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

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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.
• FYIs
• 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
  HS, 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 (TR)
• Transaction Review and Edit (TR)
• Reassign Originators and Processors (TR)
• Cancel Transaction (TR)
• Reissue Payments (TR)

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New Functionality, continued

• Automatic Approval of Petty Cash Transactions
  (TR)
• Post Transaction Auditing (TR)
• Tax Reporting (TR)

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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, contd
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iOU Clearing Advance Prototype, contd
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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 PIs 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
• klcraig_at_stanford, 724-3899
• Tana Hutchison
• tana_at_stanford, 723-9793
• Suzanne Schiessler
• suzanne1_at_stanford, 724-5967
• Sue Schmitt
• sue.schmitt_at_stanford, 723-0781