San Marcos CFS Implementation/Migration CFS Open Forum March 2011

Introduction Module Leads Co-Leads Purchasing David Taylor Bella Newberg Accounts Payable Becky Henwood Billing/Accounts Receivable Alma McFarland General Ledger – Actuals General Ledger – Budget Karen Baldyga Liz Rojas Diana Cumming Brenda Martin Data Warehouse Tina Griffith Functional/Technical Support Rhyan Rana Chris Manese Travis Honeycutt Project Lead Chris Lambert Dan Zorn Io Consultant Brenda Miller Elaine Kist

CFS – Common Financial System Introduction CFS – Common Financial System Database Consolidation 23 separate databases consolidated to one Software is still Oracle (PeopleSoft) System-wide Chartfield definitions San Marcos meets system-wide definition Common modifications Chargeback, Procard, Fiscal Authority, AR Customer Billing Upload, Open PO Report, Data Warehouse Replace nVision

General Changes Chris lambert

No Changes affecting Systems Users: Chartfields Procard Requisitions General Changes No Changes affecting Systems Users: Chartfields Procard Requisitions Fiscal Authority Accounts Payable invoicing Account Receivable customer invoicing Fixed Asset tracking and reporting

Changes affecting Systems Users: Logging into PeopleSoft General Changes Changes affecting Systems Users: Logging into PeopleSoft User ID’s have changed Favorites Run Controls Reporting

Purchasing David Taylor

Purchasing Changes: Manually re-enter open POs with balances March 14th to 31st Reentered POs in CFS (Data Warehouse) - same PO number as legacy (nVision) Emergency Requisitions – email Procurement Services procurementservices@csusm.edu Run Open PO Report Legacy – April 1, 2011 CFS – April 1, 2011

Purchasing Open PO Report

Accounts Payable Becky henwood

Accounts Payable Changes: Invoice/voucher detail Prior to April 1, 2011 – Legacy (nVision) Direct pays submitted by noon March 28th After April 1, 2011 – CFS (Data Warehouse)

Billing/Accounts Receivable Alma mcfarland

Billing/Accounts Receivables Changes: Customer numbers Leading zeros drop off in CFS Customer invoice detail Prior to April 1, 2011 – Legacy (nVision) After April 1, 2011 – CFS (Data Warehouse)

General Ledger Actuals / Budget Liz Rojas

Actuals / Budget Changes: General Ledger Actuals / Budget Changes: All transaction detail Prior to April 1, 2011 – Legacy (nVision) After April 1, 2011 – CFS (Data Warehouse) Data Conversion Legacy Detail data prior to April 1, 2011 No transactions after April 1, 2011 CFS Monthly summary totals July 2010 to March 31, 2011 Detail transactions after April 1, 2011

Data Warehouse Liz rojas

Reporting Changes: DW Reports nVision will remain for the Legacy database only Reports will be obtained through the Data Warehouse in the CFS database

The Data Warehouse is comprised of several components: DW Definition The Finance Data Warehouse is the term that refers to the new financial reporting system we will be using. The Data Warehouse is comprised of several components: The data warehouse data tables The report development tool The reports & dashboards FYI: The Finance Data Warehouse will replace the existing nVision reports & drill downs

The Finance data warehouse contains two dashboards: DW Dashboards Dashboard Overview: The Finance data warehouse contains two dashboards: Manage My Budget Operations FYI: This information will be covered in the Finance data warehouse training

DW Homepage Finance data warehouse homepage

dfa in dw Sample of DFA (like) report (sign up for training to learn how to run this report)

trial balance in dw

Drill down Detail

Drill down CNV Detail

download to excel

Training registration - HR Training database – April 20th to May 13th Dw training Training registration - HR Training database – April 20th to May 13th Sign up for training sessions by logging into HR and clicking on the Self Service link

Who to Contact for Help: Contacts Who to Contact for Help: Systems/Technical – sod@csusm.edu System performance, locked processes, etc. Accounting – accounting@csusm.edu Expense transfers, salary adjustments, chargebacks, etc. Budget – lrojas@csusm.edu or bmartin@csusm.edu Budget transactions, etc. Procard – pcard@csusm.edu Access, purchase limits, lost/stolen cards, etc

Who to Contact for Help (continued): Contacts Who to Contact for Help (continued): Purchasing/Requisitions – procurementservices@csusm.edu Requisitions, contracts, hospitality, etc. Accounts Payable – accountspayable@csusm.edu Vendor invoices, payments, etc. Data Warehouse – datawarehouse@csusm.edu Reports, access, etc.

San Marcos CFS Implementation/Migration Questions?