1. An update and some helpful tidbits
CTCLink…
An update and some helpful tidbits
Emmett Folk, ctcLink Project Manager for Finance and HCM, SBCTC
Sabra Sand, Director of Business, Clark College

2. What we are going to cover
ctcLink update
Chart of Accounts
Conversion: local items
What you can do now
Fee Codes and FAPC
Other Cleanup

3. CTCLink update Deployment Group 2 Activities
Past – Structure Phase Activities
Global Design Review (will be called “Global Design Adoption” for later deployment groups)
Business Process Fit Gap (abbreviated BPFG)
Initial Local Configuration Homework Assignments (from BPFG Sessions)
Current – Structure & Construct Phase Activities
Configuration Buildout and Functional Testing
Conversion Cycle 1 & 2 Execution/Validation
Security Redesign
Future – Structure, Construct, Transition, & Deployment Activities
A lot…

4. Project phases Initiation Structure Construct Transition Deployment
- Project Planning - Environment Prep
- Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse
Structure
- Global Design Adoption
- Business Process FIT/GAP [OCM Confirm/CAP Review]
- Local Configuration – Homework Assignments
- Functional Test
- Material Updates
Construct
- Technical Development
- Conversion Execution
- Data Validation
- System/Integration Test
- Security Matrix Mapping
- Parallel Test
Transition
- Ready OCM Transition
- Plan Production Cutover
- Train Regional Trainers
- Train End Users [Pre-UAT]
- User Acceptance Test
- Train End Users [College]
- College Change Action Plan Execution
- Performance Test
- Go/No Go Decision
Deployment
- Production Environment Prep
- Production Cutover
- Milestone Sign-Off
- Lessons Learned
* Blue = College Work Packages

5. Rainbow chart
Chartfields with Chart of Account Redesign Updates

6. New “account” values Replaces revenue and source
New unique values for different revenue sources
Replaces expenditure and sub-object
New unique values for expenditure and sub-object combinations

7. Department replaces org’s (well, sort of…)
Existing Org values will crosswalk to the new Department field
A one to one conversion may not be the best approach
Here’s why…

8. Revenue account values
Replace revenue and source: fairly close
Two fields will now be one

9. Expenditure Account Values
Replaces expenditure and sub-object
Two fields will now also be one

10. Using the new account values
Existing Org’s may no longer be needed
Expenditure accounts may replace legacy Org
Revenue accounts may replace legacy Org
Example: 6510.EC Utilities
You might currently have several orgs to track the different types of utilities expenditures
In Peoplesoft you could use one Dept with multiple “Accounts”

11. Department Chartfield
Departments are used to group transactions together for an organizational or reporting purpose.
Crosswalk from current org index.
Utilizing a more robust “Account” structure, may need less Departments.

12. Department Chartfield – What can you do now?
What would improve things
Simplify, simplify, simply
Structure
How do you report most often?
How are you organized?
How often do you reorganize and move org’s?
What can you get rid of?

13. Department Chartfield – What can you do now?
Start thinking early, and often
Have conversations with your college community
Different scenarios
I had 5 different versions
Give yourself time to rework
Decide on structure before you begin working with SBCTC on configuration
Short timeline to complete Department values homework

14. Department Chartfield – What can you do now?
Everything builds on the department
Assignments for AP, Purchasing, AR, item types, etc
Short timeframes – don’t wait until the last minute

15. Org’s – garbage in? Download your prg-org table in legacy (GA1062)
Look at balances on GA1335, look at usage history
Old accounts hanging out there with a balance
Nobody knows who owns them
Close them
Utilize your close/open tables if closing in same fund
Do transfers to close out if other fund
Deactivate once funds are moved

16. Org’s – garbage in? Know what is in each and every Org
What is it used for?
Is it necessary?
Can you combine some Org’s?
Is there a better way to capture the data?
Will you be able to capture it in a new “account” value

17. Org’s – something to watch for
One org, two titles
Instruction
Library
Crosswalk is one to one based on Org value only, not combination – you only get 1 of each
1000 as shown above can only have one definition
Clean up and move to unique values THIS YEAR

18. Questions?

19. Item types
Replaces both legacy fee codes (for students) and Financial Aid Program Codes, mostly
Has both a debit and a credit
Used in Campus Solutions Student Finance
Tuition, fees and other student charges
Payment Types
Waivers
Deposits
Financial Aid

20. Speed types
Replaces legacy fee codes for non-student items such as Department receipts
Has both a debit and a credit, not a transcode
Used in Finance
A quick key, like a fee code
Has an accounting string associated with it
Can be setup in Accounts Receivable, GL and Assets

21. Legacy fee codes Fee Codes Finance- General Ledger
CS-Student Financials
Finance- Accounts Receivable

22. Legacy fee codes – one approach
Download existing fee code table
Identify any not used
Delete any not used
Ensure there is no outstanding A/R associated with unused
Identify any that split
Identify where they are splitting to
In Peoplesoft, you will no longer be limited to two fields on a course, so you won’t need to split

23. Legacy fee codes Know what each fee code is used for Categorize
Student Charges
Finance – Accounts Receivable
Finance – General Ledger
Sometimes they can be both Student and Finance
Setup in both

24. Financial aid program codes (Fapc)
Download your FAPC table
Identify any unused and deactivate/delete if possible if they haven’t been used in the last 6 years
Know/understand what each FAPC is used for
Categorize by
Financial aid
Waivers
Third party

25. Item type configuration
Short window for configuration homework
Item types will be split in all the buckets shown in the last two slides for both fee codes and FAPC
Have knowledge ahead of time about how things should be split

26. Item type configuration
Work closely with your Financial Aid office for financial aid item types
They have similar homework and items types must be setup the same in both modules or they won’t work correctly
Ensure title/description is the same for financial aid as it is in finance
Agree on a single source for financial aid item types

27. Questions?

28. Other cleanup items Payroll Liability Accounts
Reconcile 790 payroll liability accounts quarterly
Document what the balances in each account are at the time of conversion
Understand how each liability account works
In People Soft, payroll liabilities will be attached to the different departments each employee is paid from
Convert each account 1 to 1, don’t combine
Initial reconciliation and payment of liability will be complicated the first year

29. Other cleanup items Accounts Receivable Sub-ledger
Student bio-demo data will not be created if no activity for the last 6 years
Student will not exist, debt will not convert
Student will not exist, UA hold will not convert

30. Other cleanup items Asset Locations
A location table will need to be created
Includes building and room for every location on campus
Utilized DirectLine for this, as more complete than 25live
Ensure there are no duplicate rooms, and that all rooms have 4 characters
Share this data with Campus Solutions (instruction and student affairs) staff, they will also utilize for the course schedule setup

31. Upcoming changes – fund 146
In the new world, anything in Fund 145 is treated as a true grant or contract
Requires a Project ID and Activity
Specific time frame and budget
One external org to one contract

32. Upcoming changes – fund 146
Many things in legacy fund 145 don’t fit
Examples: Running Start expenditure accounts, overhead accounts, International Programs Contracts, etc
Fund 146 was created in PeopleSoft to remedy
Fund 146 closes to fund 145 for AFRS reporting
Acts just like fund 148 or 149

33. Upcoming changes – fund 146
The issue:
No easy way to convert appropriate legacy values to PS fund 146
Cannot easily differentiate and create a crosswalk
The solution:
Fund 146 will be created in legacy in the next few months
Move appropriate items in legacy, before conversion process begins (this FY)
Hoping to have this available by mid-winter

34. Final thoughts... Start looking at your values early
Communicate with other areas on your campus to discuss needs and simplification
Ensure your sub-ledgers balance
Do as much as you can before you start working with SBCTC
Homework can be overwhelming and due in short turnarounds – prepare ahead of time

35. Final thoughts…
For reference: Chartfield values currently in DG2 Functional Testing environment

36. Questions?