STARS Project Initiation Plan (Student Administrative Systems)
Administrative & Student Information Systems Upgrade
Transcript of Administrative & Student Information Systems Upgrade
J. Michael Gower Executive Vice President, University Finance & Administration and
University Treasurer
Treasurer’s Town Hall Busch Student Center, Piscataway
March 22, 2016
Administrative & Student Information Systems Upgrade
Agenda
• Transformation at-a-Glance
• Managing Change: Communications and Training
• How You Can Be a Part of the Process
• Q&A
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• Support efficient, effective and responsive business practices and processes
• Provide real savings for strategic initiatives
• Transition to Responsibility Center Management budgeting model
• Deliver reliable and accessible information to academic and administrative leadership through improved management reporting capabilities
Enterprise Resources Planning Goals
Business Process Reviews and Aligned Systems Upgrades Considerable organizational, process and technology changes
Rutgers
Research Administration
Budget
Controller
Procurement
Student Enrollment and
Account Management
Human Resources /
Payroll
Automated purchasing, accounts payable, expense management tools
Redesigned chart of accounts and general ledger
Responsible Center Management budget
Single student information system
Cost management model Migration from Banner to PeopleSoft to Oracle
Enable efficiencies in research administration functions
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Financial Data
Warehouse (Reporting)
Oracle General Ledger
(Financial Management)
Oracle Procurement
Oracle Accounts Payable
Oracle iExpense
Oracle Cash Management
Oracle Projects & Grants
Oracle Accounts
Receivable
Oracle Cloud Financials
AP Director
HPCM HFM
Budgeting (Hyperion)
Procurement (SciQuest)
Contract Compliance
DRM Planning
HR/Payroll
Req/Ord Manager
Total Supplier Manager
Sourcing Director
Enterprise Resource Planning: Financial Environment
NOTE: HFM (Hyperion Financial Management), HPCM (Hyperion Profitability and Cost Management), DRM (Data Relationship Management), Planning (Hyperion Planning)
PeopleSoft
Phase I Project Updates Work Stream Target Timeline Status
Financial Management
Controller BPR/Organizational Implementation (incl. monthly financial close) Summer2016: Implement Recommendations
General Ledger, Accounts Receivable, Projects & Grants (incl. Chart of Accounts) October 2016: Go-Live
Budget and Financial Planning
Budget Office Business Process Review/ Organizational Implementation Winter 2016: Implement Recommendations
Budget Planning and Forecasting - FY17 Implementation for Responsibly Centers March 2016: Launch Responsibility Center Planning Application
Procurement
Procure to Pay October 2016: Go-Live
Expense Management October 2016: Go-Live
Human Resources/Payroll
Banner migration to PeopleSoft October 2016: Go-Live
HR/Payroll Business Process Review/Organizational Review and Implementation Winter 2016: To Be Completed
Student
Student Business Process Review/Organizational Assessment April 2016: To Be Completed
Research
Excellence in Administration June 2016: Complete Wave 3 Process Enhancements
RAPSS Implementation June 2016: Phase 2a rollout; December 2016: Phase 2b rollout
ERA IT Process Fall 2015: Completed IT inventory
eIRB Spring 2016: Rollout
Effort Certification July 2017: Go-Live
6 Off track At risk On Track Key: Complete
RUBudget (Hyperion Planning Tool) is live!
RUBudget (Hyperion) Training Videos on YouTube
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The Oracle Cloud system will be thoroughly tested using a logical sequence that closely controls the introduction of new testing variables.
System Integration Testing (Cycle 1) 4/18-5/18
Confirms that business processes work as designed across an integrated set of modules and integration partner applications
System Integration Testing (Cycle 2) 6/20-7/22
Involves a second execution of the integration test plan with a second run of conversions and additional configurations identified during SIT1
User Acceptance Testing (UAT) 8/22-9/16
Business scenarios confirm that individuals can perform their jobs and provides a “day-in-a-life” experience to the user before production go-live.
All testing participants will be trained prior to the start of SIT1
Test Execution
Functional Teams and Super Users Super Users End Users
Testers will enter transactions, verify and reconcile data
Oracle Cloud System Integration Testing
Managing Change: Training Strategy
A comprehensive training solution includes the following key elements
• Process Documentation
• Attendance Tracking
• Campuses • Roles • Access to Training • Availability
• Classrooms • Class Schedule • Projectors, PCs, etc. • Instructors
• Curricula • Courses • Modules
• Instructor-Led Training
• Hands-on activities
• E-learning
• Training Tools • Super Users • Virtual Help
Desk • Chat Room
Tools
Logistics
Audience
Delivery
Content
Support
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Show Me Tell Me Let Me
Managing Change: Training Delivery
Five phases of an effective training approach
On the Job Before Training During Training
• Hands-on exercises
• Practice in training environment
• Exercise data sheets
• Transactional demonstrations
• Live system (training environment)
• Process flows
• Classroom dialogue
• Process overview and context
• Course slides
• Support email / phone
• Simulations
• Post go-live support
• Training sandbox and exercises
• Testing experience
• Roadshows
• Communications
Help Me Prepare Me Tell Me Show Me Let Me
April/May June/September September/Ongoing
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Managing Change: Communications Strategy
• Objectives – “Umbrella” communications framework, message alignment
– Strengthen understanding of rationale, outcomes, benefits
– Galvanize people around collaboration, more efficient operations
• Strategic Approach – Build solid foundation of communications resources and materials
– Establish cadence of relevant, timely communications to inform and engage
– Create new environments (information, dialogue), leveraging infrastructure, platforms
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• Strategic framework • Branding • Narrative/Message,
core materials, tactical development
• Stakeholder engagement (inform)
Plan & Build
• Implement tactical plan • Stakeholder
engagement (activate)
Execute • Deepen, broaden
reach • Storytelling • Stakeholder
engagement (intensify)
Amplify
Now
Managing Change: Communications “Campaign” Approach
Jun.-Oct. Apr.-May
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Next Steps
• Recruit for Training Manager (Apr./May)
• Solicit, integrate feedback and validate business processes with Business Advisory Groups and School/Unit Representatives (Mar.-Jun.)
• Plan testing, training and engagement with appropriate user communities (Apr./May)
• Enlist support and engagement of communicators’ network across academic units, campus communities and projects (ongoing)
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How You Can Be a Part of the Process
• Send questions, suggestions and feedback to the project mailboxes – Budget (Hyperion) – Financial Management (Cloud Financials) – Human Resources (migration from Banner) – Procurement and Expenses
(Procure-to-Pay and iExpense)
• Contact a Business Advisory or School/Unit Representative Group member
Visit University Finance & Administration site for mailbox addresses and contacts
• Contact me
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finance.rutgers.edu/
Questions?
Next Treasurer’s Town Hall Tuesday, April 19 1:30-3:00 p.m. Camden Campus Center (326 Penn Street) Multipurpose Room – Left
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J. Michael Gower Executive Vice President, University Finance & Administration and
University Treasurer
Treasurer’s Town Hall Busch Student Center, Piscataway
March 22, 2016
Administrative & Student Information Systems Upgrade
APPENDIX
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Phase 1 Projects – Timeline
Excellence in Research Administration Implementation 5/1/15 - 6/30/16
RAPSS Phase 2a 5/1/15 - 5/31/16
Cost Management 6/1/15 - 9/25/15
Controller's Office BPR Implementation (incl. Monthly Close) 8/1/15 - 6/30/16
Budget/Planning: Cost Centers 8/1/15 - 10/15/15
Procurement Org Alignment 8/1/15 - 12/31/15
General Ledger Implementation and Project Accounting / Grants Management (including related AR and Chart of Accounts) 8/15/15 - 10/1/16
Procure to Pay 9/1/15 - 10/1/16
Interim Solution - RBHS Migration to PeopleSoft 9/1/15 - 10/1/16
Budget Planning: FY17 Implementation - Responsibility Centers 10/1/15 - 3/10/16
Budget BPR Assessment 11/1 - 12/31/15
Student BPR Assessment (Round 1) 11/1/15 - 3/31/16
Expense Management System 1/1/16 - 10/1/16
Budget BPR Implementation 4/1/16 - 12/15/16
Student BPR Implementation (Round 1) 4/1/16 - 10/31/16
HR/Payroll BPR/Org Review 6/1/16 - 12/15/16
RAPSS Phase 2b 6/1/16 - 12/23/16
Phase 2: HCM 10/1/16
Systems Critical Path In Progress Planning System Go-Live Completed
eCOI eIRB
Issue RFP for HCM Implementation partner
Issue RFP for HR/Payroll BPR Partner
Today
Phase 2 and 3 Projects – Timeline Systems Critical Path In Progress Planning System Go-Live Completed
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CY 2016 CY 2017 CY 2018
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Budget BPR Implementation
HR/Payroll BPR
RAPSS Phase 2b
Phase 2: HCM Implementation 10/1/16 - 1/1/18
Phase 2: GL Accounts Receivable, Cash Management and Treasury 11/1/16 - 9/19/17
Phase 2: Capital Planning, Position Mgmt, Strategic Finance - TBD 11/1/16 - 4/1/17
Phase 2: Travel Management Program 11/1/16 - 7/1/17
Phase 2: P2P (TCM) 11/1/16 - 7/1/17
Phase 3: Student System Selection
Phase 2: Student BPR Assessment and Implementation (Round 1 and 2) 11/1/16 – 6/30/17
Effort Reporting 2/1/17 - 7/1/17
Phase 3: Payroll Implementation 11/1/17 - 3/4/19
Phase 3: Implement Student System (Round 1)