PeopleSoft Financials 8.4 Readiness Training

understanding Objectives Define the reasons we are making the change Identify the basic elements of PeopleSoft Financials Locate general navigational tools in PeopleSoft Compare old and new UD structure and language for processing, storing and reporting financial data Identify what training will be necessary

Why change UD financial system? 30-year-old system, revised accounting practices

Why now? design improved over initial releases

Why change UD financial system? 30-year-old system, revised accounting practices Why now? design improved over initial releases Why PeopleSoft 8.4 for financials? flexible, secure and able to be staged

Why change UD financial system? 30-year-old system, revised accounting practices Why now? design improved over initial releases Why PeopleSoft 8.4 for financials? flexible, secure and able to be staged What do we expect it to do for us? conceptual and functional improvements

Why change UD financial system? 30-year-old system, revised accounting practices Why now? design improved over initial releases Why PeopleSoft 8.4 for financials? flexible, secure and able to be staged What do we expect it to do for us? conceptual and functional improvements How will we prepare for it? tier training with Web support:

PeopleSoft enterprise solution brings data together web interface more flexible reporting improved data entry

PHASE I General Ledger (GL) Module Includes Labor Allocation Module for salary distributions Accounts Payable (AP) Module Purchase Order (PO) Module July PHASE II Contracts & Grants Module Proposal Processing, Grant Reports Projects Module Facilities Accounts Receivable Module Cash Transmittals Billing Module Invoices PHASE II Contracts & Grants Module Proposal Processing, Grant Reports Projects Module Facilities Accounts Receivable Module Cash Transmittals Billing Module Invoices PHASE III (tentative) Budget Module Asset Management Module PHASE III (tentative) Budget Module Asset Management Module

PHASE I 7/1/03 Use new PeopleSoft Processes for: Journal Vouchers (JVs) Purchase Requisitions Request for Check Cash Advances Business Expense Reports (BERs) Purchasing Card Reconciliations Reporting

PHASE I 7/1/03 Use legacy(old) Chart of Accounts for: Cash Transmittals Miscellaneous Billing Invoices Grants Management System (GMS)

Basic Elements & General Navigation

Security based on your login

Navigation bar Specialized functions

Drop-down menu

My Personalizations

Drop list Explain

Click to hide or reveal the menu bar Create new working windows – several may be open at one time.

Navigation Navigation bars Personalizations Search capability Hiding and showing the navigation bar Opening new windows review

HELP: PeopleBooks HELP !!

Print

Data Entry Journal Vouchers Will continue to be a Web form Plan to use redesigned version of UD form Will be formatted to use new chartfields instead of old account codes and object codes example

Data Entry BER (Business Expense Report) will be a Web form Purchase Requisition, Request for Check and Request for Cash Advance will be combined into one Web form Procurement Services will provide further information closer to July 1, 2003 other

Reporting Old system Paper monthly accounting statements GA Query views Data Warehouse New system PS Data in “records” (what we call tables) Online reports Queries on the data More sophisticated tools will also be available old v. new

Reporting Predefined: written and ready-to-use similar to GA-PRD views Ad-hoc: written by you query tool examples

Criteria

Download to Excel

Key aspect of PeopleSoft Hierarchical representation of data PeopleSoft bases security on trees Trees access

New Structure, New Language Chart of Accounts

Current UD Account Code

Chartfield Comparison PeopleSoftUD Legacy AccountObject Code current UD account code

PSACCT Corresponds to 3 digit object code Classifies transactions as expenditure, revenue, asset, liability, or equity 6 alphanumeric characters PeopleSoft Chartfields

Chartfield Comparison PeopleSoftUD Legacy AccountObject Code ClassLine Number current UD account code

CLASS Corresponds to UD 3 digit salary line # A budget line associated with a position within the University 3 alpha or numeric characters PeopleSoft Chartfields

Chartfield Comparison PeopleSoftUD Legacy AccountObject Code ClassLine Number Purpose11 Digit Account current UD account code

PURPOSE Corresponds to UD 11-digit account code or UD 14-digit asset/liability account An activity that can have revenue, expense, and balance sheet components 10 or less alphanumeric characters PeopleSoft Chartfields

OTHER PeopleSoft CHARTFIELDS Fund Program Project Source DeptID User Defined Chartfield PeopleSoft Chartfields

Chartfield Road Map

CONVERSION DATA Legacy Account Code PeopleSoft PURPOSE Chartfield PeopleSoft PURPOSE Chartfield

CROSSWALK A conversion tool is available to convert your UD legacy (old) account code to PeopleSoft Chartfields. conversion

SPEEDTYPES Enter Speedtype (ex: “CHEM11”) into Speedtype field and the following chartfields are filled in: Purpose Fund Program Project Source DeptID auto fill-in

CHEM17S OPBAL INST2 BLANK Purpose & Speedtype Account Fund Program Project Source Dept Id Chemistry Supplemental Funds Chartfield Mapping

FY 03 data will be in PeopleSoft DW updated for 1 year; history available indefinitely GA Query will work as now through Oct line number won’t translate User Defined Chartfield Data Transition

Supplemental Information Visit for supplemental, updated information and helpful links continuing

Where are we ??

PeopleSoft Financials at UD Why can’t I use it yet? Security is being reviewed and implemented Teams are working on reports, work processes, pre-built queries and quick designs for your use July 1, 2003 is roll out date for first of 3 phases Current Status

What does the future hold? February Begin training “readiness” March – June Training on more specific tools and uses March – June Training on more specific tools and uses June May see changes in work processes in preparation for July 1 roll out June May see changes in work processes in preparation for July 1 roll out July Phase I will go live and minor applications of some Phase II modules July Phase I will go live and minor applications of some Phase II modules

Training Tier training: learn from colleagues Take time now to learn basics, there will be more time to learn more after go-live building

Training Pyramid } Query writers } All users Advanced Report Writers

Training Courses All Users Readiness Training Basic Training –How to use Pre-defined Forms, Queries & Reports Procurement Training

Training Courses Query Writers Know Thy Data (prerequisite to Writing Queries) web resource Write Your Own Queries

Training Courses Advanced Report Writers Crystal Class Creating Trees nVision Class SQL Class

What can you do now? Seek more understanding of the Chart of Accounts (use Web or discussions) Keep an open mind – things are changing, but the goal is to improve processes and systems preparing

What can you do now? Talk with your PS Communications Team representative about expectations or training plans Label file folders with new PS Purpose preparing

Keep an eye on our Web site for future training dates and information: