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OASIS Town Meeting
April 24 and 25, 2006
OASIS Town Meeting Agenda
Welcome and Introductions
Project Goals
Project Scope: “what”
Rationale for project: “why”
Project Organization: “who”
Sequencing and Timeline: “when”
How the OASIS project affects you
Chart of Accounts
Project communication: how to keep informed and engaged
OASIS = Optimum Accounting Strategy & Information Systems
OASIS Goals
Increase the quality and availability of financial data; link programmatic and financial planning; and improve financial monitoring and management.
Strengthen business processes and practices in order to increase efficiencies and capitalize on opportunities to benchmark the College’s processes.
Develop the foundation for a data warehouse that will expand analytic and reporting capacity of financial data, and provide an infrastructure on which Dartmouth can choose to expand access to non-financial data.
OASIS Scope – in summary
At their June 2005 meeting, the Trustees approved funding for a financial management systems project to include the following:
Oracle General Ledger with new Chart of Accounts
New Financial Reporting and Budget/Planning tools
Financial data mart and establishment of data warehouse
infrastructure for future data marts
Enhance HRMS functionality to improve compensation
management
Streamline business processes
OASIS: Why do we need new financial systems?
Improve efficiency and effectiveness for all financial managers Different Dartmouth today than 23 years ago: increases in
transaction volume, complexity, diversity of operations Desktop applications (Excel) and shadow systems used to manage
mission-critical data Need for access to integrated information to support institution-wide
decision-making
Urgency increases as IT risks increase over time DEC Alpha/VMS no longer strategic: vendor will stop making the
hardware used to run FAS after 2006, and will stop supporting VMS environment after 2011
Risks with any systems that interface to FAS Limited access to Computing professionals with VMS expertise
Replace FAS with Oracle GL
Replace 2-segment COA with 6-segment COA
Replace “FAS $ Input” with new input form for processing journals
Develop interfaces to/from 60+ subsystems, including Banner, FAMIS, Resource 25, Advance, etc.
Oracle General Ledger with new Chart of Accounts (COA)
OASIS Scope – in detail
OASIS Scope – in detail
Hyperion Financial Reporting and Budget/Planning tools
Replace FAS’T’LOOK
Replace reports available at FAS $ prompt
Replace DIBS and DMS budget templates
Access historical FAS data
No current plans to replace Discoverer reports that access non-financial data
Financial data mart and the establishment of data warehouse infrastructure for future data marts
OASIS Scope – in detail
Provides access to data that is generated from multiple systems in an integrated fashion
Establishment of “enterprise-wide” data warehouse is outside scope of OASIS project
Enhance HRMS functionality to improve decision-making around compensation management
OASIS Scope – in detail
Self-service labor distribution option with encumbrancing of salary and fringe benefits
Auto-population of compensation sub-codes
Faculty compensation budgeting
Review Multiple Assignment Solution to ensure optimal solution for Dartmouth’s needs
OASIS Organization
OASIS Sequencing and Timeline
Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4
2005 2006 2007 2008
Planning / Staffing
COA Mapping
Data Warehouse andReporting tools available for - Existing FAS data - FMS / HR data
General Ledger / COA live
FY’09 Budget preparedwith new tool in new COAformat
Based on calendar year
How OASIS affects you
Everyone who charges expenses to a College account will be affected to some
degree by the OASIS project…
This means YOU!
How OASIS affects you
Fiscal Officers and financial users will use new tools for submitting, reviewing, and retrieving data to and from the new GL. These users will require training for:
Chart of Accounts
Journal input procedures
Month- and year-end closing
Financial reporting tool and new report formats
Labor distribution changes
How OASIS affects you
Charging lunch at the Hanover Inn
Submitting Travel and Expense reimbursement forms
Renting VOX cars
Charging procurement purchases
Majority of staff and faculty will use a new chart of account string for common activities, including:
How OASIS affects you
Those who prepare project and operating budgets will learn a new tool used for budgeting and financial forecasting.
There will be a reduced need for shadow systems with:
Integrated access to data
Ability to download to / upload from Excel
Enhanced reports with user-defined parameters
OASIS Community Calendar
Chart of Accounts
used for dept, project, program, grant; restricted funds; balance sheet
6-digit Account 4-digit Sub-code
used for natural accounting classification: revenue, expense, assets, liabilities
Entity (2) Organization (4) Source (5) Activity (6) Sub-Activity (4) Nat’l Class(4)
DC ConsolidatedSchools - DMS - Thayer - Tuck - UG onlyLegal Entities
DivisionsDepartmentsOperating units
UnrestrictedEndowmentRestricted GiftDebtSpons. Research
InstructionDept AdminOper & MtnceStudent Life AdminFundraising
Subset of Activity defined by depts
RevenuesExpensesAssetsLiabilities
Current COA
New COA
Chart of Account examples
Entity (2) Organization (4) Source (5) Activity (6) Sub-Activity (4) Nat’l Class(4)
256110 Budget Office: Operating account for expenses associated with the operation of the Budget Office
College Only EVP Finance- Unrestricted Funds Gen’l & Admin- Expenses Fin’l Services- Operations Budget Office
Entity (2) Organization (4) Source (5) Activity (6) Sub-Activity (4) Nat’l Class(4)
Tuck Tuck- Unrestricted Funds Instruction- Revenues Associate Dean- Graduate MBA Program
110305 Tuition Tuck: Operating account to record Tuck's general MBA tuition revenue
OASIS – How you can help
Stay Informed
Respond to project team inquiries on a timely basis
Engage discussions with your peers and fiscal officers on how OASIS will impact your department’s work environment and business processes
Participate in training
Share specific concerns or issues (use web form)
Keep an open mind
Project CommunicationKeep abreast of OASIS project status through the following communication channels:
Project Website (http://www.dartmouth.edu/~finance/projects/oasis/index.html)
Blitz bulletin notices of website updates
Quarterly Town Meetings and other presentations of project milestones to financial community
Executive and Fiscal Officers are divisional resources for project information
Members of the College’s financial community are involved in various project topics to provide feedback on design, participate in testing, etc.
VP’s and Deans are responsible for discussing project status within their divisions and bringing forth project concerns / issues to team members.
The Floor is yours for Questions and
Answers!