An update and some helpful tidbits CTCLink… An update and some helpful tidbits Emmett Folk, ctcLink Project Manager for Finance and HCM, SBCTC Sabra Sand, Director of Business, Clark College

What we are going to cover ctcLink update Chart of Accounts Conversion: local items What you can do now Fee Codes and FAPC Other Cleanup

CTCLink update Deployment Group 2 Activities Past – Structure Phase Activities Global Design Review (will be called “Global Design Adoption” for later deployment groups) Business Process Fit Gap (abbreviated BPFG) Initial Local Configuration Homework Assignments (from BPFG Sessions) Current – Structure & Construct Phase Activities Configuration Buildout and Functional Testing Conversion Cycle 1 & 2 Execution/Validation Security Redesign Future – Structure, Construct, Transition, & Deployment Activities A lot…

Project phases Initiation Structure Construct Transition Deployment - Project Planning - Environment Prep - Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse Structure - Global Design Adoption - Business Process FIT/GAP [OCM Confirm/CAP Review] - Local Configuration – Homework Assignments - Functional Test - Material Updates Construct - Technical Development - Conversion Execution - Data Validation - System/Integration Test - Security Matrix Mapping - Parallel Test Transition - Ready OCM Transition - Plan Production Cutover - Train Regional Trainers - Train End Users [Pre-UAT] - User Acceptance Test - Train End Users [College] - College Change Action Plan Execution - Performance Test - Go/No Go Decision Deployment - Production Environment Prep - Production Cutover - Milestone Sign-Off - Lessons Learned * Blue = College Work Packages

Rainbow chart Chartfields with Chart of Account Redesign Updates

New “account” values Replaces revenue and source New unique values for different revenue sources Replaces expenditure and sub-object New unique values for expenditure and sub-object combinations

Department replaces org’s (well, sort of…) Existing Org values will crosswalk to the new Department field A one to one conversion may not be the best approach Here’s why…

Revenue account values Replace revenue and source: fairly close Two fields will now be one

Expenditure Account Values Replaces expenditure and sub-object Two fields will now also be one

Using the new account values Existing Org’s may no longer be needed Expenditure accounts may replace legacy Org Revenue accounts may replace legacy Org Example: 6510.EC Utilities You might currently have several orgs to track the different types of utilities expenditures In Peoplesoft you could use one Dept with multiple “Accounts”

Department Chartfield Departments are used to group transactions together for an organizational or reporting purpose. Crosswalk from current org index. Utilizing a more robust “Account” structure, may need less Departments.

Department Chartfield – What can you do now? What would improve things Simplify, simplify, simply Structure How do you report most often? How are you organized? How often do you reorganize and move org’s? What can you get rid of?

Department Chartfield – What can you do now? Start thinking early, and often Have conversations with your college community Different scenarios I had 5 different versions Give yourself time to rework Decide on structure before you begin working with SBCTC on configuration Short timeline to complete Department values homework

Department Chartfield – What can you do now? Everything builds on the department Assignments for AP, Purchasing, AR, item types, etc Short timeframes – don’t wait until the last minute

Org’s – garbage in? Download your prg-org table in legacy (GA1062) Look at balances on GA1335, look at usage history Old accounts hanging out there with a balance Nobody knows who owns them Close them Utilize your close/open tables if closing in same fund Do transfers to close out if other fund Deactivate once funds are moved

Org’s – garbage in? Know what is in each and every Org What is it used for? Is it necessary? Can you combine some Org’s? Is there a better way to capture the data? Will you be able to capture it in a new “account” value

Org’s – something to watch for One org, two titles 011.1000 Instruction 051.1000 Library Crosswalk is one to one based on Org value only, not combination – you only get 1 of each 1000 as shown above can only have one definition Clean up and move to unique values THIS YEAR

Questions?

Item types Replaces both legacy fee codes (for students) and Financial Aid Program Codes, mostly Has both a debit and a credit Used in Campus Solutions Student Finance Tuition, fees and other student charges Payment Types Waivers Deposits Financial Aid

Speed types Replaces legacy fee codes for non-student items such as Department receipts Has both a debit and a credit, not a transcode Used in Finance A quick key, like a fee code Has an accounting string associated with it Can be setup in Accounts Receivable, GL and Assets

Legacy fee codes Fee Codes Finance- General Ledger CS-Student Financials Finance- Accounts Receivable

Legacy fee codes – one approach Download existing fee code table Identify any not used Delete any not used Ensure there is no outstanding A/R associated with unused Identify any that split Identify where they are splitting to In Peoplesoft, you will no longer be limited to two fields on a course, so you won’t need to split

Legacy fee codes Know what each fee code is used for Categorize Student Charges Finance – Accounts Receivable Finance – General Ledger Sometimes they can be both Student and Finance Setup in both

Financial aid program codes (Fapc) Download your FAPC table Identify any unused and deactivate/delete if possible if they haven’t been used in the last 6 years Know/understand what each FAPC is used for Categorize by Financial aid Waivers Third party

Item type configuration Short window for configuration homework Item types will be split in all the buckets shown in the last two slides for both fee codes and FAPC Have knowledge ahead of time about how things should be split

Item type configuration Work closely with your Financial Aid office for financial aid item types They have similar homework and items types must be setup the same in both modules or they won’t work correctly Ensure title/description is the same for financial aid as it is in finance Agree on a single source for financial aid item types

Questions?

Other cleanup items Payroll Liability Accounts Reconcile 790 payroll liability accounts quarterly Document what the balances in each account are at the time of conversion Understand how each liability account works In People Soft, payroll liabilities will be attached to the different departments each employee is paid from Convert each account 1 to 1, don’t combine Initial reconciliation and payment of liability will be complicated the first year

Other cleanup items Accounts Receivable Sub-ledger Student bio-demo data will not be created if no activity for the last 6 years Student will not exist, debt will not convert Student will not exist, UA hold will not convert

Other cleanup items Asset Locations A location table will need to be created Includes building and room for every location on campus Utilized DirectLine for this, as more complete than 25live Ensure there are no duplicate rooms, and that all rooms have 4 characters Share this data with Campus Solutions (instruction and student affairs) staff, they will also utilize for the course schedule setup

Upcoming changes – fund 146 In the new world, anything in Fund 145 is treated as a true grant or contract Requires a Project ID and Activity Specific time frame and budget One external org to one contract

Upcoming changes – fund 146 Many things in legacy fund 145 don’t fit Examples: Running Start expenditure accounts, overhead accounts, International Programs Contracts, etc Fund 146 was created in PeopleSoft to remedy Fund 146 closes to fund 145 for AFRS reporting Acts just like fund 148 or 149

Upcoming changes – fund 146 The issue: No easy way to convert appropriate legacy values to PS fund 146 Cannot easily differentiate and create a crosswalk The solution: Fund 146 will be created in legacy in the next few months Move appropriate items in legacy, before conversion process begins (this FY) Hoping to have this available by mid-winter

Final thoughts... Start looking at your values early Communicate with other areas on your campus to discuss needs and simplification Ensure your sub-ledgers balance Do as much as you can before you start working with SBCTC Homework can be overwhelming and due in short turnarounds – prepare ahead of time

Final thoughts… For reference: Chartfield values currently in DG2 Functional Testing environment

Questions?