1230 200 pm Expense School Unit Representative Group Meeting Agenda Project Timeline Update Heads Up Communications SIT1 Update QampA Highlights Future Process Validation User ID: 556229
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Slide1
Tuesday, May 10, 201612:30 – 2:00 pm
Expense
School/ Unit Representative
Group Meeting Slide2
Agenda
Project Timeline Update
Heads Up
Communications SIT1 UpdateQ&A HighlightsFuture Process ValidationUser Initial Expense Setup ProcessExpense Report Entry / Submittal Process ScreenshotsFuture BPR - Status, Change Impacts, Major Deltas, and BenefitsNext Steps
2Slide3
Project Timeline Update
2016
Activity
Mar
Apr
May
Jun
JulAugSepOctNovDecCurrent BPR DocumentationFuture BPR DocumentationTestingTrainingBusiness Advisory Group MeetingSchool / Unit Representative MeetingP2P and Expense Campus RoadshowSlide4
4
SIT2 Update
SIT1 Testing began on April 25
th
. Testing will take place most mornings for three consecutive weeks and conclude with one week of Defect Resolution.
1
st
and 2nd Week Testing Summary: 50 scenarios of expense report entry, approval, and audit were tested with the following results:44 passed6 failed due to defectsNone of the defects were Critical which would have stopped the testing of that specific scenario3 defects corrected, retested and passed94% pass rate (includes corrected, retested and passed defects)Slide5
What types of training classes will be available to the University?Due to the large number of people to be trained, we are researching various ways such as instructor led and webinars. Also, we will need to Train the Trainer to allow for more training options.
Will training be held on all campuses?
Yes, we will hold training on each campus
How will the joint JE/Expense Finance Approver be determined?There will be a data collection effort from the departmentsIf the Expense Report is routed to someone who should not approve, what can be done? The person who it was routed to can just reassign the report to the correct approverWhen Reassigning for approval, does the person need to be on an Approver list? It can be reassigned to anyone by the person reassigning.
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Q&A HighlightsSlide6
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User Initial Expense Setup ProcessSlide7
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Future
BPR
-
Status, Change Impacts,
Major
Deltas,
and BenefitsFuture State ProcessChange Management Impact / Major Deltas from Current ProcessBenefitsUser Initial Expense Setup ProcessUsers will choose who has access to prepare expense reports on their behalfUsers will be able to enter the bank information for the account they want their reimbursement deposited in.Users can choose their own delegates to prepare their expense reports on their behalfUsers can determine what bank account they want their reimbursement to go intoSlide8
8
Oracle Expense LoginSlide9
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Expense Workbench MenuSlide10
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Expense WorkbenchSlide11
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New Expense Entry – Step 1 (New Expense Item Entry)Slide12
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New Expense Entry – Step
2 (Expense Item Information Entry)Slide13
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New Expense Entry – Step
3 (Expense Item Attachment to a Report)Slide14
14
New Expense Entry – Step
4 ( Expense Item Purpose/ Justification & Payment Type)Slide15
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New Expense Entry – Step
5 (Expense Item Submittal)Slide16
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Conduct SIT 1 Testing – April 25 through May 12
Complete
Expense Future State Business Processes – May 27Validate Key Future State Processes with Business Advisory and School Unit Reps – April & May 2016Expense System Testing – May & June 2016Conduct System Demonstration/ Mini Roadshow with Business Advisory and School Unit Reps – June 2016
Expense & P2P Roadshows at each campus
–
July 2016
Expense System Training – July through September 2016 Next Steps