U.S. Department of Housing and Urban Development New Core Program New Core Training Overview for Release 1 Travel

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U.S. Department of Housing and Urban Development
New Core ProgramNew Core Training Overview for
Release 1Travel Relocation
June 2014
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Agenda
Background Phased Release Implementation Approach 3
Potential Release 1 Risks 4
Critical Impacts from Release 1 5
Training Session Descriptions Schedule Concur/CGE Training Discoverer Training 8
Appendix 13
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Background Phased Release Implementation Approach

• As part of a phased incremental release approach,
  HUD will implement the first segment (known as
  Release 1) of the New Core project on October 1,
  2014. HUD will be using operational systems
  provided by ARC
• Concur Travel system - temporary duty travel
• mLinqs relocation travel
• Oracle Financials - travel and relocation
  obligations and payments
• This agile implementation approach reduces
  overall risks to the project. Incremental
  releases will be refined, updated, and improved
  to reach the full scope of the project.

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Critical Impacts from Release 1
Changes in Budget and Funds Control
HUD budget staff will need to be trained on the newly defined levels of funds control and the process for establishing and managing the budget execution business process within ARCs core financial application. They will also need to understand the end to end business process for establishing the budget in HUDCAPS, the timing of the interface to the Oracle core financial application, and monitoring budget execution reports in Oracles reporting tool, Discoverer. Funds control between the Concur (CGE) Travel Relocation and Oracle will not be available in real-time in Release 1, Travel transactions will be interfaced via a daily batch process Travel budget will be imported daily from HUDCAPS to ARC through a batch interface Certifying Officers /Approvers will have to validate funds availability based on reports out of ARCs Oracle Discoverer and the HUDs Financial Datamart
Changes in Reporting
HUD employees extracting financial reports will need to be trained on Oracle Discoverer Users will access reports from both HUDCAPS and Oracle Discoverer, i.e. managerial reporting of travel expenses The OCFO, monthly SF-224 submission process will be modified, ARC will be reporting all travel payments under the ARC ALC, therefore HUD financial reporting accountants will not be accounting for those transactions
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Concur/CGE Training Session Descriptions
Training sessions are designed to help prepare
HUD personnel to use the travel system. Training,
in conjunction with communications and change
management, can mitigate the workforce impacts of
Release 1.
Course Overview Curriculum
Hands-On Training Super User Session Length 1 Day Audience Key personnel to assist and provide guidance to end users Estimated Number of Participants 450 Employees (one person from each program area) The second half of this session includes hands-on exercises that the attendees will complete. The exercises provide various trip scenarios that give additional experience with the travel system. The course includes training on the following user roles Federal Traveler This user role allows for creation of travel documents for themselves only. Travel Arranger This user role allows for creation of travel documents for themselves and other users. Routing Official This user role gives the ability to stamp travel documents as part of the electronic routing process. The CGE Training instance is utilized for the sessions and user ID/passwords will be provided to all attendees. Attendees of the live webinar sessions will have the opportunity to ask questions throughout the demonstration. These sessions will consist of instructional training which allows attendees to follow along with the instructor and performing the following tasks Selecting reservations Completing an authorization Approving the authorization Completing a voucher from authorization Completing a local voucher
Hands-On Training Standard End User Session Length 4 Hours Audience Frequent travelers and travel arrangers Estimated Number of Participants 1,200 to 1,300 Employees This Standard End User training does not include hands-on training exercises. The course includes training on the following user roles Federal Traveler This user role allows for creation of travel documents for themselves only. Travel Arranger This user role allows for creation of travel documents for themselves and other users. Routing Official This user role gives the ability to stamp travel documents as part of the electronic routing process. The CGE Training instance is utilized for the sessions and user ID/passwords will be provided to all attendees. Attendees of the live webinar sessions will have the opportunity to ask questions throughout the demonstration. These sessions will consist of instructional training which allows attendees to follow along with the instructor and performing the following tasks Selecting reservations Completing an authorization Approving the authorization Completing a voucher from authorization Completing a local voucher
Live Webinars (available via Go To Meeting) Session Length 3 Hours Audience Frequent travelers, travel arrangers, reviewing/approving officials, or anyone who may need refresher training Estimated Number of Participants 3,000 Employees The course includes training on the following user roles Federal Traveler This user role allows for creation of travel documents for themselves only. Travel Arranger This user role allows for creation of travel documents for themselves and other users. Routing Official This user role gives the ability to stamp travel documents as part of the electronic routing process. The CGE Training instance is utilized for the sessions and user ID/passwords will be provided to all attendees. Attendees of the live webinar sessions will have the opportunity to ask questions throughout the demonstration. These sessions will consist of instructional training which allows attendees to follow along with the instructor and performing the following tasks Selecting reservations Completing an authorization Approving the authorization Completing a voucher from authorization Completing a local voucher
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Concur/CGE Training Schedule
The training sessions available to HUD employees
will include hands-on super users sessions,
hands-on end user training, and webinar training
sessions. Supplemental training resources are
also available to all HUD employees including
electronic manuals, pre-recorded webinars, and
CGE interactive simulations.
Training Dates Training Location Training Method Training Conducted By No. of Half-Day End User Training Sessions No. of 1 Day Super User Sessions No. of Webinar Training Sessions

7/14 7/18 Denver, CO End User Super User ARC 8 1
8/5 8/8 Boston, MA End User Super User ARC 6 1
8/11 8/15 Chicago, IL End User Super User ARC 8 1
8/18 8/22 Philadelphia, PA End User Super User ARC 8 1
9/15 9/18 Kansas City, KS End User Super User Concur 6 1
10/6 10/10 DC HQ End User Super User Concur 8 1
10/20 10/24 DC HQ End User Super User Concur 8 1
9/8 9/12 Webinar ARC/Go To Meeting 10
9/15 9/19 Webinar ARC/Go To Meeting 10
10/6 10/10 Webinar ARC/Go To Meeting 10
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Concur/CGE Training Additional Sessions Schedule
Additional training sessions will be available to
HUD employees at the following locations (note
that the delivery method and additional logistics
are still being negotiated)
Training Dates Training Location Training Conducted By
7/21 7/25 San Francisco, CA HUD
7/28 8/1   New York, NY HUD
8/25 8/29   Atlanta, GA HUD
8/25 8/29 San Juan, PR HUD
9/2 9/5 New Orleans, LA HUD
9/8 9/12   Seattle, WA HUD
9/22 9/26   Los Angeles, CA HUD
10/20 10/24 Fort Worth, TX HUD
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Discoverer Training Session Descriptions
Training sessions are designed to help prepare
HUD personnel to use the Discoverer Reporting
Tool. Training, in conjunction with
communications and change management, can
mitigate the workforce impacts of Release 1.
Discoverer Plus Course Overview Curriculum
Hands-On Training Standard End User Session Length 8 Hours Audience Reporting personnel that will be creating custom reports or modifying ARC standard reports Estimated Number of Participants 20 Employees This session will include a demo of the Discoverer Plus application as well as hands-on experience creating and running reports. This training will cover Overview of the application Review of the ARC standard suite of reports (financial and travel) Different types of data that can be pulled into reports Instructions on how to create custom reports within the application
Live Webinars (available via Go To Meeting) Session Length 6-8 Hours Audience Reporting personnel that will be creating custom reports or modifying ARC standard reports Estimated Number of Participants 20 Employees This session will include a demo of the Discoverer Plus application as well as hands-on experience creating and running reports. This training will cover Overview of the application Review of the ARC standard suite of reports (financial and travel) Different types of data that can be pulled into reports Instructions on how to create custom reports within the application
Discoverer Viewer Course Overview Curriculum
Hands-On Training Standard End User Session Length 3 Hours Audience Reporting personnel that that will only be running ARC standard reports or reports shared by other HUD users Estimated Number of Participants 200 Employees This session will include a demo of the Discoverer Viewer application as well as hands-on experience running reports. This training will cover Overview of the application Review of the ARC standard suite of reports (financial and travel) Instructions on how to run reports within the application Instructions on how to bookmark favorite worksheets
Live Webinars (available via Go To Meeting) Session Length 2-3 Hours Audience Reporting personnel that that will only be running ARC standard reports or reports shared by other HUD users Estimated Number of Participants 40 Employees This session will include a demo of the Discoverer Viewer application as well as hands-on experience running reports. This training will cover Overview of the application Review of the ARC standard suite of reports (financial and travel) Instructions on how to run reports within the application Instructions on how to bookmark favorite worksheets
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Discoverer Training Schedule
The training sessions available to HUD employees
will include hands-on end user training and live
webinar training sessions. Supplemental training
resources are also available to all HUD employees
including electronic quick reference guides and
recorded webinars.
Training Dates Training Location Training Conducted By Estimated Number of Plus Attendees Number of Full-Day Discoverer Plus Sessions Estimated Number of Viewer Attendees Number of Half-Day Discoverer Viewer Sessions
10/14 10/16 DC Headquarters ARC 20 1 80 4
10/21 10/23 DC Headquarters ARC 0 0 120 6
TBD Webinar Plus ARC 20 1 0 0
TBD Webinar Viewer ARC 0 0 20 1
TBD Webinar Viewer ARC 0 0 20 1
ARC 40 2 240 12
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APPENDIX
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Release 1 Travel Relocation

• Basic Steps for Travel Authorization
• HUD Traveler enters travel authorization
• HUD Manager approves travel authorization
  (obligating event occurs)
• HUD Administrative person manually checks funds
  availability based on report from ARC
• ARC runs batch job during the night to load the
  Concur data to Oracle (one-way) to record the
  obligation from the past day (1st day)
• ARC runs batch job from HUDCAPS to Oracle to
  record budget authority from the past day (2nd
  day)