PeopleSoft Financials 8.4 Readiness II April 2004

2 Objectives of Readiness II Familiarize campus with Phase II Give overview of changes with new modules Detail upcoming training sessions/timeline Review Chart of Account changes from Phase I

3 Objectives of Readiness II (cont’d) Give brief overview of what’s not changing (yet) Share what Readiness II will not cover Show where to find additional resources and help including training on Phase I modules

4 Why the new system? Full integration of all UD systems UD is moving away from stand-alone mainframe systems Web based, point and click software Improvements to reporting capabilities for campus –EZQ’s – pre-written queries –Better and easier ad hoc reporting –More accessible data for example cash deposit detail

5 PHASE I General Ledger (GL) Module Includes Labor Allocation Module for salary distributions Accounts Payable (AP) Module Purchase Order (PO) Module July PHASE II Grants Module Proposal Processing, Grant Reports Asset Management Accounts Receivable Module Cash Transmittals Billing Module (non-student) Invoices PHASE II Grants Module Proposal Processing, Grant Reports Asset Management Accounts Receivable Module Cash Transmittals Billing Module (non-student) Invoices

6 A brief review… Quick overview of new PS “chartfields” that changed with Phase I For those who are not familiar with “Purpose,” “Account,” “Class,” etc in PeopleSpeak, here’s a quick lesson And an introduction to the three new GRANTS chartfields

7 Chartfield Comparison PeopleSoftUD Legacy PurposeAccount Code old UD account code

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

9 Chartfield Comparison PeopleSoftUD Legacy PurposeAccount Code old UD account code AccountObject Code

10 ACCOUNT (PSACCT) Corresponds to legacy 3 digit object code Classifies transactions as expenditure, revenue, asset, liability, or equity 6 alphanumeric characters Old object code 211 is now PeopleSoft Chartfields

11 Chartfield Comparison PeopleSoftUD Legacy PurposeAccount Code old UD account code ClassLine Number AccountObject Code

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

13 Chartfield Comparison PeopleSoftUD Legacy ProjectNo UD equivalent Source Funding sources and agency codes Other Chartfields in Phase I UD User FieldNo UD equivalent Fund Dept ID Fund/Fund Type Administrative Unit Program Expense Function

14 Chartfield Comparison New Chartfields for GRANTS in Phase II Resource Type Resource Category Resource Sub-CategoryNo UD equivalent PeopleSoftUD Legacy

15 Speedtypes 10-character field which provides default values for several chartfields Expedites filling in forms with default values by entering this one field instead of each one separately BE CAREFUL! The Speedtype and Purpose are often the same – but not always! (Some Purposes have multiple Speedtypes for different Programs.)

16 Speedtypes Enter Speedtype (ex: “CHEM110000”) into Speedtype field and the following chartfields are filled in: Purpose Fund Program Project (can be changed) Source (can be changed) DeptID

17 CHEG ABC OPBAL RSCH1 CHEG Purpose & Speedtype Account Class Fund Program Project (can be changed) Source (can be changed) Dept ID UD User Field (optional) Resource Type (optional) Resource Category (optional) Resource Sub-category (optional) Chemical Engineering Grant Chartfield Mapping

18 WARNING! Webforms - Do not change “open” fields unless you are sure of what you are doing! Consult your Communications/Training Team member if you need assistance!

19 Webforms and Speedtypes Speedtype populates: Fund, Program, Department, Project, Source, and Purpose. Account is only chartfield that must be filled in Speedtype will default Project and Source (but they can be changed) Optional chartfields: User Field, Resource Type, Resource Category, and Resource Sub-category

20 Now we’ll look at what’s new for Phase II...

21 What’s new in July 2004? Grants Module Accounts Receivable Module –Web Cash Transmittal Form Billing Module (non-student only) –Student billing remains in SIS for now Asset Management Module

22 The New Modules…. Grants Module –Replaces Grants Management System (GMS) –Grants will use new web forms and PeopleSoft screens Complete details to follow in training –GMS is expected to be turned off 7/1/04 If you have proposals with 7/1/04 due dates, we recommend completing them early in GMS OVPR will give more definitive details of cut-off dates and with plenty of notice. GMS data are being migrated into PSoft.

23 Grants Webforms/Processes Pre-Award PeopleSoft screens Proposal Entry Proposal Budget Entry Pre-Award Webforms Proposal Approval Existing HR Employee Demographic Data being adapted for additional faculty biographic information

24 Grants Webforms/Processes (cont’d) Post Award Webforms Budget Revision for Contracts & Grants Existing Journal Voucher being changed to accept Empl ID and Effort Period for Effort Reporting Post Award PeopleSoft screens Delivered Inquiries Effort Reports to be handled via the web (late in 2004)

25 A sneak peek at Proposal Approval Summary webform (top)

26 Proposal Approval Summary (middle)

27 Proposal Approval Summary (bottom)

28 Grants Reporting GM_EZQ’s (pre-written queries) are being written for Grants data Grants tables will be added for ad hoc reporting in PS Query Post-Award spending reporting will be done with new Grants tables and new EZQ’s Some Post-Award reporting with existing EZQ’s will still be available (GL data)

29 More New Modules… Accounts Receivable Module –Access to inquiry pages will be available to campus users limited access to view receivables reporting capabilities with EZQ’s (pre-written queries) –NEW Cash Transmittal Form Billing Module –Non-student miscellaneous billing Invoices generated through A/R system for goods/services Replace old “999” system for billing in SIS and FFAR’s

30 A/R and Billing Webforms Cash Transmittal (you will print summary and forward to Cashiers with cash/checks, credit card payments and pre-deposits) Non-Student Billing Non-Student Bill Adjustment

31 A peek at the Web Cash Transmittal (step 1)

32 Web Cash Transmittal (after “Add line”)

33 A look at one of the Non-Student Billing webforms…

34 Non-Student Billing webform after customer and billing frequency chosen (top)

35 Non-Student Billing (bottom of same step)

36 A/R and Non-Student Billing Reporting PSoft delivered “Inquiry Pages” will be available for non-student billing information Departmental cash deposit details will be available through EZQ’s (pre-written queries)

37 Last Phase II module... Asset Management Module –Replace the PPR system (Plant Property Records) –Also augments the existing Facilities’ location/building database –One new webform Equipment Relocation and Voucher Web Form

38 A look at the Equipment Relocation & Funding Change webform (Step 2)

39 Equipment Relocation & Funding Change (after “Are funding changes required? = yes”)

40 A word about PeopleSoft “instances”...

41 Instances What is an instance? –Different PeopleSoft databases are used for Reporting and Production FIRPT – Financials Reporting – most users will utilize FIRPT for daily workload FIPRD – Financials Production – limited Grants and Billing users will have access to FIPRD for data entry or inquiry –Keep track of different instances by renaming link in Internet Explorer or Netscape Favorites or Bookmarks

42 Other recent changes you should know about...

43 Other new forms/processes Procurement Services –FAIs (Requests for Service) – conversion under way to move to Procurement “Pro” card system (this is how UD Mart works) –Business Expense Report (BER) webform– now available

44 Other related changes coming soon...

45 Other Upcoming Changes HR webforms will be changed to reflect new chartfields –Additional information will come from HR New grants chartfields will be added to existing web forms including: –journal voucher –procurement forms –new BER webform

46 Other Upcoming Changes (cont’d) Budget Turn Around Next Generation –New web-based system coming in May –Training will be available from the Budget Office and Human Resources

47 Other Upcoming Changes (cont’d) MVS/GA-QRY - mainframe system –Will continue to be updated from PeopleSoft Financials after 7/1/04 for a limited period of time Data Warehouse –Will continue to be updated after 7/1/04 for a limited period of time –Data will be available for historical reporting

48 Other Upcoming Changes (cont’d) UD Central Authentication Service –Has been SSN and PIN –Is being replaced by UNIX username and password –Currently you can choose between SSN/PIN or UNIX username/password –After 8/15/04, SSN/PIN will no longer be available

49 UD Central Authentication Service

50 What’s not changing...

51 What is not changing in July 2004 Student Information System (SIS) –New system being planned – but all student information will remain in SIS….for now BSR Gift/Development system –The current gift processing system is going through an upgrade now. –In the future, it will use new PS chartfields

52 More Training planned for Phase II modules...

53 Training – “Just in Time” The CommunicationsTraining II team will employ “Just in Time” training in June –Training provided closer to time when you’ll use new forms and software so you’ll quickly use what you’ve learned –DON’T PANIC - the training team will make sure you know how to use the forms –Project Team members will be available for questions after training

54 Training – “Just in Time” Grants –Pre-Award, Post Award and Reporting –Extensive/Intensive –Hands on training Miscellaneous Billing (non-student) –Training for departments who currently use “999” system in SIS –Training for those submitting paper invoices (i.e. Library, Financial Aid) –Lecture presentation

55 Training – “Just in Time” Web Cash Transmittal –Entire campus –Lecture presentation Asset Management –Campus users will be trained by Procurement Services

56 Additional information…

57 The “PeopleSpeak” Glossary LAM = Labor Allocation Module Purpose = old legacy account code Account = old object code Charge Codes = shortcut for common miscellaneous billing items EZQ (EZ Queries) = Pre-Written Queries Instance = different PS databases for conducting business (different websites) EMPL ID = Employee Identification Number MORE glossary terms on training/communication website

58 Need more info? Today’s training will be on website TRAINING Tab –All Phase II training will be posted here –Links to Phase I training: Readiness I Basic and Basic II Procurement training Query Training

59 Still need more info? Click on HELP tab to locate: –Your Communications/Training Team member –PeopleSoft Financials HELP GUIDE

60 We recommend… Using Internet Explorer when accessing PeopleSoft Financials

Thank you for coming! Stay tuned for more training opportunities…

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