treasurer’s town hall - rutgers university town hall... · oct. 2016 hr/payroll ... •project-to...
TRANSCRIPT
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
bull Cornerstone Phase 1
ndash Completed and Stabilization Activities
bull Cornerstone Phase 2
ndash Human Resources and Payroll
ndash Student Experience Improvement Initiative
bull Ongoing Operations
ndash Financial Management and Reporting Tools
ndash Procurement
ndash Cornerstone Survey
ndash Training
2
Todayrsquos Agenda
CORNERSTONE PHASE 1
4
Key ActivitiesCompletion
Date
Budget Planning and Forecasting Ownership and accountability of financial resource
planning at the responsibility center levelOct 2016
HRPayroll ndash Data Migration Integrated two parallel systems and processes for
business services and creating a single payroll systemDec 2016
Expense Management Replaced lengthy complex paper-based process with
streamlined online systemJan 2017
Procurement (RU Marketplace) Single purchasing and payables process and tool
and standardized internal purchase order processes for internal suppliersMay 2017
Financial Management
bull Monthly close process initiated and identified accounting and payroll posting issues
addressed
Mar 2017
Grant and Contract Accounting
bull Award end date corrections complete to offset system functionality
bull Expense adjustments to correct conversion
bull Cost transfer process for Sponsored projects (SWRJ and CISF forms)
May 2017
Jun 2017
Aug 2017
SWRJ ndash Salary and Wage Redistribution and Justification
CISF ndash Change in Source Funds
Completed Phase 1 Activities
Stabilization Effort Resolution
bull Unprocessed transaction
and suspense clean up
bull Most unprocessed and suspense transactions have been cleared
bull PeopleSoft suspense
transactions (Aug 10
memo from Controllerrsquos
Office)
bull Approximately $15M of unprocessed expenses remain in payroll
suspense account and fringe suspense account including many
items related to research projects with expired end dates
bull FY 2017 year-end activities bull Year-end adjustments and accruals will be complete by end of
September
bull Project-to general ledger reconciliation is ongoing Additional year-
end adjustments may be needed to complete the annual audit
bull Discretionary account
balances
bull BR3 and RBHS Discretionary accounts that remain in GCA as
sponsored projects will be cleaned up and moved to the
Controllers Office as Non-Sponsored projects
bull Expense Report Project
Numbers Pre-Population
bull Working with Oracle to resolve this issue and will communicate when
the issue has been resolved
5
System Stabilization Financial Management
Stabilization Effort Resolution
bull Chart of Accounts immediate
and short-term remediation
activities
bull After working within the chart of accounts during the past year
the University Controllerrsquos Office and University Budget Office
have identified areas of opportunity where improvements can be
made In the coming weeks a group will be convened to
determine next steps
bull Implemented system rules business processes and
compliance routines to ensure the optimal use of the chart of
accounts which will result in a reduction of the number of Unit
Division and Organization (U-D-O) combinations
bull The next phase of the U-D-O project will include guidance on
how to take corrective actions in the following systems
o RU Marketplace
o Expense Management
o General Ledger
o PeopleSoft
bull Review Business Line alignment with U-D-O and Fund Type for
external financial statement purposes and Facilities and
Administration (FampA) reporting requirements at the University
level
6
System Stabilization Financial Management
Stabilization Effort Resolution
bull Finalize set-up for awards with
no compliance hold to lt15
business days
bull Reviewing and collecting the current backlog facilitating process
improvements to expedite review
bull The target date for 15 business day turn around is late
September
bull Budget revenue and
demographic adjustments to
correct conversion
bull Cash applied for grants
contracts and clinical trials
bull Project review has started and will take several months to
reconcile and make each project ldquowholerdquo and allow GCA to
move forward using Oracle and its delivered
servicesfunctionality
7
System Stabilization Grant and Contract Accounting
CORNERSTONE PHASE 2
9
ldquoLet Gordquo
Recognize past
successes but
prepare for the
change
Lead
Socialize new
model and
structure to
enable new
behaviors to help
employees
embrace change
Improve
Processes
Address issues
achieve
operational
excellence and
realize value
Adjust
Organization
Realign
organization to
become a best-in-
class organization
Deploy Systems
Implement
systems (HCM
Cloud Taleo etc)
HR Business Process Redesign Our Transformation Journey
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
bull Cornerstone Phase 1
ndash Completed and Stabilization Activities
bull Cornerstone Phase 2
ndash Human Resources and Payroll
ndash Student Experience Improvement Initiative
bull Ongoing Operations
ndash Financial Management and Reporting Tools
ndash Procurement
ndash Cornerstone Survey
ndash Training
2
Todayrsquos Agenda
CORNERSTONE PHASE 1
4
Key ActivitiesCompletion
Date
Budget Planning and Forecasting Ownership and accountability of financial resource
planning at the responsibility center levelOct 2016
HRPayroll ndash Data Migration Integrated two parallel systems and processes for
business services and creating a single payroll systemDec 2016
Expense Management Replaced lengthy complex paper-based process with
streamlined online systemJan 2017
Procurement (RU Marketplace) Single purchasing and payables process and tool
and standardized internal purchase order processes for internal suppliersMay 2017
Financial Management
bull Monthly close process initiated and identified accounting and payroll posting issues
addressed
Mar 2017
Grant and Contract Accounting
bull Award end date corrections complete to offset system functionality
bull Expense adjustments to correct conversion
bull Cost transfer process for Sponsored projects (SWRJ and CISF forms)
May 2017
Jun 2017
Aug 2017
SWRJ ndash Salary and Wage Redistribution and Justification
CISF ndash Change in Source Funds
Completed Phase 1 Activities
Stabilization Effort Resolution
bull Unprocessed transaction
and suspense clean up
bull Most unprocessed and suspense transactions have been cleared
bull PeopleSoft suspense
transactions (Aug 10
memo from Controllerrsquos
Office)
bull Approximately $15M of unprocessed expenses remain in payroll
suspense account and fringe suspense account including many
items related to research projects with expired end dates
bull FY 2017 year-end activities bull Year-end adjustments and accruals will be complete by end of
September
bull Project-to general ledger reconciliation is ongoing Additional year-
end adjustments may be needed to complete the annual audit
bull Discretionary account
balances
bull BR3 and RBHS Discretionary accounts that remain in GCA as
sponsored projects will be cleaned up and moved to the
Controllers Office as Non-Sponsored projects
bull Expense Report Project
Numbers Pre-Population
bull Working with Oracle to resolve this issue and will communicate when
the issue has been resolved
5
System Stabilization Financial Management
Stabilization Effort Resolution
bull Chart of Accounts immediate
and short-term remediation
activities
bull After working within the chart of accounts during the past year
the University Controllerrsquos Office and University Budget Office
have identified areas of opportunity where improvements can be
made In the coming weeks a group will be convened to
determine next steps
bull Implemented system rules business processes and
compliance routines to ensure the optimal use of the chart of
accounts which will result in a reduction of the number of Unit
Division and Organization (U-D-O) combinations
bull The next phase of the U-D-O project will include guidance on
how to take corrective actions in the following systems
o RU Marketplace
o Expense Management
o General Ledger
o PeopleSoft
bull Review Business Line alignment with U-D-O and Fund Type for
external financial statement purposes and Facilities and
Administration (FampA) reporting requirements at the University
level
6
System Stabilization Financial Management
Stabilization Effort Resolution
bull Finalize set-up for awards with
no compliance hold to lt15
business days
bull Reviewing and collecting the current backlog facilitating process
improvements to expedite review
bull The target date for 15 business day turn around is late
September
bull Budget revenue and
demographic adjustments to
correct conversion
bull Cash applied for grants
contracts and clinical trials
bull Project review has started and will take several months to
reconcile and make each project ldquowholerdquo and allow GCA to
move forward using Oracle and its delivered
servicesfunctionality
7
System Stabilization Grant and Contract Accounting
CORNERSTONE PHASE 2
9
ldquoLet Gordquo
Recognize past
successes but
prepare for the
change
Lead
Socialize new
model and
structure to
enable new
behaviors to help
employees
embrace change
Improve
Processes
Address issues
achieve
operational
excellence and
realize value
Adjust
Organization
Realign
organization to
become a best-in-
class organization
Deploy Systems
Implement
systems (HCM
Cloud Taleo etc)
HR Business Process Redesign Our Transformation Journey
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
CORNERSTONE PHASE 1
4
Key ActivitiesCompletion
Date
Budget Planning and Forecasting Ownership and accountability of financial resource
planning at the responsibility center levelOct 2016
HRPayroll ndash Data Migration Integrated two parallel systems and processes for
business services and creating a single payroll systemDec 2016
Expense Management Replaced lengthy complex paper-based process with
streamlined online systemJan 2017
Procurement (RU Marketplace) Single purchasing and payables process and tool
and standardized internal purchase order processes for internal suppliersMay 2017
Financial Management
bull Monthly close process initiated and identified accounting and payroll posting issues
addressed
Mar 2017
Grant and Contract Accounting
bull Award end date corrections complete to offset system functionality
bull Expense adjustments to correct conversion
bull Cost transfer process for Sponsored projects (SWRJ and CISF forms)
May 2017
Jun 2017
Aug 2017
SWRJ ndash Salary and Wage Redistribution and Justification
CISF ndash Change in Source Funds
Completed Phase 1 Activities
Stabilization Effort Resolution
bull Unprocessed transaction
and suspense clean up
bull Most unprocessed and suspense transactions have been cleared
bull PeopleSoft suspense
transactions (Aug 10
memo from Controllerrsquos
Office)
bull Approximately $15M of unprocessed expenses remain in payroll
suspense account and fringe suspense account including many
items related to research projects with expired end dates
bull FY 2017 year-end activities bull Year-end adjustments and accruals will be complete by end of
September
bull Project-to general ledger reconciliation is ongoing Additional year-
end adjustments may be needed to complete the annual audit
bull Discretionary account
balances
bull BR3 and RBHS Discretionary accounts that remain in GCA as
sponsored projects will be cleaned up and moved to the
Controllers Office as Non-Sponsored projects
bull Expense Report Project
Numbers Pre-Population
bull Working with Oracle to resolve this issue and will communicate when
the issue has been resolved
5
System Stabilization Financial Management
Stabilization Effort Resolution
bull Chart of Accounts immediate
and short-term remediation
activities
bull After working within the chart of accounts during the past year
the University Controllerrsquos Office and University Budget Office
have identified areas of opportunity where improvements can be
made In the coming weeks a group will be convened to
determine next steps
bull Implemented system rules business processes and
compliance routines to ensure the optimal use of the chart of
accounts which will result in a reduction of the number of Unit
Division and Organization (U-D-O) combinations
bull The next phase of the U-D-O project will include guidance on
how to take corrective actions in the following systems
o RU Marketplace
o Expense Management
o General Ledger
o PeopleSoft
bull Review Business Line alignment with U-D-O and Fund Type for
external financial statement purposes and Facilities and
Administration (FampA) reporting requirements at the University
level
6
System Stabilization Financial Management
Stabilization Effort Resolution
bull Finalize set-up for awards with
no compliance hold to lt15
business days
bull Reviewing and collecting the current backlog facilitating process
improvements to expedite review
bull The target date for 15 business day turn around is late
September
bull Budget revenue and
demographic adjustments to
correct conversion
bull Cash applied for grants
contracts and clinical trials
bull Project review has started and will take several months to
reconcile and make each project ldquowholerdquo and allow GCA to
move forward using Oracle and its delivered
servicesfunctionality
7
System Stabilization Grant and Contract Accounting
CORNERSTONE PHASE 2
9
ldquoLet Gordquo
Recognize past
successes but
prepare for the
change
Lead
Socialize new
model and
structure to
enable new
behaviors to help
employees
embrace change
Improve
Processes
Address issues
achieve
operational
excellence and
realize value
Adjust
Organization
Realign
organization to
become a best-in-
class organization
Deploy Systems
Implement
systems (HCM
Cloud Taleo etc)
HR Business Process Redesign Our Transformation Journey
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
4
Key ActivitiesCompletion
Date
Budget Planning and Forecasting Ownership and accountability of financial resource
planning at the responsibility center levelOct 2016
HRPayroll ndash Data Migration Integrated two parallel systems and processes for
business services and creating a single payroll systemDec 2016
Expense Management Replaced lengthy complex paper-based process with
streamlined online systemJan 2017
Procurement (RU Marketplace) Single purchasing and payables process and tool
and standardized internal purchase order processes for internal suppliersMay 2017
Financial Management
bull Monthly close process initiated and identified accounting and payroll posting issues
addressed
Mar 2017
Grant and Contract Accounting
bull Award end date corrections complete to offset system functionality
bull Expense adjustments to correct conversion
bull Cost transfer process for Sponsored projects (SWRJ and CISF forms)
May 2017
Jun 2017
Aug 2017
SWRJ ndash Salary and Wage Redistribution and Justification
CISF ndash Change in Source Funds
Completed Phase 1 Activities
Stabilization Effort Resolution
bull Unprocessed transaction
and suspense clean up
bull Most unprocessed and suspense transactions have been cleared
bull PeopleSoft suspense
transactions (Aug 10
memo from Controllerrsquos
Office)
bull Approximately $15M of unprocessed expenses remain in payroll
suspense account and fringe suspense account including many
items related to research projects with expired end dates
bull FY 2017 year-end activities bull Year-end adjustments and accruals will be complete by end of
September
bull Project-to general ledger reconciliation is ongoing Additional year-
end adjustments may be needed to complete the annual audit
bull Discretionary account
balances
bull BR3 and RBHS Discretionary accounts that remain in GCA as
sponsored projects will be cleaned up and moved to the
Controllers Office as Non-Sponsored projects
bull Expense Report Project
Numbers Pre-Population
bull Working with Oracle to resolve this issue and will communicate when
the issue has been resolved
5
System Stabilization Financial Management
Stabilization Effort Resolution
bull Chart of Accounts immediate
and short-term remediation
activities
bull After working within the chart of accounts during the past year
the University Controllerrsquos Office and University Budget Office
have identified areas of opportunity where improvements can be
made In the coming weeks a group will be convened to
determine next steps
bull Implemented system rules business processes and
compliance routines to ensure the optimal use of the chart of
accounts which will result in a reduction of the number of Unit
Division and Organization (U-D-O) combinations
bull The next phase of the U-D-O project will include guidance on
how to take corrective actions in the following systems
o RU Marketplace
o Expense Management
o General Ledger
o PeopleSoft
bull Review Business Line alignment with U-D-O and Fund Type for
external financial statement purposes and Facilities and
Administration (FampA) reporting requirements at the University
level
6
System Stabilization Financial Management
Stabilization Effort Resolution
bull Finalize set-up for awards with
no compliance hold to lt15
business days
bull Reviewing and collecting the current backlog facilitating process
improvements to expedite review
bull The target date for 15 business day turn around is late
September
bull Budget revenue and
demographic adjustments to
correct conversion
bull Cash applied for grants
contracts and clinical trials
bull Project review has started and will take several months to
reconcile and make each project ldquowholerdquo and allow GCA to
move forward using Oracle and its delivered
servicesfunctionality
7
System Stabilization Grant and Contract Accounting
CORNERSTONE PHASE 2
9
ldquoLet Gordquo
Recognize past
successes but
prepare for the
change
Lead
Socialize new
model and
structure to
enable new
behaviors to help
employees
embrace change
Improve
Processes
Address issues
achieve
operational
excellence and
realize value
Adjust
Organization
Realign
organization to
become a best-in-
class organization
Deploy Systems
Implement
systems (HCM
Cloud Taleo etc)
HR Business Process Redesign Our Transformation Journey
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
Stabilization Effort Resolution
bull Unprocessed transaction
and suspense clean up
bull Most unprocessed and suspense transactions have been cleared
bull PeopleSoft suspense
transactions (Aug 10
memo from Controllerrsquos
Office)
bull Approximately $15M of unprocessed expenses remain in payroll
suspense account and fringe suspense account including many
items related to research projects with expired end dates
bull FY 2017 year-end activities bull Year-end adjustments and accruals will be complete by end of
September
bull Project-to general ledger reconciliation is ongoing Additional year-
end adjustments may be needed to complete the annual audit
bull Discretionary account
balances
bull BR3 and RBHS Discretionary accounts that remain in GCA as
sponsored projects will be cleaned up and moved to the
Controllers Office as Non-Sponsored projects
bull Expense Report Project
Numbers Pre-Population
bull Working with Oracle to resolve this issue and will communicate when
the issue has been resolved
5
System Stabilization Financial Management
Stabilization Effort Resolution
bull Chart of Accounts immediate
and short-term remediation
activities
bull After working within the chart of accounts during the past year
the University Controllerrsquos Office and University Budget Office
have identified areas of opportunity where improvements can be
made In the coming weeks a group will be convened to
determine next steps
bull Implemented system rules business processes and
compliance routines to ensure the optimal use of the chart of
accounts which will result in a reduction of the number of Unit
Division and Organization (U-D-O) combinations
bull The next phase of the U-D-O project will include guidance on
how to take corrective actions in the following systems
o RU Marketplace
o Expense Management
o General Ledger
o PeopleSoft
bull Review Business Line alignment with U-D-O and Fund Type for
external financial statement purposes and Facilities and
Administration (FampA) reporting requirements at the University
level
6
System Stabilization Financial Management
Stabilization Effort Resolution
bull Finalize set-up for awards with
no compliance hold to lt15
business days
bull Reviewing and collecting the current backlog facilitating process
improvements to expedite review
bull The target date for 15 business day turn around is late
September
bull Budget revenue and
demographic adjustments to
correct conversion
bull Cash applied for grants
contracts and clinical trials
bull Project review has started and will take several months to
reconcile and make each project ldquowholerdquo and allow GCA to
move forward using Oracle and its delivered
servicesfunctionality
7
System Stabilization Grant and Contract Accounting
CORNERSTONE PHASE 2
9
ldquoLet Gordquo
Recognize past
successes but
prepare for the
change
Lead
Socialize new
model and
structure to
enable new
behaviors to help
employees
embrace change
Improve
Processes
Address issues
achieve
operational
excellence and
realize value
Adjust
Organization
Realign
organization to
become a best-in-
class organization
Deploy Systems
Implement
systems (HCM
Cloud Taleo etc)
HR Business Process Redesign Our Transformation Journey
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
Stabilization Effort Resolution
bull Chart of Accounts immediate
and short-term remediation
activities
bull After working within the chart of accounts during the past year
the University Controllerrsquos Office and University Budget Office
have identified areas of opportunity where improvements can be
made In the coming weeks a group will be convened to
determine next steps
bull Implemented system rules business processes and
compliance routines to ensure the optimal use of the chart of
accounts which will result in a reduction of the number of Unit
Division and Organization (U-D-O) combinations
bull The next phase of the U-D-O project will include guidance on
how to take corrective actions in the following systems
o RU Marketplace
o Expense Management
o General Ledger
o PeopleSoft
bull Review Business Line alignment with U-D-O and Fund Type for
external financial statement purposes and Facilities and
Administration (FampA) reporting requirements at the University
level
6
System Stabilization Financial Management
Stabilization Effort Resolution
bull Finalize set-up for awards with
no compliance hold to lt15
business days
bull Reviewing and collecting the current backlog facilitating process
improvements to expedite review
bull The target date for 15 business day turn around is late
September
bull Budget revenue and
demographic adjustments to
correct conversion
bull Cash applied for grants
contracts and clinical trials
bull Project review has started and will take several months to
reconcile and make each project ldquowholerdquo and allow GCA to
move forward using Oracle and its delivered
servicesfunctionality
7
System Stabilization Grant and Contract Accounting
CORNERSTONE PHASE 2
9
ldquoLet Gordquo
Recognize past
successes but
prepare for the
change
Lead
Socialize new
model and
structure to
enable new
behaviors to help
employees
embrace change
Improve
Processes
Address issues
achieve
operational
excellence and
realize value
Adjust
Organization
Realign
organization to
become a best-in-
class organization
Deploy Systems
Implement
systems (HCM
Cloud Taleo etc)
HR Business Process Redesign Our Transformation Journey
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
Stabilization Effort Resolution
bull Finalize set-up for awards with
no compliance hold to lt15
business days
bull Reviewing and collecting the current backlog facilitating process
improvements to expedite review
bull The target date for 15 business day turn around is late
September
bull Budget revenue and
demographic adjustments to
correct conversion
bull Cash applied for grants
contracts and clinical trials
bull Project review has started and will take several months to
reconcile and make each project ldquowholerdquo and allow GCA to
move forward using Oracle and its delivered
servicesfunctionality
7
System Stabilization Grant and Contract Accounting
CORNERSTONE PHASE 2
9
ldquoLet Gordquo
Recognize past
successes but
prepare for the
change
Lead
Socialize new
model and
structure to
enable new
behaviors to help
employees
embrace change
Improve
Processes
Address issues
achieve
operational
excellence and
realize value
Adjust
Organization
Realign
organization to
become a best-in-
class organization
Deploy Systems
Implement
systems (HCM
Cloud Taleo etc)
HR Business Process Redesign Our Transformation Journey
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
CORNERSTONE PHASE 2
9
ldquoLet Gordquo
Recognize past
successes but
prepare for the
change
Lead
Socialize new
model and
structure to
enable new
behaviors to help
employees
embrace change
Improve
Processes
Address issues
achieve
operational
excellence and
realize value
Adjust
Organization
Realign
organization to
become a best-in-
class organization
Deploy Systems
Implement
systems (HCM
Cloud Taleo etc)
HR Business Process Redesign Our Transformation Journey
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
9
ldquoLet Gordquo
Recognize past
successes but
prepare for the
change
Lead
Socialize new
model and
structure to
enable new
behaviors to help
employees
embrace change
Improve
Processes
Address issues
achieve
operational
excellence and
realize value
Adjust
Organization
Realign
organization to
become a best-in-
class organization
Deploy Systems
Implement
systems (HCM
Cloud Taleo etc)
HR Business Process Redesign Our Transformation Journey
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
Please note that this is a high level journey timeline and dates are still being determined
August - October November ndash June 2018 June and Beyond
Wo
rk P
rod
ucts
Service Delivery Model
Change Management
Journey Map
Communication Plan
Activity Analysis
Readout
Change
Management work
products
Change Network
Mobilized
Pilot Strategy
Pilot Analysis
EnhancedUpdated
Model
Communications Metrics Dashboard
New Technology
Finalize
Model
Approve
Model
Mobilize
Change
Network
Pilot
ExecutionReview
Conduct Activity
Analysis and
provide readout
Key Stakeholders
will attend review
sessions to buy in
on future state
design
Make
Adjustments
Evaluation
and
Reporting
Adjust
Org
Socialize
Model
Employ
Technology
Key A
cti
vit
ies
Change
Network
Selection and
Mobilization
Pilot Analysis
Service Delivery
Model Rollout
Approach
Change
Management
Communicate and
Educate
organization
Stakeholder
Engagement
Activities
Organizational
Adjustment
Measure
Effectiveness
Implementation
of the HCM
Cloud
HR BPR High-Level Journey Timeline
10
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
11
Student Experience Improvement Initiative
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
Studentshellip bull Seamless consistent experience
interact
throughhellip
bull Access to common services driving
student-first philosophy
supported
byhellip
bull Cross-trained generalists (single point of
contact for triage support) and
specialists (complex inquiries)
hellipto process
transactions
acrosshellip
bull Streamline and manage high volume
transactions
using
integrated
technology
systems
bull Improve customer service performance
management reporting and metrics
Generalists Specialists
Financial Aid Student Accounts RegistrarAdmissions
PhoneE-mail In-PersonWeb
Data AnalyticsCase TrackingImagingSIS
Recruitment Graduation
Student Lifecycle
12
The Student Experience One Stop Service Center
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
Project Scope
Human Resources Payroll
(217 ndash 619)
bull Business process redesign and implementation
bull Cloud-based HRPayroll system implementation initiated
Reporting and Analytics
(417 ndash 1218)
Real-time interactive and actionable university-wide and divisional
analytics capabilities includes operational efficiency dashboards and
predictive analyses
Student Experience
Improvement Initiative
(716 ndash 818)
Business process redesign for student services including one-stop
shop Customer Relationship Management and selection of a
student information system
Research Administration
(616 ndash 318)
Completion of e-compliance modules and Research Administration amp
Proposal Submission Integration with Oracle implementation of
business process improvements for animal operations
Financial Management
(517 ndash 618)
Oracle software upgrade Fixed Assets implementation Treasury
integration
Budget and Planning
(617 ndash 918)
Extend financial planning for multi-faceted modeling including capital
planning tied in with balance sheet models transition to Cloud-based
versions of software
Procurement Services
(716 ndash 1218)
Strategic sourcing for spend categories expense and travel
management program
13
Cornerstone Phase 2 Summary
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
ONGOING OPERATIONS
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
15
Information Need Query to Use
Reconcile General Ledger
GL Trial Balance
Journal Detail
AP GL Entries
Project GL Entries
AR GL Entries
Reconcile Projects
201- Project Billing
202 ndash Project Summary
203 ndash Project Cost Summary
204 ndash Project Cost Details
205 ndash Project Revenue Details
505 ndash Dashboard (multiple reports) ndash
project Cost Revenue Budget and
Commitments
Reconcile Projects to General
Ledger and Accounts Payable
Project ndash GL Reconciliation
Project Cost Details
Project ndash AP Reconciliation
Project ndash AP Reconciliation with PO
Number
Reconcile Internal Purchase
Orders ndash Invoices and Payments
IPO ndash Invoices and Payments
Analyze transactions from
Accounts Payable and
Procurement
401 ndash AP Invoice Register
402 ndash AP Payment Register
403- Invoice Register for AP
404 ndash Payment Register for AP
405 ndash Invoices and Payments for AP
601 ndash Purchase Orders
602 ndash Purchase Orders with Status
bull We are taking the following steps to provide account management toolso Short-term (June-ongoing) More details in the existing queries
o Medium-term (Sept) Build more custom reports
o Long-term (TBD) Work with Oracle to provide reports and screens with better information for
administrators and faculty
Commitments report shows encumbrances Payroll encumbrances are not live and there have been issues
with Accounts Payable invoices relieving the encumbrances ndash these are not reporting issues Report these as
transaction problems and send specific examples to the project team so they can be addressed
Tools to Help You Manage Your Accounts
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
16
New and Modified Reports
Report
NumberReport Name Description Reporting Tool
NA Payroll Distribution Report FDW via Discoverer
RU PJ 025 RU PJ 025 LOC Summary Report BI
NA Appointment Level Charging Instructions (New) FDW via Discoverer
RU GL 005 RU GL 005 Transaction Report by Document Number BI
RU SEC 001 RU SEC 001 Security Access Lookup Report BI
RU PJ 070 RU PJ 070 UDOs Available for Projects Listing (New) BI
RU PJ 073 RU PJ 073 Project Costs Detail Report (New) BI
RU GL 072 RU GL 072 Transaction Summary Report (New) FRS
RU GL 038 RU GL 038 Balance Sheet by Fund Type FRS
RU GL 066 RU GL 066 Balance Sheet by Unit FRS
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
Report
NumberReport Name
Launch
Month
(Target)
RU PJ 071Sponsored Fund Balance Summary ReportExpenditure type categories budget actuals encumbrances and balances for sponsored
projects
Sep 2017
RU PJ 072Sponsored Period Actual ReportProject transaction actual amounts by transaction number and date within expenditure type
Sep 2017
RU PJ 031 Sponsored Monthly Activity Report Sep 2017
RU GL 071Transaction Detail Report (similar to legacy SD)Activities that have hit a general ledger chart string and identifies the source of the transaction
(payables payroll projects etc)
Sep 2017
RU GL 074 Encumbrance Detail Report (similar to legacy CD) Sep 2017
RU GL 073 Monthly Transaction Report (similar to legacy MAR) Sep 2017
RU PJ 069Unprocessed Projects Costs Transactions Error ReportIncludes error message(s) necessary to research and correct the transaction for successful
processing and posting to the general ledger
Sep 2017
RU PJ 074 Unprocessed Project Revenue Transactions Error Report Sep 2017
RU PJ 013COA Segment Listing for ProjectsNew and existing projects in system additional fields such as revenue account related project
and award true award end date and status of the project manager and project investigator
Sep 2017
RU PJ 068 Projects Fund Balance Report Sep 2017
17
Reports and Queries in Development
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
18
Group Reporting Need
Request
Description Reporting
Tool
Management Pending New Board of Governors report being
discussed
TBD
General
Ledger
Modified Account
Analysis Report
Modify baseline general ledger transaction
detail report to include only specific columns
desired in order specified Project number task
number and purchase order number will display
in the Line Item Detail column
BI
Publisher
PampL with ending
Fund Balance
Report will display balances for all code
combinations based on segments entered
Balances can be displayed at roll-up levels or
lowest level and for actual and budget
Smart
View
Project Project GL
Reconciliation
Report
Report to reconcile revenues and expenses
from Sponsored projects fund types to the
general ledger
BI
Publisher
Enhanced Reporting Initiative
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
19
bull Upgraded financial management and expense report management system
bull Little to no impact on how staff and faculty use the Oracle platform functions
bull Changes include more modern style customized ldquoRutgersrdquo branding enhancements
to simplify navigation and streamline processes
bull Testers from campus and central units are participating in three cycles to thoroughly
test the platform prior to going live universitywide
bull Webinars being planned for late September and early October
bull The financial management system will be shut down from Sep 29 at 500 pm
to Oct 2 at 800 am to convert data to the new platform
bull QampAs have been posted on the Controllerrsquos website additional communications on
the release of this upgrade will be available prior to the launch
Oracle Release 12 Coming in October 2017
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
bull In response to June 2017 Cornerstone survey results we are developing high-level
processes to support staff and facultyrsquos understanding of key procedures including
bull Engaging focus team to provide input on website which is being overhauled to
incorporate policies business processes and supporting formsdocumentation
bull Training curriculum ndash instructor-led web-based job aids ndash 4Q 2017 targeted launch
20
Category Processes
How to Buy
Internal Purchase Orders
Requests for Proposals
Sole Source
Contract Reviews and Approvals
How to PayCheck Requests
Wire Transfers
How to Expense (Reimburse)TravelBusiness Reimbursements
Employee Relocation
Process Improvement University Procurement Services
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
Communications
Cornerstone
Website
Cornerstone
Newsletter
Treasurerrsquos Town
Hall Meetings
Leadership Videos
Training
www
had difficulty finding
information on the
Cornerstone website
Business Advisory and SchoolUnit reps did not
understand or were unsure about the impact
that no change in systemsprocesses would have
on the University
Email Department
Supervisor
Provide feedback
Receive updates 67
42 43
Preferred Method
63
40
Managing Change
67 satisfied with training
communications
feel they have the training
needed to perform their work
Satisfaction
51
Applicable and Relevant Training
Cornerstone June 2017 Survey Highlights
Expense Management
Financial Management
Human ResourcesPayroll
Procurement
53
42
62
65
HighMed Low None
feel messages
are clear
53
feel messages
are accurate
65
feel messages are
sent frequently
enough
59
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
22
Cornerstone
Access (Resources and People)
Help Desk and Support
Training
Commu-nications
Change Management
Systems
Faculty
Training Help Desk and Support
bull Update organize materials in one place
bull More relevant hands-on (learning labs)
sessions Trainers who can apply information
to Rutgers (less generic)
bull More responsive help desk and support teams
More knowledgeable staff to provide consistent
guidance and answers
Business Processes
bull Detailed step-by-step instructions ldquoHow tordquo
guides
Communications
bull More honest consistent targeted and timely
updates Improve organization of online
information and resources
Faculty
bull Customized education modules better access
to accurate data and reporting tools to manage
grant accounts
Change Management
bull Overwhelming to absorb this much change at
once Need grassroots and manager-level
engagement
Systems
bull Not intuitive cumbersome (RU Marketplace)
bull Better reports needed (financial management)
Key Topics and Themes
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
bull Embed Business Processes All courses to include business processes to support employee
understanding of Finance workflows
bull Recognition and Career Advancement Establish certificate program for intermediate and
specialized courses enable staff recognition and means for staff to advance careers at
Rutgers
bull Streamline Registration Provide one registration method for all training offerings to simplify
the ldquohow tordquo for the end user
Key elements to further develop skills in finance areas across central and campus
Foundational
Courses
bull High-level instruction covering basic financial terms and concepts
understanding work and workflows in Finance units
bull Required training for all University Finance amp Administration
employees and users with a financial role
Intermediate
Courses
bull Based on current course pathways which are being updated to
address current processes and training gaps
bull Ongoing training for reporting
Specialized
Coursesbull Intended for subject matter experts
23
Developing Our People Three-Tiered Approach
Courses are open now (Controllerrsquos Office) others will roll out in 4Q 2017
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
RESOURCES
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
bull Updated support and help desk contacts
o cornerstonerutgersedu
bull Stay connected
o Finance and Cornerstone websites
o Treasurerrsquos Town Hall
o Cornerstone News Digest
bull Send questions suggestions and
feedback to
o cornerstonerutgersedu
o financerutgersedu
bull Grant Administrators
o Join the RAIN listserv
25
Resources
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall
J Michael Gower
Executive Vice President University Finance and Administration
University Treasurer
September 14 2017
Douglass Student Center
Treasurerrsquos Town Hall