U.S. Department of
Housing and Urban Development
New Core Program
New Core Training Overview for Release 1
Travel & 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 & Relocation
10/1/14
Financial Management and PRISM
FY15 Q3/Q4
New Core team identifying go-live
date for S&E funds and GL
implementation in Oracle.
Travel and Relocation will be deployed as
originally scheduled to meet GSA eTravel Service 2 requirements.
R1
R2
WebTA
2/8/15 (PP3)
Deploy WebTA during pay
period three (3) of Calendar
Year 2015.
R3
R4
Financial Management and PRISM
TBD
Once the R3 schedule and functionality
is finalized, the R4 schedule will be
developed to deliver the remaining
functionality for Oracle and PRISM.
Critical Impacts from Release 1
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
4
Concur/CGE Training: Session Descriptions
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.
Course Overview
Curriculum
Hands-On Training: Super User
Session Length: 1 Day
Audience: Key personnel to assist and provide guidance to end users
Estimated Number of Participants: 450 Employees (one person from
each program area)
The course includes training on the following user roles:
•
•
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.
Hands-On Training: Standard End User
Session Length: 4 Hours
Audience: Frequent travelers and travel arrangers
Estimated 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 Hours
Audience: Frequent travelers, travel arrangers, reviewing/approving
officials, or anyone who may need refresher training
Estimated Number of Participants: 3,000 Employees
•
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
5
Concur/CGE Training: Schedule
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 HalfDay 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
6
Concur/CGE Training: Additional Sessions Schedule
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
7
Discoverer Training: Session Descriptions
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 Plus Course Overview
Curriculum
Hands-On Training: Standard End User
Session Length: 8 Hours
Audience: Reporting personnel that will be creating custom reports or
modifying ARC standard reports
Estimated 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 Hours
Audience: Reporting personnel that will be creating custom reports or
modifying ARC standard reports
Estimated Number of Participants: 20 Employees
Discoverer Viewer Course Overview
Curriculum
Hands-On Training: Standard End User
Session Length: 3 Hours
Audience: Reporting personnel that that will only be running ARC
standard reports or reports shared by other HUD users
Estimated 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 Hours
Audience: Reporting personnel that that will only be running ARC
standard reports or reports shared by other HUD users
Estimated Number of Participants: 40 Employees
8
Discoverer Training: Schedule
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.
Number of FullDay Discoverer
Plus Sessions
Estimated
Number of
Viewer
Attendees
Number of
Half-Day
Discoverer
Viewer
Sessions
Training Dates
Training
Location
Training Conducted
By
Estimated
Number of Plus
Attendees
10/14 – 10/16
DC –
Headquarters
ARC
20
1
80
4
10/21 – 10/23
DC –
Headquarters
ARC
0
0
120
6
TBD
Webinar – Plus
ARC
20
1
0
0
TBD
Webinar –
Viewer
ARC
0
0
20
1
TBD
Webinar –
Viewer
ARC
0
0
20
1
ARC
40
2
240
12
9
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)