Oracle General Ledger, Financial Reporting and Data Warehouse

1. Oracle General Ledger, Financial Reporting and Data Warehouse RIAS PHASE II Overview 7/30/2014

2. Agenda • Introductions • RIAS Phase II Update • Demonstrations

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 – July 2008 • Phase III – Human Resources & Payroll (+) – planning in progress

4. Project Organization • Project Implementation Team • Functional • Technical • Supporting Rutgers Partnerships • Project Management Team • Business Managers Group • Business Managers Sub Groups • Central Accounting • DGCA • Purchasing • Technical Advisory Group • Data Provisioning Partners • Access Committee • Oracle Consulting

5. What is RIAS Phase II? • Scope • RIAS Gateway (portal/dashboard) • Implement Oracle General Ledger module • The repository of all financial transactions • Redesign Financial Data Warehouse and Reporting Solution • A data warehouse is a central repository for storing, retrieving and reporting data • Application upgrade to 11.5.10 release – completed 12/07

6. What is RIAS Phase II? • RIAS Gateway-the “gateway” to all things RIAS • Links and Notifications - to be used by all RIAS users and will have access to your list of responsibilities (i.e., RU Internet Procurement), access to your Notifications, and provide links (URLs) to other applications and/or websites Notifications are system generated messages related to requisitions, purchase orders, and journals which require action or provide status • Financial Dashboard – to be used by Business Managers and will provide access to the standard reports as well as four Key Performance Indicators (KPIs) which are a quick snapshot of some key activities related to their accounts: • Daily Activity • Open Encumbrances • Fund Source Balance • Grants/Contracts Ending within 90 days

9. What is RIAS Phase II? • Oracle General Ledger • The Oracle General Ledger module is used to create, approve, and find journals and non salary budget adjustments (eliminates paper and manual routing) • Capture journal descriptions along with the two departmental information fields (Dept. Activity 1, 2) which will be available in the data warehouse for reporting • Calculate and post fringe benefits and F&A weekly

10. What is RIAS Phase II? • Oracle General Ledger • Provide a spreadsheet interface, Web ADI (Application Desktop Integrator), for creating and importing journal entries: • Actual Journals • Non Salary Budget Adjustments • Manual Encumbrances • Turn down legacy Financial Accounting System and view reports online (No more paper reports) • OFIS will remain for historical data inquiry only • Non RIAS purchase orders (paper internals) will be closed in legacy FAS system

11. Web ADI (Application Desktop Integrator)

12. What is RIAS Phase II? • Financial Data Warehouse and Reporting Solution • Implementing a new, redesigned financial data warehouse which will contain: • P2P detail data from 2002 • 2 years of general ledger transaction detail • 2006 project to date balances for grants • Data warehouse will be updated nightly • Data warehouse security will be based on EBRC (similar to OFIS)

13. What is RIAS Phase II? • Reporting Solution • More than 50 “certified” standard reports will be available online from data in the new data warehouse • Standard reports have been designed to replace OFIS and the Monthly Account Detail Report and other paper reports distributed by Central Accounting • Capability to modify standard reports by changing sorts, adding columns and saving your changes • Ability to drill from a summary amount to the detail transactions • Ad hoc reporting (future rollout)

14. What is RIAS Phase II? • Some Key Reports • Fund Source Summary by Natural Account – similar to the SS screen in OFIS • Fund Source Detail with Department Activity – similar to the SD and GD screens in OFIS • All Funds Budget • Open Encumbrances – similar to the CI and CD screen in OFIS • Grants/Contracts Ending within 90 days

15. What is RIAS Extension (REX) • A centrally supported supplemental system designed for departmental account management • Grant, Non-grant, and TABER modules • Access to data restricted by EBRC • Direct feed of all GL data eliminates the need to reenter transaction data into supplemental system • Ability to enter adjustments, proper salary commitments, TABERS, etc. • Appropriate fringe benefits and F&A calculated on every transaction, including adjustments and commitments • Variety of reports available online or in pdf format.

16. RIAS Extension (REX)

17. RIAS Extension (REX)

18. Transition to Production – Key Dates • 7/1 to 7/6 – RIAS will be unavailable • Impacts only 3 business days due to the Holiday • Plan ahead - Emergency PO’s can be processed through procurement • 7/7 – New RIAS financial system available for use • Fiscal 2009 transactions will be entered into the new general ledger and interfaced into the new data warehouse nightly • 7/25 – 7/27 – RIAS will be unavailable • Final adjusted balances will be converted into RIAS • Balances will be brought over to the new data warehouse • 7/28 – RIAS available • No more updates to legacy FAS system • REX will be updated with all July 2008 transactions • FY2008 Year End Closing • Process remains unchanged from prior years - To be done in the legacy Financial Accounting System (FAS) with updates to OFIS and the original data warehouse

19. Getting Access • All RIAS users will have access to the new RIAS Gateway • All current Internet Procurement users will have access to a new general ledger responsibility to create journals • All current Internet Procurement Approvers will have the ability to approve journals • All current OFIS users will have access to the new reporting solution with their appropriate EBRC codes for data security • REX access will require departmental signup

20. What Can You Do To Get Ready? • Desktop Readiness – Desktop Configuration Guide • Changes required for Web ADI journal spreadsheet integration tool (not for Mac Users) • Get Trained: • Using the online training (Captivate) • Attending classroom training • Check the RIAS Website http://rias.rutgers.edu

21. Help and Information Resources • RIAS Website contains a lot of information related to both Phase I and Phase II of RIAS including: • Listing and Description of Standard Reports • Training Materials including the Online Training sessions • Chart of Accounts and Reporting Attribute Information • Frequently Asked Questions (FAQs) • Glossary of RIAS terms (Phase I and Phase II) • Newsletters • Presentations and Announcements • Departmental Business Managers • List of Business Managers supporting specific departments is available on the RIAS website • Help Desk • Will be available and supported by Controller’s Office

22. Demonstration • RIAS Gateway • Reports • Spreadsheet Journals (WEB ADI) • Captivate – Online Training Tool

23. Questions