State of Kansas General Ledger January 2015 Fit Gap Sessions State of Kansas General Ledger January 2015

Agenda Introductions Objectives Schedule Fit Gap Discussion Global Enhancements with 9.2 Enterprise Search (Confirm the areas where it will be utilized) Business Process Deltas between 9.0 and 9.2 Online Review / Offline Review Confirm new functionality that should be explored for system design Workflow If applicable – Confirm whether AWE or Virtual Approver will be used Interfaces Retrofit / Eliminate Customizations Reports Security Batch Schedule Discussion

Introductions Name Functional Area Role

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.

Schedule Date Time Topics 1/13/2015 1:30 PM – 4 PM General Ledger 1/15/2015

Global Enhancements Secure Enterprise Search Use with mobile devices (will show with workflow demo) Work centers are available for each module area Pivot Grids

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

Global Enhancements Example

Global Enhancements

Global Enhancements

Global Enhancements GL WorkCenters Discuss page layout including Main (Current Work, Exceptions, Links, etc.). Show “Journals Ready for Processing” Show how to personalize Show how to edit filters

Global Enhancements GL Work centers Show “Journals Not Posted” Show how the user can add a query

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 Pull up KS GL Ledger Expand the years and a row Drill down on detail

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

Business Processes Chartfield Maintenance Cannot recreate Navigate to User Preferences: Change Overall preferences for SetID for individual users.

Business Processes Chartfield Requests entry page Show Dept entered by JSMITH Approval by Karen Mitchell (GLS2) accessed from GL Workcenter Snow new dept

Business Processes Chartfield Requests entry page Go into PeopleSoft demo as GLS2 and see the items in the GL Work Center waiting for approval.

Business Processes Enter and Process Journal Entries – on-line entry

Business Processes Deltas 9.0 vs 9.2 Business Process Feature Enter and Process Journal Entries ChartField Security provides a flexible mechanism for configuring and maintaining data level security. When enabled, ChartField Security prevents user access to online transactions containing unauthorized ChartField values; access to accounting data containing unauthorized ChartField values in the inquiry components; and access to unauthorized ChartField values during data entry. Financials Audit Framework (audit logging) provides efficient tracking of transaction processing that results in enhanced visibility and detailed audit trails. Audit logging is available for GL Journal Processing. It is also available for Payables vouchers, drafts and payments, Receivables items, drafts and payments. Project Costing ChartFields are added to the SpeedType functionality. Create SpeedTypes to quickly enter GL journals with Project Costing distribution lines. (Kansas does not currently use SpeedTypes. However, AR/Billing and Expenses have been retrofitted to use Speedcharts.) Go to next slide and discuss in detail Navigate to Setup Fin/Supply Chain > Common Definitions > Audit Logging > Enable Audit Logging. Select General Ledger Navigate to Setup Fin/Supply Chain > Common Definitions > Design ChartFields > Define Values > SpeedTypes. See the project fields

Business Processes Chartfield Security on Dept Field restricted to Depts beginning with 70 Discuss capability Show results on Journal entry Show set up under Setup Financials / Supply Chain > Security > Chartfield Security. Security Chartfield Options Maintain Security Rules > Define Security Rules, Assign rule to Role, Assign role to user, Security Build Request

Business Processes Audit Logging Event Set up Delivered Audit logging can only be done on the above events at this time in 9.2 Any audit logging for changes to control tables such as ChartFields, etc. cannot currently be logged as delivered.

Business Processes Audit Logging Search Results Delivered Audit logging can only be done on the above events at this time in 9.2 Any audit logging for changes to control tables such as ChartFields, etc. cannot currently be logged as delivered.

Business Processes Enter and Process Journal Entries – Spreadsheet Journal Entries

Business Processes Deltas 9.0 vs 9.2 Business Process Feature Enter and Process Journal Entries Now provides new alternate Spreadsheet Journal upload files (JRNL1.xlsm and JRNLMCRO.xlam to accommodate Excel 2007 functionality as well as Microsoft Vista functionality. This feature was backported from 9.1 to 9.0. PeopleSoft 9.1 enhances Spreadsheet Journal online and batch import edits as well as Flat File journal import edits by adding an option to check decimal position. If selected, the Spreadsheet Journal and the Flat File journal imports check the decimal position for invalid journals and log a message that provides details of journals with invalid decimal positions on Amount values. This enables you to find and correct the errors before they are imported to General Ledger.

Business Processes Check for decimal position on Spreadsheet Upload Notice the checkbox to evaluate the decimal position Go to next page

Business Processes Check for decimal position on Spreadsheet Upload Message after attempt to upload journal with more than two decimal places URL: https://employees.sierra-cedar.com/dana-na/auth/url_14/welcome.cgi Open Spreadsheet and go to Edit –Test of decimals beyond 2 Attempt to import – See the error message Change the decimals on each line. Re-import

Business Processes Enter and Process Journal Entries - Edit

Business Processes Deltas 9.0 vs 9.2

Business Processes Combo Edits by Transaction Source Notice that a combo edit group does not have to be global now. It can be limited to one or more modules.

Business Processes Combo Edits by Transaction Source

Business Processes Enter and Process Journal Entries – Edit Corrections

Business Processes Enter and Process Journal Entries- Budget Checking

Business Processes Enter and Process Journal Entries – Correct Budget Errors

Business Processes Enter and Process Journal Entries - Approvals

Business Processes Deltas 9.0 vs 9.2 Business Process Feature Approve Journals Approval Framework provides workflow approval for actuals journal processing that is configurable for easier implementation of multiple rules, while accommodating constantly changing business and regulatory conditions. PeopleSoft General Ledger 9.1 leverages the Mobile Approval Framework, allowing approvers the flexibility to approve journal entries on the go. For example, you can log into the PeopleSoft system from a mobile device, such as a tablet or smart phone, and approve, deny, or push back journals that are pending your approval. You are able to preview a graphical representation of the transaction approval flow, view other approvals, and see comments that previous approvers have entered.

Workflow AWE (Approval Workflow Engine) replaces Virtual Approver FD_GL001 Workflow notifications appear on the worklist only (no email). There are three approver roles – GL Journal approvers 1, 2 and 3 and a DoA role called GL Auditor. The journal will route to approver 1 for their agency BU. If an approver 1 does not exist, it will route to approver 2, if 2 does not exist it will route to approver 3. THIS NEEDS TO BE RETROFITED

Business Processes AWE Workflow

Business Processes AWE Mobile App for Approval The above is an example of a mobile app for GL Approval Have JSMITH submit, Thomas Kendall and Stanley Lowe approve from the worklist Have Ken Grafton approve from a mobile app

Interfaces ID Name Business Reason Retro/Fit (Y/N) FD_INF06 Inbound GL Journal Interface Inbound interface of standard GL Journals from satellite systems Y FD_INF15 Daily Outbound Chartfield Extract Outbound interface of ChartFields for agency external systems and documentation FD_INF19 Module Transaction Interface Outbound interface of GL Journal transactions for agency external systems FD_INF64 DOB Chartfield Interface Outbound interface of ChartFields like the INF15, but a detailed copy of all Business Units for Division of Budget

Customizations ID Description Business Reason Retro/Fit (Y/N) FD_GL001 Journal Approval Workflow Configuration to allow for maximum of 3 levels of agency approval and one level within Department of Administration Y FD_GL002 Multiple SetIDs Allows for all ChartFields, except for account, to be maintained under a separate, agency-specific SETID FD_GL003 Journal Source Field To prevent the journal source from being changed to a pre-approved source that automatically post and does not process through workflow FD_GL004 Secure Central SOKID Trees from Update Change by Agency User To prevent agencies from accessing/ modifying trees that are not agency specific FD_GL005 Gray Out the Post Check Box on the Edit Journals Page To prevent a journal from posting without completing the approval process FD_GL006 Allocation Temporary Table Agency specific allocation process N

Reports Crystal, SQR, nVision, Queries, XML - Confirm Tools Delivered Reports that were customized – Confirm List New custom reports created by SOK – Confirm List Go to separate Powerpoint for Reports

Catalog of Reports, Queries, & Inquiries smartweb.ks.gov/home/reporting http://

Security Current State Custom Permission lists and Roles used. Row level security used – BU/SETID/LEDGERS Some security design changes will be needed during system design. This will be further discussed with SOK security team separately.

Open Discussion & Questions