•allows us to stay current with technology, functionality and best business practices. •Upgrades bring with them enhanced functionality. In the case of 11i, there is much easier navigation. •Longer term opportunities exist whenever you do an upgrade. The University can choose to implement this new functionality that would not even be available without an upgrade. Examples on next slide.

Other self service options would be in the area of recruitment and benefits. Position Control: setting up positions in departments and having it route for approval. Burden schedule overrides: Allows users to identify different burden schedules for projects funded by the same award. Improved Invoice approval routing: Allows new alternatives for routing invoices to approvers

•Fine balance in deploying upgrades to not be the first, but not to wait too long. It’s easier to do if you aren’t too far away from the new release, but you don’t want to be among the first since there are always bugs to work out. 11i was rolled out 2 years ago, and we are implementing the 9th version of 11i, benefiting from all the fixes that have taken place. •Plus it’s harder to get support from the vendor if you are not on the current release, and we are finding it harder to get support from Oracle without being on 11i. •The approach is basically a series of trial upgrades – we plan on doing 4 –so that, by the real upgrade, the time it takes and the issues that arise are both minimized. You will see this in the timeline later.

Cancellation of Long-running Queries: Most queries now include a Cancel button that allows the user to end or abort long-running queries when necessary.  So when you’ve started a query and realize that you failed to include limiting parameters, you will be able to cancel immediately and resubmit with the right parameters. Automatic retry: Users will no longer receive Oracle Workflow “retry” notifications where they are asked to resubmit a transaction because of a workflow failure.  Instead the retry has been included in the process itself which will improve the process flows. PO copying: Users can now copy existing purchase order to new PO’s.  This works for both open and closed PO’s and eliminates the need to rekey large numbers of distribution lines each year. Direct drilldown from GL: Users can drilldown from GL transaction to the details in the subsidiary modules and view the related accounting data in either T-Account or Summary Trial Balance format.  Users can also view journal entries in either T-Account or Summary Trial Balance format.

Drill down: Users can drill down to Award Budget form without closing the Award Management form.  This allows users to fund on the Award Management form and then easily transition to the Award Budget form to complete the budgeting tasks – modifying, submitting, and baselining . Installment closeout notification: Users will receive a notification in Oracle when the installment is activated or when the installment is nearing the end-date.  The notification includes the open commitments so that those can be liquidated before the end-date is reached.  This will be available in the Notification form rather than by email at Go Live. Mass employee assignment update: An example is when a supervisor terminates or retires. The department can change the supervisor on all employees affected in one process. Earnings policy button: Now it is on the EIT. In 11i, the button is on the main assignment form.

Summary of adjustments: Can run a report to see what adjustments are in the process of being approved. Dist. Adj. by assignment: Will be able to do adjustments at the assignment level en masse, rather than element by element. Pro-rata: Will give better calculations if someone starts, ends, or changes employment mid-pay period. Plan on supporting Macs unless some obstacle surfaces that would take too many resources. In that case, we would do it as a functional upgrade.

•We anticipate also offering high level functional workshops by application, e.g. general ledger, grants management, human resources, time management •Where the changes are more significant, e.g. labor distribution, there will be more training •There will be a freeze on new hire training during at least a two week cross over period so that people aren’t trained on the current version of the applications and then, immediately, have to be retrained on 11i. However, 11i navigation will be offered continuously, as well as functional workshops and walk in sessions on 11i for current users. Soon after go live, 11i responsibility training will be offered for all new hires.

•Basically the same way, though some details may be different. Keep in mind, LD will be significantly different. •Responsibilities will remain the same, but some may have more menu options. •Housekeeping: Data clean-up. Completing transactions in progress, for example LD batches that have not yet been approved. •Cutover period: will begin sending information in January on how business will be transacted during the cutover period and how to prepare for it.

•User fair in March in the Newcomb Hall Ballroom to see the applications and have the opportunity to ask questions. •Why May 2004? When we looked at when we could go live with the upgrade, all but two months were eliminated because of year end, fiscal year end, people leaving at the end of May, people returning in September, and the sun and moon being in alignment for payrolls. May and October were our two choices, and scheduling dictated that we choose May. •There will be about a week-long cutover period when we will not be able to do any transactions in the system. You will begin hearing in January how to prepare for this time and how transactions will be handled during the cutover period.