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Oracle Financials Update July 14, 2005 - Tana Hutchison - Cindy Min - Scott Watanabe PowerPoint PPT Presentation

Oracle Financials Update July 14, 2005 - Tana Hutchison - Cindy Min - Scott Watanabe Agenda Update on Major Initiatives PCard iOU Commitment and Financial Management Reporting Question/Answer Session PCard Agenda Project Overview New Functionality Sample Screen Shots

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Oracle Financials Update July 14, 2005 - Tana Hutchison - Cindy Min - Scott Watanabe

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Oracle financials update july 14 2005 tana hutchison cindy min scott watanabe l.jpg

Oracle Financials UpdateJuly 14, 2005 - Tana Hutchison - Cindy Min - Scott Watanabe


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Agenda

  • Update on Major Initiatives

    • PCard

    • iOU

    • Commitment and Financial Management

    • Reporting

  • Question/Answer Session


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PCard Agenda

  • Project Overview

  • New Functionality

  • Sample Screen Shots

  • Training and Communication Plans


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Project Overview

  • Planned Go-live October 2005

  • Process for developing the new application

    • Focus Groups

      • Convened in early 2005

      • Representative users from across campus

      • Meet regularly with Project Team members

    • Field Studies

      • Performed at users’ desks

      • Understanding of existing use and challenges with administrative applications

    • Prototyping and Iterations

      • Screen Mock-ups reviewed before development begins and throughout the entire development process

      • Usability Studies ensure that the flow of the screens and other information is “user-friendly”


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New Functionality

  • New Features include:

    • Level 3 data

      • Provides detail at the line item level.

    • Favorites

      • Users will have their own personal favorites for charge accounts and routing lists.

    • Preferences

      • A preferences page allows the user to tailor the application to suit their own preferences.

        • Email Notifications-This will be a yes/no option to decide whether you want to receive email notifications.

        • Result Set Size- Users will be able to enter how many transactions they wish to see at one time when performing a search.


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New Functionality, continued

  • New Features , continued:

    • Parallel Routing

      • No more than five approvers at a given level.

      • An approver can edit the transaction if they are the only approver at a given level.

    • FYI’s

      • FYI email notifications will be built into the system.

      • Multiple FYI notifications can be generated.

    • Approver Returns

      • Approvers will have the ability to return transactions back to the verifier.


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PCard Home Page-DRAFT


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Verifier Workbench-DRAFT


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Approver Notification Page-DRAFT


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Approver Workbench-DRAFT


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PCard Search Page-DRAFT


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PCard Favorites Page-DRAFT


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Favorite Account Setup Page-DRAFT


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Favorite Routing List Setup Page-DRAFT


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Training and Communication

  • Training, September – December 2005

    • Demos

    • Classroom Training

    • Online Tutorials

  • Weekly Friday “Open Labs” available for extra help


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PCard

  • What questions do you have?


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iOU Agenda

  • Introduction

  • Project Overview

  • New Functionality

  • Application Tools

  • Prototype Screen Shots


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What is iOU?

  • Reimbursements

  • Advances

  • Other Checks

  • Petty Cash


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Project Overview

  • Same look and feel as Pcard, iJournals and iBudgets

  • Early Adopter Rollout, December 2005

  • Campus-wide Rollout, Early 2006

  • Training Classes and Demos, October 2005 – January 2006


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Project Overview, continued

  • Process for developing new application

    • Distributed User Focus Groups

      • 20 to 30 participants

      • Met once or twice a week with Project Team members for several months

    • Field Studies

      • Performed at users’ desks

      • Understanding of existing use and challenges with administrative applications

    • Central Office

      • Travel and Reimbursement, Business Analyst from H&S, and Internal Audit


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New Functionality

  • Web Entry Forms – All Modules

  • Data Access Security

  • Approval Routing (Parallel or Sequential), Multiple FYIs

  • Transaction Routing

  • Enhanced Workflow Notifications


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New Functionality, continued

  • Favorites, Preferences and User Templates

  • Multiple Payees – Human Subject, Royalties, and Honoraria

  • Clearing Advances

  • Transaction Inquiry

  • Imaging software will link images of receipts to Oracle records


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New Functionality, continued

  • Queue Management (T&R)

  • Transaction Review and Edit (T&R)

  • Reassign Originators and Processors (T&R)

  • Cancel Transaction (T&R)

  • Reissue Payments (T&R)


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New Functionality, continued

  • Automatic Approval of Petty Cash Transactions (T&R)

  • Post Transaction Auditing (T&R)

  • Tax Reporting (T&R)


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Application Tools

  • Alcohol Tax and Tip Calculation

  • Per Diem Calculation

  • Mileage Rate Calculation

  • Import Spreadsheet – Human Subject and Petty Cash

  • Copy Existing Transaction

  • Approver Authority Lookup


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iOU Prototype

Home Page


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iOU Home Page - Prototype


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iOU Home Page – Prototype, continued


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iOU Home Page – Prototype, continued


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iOU Prototype

Reimbursement


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iOU Reimbursement - Prototype


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iOU Reimbursement – Prototype, continued


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iOU Reimbursement – Prototype, continued


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iOU Reimbursement – Prototype, continued


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iOU Prototype

Advances


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iOU Advance - Prototype


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iOU – Advance Prototype, continued


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iOU Prototype

Clearing Advance


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iOU Clearing Advance - Prototype


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iOU Clearing Advance – Prototype, cont’d


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iOU Clearing Advance – Prototype, cont’d


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iOU Prototype

Other Check – Single Payee


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iOU Other Check Request - Prototype


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iOU Other Check Request – Prototype, continued


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iOU Prototype

Other Check – Multiple Payee


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iOU Multiple Payee Request – Prototype


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iOU Multiple Payee Request – Prototype, continued


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iOU Multiple Payee Request – Prototype, continued


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iOU Prototype

Alcohol Tax and Tip Calculation Tool


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Application Tool - Prototype


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Application Tool – Prototype, continued


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Application Tool – Prototype, continued


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iOU

  • What questions do you have?


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Commitment and Financial Management Agenda

  • Introduction

  • Project Overview


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What is Commitment and Financial Management?

  • Phase 1 - Commitment Management (DEMS replacement)

    • Hard Commitments -- those generated from the system via Requisitions, Purchase Orders and Labor Schedules

    • Soft Commitments -- those known and planned-for, but not yet entered into a transaction system

    • Helps you manage a Project (account)


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What is Commitment and Financial Management?, continued

  • Phase 2 - Financial Management [Budget Office online reports replacement (used by DAPER and Engineering)]

    • Easy to use, fast, online drill-down reports

    • Targeted for PI’s and managers

    • Helps you manage a “portfolio”


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Project Overview

  • Business Owners:

    • Linda McIntyre, School of Medicine (Original DEMS Manager)

    • Bryan Brown, Stanford Institute for the Environment (Former Finance Manager for School of Engineering)

  • This project is driven by end-users, to meet their needs for better tools to help them manage both individual accounts and portfolios of funds and accounts


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Project Overview, continued

  • Phase One – Commitment Management System

  • Process for developing the new application

    • Focus Groups

      • Convened in early 2005

      • Representative users from across campus

      • Meet regularly with Project Team members

    • Field Studies

      • Performed at users’ desks

      • Understanding of existing challenges and processes

    • Requirement Gathering Completed in June 2005

    • Project Scope and Plan in Progress -- Due July 30th

      • Development, testing and implementation dates to be determined -- will NOT be this year


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Project Overview, continued

  • Phase Two – Financial Management System

  • Process for developing the new application will follow the same method used for Commitment Management

  • Planning for Phase Two will be kicked off in August

  • Implementation dates to be determined


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Reporting Agenda

  • ReportMart3

  • Improve Reporting - Foundation

  • Improve Reporting - Remodeling Choices

  • Improve Reporting - New Construction

  • Reporting Summary


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ReportMart3

  • Migrated from Reportmart2 to Reportmart3 - 6/05 (Put a new “front door” on the house and change the curtains on some windows)

    • Reports point to the same data tables as RM2; no significant changes to reports, although extensive testing for accuracy and performance was still required!

      • Reports renamed, including a unique number for easy identification

    • Worked with expanded Reporting Strategy Group and did field studies to determine needed customizations, to make the “interface” to reports more user-friendly

      • Can launch report (direct to prompt page) without going through instruction page

      • Words and buttons used to navigate and run reports are more intuitive

    • Access privilege required to use ReportMart3, so as not to set up 24000 users (grant through Authority Manager)


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ReportMart3

  • ReportMart3 - offers a “My ReportMart” page

    • Your favorite reports easily available

    • Layout of list is designed by user

    • On screen help: Instructions and sample Prompt and Report


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Improve Reporting: Foundation

  • Create the New Foundation (Move the house to a new foundation, one room at a time!)

    • Create an Enterprise Data Warehouse (“EDW”) to provide reporting data for faster and more flexible reporting

      • Data will be updated more frequently to allow better synchronization

      • Different types of data and reports will convert to EDW over the next six to eight months; key Expenditure reports will be ready by year end (and thus in sync with Fund reports)

      • Each report will need to be revised and tested


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Improve Reporting - Remodeling Choices

  • Enhance Existing Reports (Redecorate the rooms, as parts of the foundation are ready)

    • Apply uniform reporting standards to all reports (reports, instructions, standard search criteria, prompt edits, etc.)

    • Make other requested report changes

    • Testing is required with each step

    • Timing to be determined


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Improve Reporting - New Construction

  • Develop New Reports (Build new rooms)

    • Work with users to design reports to fill gaps

  • Pilot Ad Hoc reporting capabilities (Teach users to be carpenters)

    • Training required; roll out with EDW

  • Expand scheduling capabilities (Teach users to program a VCR)

    • Training required


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Reporting Summary

  • What does this all mean? (How long until I get my new kitchen?)

    • Few new reports have been created so far this year, as efforts were applied to the conversion to RM3 and building the EDW, and all the required testing

    • Decisions to be made related to repointing, enhancing, and re-writing reports in separate steps or all at once.

    • Critical fiscal year-end needs will be met!


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For More Information

  • For questions, concerns or feedback, call or email

    • Karen Craig

      • [email protected], 724-3899

    • Tana Hutchison

      • [email protected], 723-9793

    • Suzanne Schiessler

      • [email protected], 724-5967

    • Sue Schmitt

      • [email protected], 723-0781


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