Change Network Roundtable January 19, 2017

Today Next Change Network Roundtable 3:00-4:00 pm Thursday, February 23, 2017 3:00-4:00 pm Kissam Multi-Purpose Room, C210 Kissam Multi-Purpose Room, C210 • 3:00-3:05– Welcome

• 3:05-3:10– Project Updates

• 3:10-3:20– Cloud Security Agenda Kevin Owen • 3:20-3:30– Introduction to ecrt Michelle Vazin • 3:30-3:35– Introduction to FunDriver Nicole Oeser on behalf of Gena Cobble • 3:35-3:45– Introduction to Business Process Optimization Rich Germano • 3:45-3:55– Workflow Josh Vincent

• 3:55-4:00– Questions & Wrap Up Change Network Shout-Outs!

Natalie Richardson Project Updates

Josh Vincent FY17 FY18 SkyVU Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Go-Live Go-Live Today Timeline Configuration Validation Ready Transition Realization

Testing ? Release 12 upgrade & testing ? Configuration & Business Process Mapping

CT-2.1 SIT SIT I: SIT II: Grants, Finance, HR Prep

Oracle External Vendors Business Workgroups: Grants w/ Processes, to & Internal Systems Workflow & Security HCM post 7-1 Items: Processes Data Scenarios, Oracle Labor Distribution Goal Management, Performance Management, Talent Review & Re- Scripts, Fringe Succession, Workforce Compensation, Taleo Social Sourcing Converted etc. Faculty Pay

& Students System Payroll Parallels Non-

Grants Non-Grants PPM PPM Day in the Life Oracle Capital, Cores, Faculty Funds, Day in the Life including Gifts & Endowments including all payrolls, Applications Workgroups month end close End to End Community with Iterative Processes Readiness Cloud Solutions & Configuration Changes & Integrations & Data Conversion: & tbd re-testing Training All Projects (w Grants) User Validation Phases & Misc. Other Data

PBCS PBCS Planning PBCS Design PBCS Configuration/Build PBCS Train/Test PBCS open for Forecasting, Capital, and Budgeting Go-Live Operational/Day in the Life Reports for SIT Other Reporting: Decentralized Reporting BI: Fin, P2P, HR, (central and decentralized @ Entity Level) Qtrly, Annual, Year End for Grants & Projects PPM Grants & Non Historical Reporting: inventory, move data to warehouse, add BI Tool access

Endowment FunDriver Implementation & Initial Testing Go-Live/ Conversion/ eMarketplace Implementation & Initial Testing eMarketplace Cutover Activities Process Mapping ecrt Data Mapping Data Conv. Testing & Fit Gap Kaba, Master Kaba Tax/ADP MasterTax/ADP Implementations Other Integrations Other Integrations

BI: Academic, DAR, Oracle Business Intelligence Suite (On-premise) Cutover deadline: 4/30/18 Coeus, OGC

IDM/MDM IDM & MDM (person data: EPI replacement) Implementation Cutover target: 3/31/18

Research Systems Vendor Demos and Research Research System Implementation Replacement Planning Selection w Faculty Facilities Systems 4 Facilities BP Improvement Phase (non-application related) Assessment Program Management

Eric Kopstain John Lutz Brett Sweet Susan Wente Barbara Carroll Audrey Anderson Susie Stalcup G2: SkyVU Focus (DofA) (VUIT) (Finance) (Provost) (HR) (General Counsel) (DAR) & Executive Sponsors Joanne Olsen Steve Whinery Steve Kish (Oracle – ex officio) (Oracle – ex officio) (Huron – ex officio)

Susan Garland Program (Huron) Nicole Oeser Director Vivek Cherian (Huron)

Projects - PPM Procurement & General Ledger Assets AR Cash Budget AP Expenses Grants (Non-Grants) eCatalog PMs Mary Jo Louie, Matthew McGlasson Evelyn Galletti Michelle Vazin Matthew McGlasson, Kimberly Emery Kelly Watson

Eric Bymaster Faculty Funds: Kurt Shepherd Functional Capital Projects: Debbie Janke, Jana Blick Dalana Robertson Jana Blick Jana Blick Trey Beasley Evelyn Galletti Michelle Vazin Tony Grayson Tony Grayson Tony Grayson Leads Cores: Cathy Snyder Kirk Stonecipher Gifts & Endowments: Gena Cobble

Huron Alex Reed, Susan Vick, Rebecca Rebecca Rebecca Alex Reed Alex Reed Julia Weiss Julia Weiss Matt Bonnett Support Julia Weiss Adam Stevens Overton Overton Overton

Absence Business HCM Core Benefits Time & Labor Payroll Taleo Technical IDM & MDM Research Facilities Management Intelligence Kristie Hall, Anna Letcher Kevin Owen Dylan Platz Amanda Jacob Zach Belton (Huron) Ken Anderson (Huron)

Change [huron] Integrations Kristie Hall Terri Armstrong David O’Ferrell Terri Armstrong David O’Ferrell Stacy Hatten Management Janiece Harrison Debbie Janke Andy Green Kara Sundar Sal Calace Kevin Sippl Kevin Sippl Sal Calace Kevin Sippl Sal Calace [huron] Abbey Ginn

5

Cloud Security

Kevin Owen Cloud Security

Secure data centers •Isolated networks •Multi-tiered controls consisting of the network, system, database, and program layers. •A segregated network connection •Secured access gateway

Network Access Control •Cryptographic controls: •Border routers are deployed in a redundant, fault tolerant configuration •Secured access gateway •Meshed global array •Multi-authentication •Authorization •Accounting •Address the protection and control of data during its transmission from customer’s system to the Oracle hosted system Firewalls •Redundant, managed firewalls, using stateful packet inspection, provide barriers between tiers of the architecture •Allow only authorized traffic •Deployed in a layered approach •Secure the servers from a network-based attack •Traffic is filtered and controlled within each tier •Only valid connections are allowed through into the network demilitarized zone

8 Available here: http://www.oracle.com/us/corporate/contracts/cloud-ent-hosting-del-policies-1881438.pdf Introduction to ecrt

Michelle Vazin ePacecrt The ecrt Solution Guiding Principles

The ecrt solution is an effective and easy to use solution. The solution strictly adheres to three guiding principles used during the original development.

Clean interfaces and simple navigational tools make end-user tasks quick Simplicity 1 and easy to complete.

A standardized workflow fosters consistent practices across the institutional Standardization 2 and establishes common metrics to improve monitoring and reporting capabilities.

Enhanced real-time reporting and automated notifications Compliance 3 help manage institutional compliance.

The ecrt Solution System Overview

Payroll Data

Management and Other Financial Data Reports

HR Data Personal Compensation Documentation Grants Data

Cost-Sharing Data (optional) Confirmation data and after-the-fact adjustment data can be transmitted back to the institution’s source Commitment Data (optional) systems, if desired

The ecrt Solution Institutions utilizing ecrt

Medical Centers Large Private Research Universities . Boston Children’s Hospital . . Children’s National Medical Center Harvard University . Cincinnati Children’s Medical Center . Columbia University . M.D. Anderson Cancer Center . . University of Texas Medical Branch, Galveston Duke University . University of Texas Southwestern Medical Center . Washington University in St. Louis . University of Texas Health Science Centers (3 institutions) . . University of Kansas Medical Center University of Miami . Texas Tech Health Science Centers . City of Hope Medical Center . Christiana Care Health System Large / Medium Public Research Universities . Rutgers University . Texas Tech University Smaller Public Universities . The Research Foundation of State University of New York (representing . University of Central Florida the 30 SUNY research institutions) . Florida International University . University of Minnesota . University of Wisconsin, Milwaukee and Extension campuses . University of Wisconsin, Madison . University of Akron . Virginia Commonwealth University . University of North Carolina A&T . University of North Carolina, Chapel Hill . University of Kansas . University of Pittsburgh Hosting Model Institutions . University of Texas System (8 academic institutions) . American Legacy Foundation . University of Massachusetts System (4 academic and 1 health . Teach for America institution) Introduction to FunDriver

Nicole Oeser on behalf of Gena Cobble

What is FunDriver? An overview

Replacing Vanderbilt’s custom developed Unit Accounting System (UAS) with FunDriver, which has more robust capabilities

Leveraging Oracle Cloud for a new, redesigned and streamlined process for Endowment Accounting Management Gift and Endowment Accounting Current State

16 Gift and Endowment Accounting Future State

17

Sample FunDriver Screenshot

Introduction to Business Process Optimization Rich Germano Project Guiding Principles

Simplification & Standardization

Forward Focus

Accountable Governance

Transparency & Inclusion

Measurable Results What is Business Process Optimization (BPO)?

Reviewing current BPM & justification for the design

Establish evaluation criteria

Develop & present recommendations Workflow Update

Josh Vincent Consolidated View of Approvals

Initiator Approver Second Third Approver Special Approver Approvals

Purchasing BU/Entity Approval Any active Financial Unit Vice Approval Group employee Manager Chancellor(s) & Expenses Group (special cases) Train select staff per >$10K > $1M Includes Proc Fin Unit?

Business Unit HR Specialists BU/Entity HRIS Approval HR or Approval Group Does not include labor distribution or special flows HR Line Group (Central HR) (such as Undergrad & Post-Docs) Manager

BU/Entity Finance Team Controller Financial Unit Approval Approval Approval Manager GL Group Group Group

>$50K >$1M

Financial Unit Manager Business Unit/Entity Approver HR Specialists 1 per Financial Unit; one person can serve as FUM for more than one Fin Unit Business Officer + 1 or 2 based on budget size named by BU Business Officer; guideline to be proposed 23 Questions & Wrap Up