ctcLink Update and Presentations BAR March 12, :00am to noon

Introductions & Agenda Who am I? Emmett Folk – Finance Functional Team Lead What will I be talking about today?  Quick ctcLink Update  ctcLink Conversion Efforts and Pain Points  Topics for Future BAR Meeting Presentations (May?)

ctcLink Update There will be a new FirstLink go-live date:  Project leadership is continuing to work on finalizing a new go-live date for the FirstLink colleges  Project leadership is also assessing the implementation date for the Wave colleges  Most recent announcement estimates mid-March for a decision on the revised FirstLink go-live date It’s not too early to be involved! Join our Listserv! Look for ctclinksme_fin on the Mailing List page:

ctcLink Conversion Efforts & Conversion Pain Points

ctcLink Conversion Efforts What are we converting into PeopleSoft Finance:  General Ledger Transactional Data  Vendors/Suppliers  Current Budget Period Data  Projects / Grants  Unfulfilled Purchase Orders  Undisposed Assets

ctcLink Conversion Efforts General Ledger Conversion Information:  We are converting 2 years of historical, summary data and the current year’s detailed data  This conversion effort is performed using an automated conversion program and Chart of Account crosswalk files General Ledger Conversion Pain Points:  ORG-INDX to Department crosswalks; you can make conversion easier if you inactivate or remove your old ORG-INDX values  Could inactivate any ORG-INDX that isn’t needed and hasn’t been used in the last 3 years

ctcLink Conversion Efforts Vendor/Supplier Conversion Information:  We are merging Legacy Vendors at each of the colleges into one master Supplier pool in PeopleSoft  This conversion effort is done through a combination of programming and manual consolidation of data Vendor/Supplier Conversion Pain Points:  Like Vendors at different colleges are merged based on TIN/SSN; enter an up-to-date TIN for each Vendor you use  Having clean and complete address information also helps that information convert more easily

ctcLink Conversion Efforts Budget Conversion Information:  We are converting budget information for the current budget period (at the time of go-live)  This conversion effort is done through manual and semi- manual data collection and entry work Budget Conversion Pain Points:  Modeling your Legacy budget structure to better match how PeopleSoft will use that budget data  Think about who needs to be able to do what kinds of budget development tasks (read only, modify, approve, etc.) for which “budgets”

ctcLink Conversion Efforts Project/Grant Conversion Information:  In order to support the conversion of project or grant related GL data, we must setup Project or Grant entries in PeopleSoft  This conversion effort is done through manual data collection and entry work Project/Grant Conversion Pain Points:  Identifying which projects/grants need to be entered to support GL conversion  Understanding what data specific to a project or grant PeopleSoft requires and where it can be obtained at your college

ctcLink Conversion Efforts Unfulfilled Purchase Order Conversion Information:  We are converting Purchase Orders that have not been fully received and/or invoiced  This conversion effort is done through manual and semi- manual data collection and entry work Unfulfilled Purchase Order Conversion Pain Points:  Identifying an effective tool that you can use to extract or collect the Purchase Order data required for conversion  Think about how you can identify which POs are “unfulfilled” so data related to them can be extracted for conversion

ctcLink Conversion Efforts Asset Conversion Information:  We are converting capitalized and small & attractive assets per SAAM Chapter 30  This conversion effort is done through manual and semi- manual data collection and entry work Asset Conversion Pain Points:  Identifying the accumulated depreciation amount for a single, depreciable asset; this can be difficult to obtain from FAE  Building out asset tracking locations within PeopleSoft Finance; identify the system you use today with the most complete and accurate building and room data

What would you like to hear about in future BAR meetings?

Thank you for your time! Please let us know if you have any questions or feedback! Finance SME Listserv: OR Any of the ctcLink Finance Team: Emmett Folk – Team LeadChristyanna DawsonSherry Stroud Accounts Payable, Purchasing, Asset Management Grants, Contracts, Project Costing, Budgeting Student Financials Shon Dicks-SchlesingerElena Horton Cash Management, General LedgerAR, Billing, Expenses