FMS Steering Committee Kickoff Meeting

1

OASIS Town Meeting

April 24 and 25, 2006

OASIS Town Meeting Agenda

Welcome and Introductions

Project Goals

Project Scope: “what”

Rationale for project: “why”

Project Organization: “who”

Sequencing and Timeline: “when”

How the OASIS project affects you

Chart of Accounts

Project communication: how to keep informed and engaged

OASIS = Optimum Accounting Strategy & Information Systems

OASIS Goals

Increase the quality and availability of financial data; link programmatic and financial planning; and improve financial monitoring and management.

Strengthen business processes and practices in order to increase efficiencies and capitalize on opportunities to benchmark the College’s processes.

Develop the foundation for a data warehouse that will expand analytic and reporting capacity of financial data, and provide an infrastructure on which Dartmouth can choose to expand access to non-financial data.

OASIS Scope – in summary

At their June 2005 meeting, the Trustees approved funding for a financial management systems project to include the following:

Oracle General Ledger with new Chart of Accounts

New Financial Reporting and Budget/Planning tools

Financial data mart and establishment of data warehouse

infrastructure for future data marts

Enhance HRMS functionality to improve compensation

management

Streamline business processes

OASIS: Why do we need new financial systems?

Improve efficiency and effectiveness for all financial managers Different Dartmouth today than 23 years ago: increases in

transaction volume, complexity, diversity of operations Desktop applications (Excel) and shadow systems used to manage

mission-critical data Need for access to integrated information to support institution-wide

decision-making

Urgency increases as IT risks increase over time DEC Alpha/VMS no longer strategic: vendor will stop making the

hardware used to run FAS after 2006, and will stop supporting VMS environment after 2011

Risks with any systems that interface to FAS Limited access to Computing professionals with VMS expertise

Replace FAS with Oracle GL

Replace 2-segment COA with 6-segment COA

Replace “FAS $ Input” with new input form for processing journals

Develop interfaces to/from 60+ subsystems, including Banner, FAMIS, Resource 25, Advance, etc.

Oracle General Ledger with new Chart of Accounts (COA)

OASIS Scope – in detail


Hyperion Financial Reporting and Budget/Planning tools

Replace FAS’T’LOOK

Replace reports available at FAS $ prompt

Replace DIBS and DMS budget templates

Access historical FAS data

No current plans to replace Discoverer reports that access non-financial data

Financial data mart and the establishment of data warehouse infrastructure for future data marts


Provides access to data that is generated from multiple systems in an integrated fashion

Establishment of “enterprise-wide” data warehouse is outside scope of OASIS project

Enhance HRMS functionality to improve decision-making around compensation management


Self-service labor distribution option with encumbrancing of salary and fringe benefits

Auto-population of compensation sub-codes

Faculty compensation budgeting

Review Multiple Assignment Solution to ensure optimal solution for Dartmouth’s needs

OASIS Organization

OASIS Sequencing and Timeline

Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4

2005 2006 2007 2008

Planning / Staffing

COA Mapping

Data Warehouse andReporting tools available for - Existing FAS data - FMS / HR data

General Ledger / COA live

FY’09 Budget preparedwith new tool in new COAformat

Based on calendar year

How OASIS affects you

Everyone who charges expenses to a College account will be affected to some

degree by the OASIS project…

This means YOU!


Fiscal Officers and financial users will use new tools for submitting, reviewing, and retrieving data to and from the new GL. These users will require training for:

Chart of Accounts

Journal input procedures

Month- and year-end closing

Financial reporting tool and new report formats

Labor distribution changes


Charging lunch at the Hanover Inn

Submitting Travel and Expense reimbursement forms

Renting VOX cars

Charging procurement purchases

Majority of staff and faculty will use a new chart of account string for common activities, including:


Those who prepare project and operating budgets will learn a new tool used for budgeting and financial forecasting.

There will be a reduced need for shadow systems with:

Integrated access to data

Ability to download to / upload from Excel

Enhanced reports with user-defined parameters

OASIS Community Calendar

Chart of Accounts

used for dept, project, program, grant; restricted funds; balance sheet

6-digit Account 4-digit Sub-code

used for natural accounting classification: revenue, expense, assets, liabilities

Entity (2) Organization (4) Source (5) Activity (6) Sub-Activity (4) Nat’l Class(4)

DC ConsolidatedSchools - DMS - Thayer - Tuck - UG onlyLegal Entities

DivisionsDepartmentsOperating units

UnrestrictedEndowmentRestricted GiftDebtSpons. Research

InstructionDept AdminOper & MtnceStudent Life AdminFundraising

Subset of Activity defined by depts

RevenuesExpensesAssetsLiabilities

Current COA

New COA

Chart of Account examples


256110 Budget Office: Operating account for expenses associated with the operation of the Budget Office

College Only EVP Finance- Unrestricted Funds Gen’l & Admin- Expenses Fin’l Services- Operations Budget Office


Tuck Tuck- Unrestricted Funds Instruction- Revenues Associate Dean- Graduate MBA Program

110305 Tuition Tuck: Operating account to record Tuck's general MBA tuition revenue

OASIS – How you can help

Stay Informed

Respond to project team inquiries on a timely basis

Engage discussions with your peers and fiscal officers on how OASIS will impact your department’s work environment and business processes

Participate in training

Share specific concerns or issues (use web form)

Keep an open mind

Project CommunicationKeep abreast of OASIS project status through the following communication channels:

Project Website (http://www.dartmouth.edu/~finance/projects/oasis/index.html)

Blitz bulletin notices of website updates

Quarterly Town Meetings and other presentations of project milestones to financial community

Executive and Fiscal Officers are divisional resources for project information

Members of the College’s financial community are involved in various project topics to provide feedback on design, participate in testing, etc.

VP’s and Deans are responsible for discussing project status within their divisions and bringing forth project concerns / issues to team members.

The Floor is yours for Questions and

Answers!

FMS Steering Committee Kickoff Meeting

Documents

Transcript of FMS Steering Committee Kickoff Meeting