The University Of Oklahoma Health Sciences Center The Human Resources - Financials Interface using the PeopleSoft Budget Encumbrance module.

PeopleSoft HEUG: Session 1019, HRMS T-4, Version HRSA 7.6 t Amy D. Teague –Information Systems Manager –Department of Human Resources –The University of Oklahoma Health Sciences Center t Becky Southerland –Technical Team Lead –Department of Information Technology –The University of Oklahoma Health Sciences Center

About The University of Oklahoma HSC: t Comprehensive Academic Health Center –Founded in 1910 –7 Colleges / 70 Degree Programs / 200 Departments –3,100 Students / 4,000+ Employees t State Agency –Fund Accounting –Grant Funding –Budget Information:  FY01 Operating Budget = $479,000,000  FY01 State Appropriations = $80,000,000

The PeopleSoft Evolution at OUHSC: t January 1996 – Live on PeopleSoft HRMS 4.0 t June 1998 –Upgrade from PeopleSoft HRMS 4.0 to version 6.01 t February 1999 –Upgrade from PeopleSoft HRMS 6.01 to version 6.02 t July 1999 –Live on PeopleSoft Financials version 7.02 –Live on Budget Encumbrance t March 2000 –Upgrade from PeopleSoft HRMS 6.02 to Student Administration version 7.6

The B&E Implementation Team t Core functional users from the following areas: –Human Resources Department –Payroll Department –Information Technology Department –Financial Services Departments: Budget Office Grants & Contracts Office Financial Accounting Office Controller’s Office –PeopleSoft Consultant 3 weeks total consulting time

B&E Implementation Timeline: t Prototyping: –Began 07/15/1998 t Chartfield Spread Mapping: –Began 01/15/1999 –Completed 07/01/1999 t Go Live: –07/05/1999

Project Goals & Priorities: t Goal: –To incorporate the delivered PeopleSoft Budget and Encumbrance module, with minimal add-on enhancements, so that it meets the business needs of the University of Oklahoma Health Sciences Center. t Priorities: –Use of the Budget Encumbrance module as an interface between the Human Resources & Financials systems –Use of the encumbrance functionality in the B&E module

B&E Implementation Strategy t Ownership by the Functional Users: –Established timeline / Scheduled meetings –Spearheaded prototyping / Set up PeopleSoft tables –Conducted fit/gap analysis t Support from Information Technology: –Provided technical expertise –Documented budget encumbrance processes –Worked with PeopleSoft consultants t Input from other Universities: –Shared questions & concerns, which often led to resolutions and/or workarounds

Issues Identified through SWOT Analysis t Strengths, Weaknesses, Opportunities, & Threats –General Ledger and HRMS live on different versions: Go Live = Financials 7.02 / HRMS 6.02 Today = Financials 7.02 / HR Student Administration 7.6 –Required interfaces with the State of Oklahoma: Payroll must be sent to the State Capitol Funding must be sent to the State Capitol –Necessary payroll accommodations: 2 different PeopleSoft companies (HSC/PPP) 4 to 5 payrolls per month

SWOT Implementation Parameters t Strengths, Weaknesses, Opportunities, & Threats –Cost/Benefit Analysis: Limitations of the encumbrance feature led to the determination that encumbering would not be appropriate at the time of B&E implementation The Budget Encumbrance module was found to provide an appropriate interface between the PeopleSoft Human Resources and Financials systems –Current Status: B&E module acts as an interface between the HR & GL systems OUHSC plans to revisit the encumbrance functionality of the module during the upgrade from HRSA 7.6 to 8.0

OUHSC Add-Ons t Additional Functionality: –During OUHSC Budget Formulation process, we establish higher level budget on the GL (salary level) than on HR (position level) –Convert version 7.6 (HRSA) journal lines to version 7.02 (GL) journal lines –OUHSC SQRs: Balance funds Identify data problems

OUHSC Enhancements t Enhancements to delivered functionality: –PeopleCode used to create dynamic link between Human Resources & Financials Systems Edits for appropriate funding and effective dates on the GL before a chartfield spread may be established as an account code on the Human Resources system. –Modified paysheet sub-panel to display both account code and corresponding chartfield spread.

Budget Encumbrance GL Interface Set-Up t Accounting Entry Definition, Part 1:

Budget Encumbrance GL Interface Set-Up t Accounting Entry Definition, Part 2:

Budget Encumbrance Annual Set-Up t Detail Calendar:

Budget Encumbrance Process - Part 1 t OUHSC Financials: –Establishes Chartfield Spread in General Ledger t OUHSC Human Resources: –Department set up in Department Table –Department set up in Budget Encumbrance Panels –CFS established as Account Code in Account Code Table –Job Code created in Job Code Table –Position added in Manage Positions –Employee appointed through Administer or Recruit Workforce: Funding established at the employee level on the Job Earnings Distribution panel under Administer Workforce

Department Set-Up in B&E Panels t Department Budget FTE :

Department Set-Up in B&E Panels t Department Budget Date :

Department Set-Up in B&E Panels t Department Budget Earnings:

Department Set-Up in B&E Panels t Department Budget Deductions, Part 1:

Department Set-Up in B&E Panels t Department Budget Deductions, Part 2 :

Department Set-Up in B&E Panels t Department Budget Deductions, Part 3 :

Department Set-Up in B&E Panels t Department Budget Taxes, Part 1 :

Department Set-Up in B&E Panels t Department Budget Taxes, Part 2 :

Department Set-Up in B&E Panels t Department Budget Taxes, Part 3 :

Department Set-Up in B&E Panels t Department Budget Taxes, Part 4 :

Department Set-Up in B&E Panels t Department Budget Taxes, Part 5 :

Department Set-Up in B&E Panels t Department Budget Actuals :

HR Account Codes / Chartfield Spreads t Account Code Table:

HR Account Codes / Employee Level t Job Earnings Distribution Panel:

Budget Encumbrance Process - Part 2 t OUHSC Payroll Office: –Creates paysheets –Runs payroll calculations –Processes pre-confirmation funding (gross funding) –Generates paytape –Transfers payroll & funding to the state capitol –Runs queries & SQRs to identify potential problems –Confirms payroll –Runs queries & SQRs to identify potential problems –Processes paycheck distribution

Budget Encumbrance Process - Part 3 t OUHSC Payroll Office, continued: –Uses Actuals GL Interface to create HR journal lines –Processes Journal Generation, which groups journal lines with journal Ids –Runs OUEXPJRN, which creates version 7.02 journal lines for the General Ledger –Uses OUGRSLD to create rows in ou_begl_gross, which are used by the OUHSC statement of activity t OUHSC Information Technology: –Runs OUIMPJRNL on PeopleSoft Financials, which accepts and translates journal lines

Payroll Processing / Budget Encumbrance t Process Scheduler / Run Paycheck Distribution:

Payroll Processing / Budget Encumbrance t Paycheck Distribution Panels:

Payroll Processing / Budget Encumbrance t Actuals GL Interface:

Payroll Processing / Budget Encumbrance t Journal Generation:

Lessons Learned at OUHSC t Be Specific: –Document business needs & requirements –Require ownership by & participation of functional users t Test & Retest: –Explore all options Posting encumbrances vs. posting actuals only t Communicate with PeopleSoft –Look for future enhancements –Suggest improvements for future releases t Training & Documentation

Contact Information: t Amy D. Teague –Information Systems Manager –Department of Human Resources t Becky Southerland –Technical Team Lead –Department of Information Technology