oracle financials update july 14 2005 tana hutchison cindy min scott watanabe l.
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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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Presentation Transcript
agenda
Agenda
  • Update on Major Initiatives
    • PCard
    • iOU
    • Commitment and Financial Management
    • Reporting
  • Question/Answer Session
pcard agenda
PCard Agenda
  • Project Overview
  • New Functionality
  • Sample Screen Shots
  • Training and Communication Plans
project overview
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”
new functionality
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.
new functionality continued
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.
training and communication
Training and Communication
  • Training, September – December 2005
    • Demos
    • Classroom Training
    • Online Tutorials
  • Weekly Friday “Open Labs” available for extra help
pcard
PCard
  • What questions do you have?
iou agenda
iOU Agenda
  • Introduction
  • Project Overview
  • New Functionality
  • Application Tools
  • Prototype Screen Shots
what is iou
What is iOU?
  • Reimbursements
  • Advances
  • Other Checks
  • Petty Cash
project overview19
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
project overview continued
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
new functionality21
New Functionality
  • Web Entry Forms – All Modules
  • Data Access Security
  • Approval Routing (Parallel or Sequential), Multiple FYIs
  • Transaction Routing
  • Enhanced Workflow Notifications
new functionality continued22
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
new functionality continued23
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)
new functionality continued24
New Functionality, continued
  • Automatic Approval of Petty Cash Transactions (T&R)
  • Post Transaction Auditing (T&R)
  • Tax Reporting (T&R)
application tools
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
iou prototype
iOU Prototype

Home Page

iou prototype30
iOU Prototype

Reimbursement

iou prototype38
iOU Prototype

Clearing Advance

iou prototype42
iOU Prototype

Other Check – Single Payee

iou prototype45
iOU Prototype

Other Check – Multiple Payee

iou prototype49
iOU Prototype

Alcohol Tax and Tip Calculation Tool

slide53
iOU
  • What questions do you have?
commitment and financial management agenda
Commitment and Financial Management Agenda
  • Introduction
  • Project Overview
what is commitment and financial management
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)
what is commitment and financial management continued
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”
project overview57
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
project overview continued58
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
project overview continued59
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
reporting agenda
Reporting Agenda
  • ReportMart3
  • Improve Reporting - Foundation
  • Improve Reporting - Remodeling Choices
  • Improve Reporting - New Construction
  • Reporting Summary
reportmart3
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)
reportmart362
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
improve reporting foundation
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
improve reporting remodeling choices
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
improve reporting new construction
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
reporting summary
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!
for more information
For More Information
  • For questions, concerns or feedback, call or email
    • Karen Craig
      • klcraig@stanford, 724-3899
    • Tana Hutchison
      • tana@stanford, 723-9793
    • Suzanne Schiessler
      • suzanne1@stanford, 724-5967
    • Sue Schmitt
      • sue.schmitt@stanford, 723-0781