State of Kansas Expenses January 2015 Fit Gap Sessions

2 Agenda ●Introductions ●Objectives ●Schedule ●Fit Gap –Global Enhancements with 9.2 –Business Process Deltas between 9.0 and 9.2 ●Online Review / Offline Review ●Confirm new functionality that should be explored for system design –Workflow –Interfaces –Customizations –Reports –Security –Batch Schedule ●Discussion/Questions ●Follow up and Responses to Questions

3 Introductions ●Name ●Functional Area ●Role

4 Objectives ●Analyze the deltas between current Business processes and version 9.2. –Identify Gaps –Confirm Inventory of Interfaces, Customizations and Reports. ●Facilitate the next stage – Design and Configuration ●A list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.

5 Schedule DateTimeTopics 1/6/20151:30 PM – 4:00 PMExpenses 1/7/20151:30 PM – 4:00 PMExpenses

6 Global Enhancements ●Oracle Secure Enterprise Search (SES) –Provides global search capabilities that enables the user to take action from search results without navigating through the menus thereby increasing productivity –SES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applications –SES indexing is available in these areas of PS FSCM ●Assets, Expenses, Journals, Payments, Procurement Contracts, Purchase Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers

7 Global Enhancements ●Example

8 Global Enhancements

9

10 Global Enhancements ●Pivot Grids –Based on PS Query results that display results in an Excel-like pivot table, chart, or grid. ●Interactive analytical grids and charts –Accessible through pagelets added to a users Home Page, Work Center and Dashboards

11 Global Enhancements ●Embedded Help –Use Help Icon (?) –Explains how to perform a specific task –Message modal window can be moved

12 Global Enhancements ●Accessible with Apple iPad and other tablet devices ●Certified on Safari browser running IOS version 4.2 or later ●Use with mobile devices – iPhones etc.

13 Global Enhancements Process/AreaFeature Mobile App Additional feature for PeopleSoft 9.1 Mobile Expenses: Add, review, and edit attachments, including images and other supporting documents. Enable attachments within installation options and attach images and documents to mobile wallet transactions and mobile expense reports (at report header level, report line level, or both). Mobile App PeopleSoft Expenses 9.2 provides the following functionality from a mobile phone or tablet: Enter, maintain, and submit expense reports. Review expense report history - reports and statuses for the past six months. Add, review, and edit My Wallet transactions. Receive alerts regarding travel advisories, expense policy changes, and so on. View delivered expense report analytics and metrics. Link to Mobile Approvals where approvers can approve or deny pending expense reports Specify accounting distribution ChartField values.

14 Business Processes ●Deltas 9.0 vs 9.2 –New Look and Feel for the Expense Module –Expense Report –Cash Advance –Travel Authorization –Workcenter –Attachments – Approvals –Mobile Expenses functionality

15 Business Processes Process/AreaFeature Expense Report Attachments have been added to the receipt options in addition to Receipt Imaging at the installation level for Expenses. Using the attachment functionality, receipts can be attached at the at the header level, line level, or both, or it can be disabled completely. If using receipt imaging, attachments can only be at the header level.

16 Business Processes Process/AreaFeature Expense Report The PeopleSoft User Interface has changed when entering expense reports. Many entry pages have been consolidated to optimize new PeopleTools features. When viewing an expense report, the user interface presents a graphical status bar that offers an at-a-glance view as to where the expense report is in the process.

17 Business Processes Process/AreaFeature Expense Report An expense report certification process for users to attest to the accuracy of the report, and that they are in compliance with organizational policies.

18 Business Processes Process/AreaFeature Expense Report Expense reports can be withdrawn after submission and prior to approval. The system returns the expense report to a pending status so that a user can correct any mistakes or omissions, and resubmit it.

19 Business Processes Process/AreaFeature Expense Report Added the Expenses WorkCenter to provide users with a centralized work area to complete tasks efficiently with reduced navigation. Key components delivered in the Expenses WorkCenter include links to approvals, time reports, cash advances, expense reports, travel authorizations, and payment information. In addition, users can quickly access queries, report, and processes.

20 Business Processes Process/AreaFeature Expense Report Enhanced the expense report creation process by allowing users to search for an expense type based on an expense category. This feature allows organizations who have many expense types to create expense categories. When a user searches for an expense type, they first select an expense category, which narrows the number of expense types from which to choose. (Image 10)

21 Business Processes Process/AreaFeature Expense Report Enhanced the expense report creation process by establishing spending limits for specific locations base on an expense type group. (Image 10) If you create an expense report and exceed the limit beyond what is specified in the location amount limit for an expense type group, the system requires that you enter exception comments on the expense report

22 Business Processes Process/AreaFeature Cash Advance PeopleSoft Expenses introduces the new user interface for cash advances. The redesigned cash advance offers an intelligent grid for quick entry of the appropriate details for each anticipated expense, a summary of monetary balances related to the cash advance, the ability to withdraw the cash advance, embedded help instructions, a visual depiction of the workflow process that the cash advance is expected to follow after it is submitted, and more.

23 Business Processes

24 Business Processes ●Travel Authorization

25 Workflow Process/AreaFeature Approvals/Workflow Risk templates will be used to control spending and enforce corporate policy for expenditures. Risk templates will define risk levels that are associated with an expense transaction. This will provide the information that approvers need to make an informed decision during the approval process. Approvals/Workflow Users will be able to approve expense reports, time reports, time adjustments, cash advances, and travel authorizations using . Users will be able to access PeopleSoft Expense transactions using without requiring the user to sign into the PeopleSoft Expenses system. An approver will be able to receive an that contains the detail of a transaction and can approve, deny, or send the transaction back to the submitter.

26 Workflow

27 Workflow ●Current design uses AWE and will be retrofitted to 9.2. –Travel Authorization Approval 1.Traveler Supervisor Approval 2.Department Manager Approval 3.Agency Fiscal Office Approval –Expense Report Approval 1.Traveler Supervisor Approval 2.Department Manager Approval 3.Agency Fiscal Office Approval 4.A&R Approval (if >$ ) 5.Setoff Staff Approval –Cash Advance Workflow Process 1.Traveler Supervisor Approval 2.Agency Fiscal Office Approval 3.A&R Approval (if >$ )

28 Interfaces ●No External interfaces identified during Discovery Phase.

29 Customizations ●Confirm the list. (Retrofit / Eliminate)

30 Customizations ●These customizations must be retrofitted to 9.2.

31 Reports Process/AreaFeature Reports To provide customers with more robust and complete reporting solutions, PeopleSoft Expenses offers many existing reports in Oracle's BI Publisher (formerly XML Publisher or XMLP) format. For details, see PeopleSoft Expenses PeopleBook, Appendix: Expense Reports. Reports New reports will be available that use the XML Publisher tool. These reports are: Expense Sheet versus Budget Report, Travel Authorization versus Budget Report, Merchant Report, Average Expense by Employee Report, Credit Card versus Other Spend Report, Employee Trend Report, Top Spenders Report, and Violators Report. Reports Analytics, within the expense report user interface, include Expenses by Day, Totals by Department, and Totals by Project/Activity views. A modal window appears by clicking on the View Analytics link from the Summary and Submit page or the View Expense Report page.

32 Reports

33 Reports ●Samples of new Reports

34 Reports

35 Reports

36 Reports

37 Reports ●The following reports are currently supported by SOK. ●These Reports and Queries will be retrofitted to ver 9.2.

38 Reports

39 Security ●Current State –Custom Permission lists and Roles used. –Row level security used – BU/SETID –Some security design changes will be needed during system design. –This will be further discussed with SOK security team separately. ●New in 9.2 Process/AreaFeature Security Employee privilege templates will enable you to limit access to Expenses General Ledger and Project Costing ChartFields by user. Employee privilege templates will be used during on-line entry for expense report, travel authorization, and time report transactions. You will be able to define an employee privilege template for all transaction types except cash advances. You will be able to assign an employee privilege template to an employee at the business unit level or at the employee role level. Security Enhanced the expense report creation process by establishing a relationship between expense roles and expense types. You can now control the expense types that can be used by an expense role, when creating expense reports. The expense role is associated with the employee privilege template. Security Enhanced the expense report security by adding new controls on general ledger ChartField display options. This feature is set up on the Employee Privilege Template. (Image 10)

40 Security ●Employee Privilege Template

41 Batch Schedule ●Changes to Batch schedule –Currently no changes have been identified. –We will confirm this further during the test phases.

42 Open Discussion & Questions

43 Responses to Questions ●Expense Report Approval screen in ver 9.2. ●Approvers comments history can be viewed. ●Accounting Defaults can be viewed. ●Expense Report Details can be viewed/accessed.

44 Responses to Questions ●Exceptions/Risks will be displayed with the lines.

45 Responses to Questions ● Approvals ●Content of the . ●The does not display the accounting details.