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RIAS PHASE II Overview Oracle General Ledger, Financial Reporting and Data Warehouse 7/21/2015 Agenda Introductions RIAS Phase II Update Demonstrations 7/21/2015 RIAS Phase II Demonstration 1 University’s Strategic Direction University’s strategic direction Rutgers Integrated Administrative System (RIAS) project supports the University’s strategy 7/21/2015 Provide employees with tools and data to make better decisions Provide an integrated financial/business system Migrate from paper based to web based electronic business processes Streamline business processes to take advantage of best business practices Phase I Procure to Pay – July 2002 Phase II – Financial Accounting & Reporting – July 2008 Phase III – Human Resources & Payroll (+) – planning in progress RIAS Phase II Demonstration 2 Project Organization Project Implementation Team Supporting Rutgers Partnerships 7/21/2015 Functional Technical Project Management Team Business Managers Group Business Managers Sub Groups Central Accounting DGCA Purchasing Technical Advisory Group Data Provisioning Partners Access Committee Oracle Consulting RIAS Phase II Demonstration 3 What is RIAS Phase II? Scope RIAS Gateway (portal/dashboard) Implement Oracle General Ledger module Redesign Financial Data Warehouse and Reporting Solution 7/21/2015 The repository of all financial transactions A data warehouse is a central repository for storing, retrieving and reporting data Application upgrade to 11.5.10 release – completed 12/07 RIAS Phase II Demonstration 4 What is RIAS Phase II? RIAS Gateway- the “gateway” to all things RIAS Links and Notifications - to be used by all RIAS users and will have access to your list of responsibilities (i.e., RU Internet Procurement), access to your Notifications, and provide links (URLs) to other applications and/or websites Notifications are system generated messages related to requisitions, purchase orders, and journals which require action or provide status Financial Dashboard – to be used by Business Managers and will provide access to the standard reports as well as four Key Performance Indicators (KPIs) which are a quick snapshot of some key activities related to their accounts: 7/21/2015 Daily Activity Open Encumbrances Fund Source Balance Grants/Contracts Ending within 90 days RIAS Phase II Demonstration 5 7/21/2015 RIAS Phase II Demonstration 6 7/21/2015 RIAS Phase II Demonstration 7 What is RIAS Phase II? Oracle General Ledger The Oracle General Ledger module is used to create, approve, and find journals and non salary budget adjustments (eliminates paper and manual routing) Capture journal descriptions along with the two departmental information fields (Dept. Activity 1, 2) which will be available in the data warehouse for reporting Calculate and post fringe benefits and F&A weekly 7/21/2015 RIAS Phase II Demonstration 8 What is RIAS Phase II? Oracle General Ledger Provide a spreadsheet interface, Web ADI (Application Desktop Integrator), for creating and importing journal entries: Actual Journals Non Salary Budget Adjustments Manual Encumbrances Turn down legacy Financial Accounting System and view reports online (No more paper reports) OFIS will remain for historical data inquiry only Non RIAS purchase orders (paper internals) will be closed in legacy FAS system 7/21/2015 RIAS Phase II Demonstration 9 Web ADI (Application Desktop Integrator) 7/21/2015 RIAS Phase II Demonstration 10 What is RIAS Phase II? Financial Data Warehouse and Reporting Solution Implementing a new, redesigned financial data warehouse which will contain: P2P detail data from 2002 2 years of general ledger transaction detail 2006 project to date balances for grants Data warehouse will be updated nightly Data warehouse security will be based on EBRC (similar to OFIS) 7/21/2015 RIAS Phase II Demonstration 11 What is RIAS Phase II? Reporting Solution More than 50 “certified” standard reports will be available online from data in the new data warehouse Standard reports have been designed to replace OFIS and the Monthly Account Detail Report and other paper reports distributed by Central Accounting Capability to modify standard reports by changing sorts, adding columns and saving your changes Ability to drill from a summary amount to the detail transactions Ad hoc reporting (future rollout) 7/21/2015 RIAS Phase II Demonstration 12 What is RIAS Phase II? Some Key Reports 7/21/2015 Fund Source Summary by Natural Account – similar to the SS screen in OFIS Fund Source Detail with Department Activity – similar to the SD and GD screens in OFIS All Funds Budget Open Encumbrances – similar to the CI and CD screen in OFIS Grants/Contracts Ending within 90 days RIAS Phase II Demonstration 13 What is RIAS Extension (REX) A centrally supported supplemental system designed for departmental account management Grant, Non-grant, and TABER modules Access to data restricted by EBRC Direct feed of all GL data eliminates the need to reenter transaction data into supplemental system Ability to enter adjustments, proper salary commitments, TABERS, etc. Appropriate fringe benefits and F&A calculated on every transaction, including adjustments and commitments Variety of reports available online or in pdf format. 7/21/2015 RIAS Phase II Demonstration 14 RIAS Extension (REX) 7/21/2015 RIAS Phase II Demonstration 15 RIAS Extension (REX) 7/21/2015 RIAS Phase II Demonstration 16 Transition to Production – Key Dates 7/1 to 7/6 – RIAS will be unavailable 7/7 – New RIAS financial system available for use No more updates to legacy FAS system REX will be updated with all July 2008 transactions FY2008 Year End Closing 7/21/2015 Final adjusted balances will be converted into RIAS Balances will be brought over to the new data warehouse 7/28 – RIAS available Fiscal 2009 transactions will be entered into the new general ledger and interfaced into the new data warehouse nightly 7/25 – 7/27 – RIAS will be unavailable Impacts only 3 business days due to the Holiday Plan ahead - Emergency PO’s can be processed through procurement Process remains unchanged from prior years - To be done in the legacy Financial Accounting System (FAS) with updates to OFIS and the original data warehouse RIAS Phase II Demonstration 17 Getting Access All RIAS users will have access to the new RIAS Gateway All current Internet Procurement users will have access to a new general ledger responsibility to create journals All current Internet Procurement Approvers will have the ability to approve journals All current OFIS users will have access to the new reporting solution with their appropriate EBRC codes for data security REX access will require departmental signup 7/21/2015 RIAS Phase II Demonstration 18 What Can You Do To Get Ready? Desktop Readiness – Desktop Configuration Guide Get Trained: Changes required for Web ADI journal spreadsheet integration tool (not for Mac Users) Using the online training (Captivate) Attending classroom training Check the RIAS Website http://rias.rutgers.edu 7/21/2015 RIAS Phase II Demonstration 19 Help and Information Resources RIAS Website contains a lot of information related to both Phase I and Phase II of RIAS including: Departmental Business Managers List of Business Managers supporting specific departments is available on the RIAS website Help Desk 7/21/2015 Listing and Description of Standard Reports Training Materials including the Online Training sessions Chart of Accounts and Reporting Attribute Information Frequently Asked Questions (FAQs) Glossary of RIAS terms (Phase I and Phase II) Newsletters Presentations and Announcements Will be available and supported by Controller’s Office RIAS Phase II Demonstration 20 Demonstration RIAS Gateway Reports Spreadsheet Journals (WEB ADI) Captivate – Online Training Tool 7/21/2015 RIAS Phase II Demonstration 21 Questions 7/21/2015 RIAS Phase II Demonstration 22