Welcome Spectrum+ SYSTEMS TRANSITION College of Arts & Sciences Thursday, June 25 th, 2009

Session Objectives o To Explain the Spectrum 8.9 workflow system o To Demonstrate Spectrum 8.9 workflow, Mr. Howard Daugherty o To Discuss changes in chart fields & speed types o To Review College Travel Authorization & Approval Process & other changes. o To Review the Training Calender & SpectrumPLUSTALK o To give a quick overview of reports to get you started

Spectrum 8.9 Workflow o DRG – department number – Approver 1 & Approver 2 o There will be no DSP workflow. No simultaneous approvers. o DRG – department – for Chair & Director approvals o PRJ – department number, plus one zero (0),ten digits total (e.g ) – Approver1, Grants Expert, Approver 2 o Biology, Chemistry, Neuroscience, Physics & Astronomy, Psychology will have their own grants expert staff member. o All other units, Grants Expert will be Ms. Kavitha Sivakumar. o Kavitha will hand out instructions for processing paperwork.

Demonstration of Spectrum 8.9 Workflow o Mr. Howard Daugherty of the Spectrum office will now conduct a demonstration Approvers are required to review all aspects of the document or payment being approved in compliance with state regulations. Grants experts are approving in compliance with agency guidelines and federal OMB Circulars or cost accounting principles.

Chartfields - Changes Bd Per SpeedType Fund Department Prog Class Bd Ref Project PCBU Act Non-Projects 7.5 BIOLI N/A N/A N/A 8.9 BIOLI N/A N/A N/A Projects 7.5 J N/A J2565 N/A N/A 8.9 SP000J SP000J2565 GSUFS PROJ

SpeedTypes/SpeedCharts o SpeedTypes/Charts will be used as they currently are in 7.5 o Will be cross-walked from 7.5 to 8.9 to reflect new Chart of Accounts o Non-Project SpeedTypes/Charts will be converted as is o Project SpeedTypes/Charts will be 10 characters and equal Project ID o Future SpeedTypes/Charts can use up to 10 characters instead of just 5

Fund Codes o Going from 2 to 5 characters o More “General/Operating” Funds – Resident Instruction – State Appropriation – Resident Instruction – State Approp Cost Share – Resident Instruction – Institutional Grants – Resident Instruction – Tuition – Resident Instruction - Tuition Cost Share – Resident Instruction – Institutional Grants – Resident Instruction - Other General – Resident Instruction - Other General Cost Share – Resident Instruction – Institutional Grants – Resident Instruction – Approp Federal Stimulus

Fund Codes New “Departmental Sales and Services” Fund (14100) o New “Sponsored” Funds – GSU Sponsored – Restricted – GSURF Sponsored – Student Financial Aid – GSU Foundation – GSU-GSURF Residuals o – Other RestrictedNew “Capital” Funds – Unexpended Plant – Lapsing – Unexpended Plant – Non-lapsing – Unexpended Plant – Reimbursable

Department ID’s o Will remain at 9 Characters o Coordinate with College Administrative Officers to streamline Department values where possible o No more “Companion” Departments for Cost Share – The Department will be the main Department ID with the new Fund Code and the Project ID will be the same as the Sponsored Project o Now using Projects (rather than Departments) for University Grants and Internal Awards

Program Codes o Going from 4 characters to 5 characters o Most 7.5 Programs will have a ‘0’ put at the end in 8.9

Class Code (Sub-Class) o Will remain at 5 Characters o Most Class values will stay the same

Project ID o Going from 5 to 10 Characters o Existing projects will keep old project number as the last 5 characters J2565 (7.5) -> SP000J2565 (8.9) o New projects will be auto numbered using the new Project Prefixes

Project ID – Naming Schemas FLxxxxxxxx = Capital Lapsing (xxxxxxxx = Facilities Project ID) FNxxxxxxxx = Capital Non-Lapsing (xxxxxxxx = Facilities Project ID) CExxxxxxxx = Continuing Education (xxxxxxxx = auto numbered) CRxxxxxxxx = Continuing Education Residual (xxxxxxxx = auto numbered) GCxxxxxxxx= Cost Share Accounts (xxxxxxxx = numbered by RFS) GFxxxxxxxx = GSU Foundation (xxxxxxxx = auto numbered) GRxxxxxxxx = GSU Residuals (xxxxxxxx = auto numbered)

Project ID – Naming Schemas ORxxxxxxxx = Other Restricted (xxxxxxxx = auto numbered) RRxxxxxxxx = GSURF Residuals (xxxxxxxx = auto numbered) SAxxxxxxxx = Student Financial Aid (xxxxxxxx = auto numbered) SPxxxxxxxx = GSU Sponsored Research (xxxxxxxx = auto numbered) TFxxxxxxxx = Tech Fees (xxxxxxxx = auto numbered) URxxxxxxxx = University Research Grant (xxxxxxxx = auto numbered)

College Travel Authorization & Approval Process o Continue to send Travel Authorizations to the Dean’s Office. Do not enter state budget authorizations into the system until returned approved. For grants put the Express PO number on the authorization. Current authorization form will be accepted by all units until the new form is made available by the university. o All A&S units will be required to use the Express PO process. o Print out Express PO for signatures for supplies/equip o Approved signatures on financial paperwork will not change.

Travel Expense Statements o New disbursements requirement for travel expense statements: o cost comparison of travel options o boarding pass with seat assignment o memo of justification for expenditures that exceed the per diem allowance or explanation of first class ticket. o Attach program or agenda of conference o Attach memo of justification for Travel Expense Statements submitted more than 30 days after return from travel

Reports to get you started o View budget summary – Run Organizational Budget Status Report (subtotals amount by budget line) navigation: Commitment Control – Budget Reports – Budget Status o General Ledger Reports – Budget Progress Report – Full Detail (subtotals amount by budget account code) navigation: GSU – GSU REPORTS – Project and GL Drilldown Rpt Note all non personal services lines now start with an N NSP000, NEQ000, NTR000 Print the report using process monitor steps like in Peoplesoft HR

Other examples of changes o Delete a Journal Can delete budget checked journals Automatic balancing of cash lines on journals Disbursements will be handling Petty Cash effective July 1 st. Please ensure Department Chairs/Directors are approving documentation for Petty Cash and Advances

Questions & Answers