Change Network Roundtable October 19, 2017
Today Next Change Network Roundtable
3:00-4:00 pm
Kissam Multi-Purpose Room, C210
Thursday, November 16, 2017 3:00-4:00 pm
Kissam Multi-Purpose Room, C210
• 3:00-3:05–Welcome
Agenda • 3:05-3:30– HR Line Manager Role
Amanda Roberts
• 3:45-4:00–Questions & Wrap Up
• 3:30-3:35– Learning Program Update
Amanda Roberts
• 3:35-3:45– Reporting Update Josh Vincent
HR Line Manager
Role & Responsibilities
2
Amanda Roberts
Line Managers will:
Time
• Approve/reject time cards for non-exempt direct reports; and/or
• Approve/reject time off requests for exempt direct reports
Expenses
• Receive an FYI Notification any time a direct report submits an Expense Report (no action required unless there is an issue)
Taleo
• If hiring, work with their HCM Specialist and Human Resources team members to requisition, hire and onboard a new employee.
3
Actions and
Notifications
4
5
Notifications tell you there
is an action to be taken. The default is Pending (ie, unread)
but you can switch to view All. More Details provides
a link to view by category
in a Worklist view.
Non-Exempt Time Card Approval
6
7
CAUTION
Please don’t approve until
you’ve finished reviewing!
8
9
Reported Time shows the
employee’s time card.
10
Reported Time shows the
employee’s time card.
11
Options upon finishing review:
Expense FYI Notifications
12
13
14
15
16
Approving Exempt Time Off Requests
17
18
19
Team Info
20
21
You may also add shortcuts
for these modules
to your Springboard.
Click here to access the Navigator.
HR Line
Managers
will have
tools within
My Team
in addition
to having
access to
their own
information.
22
Use the Right Arrow to view
additional basic information.
Use the orange Down Arrow
to view more details.
If you’re hiring new staff…
Taleo Recruiting
23
24
Learning Program
Update Amanda Roberts
26
Search
SkyVU Learning Program
Select training for
Employees and/or Managers
as applicable
Important
SkyVU
Transition
Dates
28
Data Conversion
from Legacy Systems Dec
1
Dec
6
Dec
15
Dec
22
Convert 14,000
Cost Centers
to New COA
Load 10,000
Employee
Records
17mo. of converted
balances for 14k cost centers,
fixed assets,
projects, AR-grants
2,000 Awards
4,000 Projects
(manual input)
Biweekly
Payroll
Timekeeping
Begins
10,000 open POs
6,000 vendors
HR Finance Grants Expenses & Procurement
Dec
17
2,000 employees
12/17–12/30, paid 1/5
Weekly
Payroll
Timekeeping
Begins
Dec
25
500 employees
12/25–12/31, paid 1/5
Jan
6
Dec. converted balances,
PPM project costs,
General AR, Project Balances
Oracle GL
Opens
Jan
8
Oracle Open
• Purchasing
• Expenses
• HR Transactions
Jan
3
Jan
2 Biweekly &
Weekly Manager
Time Approvals Due
December Close
data
validation data validation
data
validation
expected milestone dates as of 9/14/2017
Taleo Blackout
eProcurement & Concur
transactions end
ePAC* & C2HR
transactions end
*excludes ePAC RDCs which
continue through Dec. close
Reporting Update
Josh Vincent
Reporting in Oracle Cloud
30
Agenda: Defining “Areas” of Reporting
• Oracle Cloud – Financials
• General Ledger
• Projects
– Spending Activity
• Procurement
• Expenses
• Labor
– Human Capital
• Rosters
• Org Charts
• Service History, etc.
• Planning & Budgeting
• ecrt – Effort Reporting
31
Financial Reporting
32
Consistency in Reporting
• Developing reports
using standardized
approach to answer
universal questions
• Departmental focus
• Working with
Business Partners 33
Coach’s Reporting Playbook (GL)
GL: Account Analysis GL: Balance Sheet GL: Budget vs. Actual GL: Income Statement - Departmental GL: Journal Detail Report GL: Subledger Detail GL: Transaction Details GL: Trial Balance
Financial Reporting
Changes to Financial
Reports
• Trouble with Today’s
reports
• Move towards GAAP
Reports & Review
Activity
• Income Statement
• Budgeting Crosswalk
• Budget v Actual
• Balance Sheet
34
Today: Use of Fund & GAAP Accounting
35
General
Ledger
Other Systems
Manual Journal
Entries
QGLARS (quarterly GL accounting
reporting system)
GL Data loaded to
QGLARS
(special load rules)
Generates quarterly and
annual financial reports
(GAAP)
* Viewable through eDog and BI
Manual JEs occur
for GAAP
Today: Two Authoritative Records – What is Truth?
36
QGLARS
Management Financial
Reporting
eDog/BIGL
Dept. Operational
Reporting
Future: “A Single Record of Truth”
37
Moving all reporting towards GAAP accounting
QGLARS-type entries occur in Oracle GL
Generally, reclasses unnecessary w/ enhanced COA
* Defined funding sources will be tracked through PPM (e.g., Faculty Funds)
Budgets, Crosswalk for FY ’17–18
38
FP&A’s Excel crosswalk for FY 17 & 18
BVA report
Comparison: Current & Future
Center Entity, NAC, FU, Pgm, Activity
• Mapping done by Business Officer
Cost Centers
Account Account
• Consolidated Structure mapped by central finance Accounts
39
40
Center Account Status Entity NAC Fin. Unit Account Program Activity InterEntity Fut.1 Fut.2 Budget Amount
4224209912 64330 NEW 150 05 15240 6755 040 180 000 0 0 357
4224234213 64311 NEW 150 05 15000 4055 000 000 000 0 0 72,239
4224234213 64312 NEW 150 05 15000 4055 000 000 000 0 0 30,420
4201007972 34230 NEW 120 05 12000 4205 000 000 000 0 0 (10,000)
4201007972 50000 NEW 120 05 12000 5120 000 000 000 0 0 150,000
4201007972 50100 NEW 120 05 12000 5110 000 000 000 0 0 250,000
4201007972 50600 NEW 120 05 12000 5110 000 000 000 0 0 40,000
Budgeting Crosswalk
Old New Budget
41
Budget v. Actual
Revenues
Try it yourself
Oracle Financial Reporting Center:
Budget vs. Actual
42
Budget v. Actual
Expenses & Other Changes
Try it yourself
Oracle Financial Reporting Center:
Budget vs. Actual
Income Statement
43
Data from “6/30 Conversion”
44
Income Statement
Revenues
Try it yourself
Oracle Financial Reporting Center:
Income Statement - Departmental
45
Income Statement
Expenses & Other Changes
Try it yourself
Oracle Financial Reporting Center:
Income Statement - Departmental
46
Try it yourself
Oracle Financial Reporting Center
Budget vs. Actual
Income Statement - Departmental
47
Try it yourself
Oracle Financial Reporting Center
Budget vs. Actual
Income Statement - Departmental
Balance Sheet
48
49
50
51
52
53
54
55
Note:
Used at Entity
Level, not at
Financial Unit
Security Roles & Reporting
56
Roles
Line Manager +
BU/Entity Data
Analyst
PPM View-Only
IN PROGRESS
Procurement Requester
BU/Entity Approval
Group
Financial Unit Manager
HCM Specialist
Planning & Budgeting
Effort
Coordinator
Inherent Data Access: FUM, Entity Approver, & Data Analyst
HCM
Specialist
FUM BU/Entity
Approver
Data
Analyst
Financials
Assets
Purchasing
Projects
(PPM)
Grants:
Awards
HCM
PPM Review
59
Reporting Security in PPM • Access to Summary Financials and Project
Demographics
– Business Unit
– Financial Unit
– Individual User(s)
60
• Access to Costs (transactional detail)
– Business Units: Projects vs. Grants (or both!)
– Enterprise-Level
PPM: Distinguishing Categories
61
Grants
Gifts &
Endowments
Capital
Projects
Cores Faculty
Funds Security & Setup
Differences
PPM: Security & Setup
62
Grants
Gifts &
Endowments
Capital
Projects
Cores Faculty
Funds Grants BU
PPM: Security & Setup
63
Grants
Gifts &
Endowments
Capital
Projects
Cores Faculty
Funds Projects BU
Workflow Updates
65
Escalations • HCM Transactions
– As configured, always go to one or more groups Example:
New Student Worker BU/E Approval Group Student Employment Approval Group HRIS Approval Group
– Escalation to Line Manager(s) of Group Members results in errors in
many cases and generally failure to escalate
– Escalation has been removed from HCM Workflows at this time
• ERP Transactions – FUM escalation period remains five (5) days
– As above, approval group escalation fails and has been removed
66
Next Steps
67
Learning Exchange Content
• Encourage your teams to enroll!
• Search “SkyVU Learning Program” in the Learning
Exchange and enroll in “Training for Vanderbilt
Employees”
Next Steps
Cutover Dates Talk to your teams about what the cutover dates mean for your department (departmental deadlines to meet approvals, etc.)
FY17 FY18
Feb Mar Apr May Jun Jul Aug Sept
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan
Transition Realization
SkyVU
Timeline
Community Readiness
&
Training
Configuration Validation
Business
Processes
&
Oracle
Applications
Cloud
BI: Fin, P2P, HR,
PPM Grants &
Non
SIT 1 Oracle to Oracle
Process & Data Mapping
& Conversion
SIT 2
External Vendors & Internal Systems
Planning & Budgeting Planning Design
Operational Reporting
Test & Dev.
BI Apps Roadmap
In Scope Integrations
CT-2.1 Grants w/ Data Re- Converted
Non-Grants PPM Workgroup Solutions
Oracle Business Intelligence Suite (On-premise) - Academic, DAR, Gen Counsel, Research
SIT Prep
Configuration & Business Process Mapping
Grants, Finance, HRCM
FunDriver Implementation & Initial Testing
eMarketplace Implementation & Initial Testing
Train/Test
Research Systems
Replacement Planning
Facilities Systems
Assessment
Testing
Testing
Configuration/Build
Go-Live
Ready
Go-Live
Testing (SIT 2)
System Configuration & Data Integration
Design
Testing (SIT 2)
Testing (SIT 2)
FY16
CT-1 ERP
CT-1 HCM
CT-2 ERP & HCM
Config and Process Mapping Grants, Finance, HCM, + Projects: Capital, Cores, Faculty Funds,
Gifts & Endowm
ents
CT 2 Prep: Data Conversion
Release 12 upgrade &
User Acceptance
Payroll Parallels
IDM & MDM (person data: EPI replacement) Implementation Cutover target: 3/31/18
Vendor Demos and
Selection w Faculty
Rollout: Capital, Budgeting, Forecasting
Research Systems Replacement Assessment
Workgroups: Workflow & Security, Labor Distribution, Fringe, Faculty Pay, PeopleSoft Student Systems
Historical Reporting: inventory, move data to warehouse, add BI Tool access
Operational Reporting Analysis
BI Apps Implementation
Cloud Reporting Security
BI Author & Consumer Training
Go-Live/ Conversion/
Cutover Activities
Facilities
Research
IDM/MDM
Integrations
ecrt
eMarketplace
Endowment
Cutover Deadline: 4/30/2018
Config and Process Mapping Grants, Finance, HCM, Projects + Work-group Solutions
