Project Arian Inventory Demonstration - BIOSI School Only July 2009 September 2009

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not a training session) Next steps Questions and Answers session

Project Arian Vision

Project Arian will implement a university wide finance, research management and procurement system that is efficient effective and sustainable from 1st December 2009

Understand The Reasons for Change

Current
Lots of systems that dont speak to each other

Future
One integrated financial, procurement and research system to support Universitys academic and organisational development

A lot of time spent reconciling Coda, Hyperdata, Honours & spreadsheets Not always reliable data, confusion Everyone doing things differently and open to confusion

Streamlining business Process so that we minimise wastage, duplication and human error People gaining skills and capabilities of using Oracle and working with new business processes

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

Why was Oracle chosen

A procurement exercise was undertaken with Schools and Directorates

Oracle - market leading, modern finance system already being used in many leading
universities e.g. Manchester, UCL, Imperial

Oracle Supports the Modern Working Environment (MWE) while other market
competitors were not compatible

Oracle - Replaces Coda, Honours, Hyperdata and Research Management System

(MIS)

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

The Benefits for the University

1. Improved business processes that are based on best practice

2. Remove unnecessary administrative activities e.g. reconciliation between Coda and Hyperdata / Honours

3. Development of people

The Benefits for the University

1

4. Flexible enough to accommodate future changes

5. Improved Management Information

6. Full integration of finance functions, processes and data across the University

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

How we will achieve the vision

1. BUSINESS PROCESSES

2. SYSTEM DESIGN DECISIONS AND CONFIGURATION

3. TESTING PROCESSES & SYSTEM DESIGN

4. PEOPLE INFORMED, TRAINED AND SUPPORTED

For more information visit www.cardiff.ac.uk/Arian

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

Impact on change to staff roles

The main areas and functions within Schools & Directorates which will be impacted are: - Day-to-day financial transactions - Ordering and payments - Invoice approval - Staff expenses - Financial administration of research grants and contracts - Reconciliation between systems will no longer be required Jobs will evolve as Oracle will change the way you work Some reduction in work activities (in the medium term) - this will free up time to do other work. School Managers are working with HR & Arian staff to assess changes within Schools & Directorates.

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

Cardiff University Financial Application Architecture

Retained Systems

Interface

Oracle E-Business Suite

Inventory
Cyborg (Payroll) SITS (Student Admin) Compel (HR) Purchasing i-Proc Payables

Mapping Rules

General Ledger
Research & Services Accounts (Projects)

Receivables

Oracle Inventory Demo

To add: Objectives of Demo Structure of demo i.e what the demo will demo!

Inventory Overview

Integration

Demonstrations

Next Steps for Schools & Directorates

Training Cut over Support

Training
Training will take place in November 2009 different courses are being scheduled ranging from 2 hours e-learning session to 3 days classroom course

Cutover (closure of all systems)

1. Coda Honours & Hyperdata will be read only December

2. Payment dates will change for invoices, expenses Journals, Petty Cash reimbursements etc.

Mid- November

3. Schools & Directorates will reduce open orders on existing systems From now

4. Suppliers that will be added to the system will need reviewing August / September

Support (Champions & Clusters)

Cluster Group 1

Champion 1: Finance

Champion 2: Research

Champion 3: Reporting

1 CHEMY ENGIN COMSC PHYSX

2 PSYCH PHRMY OPTOM BIOSI

3 CLAWS CARBS ARCHI JOMEC

4 ENCAP SOCSI WELSH CPLAN

5 MEDIC SOHCS SONMS DENTL

6 HRSHE INSRV PAFRS REGOS

EARTH
MEC MATHS

LEARN
HISAR RELIG

EUROS
MUSIC

PGMDE

STRAT
HRSHE VCO

Agenda

Understand the reasons for change Why Oracle E-Business Suite was chosen The Benefits How we will achieve the vision Impact of change on Staff roles Inform you of new business processes Provide a demonstration of Oracle (not training) Next steps Questions and Answers session

Questions & Answers Exercise

For Further information visit: www.Cardiff.ac.uk/Arian or email arian@cardiff.ac.uk