May 24, 2011 PeopleSoft Financials 9.0 Review Final Presentation

2 Agenda o Review Summary o Review Findings, Recommendations and Estimates o General Ledger and Commitment Control o Purchasing o Accounts Payable o Billing o Accounts Receivable o Supplier Contract Management o EBMS/PeopleSoft Integration o Questions

3 Review Summary Conducted analysis of existing business processes and customization within PeopleSoft Financials 9.0 General Ledger and Commitment Control Purchasing Accounts Payable Billing Accounts Receivable WorkFlow

4 Review Summary - Continued Presented functionality of Supplier Contract Management module and high-level estimates for base implementation Presented recommendations on MERC’s EBMS integration to PeopleSoft

5 GL/KK Review Findings Metro would like to implement Journal WorkFlow Metro will need to determine what key items initiate workflow and approval levels Workflow can grow out of control without proper planning Med/High complexity to implement Estimate: 4-6 weeks depending on requirements Open Item Accounting is not used at Metro Feature could prove useful in tracking employee travel advances Low complexity to implement Estimate: 2 weeks

6 GL/KK Review Findings British Pounds transaction in ledger Transaction can only be cleared by a SQL update Special attention needs to be placed on testing and documentation Medium Complexity due to sensitivity Estimate: 1 week MERC currently only records personal service in the general ledger Recommendation: all transactions for MERC be held in PeopleSoft PeopleSoft/EBMS Integration estimates provided. Discussed in later slide

7 GL/KK Review Findings Chartfield1 is activated, but is not used Recommend deactivating Chartfield1 Low Complexity Base Financials Setup – requires “Power User” access Estimate: 1 day Significant number of active Trees in the current system Recommend identifying and saving Trees as draft Draft trees won’t be used by the system After 1 year draft trees can be exported to disk and then deleted Can be re-imported into Production if need arises in the future Low Complexity Estimate: 1 week

8 GL/KK Review Findings Metro considering restructuring ChartFields Potential significant impact on all reports and queries Atypical for a client to change their ChartFields and put them under a new SetId May run two sets of ChartFields for a period (i.e.: as you close a year and begin a new one) Potential significant impact on all interfaces Translates (“Black boxes”) can be overwhelming ChartField restructure is best done across the board in all systems that feed PeopleSoft Data conversion requirements for open items (PO’s, etc.) High Complexity Estimate: 6-8 week timeline. Multiple resources.

9 Purchasing Review Findings “Notify” button used in lieu of WorkFlow for Contracts & PO’s Approval of Procurement Card transactions is not automated Recommendation: Implement approval WorkFlow for Purchase Orders, Procurement Cards and Contracts Careful planning is key High Complexity to implement Estimate: 340 hours Assumes a maximum of three layers of workflow

10 Purchasing Review Findings Customizations done to allow multi-year Contracts and multi- year liability. However, it does not address the pre- encumbrance of funds across those future fiscal years Recommendation: Enhance customization to post pre- encumbrances for the budget Ledgers Med/High Complexity to implement Estimate: 200 hours

11 Purchasing Review Findings Procurement Card transactions are journalized instead of Vouchered Recommendation: Use delivered PeopleSoft functionality to upload transactional data from Credit Card companies Use data to create Vouchers Facilitates the preparation of 1099-MISC Med/High Complexity to implement Estimate: 180 hours Vendor discounts and rebates may provide savings Metro should address through internal procedures Estimates were not developed

12 Accounts Payable Review Findings Invoice handling involves manual travel of paper from desk to desk creating potential for late payments Recommendation: Log invoices in PeopleSoft upon receipt for accurate tracking Metro can explore Imaging technology to scan/image invoices Medium Complexity to change business process Estimate: 280 hours for basic imaging functionality

13 Accounts Payable Review Findings Vouchering function in Metro is semi-automated. Recommendation: Implement Voucher Approval Delays could be eliminated by applying the “Reminder” and “Delegation” features in PeopleSoft Workflow Coupled with Imaging/Scanning, would significantly streamline the process Medium Complexity to implement Estimate: 140 hours Single Payment Vouchers Recommendation: Create a “dummy” vendor to pay vouchers using this Vendor Low Complexity to implement Estimate: 24 hours

14 Accounts Payable Review Findings Archiving of Payable Data Delivered functionality can yield performance improvements Low Complexity to implement Estimate: 40 hours Inactive vendors in Vendor Master table Related to previous finding PeopleSoft delivers a function to eliminate Inactive Vendors Recommendation: Implement this feature with basic functionality & archiving criteria Low Complexity to implement (assuming simple archiving criteria ) Estimate: 40 hours

15 Billing Review Findings Automation of Event Management Revenue should be reexamined Separate recommendations are provided for EBMS/PeopleSoft integration eBill Payments Module for SWISS and Event Management Recommendation: Bring SWISS and Event Management transactions into PeopleSoft through the Billing Interface Credit Card Revenue/Payments could be processed using the eBill Payments (e-Billing) Module Medium Complexity to implement Estimate: 320 hours

16 Accounts Receivable Review Findings US Bank file could be further automated Layout of file could be slightly modified to match the PeopleSoft Deposit Table format and then imported into PeopleSoft using the new delivered Excel Upload Feature Medium Complexity to implement Estimate: 168 hours Accounts Receivable Data Archiving Can yield performance improvements Low Complexity to implement Estimate: 24 hours Miscellaneous Changes in Business Processes Metro Store, Zoo and Parks send data in different formats If data can be extracted into Excel, this can be uploaded directly

17 Supplier Contract Management Conducted software Demo of base functionality Identified and discussed business requirements Provided recommendations on scope and benefits Provided timeline/estimates for base implementation

18 EBMS / PeopleSoft Integration The team evaluated integration options for EBMS/PS Estimates provided and assumed that EBMS would be integrated to PeopleSoft in two ways: Purchasing level integration for the Accounts Payable side Billing level integration for the Accounts Receivable side Medium/High Complexity to implement Estimate: 14-week effort, multiple resources, 2000 hours Anticipated phases will include the following efforts: Design - Identification of Reports, Tables, Interfaces and Additional Online Pages in PeopleSoft for BI/AP for Audit Trail, Review Pages. Development and Unit Testing – self explanatory Testing - System, Integration, User Acceptance GO-LIVE/Support - 2 Weeks of production support

19 Confidential and proprietary Questions & Answers

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