Towson University PeopleSoft ® Implementation Success Stories Using Desktop Applications With PeopleSoft Data Tables USM PeopleSoft Regional Conference June 11, 2004 Jay Taffel

Desktop Applications & PeopleSoft Inputs to PSFT Additional PayMonthly Tuition Plan Using Data From PSFT Financial AidAccounting Reconciliation Both Labor DistributionPayroll Reallocation

Additional Pay Processing Used primarily for Contingent Faculty, Resident Assistants and Retroactive Pay Imports spreadsheets from departments Ability to check / edit requests Exports text file to unique drive that is seen by both UNIX (PSFT) and NT (Windows). Much easier data entry than PSFT pages

Additional Pay Processing Submitted spreadsheet has a mix of FRS and PSFT codes Exported file ready for PSFT

Additional Pay Processing Wow! That’s a lot of typing saved!

Additional Pay Processing Payroll staff can review and edit the additional pay request Same Person, Diff. EmplRec

Additional Pay Processing Unique drive that is ‘seen’ by both Windows and PeopleSoft Final review before exporting

Monthly Tuition Plan (AMS) Text file from vendor - AMS Match SSN to TU EmplID Can have Fall & Spring, Debits & Credits on same line! Can have unknown / wrong SSN!! Exports five (5) text files for each semester - New Student, Change +/- Student, New Org, Change (Net) Org!!! Hold Spring activity until January!!!!

Monthly Tuition Plan (AMS) Fall & Spring Acad. Year. Can change earlier activity. +N:New Account +C:More from Student - C:Less From Student FTP text file from vendor…

Monthly Tuition Plan (AMS) …Needs to become these Item Types

Monthly Tuition Plan (AMS) Main Page of MS Access Application

Monthly Tuition Plan (AMS) Get list of student SSNs and EmplIDs Source is PSFT Query saved as Excel file

Monthly Tuition Plan (AMS) Get latest text file from AMS

Monthly Tuition Plan (AMS) Review all entries from AMS <== All the dates so far.

Perkins Loan Management University managed Federal Financial Aid Program - Perkins Loans Schools disperse loans to students Federal government chosen bank manages collections and repayments back to schools

Perkins Loan Management Bank needs to know: Ì New borrowers Ì New loans for existing borrowers Ì Verify enrollment full / part time Ì Graduating students School needs to know: Ì Previous loans for student Ì Repayment status

Perkins Loan Management Variations of a theme…

Perkins Loan Management Old Promissory Note process for each semester To be replaced with once only Master Promissory Note Quick filters

Perkins Loan Management Combined history of SIS and PSFT activity Current semester’s distributions PSFT is semester 1034 SIS is 20032, PSFT is semester 1034 SIS is 20032, Current semester’s loan activities

Reconciliation Back-office accounting issues Ì Boring, low interest, afterthought, minimal support Ì The usual TU has to reconcile PSFT to FRS and FRS to R*STARS Cash and Accounts Receivable affected by PSFT implementation

Reconciliation – Cash Two divergent paths for payments Non-student payments FRS Student payments FRS PSFT  Payments summarized into large SF batches. Individual detail lost. 10,000s transactions10s transactions

Reconciliation – Cash Two divergent paths for payments Do you worry about the $0.35 difference? (Hint: MS Access can’t do math very well.)

Reconciliation – Cash A look into the ODBC details FRS ODBC and SQL extract results PSFT ODBC tables PSFT SQL extract results – Item_SF with Item_Line_SF Direct FRS payments with added PSFT student payment details Combine FRS non- student payments with PSFT student details.

Reconciliation – Accounts Receivable PSFT AR tables are always ‘on’ Ì ITEM_SF is main table Ì Over night processes Ì On-line web payments – 24/7 Need to ‘freeze’ AR data for reconciliation TU made three ‘snapshot’ tables based on delivered items (exact copies) SF batch feed process to FRS Ì Stop feeds into PSFT – processes, web, etc. Ì Run GL posting, SF batch processing to FRS Ì Make snapshots

Labor Distribution & Payroll Reallocation Blend of reporting payroll expenses by organization and moving charges between departments Ì Added file of all payroll items: 500,000 recs. Ì Automatic report files based on wide range of grouping possibilities Ì Ad-hoc payroll review: DeptID or EmplID Ì Reconciliation with state’s grouping: Program & Fund Ì Manage reallocation with automatic feed to FRS of changes (but no changes in PSFT)

Labor Distribution & Payroll Reallocation Main page Different ways to group departments for reporting

Labor Distribution & Payroll Reallocation Ad hoc reports by EmplID or DeptID Choose what to see… And get a report.

Labor Distribution & Payroll Reallocation Reallocation An employee’s record gets reallocated.

Towson University PeopleSoft ® Implementation Success Stories Using Desktop Applications With PeopleSoft Data Tables USM PeopleSoft Regional Conference June 11, 2004 Jay Taffel