Projects

The Chart of Accounts (CoA) Phase 2 Project vision is to enhance the chart in its current structure to better align with the university’s organizational structure and address its business needs. This will align the division/department segment with the HCM project to drive greater efficiency across University systems, provide more consistent and robust financial reporting, enhance transaction management and tracking capability, and simplify and standardize project accounting.

Visit https://coa.rutgers.edu/ for more information.

Project Manager:  Mike Zeto

Current Status:

• Workstream operational activities in progress – Fund Type / Business Line / Natural Account hierarchy structure and value updates, closing inactive unrestricted fund type projects.
• Department Structure and Activity segment approach and requirements review in progress with Chancellor Led Units (CLUs) and central area VPs.

Scarlet Journey is a multi-year Universitywide initiative to implement a Constituent Relationship Management (CRM) platform. This will enable Rutgers to drive engagement and manage relationships across the entire constituent lifecycle, from prospective students to alumna/e, donors and athletic supporters.

As part of the CRM initiative, Rutgers will also implement Common App.  Common App is a single, online college application with 24/7/365 support for all students applying to over 1,000 member colleges and universities. It is used by more than three million applicants, teachers, and counselors every year.

Visit https://scarletjourney.rutgers.edu/ for more information.

Current Status:

• Initial implementation of CRM for Enrollment Management was completed in September 2021 that introduced new functionality that supports application intake, processing and decisions. Application for AY2023-2024 with additional functionality launched in September 2022. Additional system enhancements and improvements will be available in August 2023 for next application cycle.
• Rutgers plans to launch Common App by August 2023 for the 2024-2025 academic year. The first phase will be for first year undergraduate students applying to any of our four Rutgers campuses.  Transfer students will be implemented in the next phase.
• Implementation for Rutgers University Foundation is currently in progress.

We have implemented Oracle Financial Cloud and Enterprise Resource Planning systems to provide the foundation for a consolidated and comprehensive, yet streamlined, financial management and reporting environment for the University. We have implemented a phased roll out of a Financial Close and Consolidation System (FCCS) and Account Reconciliation Cloud Service (ARCS) within our Oracle platform to enable more accurate monthly financial closing and reporting, which will help ensure consistency in the process and quality of results. This integrated, enterprise wide approach will enable Rutgers to become more effective and responsive through better access to information, robust analytics, and improved internal and external reporting.

Project Manager:  TBD

Current Status: 

• Phase 2 enhancements to align with the HCM system currently being planned for.

Through this initiative, we will create a more consistent employee experience by combining human resources and payroll systems into a single system, aligning and redesigning business processes for increased efficiency and consistency, and ultimately, implementing the Oracle Human Capital Management cloud-based Human Resources/Payroll software solution which will further transform how we work at Rutgers.

Project Manager:  Sean Regan

Current Status:

• Project in progress for planning and discovery.
• Resource planning and coordination with chancellor units and administrative offices underway.
• Current state system(s) set up and configurations under review.
• Business process review and requirements gathering sessions are currently underway.

The primary goal of the lease administration project is to ensure the University complies with Governmental Accounting Standards Board (GASB) lease management standards. GASB Statement No. 87, Leases (GASB 87), which went into effect July 1, 2021, essentially eliminated the distinction between operating and capital leases. While the primary focus of this initiative has been to establish compliance with GASB 87, a new, university wide lease management and accounting solution and enhanced processes have also been implemented. A second phase of this project, to ensure compliance with GASB 96, which defines accounting standards for subscription based IT arrangements (SBITAs), is in the planning stages.

Project Manager:  Mark Eseppi

Current Status: 

• The 2nd phase of the project (GASB96 compliance) requirements has been gathered and the team is currently finalizing the scope and contract for implementation. For GASB87, new reconciliation reports are being developed with a January target for completion.

We are creating a university wide, client-oriented procurement and payables platform to process travel and expense transactions more effectively, reduce risks, and better manage spending. As part of this initiative, a new travel portal has been built and a Concur expense management system is currently being planned for implementation in 2023.

Project Manager:  Mark Eseppi

Current Status: 

• The travel portal for booking trips has been completed and put into production.  Concur expense has been chosen for implementation.
• The final planning report was reviewed by the executive committee.
• The final scope has been approved and implementation has begun.
• Governance kick-off meetings with Advisory and Steering Committees are complete and ongoing meetings are underway.

This ongoing project aims to improve and optimize reporting and data analytics across the University, including financial reporting, payroll analytics, research administration and other key functional areas. This will also entail implementation of a new Reporting and Analytics module in Oracle Financial Cloud and establishment of a Reporting Center of Excellence.

Project Manager:  David Voutsinas

Current Status: 

• Lease Administration Project: New Tableau Lease Reconciliation report
  • In Progress (Target Date: apr-23)
• Oracle Analytics Cloud (OAC) Project – Sponsored Analytics Report Release 2 Enhancements
  • Adding PeopleSoft Employee-level Salary Encumbrance data to the report in progress – (Target Date: tbd)
• New Tableau Salary Encumbrance Dashboard
  • New Tableau Dashboard development in progress (Target Date: tbd)
• GL Analytics Enhancements Project
  • Tableau GL data source enhancements (including new Oracle Subledger Data and improved data warehouse data load times) in progress (Target: tbd)
  • New Tableau GL Analysis Report (similar to the Oracle Report-145) in progress (Target Date: tbd)
• New SFDC Data Warehouse Tableau Reporting
  • Tableau report requirements are complete
  • New Tableau report development in progress (Target Date: tbd)

The Student Experience Improvement Initiative (SEII) is central to realizing the goals established in the Rutgers University Strategic Plan, which are aligned with being a world class institution. SEII advances the University’s dedication to providing seamless, integrated, consistent, effective, and responsive services that meet Rutgers students’ needs. A major part of this program is the implementation of a single university wide student information system within our Oracle Cloud Enterprise. That effort began with the implementation of Oracle Student Financial Planning (OSFP) to replace our current financial aid systems.

Visit https://sites.rutgers.edu/seii/ for more information.

Project Manager:  Andrew Gootman

Current Status:  

• The team is now focused on OSFP post-production support and prioritizing project Day 2 scope.