ctcLink Update Emmett Folk BAR Council Meeting, June 2019

Presenter Emmett Folk ctcLink Project Manager for Finance & HCM

Discussion Points May 2019 ctcLink PM Summit Highlights BAC Operating Unit Enhancement Request Discussion Q&A

May 2019 ctcLink PM Summit Highlights

Chart of Accounts Terminology Chart of Accounts (CoA) – the overall accounting structure being used system-wide Chartfield (CF) – an individual accounting segment, such as the Business Unit or Department Chartfields Chartfield Value – a single, unique value within a given Chartfield, such as Department value 42112 for “Payroll Office” Account – a single, unique Account Chartfield value, such as Expense-type Account 5030010 for “Supplies” (EA)

Global versus Local How is the Chartfield defined? Globally defined Chartfields have one set of defined values shared and used across all colleges Locally defined Chartfields have separate sets of defined values unique to each college How is the Chartfield maintained? Globally or centrally maintained Chartfields are managed by the SBCTC ERP Support teams Locally maintained Chartfields are managed by each of the individual colleges

Why the Chart of Accounts Matters PeopleSoft provides colleges with a greater ability to retrieve accounting data and details Understanding how the different pieces of the Chart of Accounts work and what their purposes are will allow you to more effectively retrieve the data you need Campus end users interact with accounting distributions much more in PeopleSoft (especially in Finance) There are many campus-facing transactions (e.g. Requisitions and Travel Authorizations) that require end users to provide full accounting distributions, and having value frameworks that are organized makes that challenge easier to overcome

CoA Redesign – Legacy to PeopleSoft = Chartfields with Chart of Account Redesign Updates

CoA Redesign in CTC Activities CTC Commission/Council Meetings The PeopleSoft Chart of Accounts is a recurring discussion item in commission/council groups like BAR ctcLink Global Design Adoption (GDA) The “Chart of Accounts Basics” GDA course is required and provides an overview of each PeopleSoft Chartfield ctcLink Business Process Fit-Gap (BPFG) Sessions BPFG sessions will show the new CoA values being used General Ledger sessions will include detailed discussion of college-defined Chartfields and associated homework

What can you do now: Know your Legacy ORG-INDX Values Get a list of your Legacy Organizational Index (ORG- INDX) values and review each one What is each being used for? Is a given value still needed? How can you consolidate/simplify values in Legacy? Close out balances with ORG-INDX’s you don’t use anymore and then deactivate those values Have these conversations internally and with your larger college community

What you can do now: Know your Local PS Chartfields There are two Local (college-defined) Chartfields that will replace your Legacy ORG-INDX values: Departments are used to associate transactions with a functional or organizational area within your institution Programs are designed to track activity across organizational units (e.g. Departments) and can be used to identify group of related activities, cost centers, revenue centers, etc. All colleges will use Departments; Programs are optional

What can you do now: Develop your Dept/Prog Structures You want a framework for your PS Departments and Programs that supports your local reporting goals Remember that end users need to be able to understand these frameworks in order to select the right values on the right transactions Think about how you will maintain these values post go-live (e.g. value additions, inactivations, re-orgs)

Common Dept. Questions/Pitfalls: One ORG-INDX, Multiple Titles It’s possible to have a single ORG-INDX that will have different titles depending on the PRG-ORG combo it is used in: The conversion process looks at the stand-alone ORG-INDX values, not the PRG-ORG combo Look for these scenarios in your Legacy PRG-ORG table (GA1062), clean up balances, and move to unique values prior to your go-live fiscal year PRG-INDX ORG-INDX PRG-ORG Combo Title 011 1000 Instruction 051 Library

Common Dept. Questions/Pitfalls: Duplication Across Chartfields A goal of the CoA redesign was to eliminate instances where we were capturing the same info in multiple Chartfields: This is also applicable while discussing your Department and Program structures and your objectives for those Chartfields: PS Chartfield Account Fund Old CoA Value 380147 147 Old Value Descr Interfund Trns In-147 Plant You want to review this kind of duplication and avoid it if there is no clear added value PS Chartfield Account Department Program New CoA Value 5060020 (Expense) 12345 (example) 67890 (example) New Value Descr Water/Sewer Utilities Utilities – Water/Sewer

Common Dept. Questions/Pitfalls: FIN Departments vs. HR Departments PeopleSoft Departments are used in different places in each Pillar and those purposes don’t always align Need for two types of Departments arises: “FIN Departments” – Departments used in accounting and budget transactions; would appear in General Ledger “HR Departments” – Departments that represent elements of your organizational hierarchy; would appear on Job Records and Service Indicators, not in the GL FirstLink/DG colleges have favored creating separate sets of Departments for each purpose: one range of values (00001- 98499) for FIN Depts, another (98500-99999) for HR Depts

Common Dept. Questions/Pitfalls: Function vs. Organization Structure Another common question colleges face when developing their PeopleSoft Department structures is how they want to group/organize their future Department Chartfield values Two basic approaches are common: Grouping Departments by Function (e.g. Executive, Instruction, Student Services, Administration, etc.) Aligning Departments to your Organizational Structure The right answer for you may be a balance of both Remember that your value structure should support your local reporting goals, be usable by campus users, and be supportable from a long-term maintenance standpoint

Questions about the PM Summit presentation content?

BAC Operating Unit Enhancement Request Discussion

Request Information Description of Enhancement Request: Justification: “The Business Affairs Commission are requesting that all districts be allowed to use multiple operating units. Currently practice is to only allow additional operating units for districts with more than one State Board approved college.” Justification: “Most, if not all colleges have multiple substantial locations where services are provided. Without OUs the colleges are unable to track enrollments, revenue and expenses to provide sufficient data for knowledge business decisions.”

Questions to Consider What is the specific goal or objective behind having additional operating units? Make sure you’re not already trying to accomplish the same goal in another Chartfield How would the new Operating Unit values be applied to your accounting transactions? Are they only for expenditure entries? Revenue entries? Balance sheet transactions? All of the above? How will people know when to use what OU?

Questions to Consider How will you convert your Legacy data into multiple Operating Units? In conversion, a Legacy ORG-INDX can be mapped to a combination of OU, Department, and Program What effect will this decision have in CS or HCM? Depending on your goals and how you’re expecting the new Operating Units to be applied to transactions, you may have greater configuration overhead outside of Finance to ensure those goals are met

Questions about the BAC Enhancement Request?

Open Q&A

Thank you!