1. PeopleSoft 8.4 Purchasing Module Demo March 26, 2003

2. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 2  High Level Project Overview  Purchasing Fit Gap Team  New 8.4 Look and Feel  Functional Overview  Helpful Information  Questions and Answers Agenda

3. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 3  Integration Testing Sessions  Project Gemini Focus Group  Initial 8.4 Testing in Pleasanton Jan 2002 Project Overview Project Milestones  Fit/Gap Analysis Sessions  Integration Testing Sessions  System Testing Sessions  Documentation/Retrofitting Modifications – Ongoing  FIS 8.4 Upgrade Planning Mar 2002 Jan 2003 Oct 2002 Sept 2002  FIS 8.4 Upgrade Complete Jun 2003 July 2003 May 2003 Apr 2003 Mar 2003

4. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 4 Purchasing Fit/Gap Team Cecilia Hoang – San JoseStephen Smith – San Francisco Charlie Hughes – Long BeachBeth Stanton – San Bernardino Val Miajala – San Luis ObispoKathy Villa – Bakersfield Linda Mikowicz – SonomaCindy Oberbroeckling – SOSS Matt Roberts – San Luis ObispoChau Nguyen – SOSS Barbara Sainz – San Marcos Project Overview

5. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 5 FIS 8.4 Highlights  Web browser based (HTML) – Accessible from any location  Combination of the Commercial & Educational/Gov Products  Panels are now called Pages  Navigation through the Web Portal  Hot-Keys or Tool Bar Buttons replaced with Hyperlinks  Panel scroll bars replaced with Toggle Buttons  Row insert/delete now done using a ‘+’ or ‘-’ button New 8.4 Look and Feel

6. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 6 Password now case sensitive New 8.4 Look and Feel

7. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 7 Navigate through the Portal Search Box New 8.4 Look and Feel

8. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 8 Larger List Box with the ability to sort data New 8.4 Look and Feel

9. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 9 Hyperlinks to access additional pages Opens new browser session New 8.4 Look and Feel

10. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 10 Panel scroll bars are replaced with Toggle buttons New 8.4 Look and Feel

11. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 11 Adding/Deleting Rows New 8.4 Look and Feel

12. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 12 Requisitions – Change Highlights  Requisition reduced from 5 panels to 2 pages  Requesters are stored by Operator ID verses by name  Ability to retrofit changes to multiple lines/distribution lines  No longer Edit Requisitions  No longer Post Requisitions  Req Accounting Entries are created through the BCM process. Entries post directly to the Ledger KK. REQ_LINE_ACCTG table no longer exists. Functional Overview

13. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 13  No longer Journal Generate Requisition Accounting Entries  Entries post immediately to the Ledger KK through BCM – Real Time  Reconciliation Workbench  Provides the ability to complete actions, such as Approve, Cancel or Close, from one page  Ability to re-open closed Requisitions Functional Overview Requisitions – Change Highlights

14. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 14 Reduced to 2 Pages Panels/Sub-panels are now hyperlinks Requisitions – Pages

15. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 15 Requesters are store by Operator ID Requisitions – Requesters

16. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 16 Add a New Line Requisitions – Retrofit Changes

17. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 17 Retrofit Changes from Header Defaults page Requisitions – Retrofit Changes

18. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 18 Select the fields to Retrofit to the lines/distrib lines Requisitions – Retrofit Changes

19. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 19 BCM process posts the Req Acctg Lines to the Ledger KK tables Only see Expense Journal ID = Trans ID Requisitions – Accounting Lines

20. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 20 Select Requisition and Click on the Action Requisitions – Recon Workbench

21. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 21 View the Exception by clicking on the Log Requisitions – Recon Workbench

22. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 22 Requisitions – Recon Workbench The Log provides an explanation why the Req was not Qualified.

23. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 23 Requisitions – Recon Workbench

24. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 24 Status is Updated Requisitions – Recon Workbench

25. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 25 Process sets the Req back to the status it was prior to running the Recon Process Requisitions – Reopening Reqs

26. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 26 Status is Reset back to Approved Requisitions – Reopening Reqs

27. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 27 Purchase Orders – Change Highlights  Purchase Order reduced from 5 panels to 2 pages  Buyers are stored by Operator ID verses by name  Ability to Copy Requisitions onto Purchase Orders (bypass PO Build!)  PO Build process consists of the PO Calculations Process and the PO Create Process  Ability to retrofit changes to multiple lines/distribution lines  No longer Edit Purchase Orders Functional Overview

28. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 28  No longer Post Purchase Order  PO Accounting Entries are created through the BCM process. Entries post directly to the Ledger KK. PO_LINE_ACCTG table no longer exists  No longer Journal Generate Purchase Order Accounting Entries  Entries post immediately to the Ledger KK through BCM – Real Time  Finalization process simplified  Ability to undo Finalization process Functional Overview Purchase Orders – Change Highlights

29. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 29  Reconciliation Workbench  Provides the ability to complete actions, such as Approve, Cancel,Close or Dispatch from one page  Ability to re-open closed Purchase Orders  Ability to Reserve PO Numbers in a Block Functional Overview Purchase Orders – Change Highlights

30. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 30 Buyers are stored by Operator ID Reduced to 2 Pages Purchase Orders – Pages

31. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 31 Vendor ID is Required to Copy A Requisition onto a PO Purchase Orders – Copying Reqs

32. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 32 Purchase Orders – Copying Reqs

33. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 33 Buyer ID does not copy over Purchase Orders – Copying Reqs

34. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 34 PO Calculations process prepares a Purchase Order for creation Purchase Orders – PO Calc

35. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 35 PO Create process builds the PO using rows in the staging table that have been processed by PO Calculate Purchase Orders – PO Create

36. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 36 Retrofit feature for Purchase Orders is the same functionality as Requisitions Purchase Orders – Retrofit Changes

37. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 37 Only see Expense BCM process posts the PO Acctg Lines to the Ledger KK tables Journal ID = Trans ID Purchase Orders – Accounting Entries

38. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 38 Step 1: Create PO for Less than Requisition Step 2: User determines they do not want to spend the remaining money Step 3: Finalize the Purchase Order or Purchase Order Line Step 4: BCM the Purchase Order Step 5: Validate the Accounting Entries Purchase Orders – Finalization Simplified Process

39. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 39 Finalize Document icon appears when Finalization is applicable Purchase Orders – Finalization

40. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 40 Requisition Acctg Entries prior to Finalization Purchase Orders – Finalization

41. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 41 Requisition Acctg Entries after Finalization Purchase Orders – Finalization

42. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 42 Purchase Orders – Undo Finalization

43. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 43 Requisition Acctg Entries after undoing the Finalization Purchase Orders – Undo Finalization

44. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 44 Same functionality as Req Recon Workbench Purchase Orders – Recon Workbench

45. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 45 Displays Additional Statuses Takes you back to the PO Purchase Orders – Recon Workbench

46. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 46 Process sets the PO back to the status it was prior to running the Recon Process Purchase Orders – Reopening POs

47. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 47 Can Reserve a Block on Purchase Order Numbers Purchase Orders – Reserving POs

48. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 48 Receiving – Change Highlights  New Functionality – Can Receive by Amount. The new functionality accommodates situations when it may take several receipts to complete a service or project. Functional Overview

49. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 49 “Amount Only” checkbox must be selected on the PO Receiving – By Amount

50. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 50 Qty is set to 1, and unavailable for entry Receiving – By Amount

51. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 51 Return to Vendors – New in 8.4 PeopleSoft 8.4 delivers the ability to track items that have been returned to a vendor online through the Return to Vendor (RTV) process. For more detailed information on the RTV process refer to the PO-v84 Business Process-Return to Vendor (RTVs) document located on the CMS website. Functional Overview

52. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 52 Step 1: Receive Item in the system. Step 2: User determines the item is damaged. Step 3: Create an RTV for the damaged item. Step 4: Ship the item back to Vendor. Step 5: Close the RTV in the system. Step 6: Receive Credit or Re-Receive Item in the system. Return to Vendor Return to Vendor Process

53. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 53  Return for Credit – Returning the items without requesting replacement.  Return for Exchange – A different item is being substituted in exchange for the original item. Can receive the new item against the existing PO or a new PO.  Return for Replacement – The Vendor is shipping the same item to replace the damaged item. The item is received against the same PO. Return to Vendor Type of RTV’s

54. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 54 Return to Vendor

55. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 55 Option to automatically create a credit memo from the RTV. Defaults are set up at the Business Unit level, but may be overridden on the RTV. Return to Vendor

56. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 56 Retrofitted Modifications  PO99003 - NIGP Code Category Setup  PO99005A - Remove “RFQ Required” from Requisition Item Details Panel  PO99006 – Buyer Assignment Workbench  PO99007 – Disabled Veteran Business Enterprise Report (DVBE)  PO99008 – Small Business/Microbusiness Report Functional Overview

57. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 57 Retrofitted Modifications  PO99009 – Recycled Product Report  PO99010 – Contract Award Report – Std form 16  PO99011 – Purchase Order Form  PO99012 – Public Works Contract Award Report – DAS Form 13  PO99013 – RFQ Bid Form Modification  PO99015 – RFQ Evaluation Workbench an nVision Reports Functional Overview

58. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 58 Helpful Information CSU Website – http://cms.calstate.edu PO List Serve Email Address – cmsfispo@calstate.edu Cindy Oberbroeckling coberbroeckling@calstate.edu (562) 951-4248 Mark Asdikian masdikian@calstate.edu (562) 951-4246

59. Common Management Systems PeopleSoft 8.4 Purchasing Demo March 26, 2003FIS 8.4 Demonstration 59 Q & A