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

RIAS PHASE II

Oracle General Ledger, Financial Reporting and Data Warehouse

04/21/23

2RIAS Phase II04/21/23

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


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


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


What is RIAS Phase II

Scope

Implement Oracle General Ledger module

Redesigned Financial Data Warehouse

Reporting Solution

Infrastructure Upgrades



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



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



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



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



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


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


Project Organization

Application Developer

Meera Kadaba

Project Office

Project ManagerOracle

Ed DeVogelear

Program DirectorSteve DiPaolo

RU Technical Project ManagerEileen Markey

Oracle DW LeadRuss Gilkeson

Technical Team Lead

Sobhan Nandamuri

GL Functional LeadBetsy Cafiero

Application Developer/ System

AdminJery George

Communications Training, and

Change Management

Ann Griffin

Project Management Team

Director Enterprise Application Services

Joe Percoco

Project Management Team

RIAS Phase II Organization Chart

Project Office

Functional Team

Technical Team

Key


Piyush Patel

ConsultantNirul Allahbaksh

Business Managers Group

(BMG)

TrainerTBD

RU DW DBAJohn Radvanski

Unix System Administrator

Dmitry Berezin

RU Functional Project Manager

Tim Stein

Oracle GL Technical Lead

Bharat Patel

Data Warehouse/Reporting Lead

Jim Mehalik

Grant Functional Specialst

Linda FowlerBudget Functional

SpecialistMary Tamasco

GL Functional Support


Greg Martin

Application DeveloperSue Gross

Oracle ArchitectMike Hennessy

Project Admin. AssistantJoy Kerr

Project Manager EAS

Glenn Oldis

Associate Director ESO

Tim Hayes

Director EnterpriseSystem &

OperationsDon Gordon

Report DeveloperApplication Developer

Legacy Testing

Project Managers EAS

Dina LaurenceMarty Pepe

Reggie Greene

Associate Director ESO

Bob Allen

Desktop Support

John Lyons

Oracle GL Functional LeadGeorge Konefal

Oracle ETL Specialist

TBD

Oracle DBATBD

Oracle Technical Implementor

TBD

Oracle GL ArchitectRavi

Heggadadevankote

Oracle Security Architect

Roger Raj

Oracle Team

Associate Director EASBill Thompson

Associate Director EAS

Ellen Law

Oracle Report & Data Access

SpecialistAshish KashalkarAmit Bhatnagar

RU Apps DBACarl Lages

Grant Functional Support Purchasing

Functional Support

Technical Advisory Group

Executive Steering Committee

End User Functional

Support

Supplemental Systems Group

Data Provisioning Partners

Network & Windows

Joni Squillaro


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


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


RIAS Phase II Timeline

Requirements/Definition

Communications/Training

Solution Design

Build

CRP 1

CRP 2

SIT

UAT

Transition

JUL SEP 1st Q 2008MAY JUN AUG OCT NOV DEC


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


Where are We

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

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


Next Steps

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

July 2007 – August 2007


Questions

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

Documents

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