surveys and Questionnaires

  15. 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

  16. 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 and Business Managers group • 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

  17. 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 SFTP Migration 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 July 2007 Where are We

  18. 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

  19. Activity Kickoff Letter Appointment of BMG and finalization of the communications hierarchy Expansion of PMT RIAS Website RIAS Phase II “road show” CRP1 Evaluation and Solution Design 11.5.10 Impacts and Strategy “Build” begins Outreach Data Provisioning Supplemental Systems Group Timeframe August 2007 August 2007 July - August 2007 August 2007 August 2007 – September 2007 August 2007 – September 2007 August 2007 – September 2007 August 2007 July 2007 – August 2007 Next Steps

  20. Questions

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