1. UMBC - Delta Initiative UMBC Financial Training For Supervisors July 9, 2003

2. UMBC - Delta Initiative Session Goals Why PeopleSoft How to get support and information The role of the Supervisor Understanding the chart string Business Processes –Purchasing –Grants and projects –Managing your budget and funds Timeline

3. UMBC - Delta Initiative What is Not Covered We will give brief demonstrations of PeopleSoft functionality but this is not a training course for using PeopleSoft To learn PeopleSoft –Attend training - register through www.umbc.edu/peoplesoft/training.htm –Read online training documentation and attend sandbox to learn on your own

4. UMBC - Delta Initiative Why PeopleSoft UMBC wanted an integrated system that did HR, Finance, and Student administration. Business driver was the decision in fall 1999 for each UM campus to run their own Payroll system and interface directly to the State. August 2000, UMBC was in the midst of evaluating and RFP for Finance and HR when USM decided to follow UMUC and purchase PeopleSoft (PS)

5. UMBC - Delta Initiative Finance Goals Provide a single system of record for all financial transactions across all UMBC units End-users initiate transactions and data in the system should not have to be constantly reentered Implement workflow that provides online approval and meets internal control Provide support for end-user reporting and data warehousing Eliminate the need for shadow systems

6. UMBC - Delta Initiative PeopleSoft Modules Being Implemented UMBC has implemented these finance modules: –General Ledger (GL), Accounts Payable (AP) –Accounts Receivable and Billing –Requisitions and Pcard –Grants, projects,commitment accounting –Retriever for reporting To be implemented –Asset management (inventory) –Budget

7. UMBC - Delta Initiative Support and Information General Information –www.umbc.edu/peoplesoftwww.umbc.edu/peoplesoft Forms, documentation, and FAQ –www.umbc.edu/peoplesoft/supportwww.umbc.edu/peoplesoft/support Support –Know your peer mentor www.umbc.edu/peoplesoft/who-mentors.htm –Email - ps-support@umbc.edups-support@umbc.edu –Phone - OIT HelpDesk 5-3838

8. UMBC - Delta Initiative The Supervisors Role PeopleSoft Roles –Determine and approve who can do what financial transactions in your unit –Potentially approve transactions –Manage budgets Department Role –Support your staff have patience and understanding while they learn this! –Support finance and OSP while they learn this

9. UMBC - Delta Initiative PeopleSoft Security PeopleSoft provides control down to the page that you can be viewed. To manage this we have tried to organize users in roles and grant access to a role. We have 3 distinct machines running PS: Finance, HR, and EPM. All use your myUMBC account and password. At some point in fall we have to require periodic password changing for the auditors Until we integrate single sign on, you have to login to each different machine.

10. UMBC - Delta Initiative Security Forms - Getting Prepared Visit PeopleSoft support site for forms! What you need ahead of time is all on the Forms pulldown 1.Department ID numbers 2.Department Locations 3.Employee ID’sEmployee ID’s

11. UMBC - Delta Initiative Security Forms Needed in a Department – Specialized access form - grants someone access to various financial functions in department – Requestor Form - who can request and prepare requisitions – Pcard proxy form - who can approve and reallocate Pcard transactions

12. UMBC - Delta Initiative Understanding the Chart String Completely redesigned, there is NO way to infer PS chart string from FAS except for converted grants which have a PS string starting with CV PS chart string varies by the type of funds. Grants have additional fields over state funds to allow flexibility in tracking expenditures Getting started - read the Chart of Accounts training from Tom Vogler For Grants, read the Grants Management Chartfield Design Print off Psoft Account Resource Types

13. UMBC - Delta Initiative Components of a ChartString - State or Self Support 1.Business Unit - always UMBC1 2.Fund - 1111 for state support, 1121 for Aux, 1253 grants 3.Department - Find you Dept ID (5 digits) 4.Program Fin - 3 digit number (expense type) 5.Account - 7 digit number, think subcodes 6.Tcode- transaction code, used for deposits, JV’s, etc.

14. UMBC - Delta Initiative Components of a ChartString - Grants and Projects 1.Business Unit - always UMBC1 2.Fund - 1253 for grants 3.Project-ID - Alpha string to Identify a grant 4.Activity-ID - BUDnnnnnn or CNV for converted grants 5.Resource Type- allows PI to track expenditures and UMBC to handle Indirect costing 6.Resource Cat- allows refined tracking of cost, such as salary wages and salary fringe, salary - grad students

15. UMBC - Delta Initiative How to Manage All This? Tools in PeopleSoft –FAS to PS converter –Treeviewer Create a spread sheet –Download UMBC Mapping Psoft Account spreadsheet –Add a sheet with your departments accounts Memorize –Fund, department number and Program fin Patience and prayer :-)

16. UMBC - Delta Initiative PeopleSoft Demo Logging into PeopleSoft Treeviewer FAS to PeopleSoft Converter Creating shortcuts through My Favorites

17. UMBC - Delta Initiative Requisitions Requires Security - Requestor Form –Requestor - someone with authority to purchase –Requisitioner - someone who can create the requisition for that requestor Paper requisition - Excel form is available –Item category - state requires reporting of purchases in 51 categories. Use UMBC Mapping Psoft spreadsheet to link terms –Location code - Consult delivery locations list

18. UMBC - Delta Initiative Requisitions (2) All requisitions and status can be tracked online in PS Receivers are entered online, we will provide training on just this in early August Online requisition training will start in late summer

19. UMBC - Delta Initiative Procurement Card Requires Security - Pcard Proxy Auth. Form and PS Specialized Access PS requires every purchase “be approved” before funds are paid –Cardholder can do this or delegate this to a proxy PS Pcard reallocations can happen any time, even months later PS Pcard reallocations update GL balance each night

20. UMBC - Delta Initiative General Ledger and Journal Entries Journal entries replace IDT and JV. –Will be fully online, finance is developing a form for near term to handle these –Training will start week of July 14 Ledger allows tracking of all financial transactions Excel loader has been developed for departments that do many charges at one time

21. UMBC - Delta Initiative Managing Budgets - Retriever First thing - there are not separate accounts for personnel and operating!! –Personnel and operating are just treated as sub-codes for department budget and tracked accordingly –Retriever allows you to view by hierarchy –Provides report that is similar to AMO90 –Will be available after FY03 close

22. UMBC - Delta Initiative Demo Retriever, receiving, Pcard

23. UMBC - Delta Initiative