1. GeorgiaFIRST Financials Getting Ready for PeopleSoft 9
GeorgiaFIRST Financials Getting Ready for PeopleSoft 9.2 General Ledger
Julie Thompson

2. Agenda New Features Revised Configuration
Updated Processes and Reports

3. New Features Budget Pre Check
Available in Purchasing, Payables, General Ledger, Budget Journals
Checks transactions against the applicable budget, but does not actually record the encumbrance or expenditure.
Transaction will go to “Provisionally Valid (P)”
We are planning to enable this functionality, but we need to ensure that no current custom processes or reports will be affected. May need to be “Phase 2”.

4. New Features
GL Workcenters

5. New Features
GL Workcenters – can be personalized

6. New Features
GL Workcenters
F92MNT
F92VAN

7. New Features GL Workcenters
suggestions to
Groups are currently My Work, Links, Queries, and Reports/Processes

8. New Features Workflow – Approval Framework
Journal Workflow is more flexible, no accidental “self approval”

9. New Features
Workflow – Approval Framework

10. New Features Workflow Workflow can be used for Budget Journals
Options for Control Budget Journals can be different than non-Control budgets
For more details on Journal Workflow, attend Shelia Sloan’s session coming up next in this room.

11. New Features PO Closing entries Current 8.9 – KK_ACTIVITY_LOG
PO Quantity of 3, Unit price is $25.00, Budget Ref is 2014
Vouchered Quantity of 2, PO was then closed.
In this example, $25.00 becomes surplusable funds.
Current 8.9 – KK_ACTIVITY_LOG

12. New Features PO Closing entries Version 9.2 – KK_ACTIVITY_LOG
-This should make surplus reporting a bit easier. We’re evaluating surplus reports and queries now and will make adjustments accordingly.

13. Other New Features
Allow exclusion criteria on Allocation Pool and Basis
Combo Edits are enforced in Asset Management and Expenses
Combo edits in AP and PO display Combo Edit rule violated
T-Accounts (Projected Balance) on journals

14. Ledger Configuration No change to ACTUALS, CAPITAL, or GAAP ledgers
Changes to Commitment Control Ledgers:
Project budgeting in ORG and APPROP
Budget Reference vs. Budget Period

15. Commitment Control Ledger Configuration
In General Ledger and Commitment Control, budgeting for projects has been confusing:
What ledgers are projects tracked in?
Where should we budget?
Version 9.2 gives us the ability to add a field to the budget definition as “Optional”.
This allows us to use the APPROP and ORG ledgers to track project budgets and to use the PROJ_GRT and PRMST ledgers for restricted funds only.

16. Commitment Control Ledger Configuration (cont.)
Expense - Current
APPROP
PRMST_EXP
Funds:
10000
10500
10600
10900
11xxx
12xxx
13000
14000
15000
16000
50000
ORG
PROJ_GRT
Anything with a project_id, so both projects and grants are tracked here
DETAIL

17. Commitment Control Ledger Configuration (cont.)
Expense - Proposed
APPROP
PRMST_EXP
Add project_id as optional field to APPROP, ORG
ORG
PROJ_GRT
Fund only
Funds:
10000
10500
10600
10900
11xxx
12xxx
13000
14000
15000
16000
50000
Make Budget_Ref optional?
DETAIL

18. Commitment Control Ledger Configuration (cont.)
Revenue - Current
REVEST
PRMST_REV
Only carries project_id
Funds:
10000
10500
10600
10900
11xxx
12xxx
13000
14000
15000
16000
20000
50000
Projects and grants
DETAIL

19. Commitment Control Ledger Configuration (cont.)
Revenue - Proposed
Add project_id as optional for fund <> 20000
REVEST
PRMST_REV
Only carries project_id field
Add project_id as required for fund 20000
Fund only?
Funds:
10000
10500
10600
10900
11xxx
12xxx
13000
14000
15000
16000
20000
50000
DETAIL

20. Commitment Control Ledger Configuration
Proposed changes vetted through Budget Issues Committee (BIC) and Chief Accounting Officers (CAO) group
Concerns ? Questions?

21. Commitment Control Configuration
Budget Reference vs. Budget Period
The customization that is currently in place uses PeopleCode to sync Budget Reference to Budget Period
Budget Ref
Budget Date
Budget Period
2015
9/5/2014
2015
This was done in order to carry the Budget Year in the LEDGER table, since Budget_period is not a field in LEDGER

22. Commitment Control Configuration
Budget Reference vs. Budget Period
We do still need Budget_ref, but we do NOT need to try to keep the Budget_ref and Budget_period in sync, as Budget_ref appears in both LEDGER_KK and LEDGER
Removal of customization, plus changes to the Budget Definitions to not use a Budget Period calendar

23. Commitment Control Configuration
In LEDGER_KK
Current 8.9
Proposed 9.2

24. Commitment Control Configuration
Transactional processing
Current 8.9
Proposed 9.2

25. Commitment Control Ledger Configuration
Impacts to you:
Institutional queries may need to be updated to use the Budget Reference (budget_ref) field in the criteria
When running PS delivered reports, users will need to remember to select on Budget Reference field, instead of Budget Period
Users entering transactions including Requisitions, Purchase Orders, Vouchers, Travel Authorizations, Expense Reports, Journals, and Budget Journals will need to enter the Budget Reference field directly. (Combo Edits will enforce this)

26. Commitment Control Ledger Configuration
Benefits:
No modification to retrofit in this upgrade and future upgrades
Prior Year expenditures can be allocated via delivered Allocations process
Spreadsheet journal upload will retain Budget Reference entered
No discount lost DBIs on vouchers
Simpler – because Budget Reference is considered a chartfield, it will copy down like other chartfields, you can use “search criteria” and “change values” functionality on journals, etc.

27. Commitment Control Ledger Configuration
So, what happens at upgrade?
A transaction without a Budget Period won’t budget check against a budget with a Budget Period and vice versa

28. Commitment Control Ledger Configuration
Changes will be effective beginning with Budget Reference 2016
Backdating transactions into FY 2015, users will need to change both budget_ref and budget_dt
Using Budget Period, no modification, budget date will default to 2015 date
Fiscal Year 2015
Fiscal Year 2016
PS 8.9
PS 9.2
Using Budget Period, modification in place
Not using Budget Period, no modification

29. Questions?

30. Configuration KK Security – Current 8.9
An active Security Event is an event for which the user’s setup in Commitment Control security will be validated.
If a security event is not active, then Commitment Control security does not care.

31. Configuration
KK Security – Proposed 9.2

32. New Processes Phone Bill
Fit / Gap Committee agreed that using the Allocation process to charge phone expenses was a satisfactory solution
The allocation would use number of phones or number of employees to calculate departmental charges
The number of phones or number of employees can be stored in a statistical account

33. New Processes ENCUMB ledger build
Adding step to automatically delete cash encumbrances before building ENCUMB ledger
Adding logic in App Engine to continue to build a Fiscal Year until it’s hard closed. (this is mostly a benefit to us)

34. Reports Budget Activity Report Removing Future Periods row
Fixing overlapping of columns
Merging in Project Budget Progress report
If only project prompt used, then group by project_id (as largest group) otherwise, group by fund and deptid as normal
Opinions?

35. Reports Grant Budget Activity Report
Removing Future Periods and Prior Periods rows
Allowing wildcard for Budget Reference field
Trying to move Overall Grant budget (PRMST) down to body of report for clarity (similar to how APPROP and ORG are in the Budget Activity Report)

36. Reports Ledger History Report Combining 3 reports into one SQR
Improving descriptions
Adding column for transaction type

37. Reports Grant Bill Adding additional detail to the Grant Bill
Adding option for whose name is used for signature (PI, Accountant, Invoice Approver)
Adding option for printing detail transactions (additional page with the bill)

38. Random Tips of the Day
My Personalizations > Navigation Personalizations
You can turn off the Auto-Complete functionality for all pages. This can also be done at the Component and Page level by going to the Personalize Page link from the page.
You can also set the Drop Down Menu to be permanently sorted alphabetically (Ascending or Descending)

39. Questions?

40. Information Technology Services
University System of Georgia
Information Technology Services