Oracle General Ledger, Financial Reporting and Data Warehouse

04/22/23

RIAS PHASE II Overview

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Agenda

Introductions

RIAS Phase II Update

Demonstrations

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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

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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

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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

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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

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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

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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

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Web ADI (Application Desktop Integrator)

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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)

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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)

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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

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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.

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RIAS Extension (REX)

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RIAS Extension (REX)

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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

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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

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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

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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

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Demonstration

RIAS Gateway

Reports

Spreadsheet Journals (WEB ADI)

Captivate – Online Training Tool

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Questions