U.S. Department of Housing and Urban Development

New Core Program

New Core Training Overview for Release 1Travel & Relocation

June 2014

Agenda

Background: Phased Release Implementation Approach 3

Potential Release 1 Risks 4

Critical Impacts from Release 1 5

Training Session Descriptions & Schedule• Concur/CGE Training• Discoverer Training

8

Appendix 13

2

Background: Phased Release Implementation Approach

As part of a phased incremental release approach, HUD will implement the first segment (known as Release 1) of the New Core project on October 1, 2014. HUD will be using operational systems provided by ARC:

– Concur Travel system - temporary duty travel– mLinqs – relocation travel– Oracle Financials - travel and relocation obligations and payments

This agile implementation approach reduces overall risks to the project. Incremental releases will be refined, updated, and improved to reach the full scope of the project.

Concur (CGE) Travel & Relocation10/1/14

Travel and Relocation will be deployed as originally scheduled to meet GSA e-

Travel Service 2 requirements.

WebTA2/8/15 (PP3)

Deploy WebTA during pay period three (3) of Calendar

Year 2015.

Financial Management and PRISMFY15 Q3/Q4

New Core team identifying go-live date for S&E funds and GL implementation in Oracle.

Financial Management and PRISMTBD

Once the R3 schedule and functionality is finalized, the R4 schedule will be developed to deliver the remaining functionality for Oracle and PRISM.

R1 R2 R3 R4

Critical Impacts from Release 1

4

Changes in Budget and Funds Control

• HUD budget staff will need to be trained on the newly defined levels of funds control and the process for establishing and managing the budget execution business process within ARC’s core financial application. They will also need to understand the end to end business process for establishing the budget in HUDCAPS, the timing of the interface to the Oracle core financial application, and monitoring budget execution reports in Oracle’s reporting tool, Discoverer.

• Funds control between the Concur (CGE) Travel & Relocation and Oracle will not be available in real-time in Release 1,

▫ Travel transactions will be interfaced via a daily batch process▫ Travel budget will be imported daily from HUDCAPS to ARC through a batch interface▫ Certifying Officers /Approvers will have to validate funds availability based on reports out

of ARC’s Oracle Discoverer and the HUD’s Financial Datamart

Changes in Reporting

• HUD employees extracting financial reports will need to be trained on Oracle Discoverer

• Users will access reports from both HUDCAPS and Oracle Discoverer, i.e. managerial reporting of travel expenses

• The OCFO, monthly SF-224 submission process will be modified, ARC will be reporting all travel payments under the ARC ALC, therefore HUD financial reporting accountants will not be accounting for those transactions

Concur/CGE Training: Session Descriptions

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Course Overview CurriculumHands-On Training: Super UserSession Length: 1 DayAudience: Key personnel to assist and provide guidance to end usersEstimated Number of Participants: 450 Employees (one person from each program area)

The second half of this session includes hands-on exercises that the attendees will complete. The exercises provide various trip scenarios that give additional experience with the travel system.

The course includes training on the following user roles:

• Federal Traveler – This user role allows for creation of travel documents for themselves only.

• Travel Arranger – This user role allows for creation of travel documents for themselves and other users.

• Routing Official – This user role gives the ability to stamp travel documents as part of the electronic routing process.

The CGE Training instance is utilized for the sessions and user ID/passwords will be provided to all attendees. Attendees of the live webinar sessions will have the opportunity to ask questions throughout the demonstration. These sessions will consist of instructional training which allows attendees to follow along with the instructor and performing the following tasks:

• Selecting reservations• Completing an authorization• Approving the authorization• Completing a voucher from authorization• Completing a local voucher

Hands-On Training: Standard End UserSession Length: 4 HoursAudience: Frequent travelers and travel arrangersEstimated Number of Participants: 1,200 to 1,300 Employees

This Standard End User training does not include hands-on training exercises.

Live Webinars (available via Go To Meeting)Session Length: 3 HoursAudience: Frequent travelers, travel arrangers, reviewing/approving officials, or anyone who may need refresher trainingEstimated Number of Participants: 3,000 Employees

Training sessions are designed to help prepare HUD personnel to use the travel system. Training, in conjunction with communications and change management, can mitigate the workforce impacts of Release 1.

Concur/CGE Training: Schedule

6

The training sessions available to HUD employees will include hands-on super users sessions, hands-on end user training, and webinar training sessions. Supplemental training resources are also available to all HUD employees including electronic manuals, pre-recorded webinars, and CGE interactive simulations.

Training Dates Training Location Training Method Training Conducted

By

No. of Half-Day End User

Training Sessions

No. of 1 Day Super User

Sessions

No. of Webinar Training Sessions

7/14 – 7/18 Denver, CO End User & Super User ARC 8 1

8/5 – 8/8 Boston, MA End User & Super User ARC 6 1

8/11 – 8/15 Chicago, IL End User & Super User ARC 8 1

8/18 – 8/22 Philadelphia, PA End User & Super User ARC 8 1

9/15 – 9/18 Kansas City, KS End User & Super User Concur 6 1

10/6 – 10/10 DC HQ End User & Super User Concur 8 1

10/20 – 10/24 DC HQ End User & Super User Concur 8 1

9/8 – 9/12 Webinar ARC/Go To Meeting 10

9/15 – 9/19 Webinar ARC/Go To Meeting 10

10/6 – 10/10 Webinar ARC/Go To Meeting 10

Concur/CGE Training: Additional Sessions Schedule

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Additional training sessions will be available to HUD employees at the following locations (note that the delivery method and additional logistics are still being negotiated);

Training Dates Training Location Training Conducted By

7/21 – 7/25 San Francisco, CA HUD

7/28 – 8/1 New York, NY HUD

8/25 – 8/29 Atlanta, GA HUD

8/25 – 8/29 San Juan, PR HUD

9/2 – 9/5 New Orleans, LA HUD

9/8 – 9/12 Seattle, WA HUD

9/22 – 9/26 Los Angeles, CA HUD

10/20 – 10/24 Fort Worth, TX HUD

Discoverer Training: Session Descriptions

8

Discoverer Plus Course Overview CurriculumHands-On Training: Standard End UserSession Length: 8 HoursAudience: Reporting personnel that will be creating custom reports or modifying ARC standard reportsEstimated Number of Participants: 20 Employees

This session will include a demo of the Discoverer Plus application as well as hands-on experience creating and running reports. This training will cover:

• Overview of the application• Review of the ARC standard suite of reports

(financial and travel)• Different types of data that can be pulled into

reports• Instructions on how to create custom reports

within the application

Live Webinars (available via Go To Meeting)Session Length: 6-8 HoursAudience: Reporting personnel that will be creating custom reports or modifying ARC standard reportsEstimated Number of Participants: 20 Employees

Training sessions are designed to help prepare HUD personnel to use the Discoverer Reporting Tool. Training, in conjunction with communications and change management, can mitigate the workforce impacts of Release 1.

Discoverer Viewer Course Overview CurriculumHands-On Training: Standard End UserSession Length: 3 HoursAudience: Reporting personnel that that will only be running ARC standard reports or reports shared by other HUD usersEstimated Number of Participants: 200 Employees

This session will include a demo of the Discoverer Viewer application as well as hands-on experience running reports. This training will cover:

• Overview of the application• Review of the ARC standard suite of reports

(financial and travel)• Instructions on how to run reports within the

application• Instructions on how to bookmark favorite

worksheets

Live Webinars (available via Go To Meeting)Session Length: 2-3 HoursAudience: Reporting personnel that that will only be running ARC standard reports or reports shared by other HUD usersEstimated Number of Participants: 40 Employees

Discoverer Training: Schedule

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Training Dates Training Location

Training Conducted By

Estimated Number of Plus

Attendees

Number of Full-Day Discoverer Plus Sessions

Estimated Number of

Viewer Attendees

Number of Half-Day

Discoverer Viewer

Sessions

10/14 – 10/16DC –

HeadquartersARC 20 1 80 4

10/21 – 10/23DC –

HeadquartersARC 0 0 120 6

TBD Webinar – Plus ARC 20 1 0 0

TBDWebinar –

ViewerARC 0 0 20 1

TBDWebinar –

ViewerARC 0 0 20 1

ARC 40 2 240 12

The training sessions available to HUD employees will include hands-on end user training and live webinar training sessions. Supplemental training resources are also available to all HUD employees including electronic quick reference guides and recorded webinars.

APPENDIX

Release 1 –Travel & Relocation

Basic Steps for Travel Authorization•HUD Traveler enters travel authorization•HUD Manager approves travel authorization (obligating event occurs)•HUD Administrative person manually checks funds availability based on report from ARC•ARC runs batch job during the night to load the Concur data to Oracle (one-way) to record the obligation from the past day (1st day)•ARC runs batch job from HUDCAPS to Oracle to record budget authority from the past day (2nd day)