Advancing Finance Services PeopleSoft Overview … Welcome Welcome to the PeopleSoft course...
Transcript of Advancing Finance Services PeopleSoft Overview … Welcome Welcome to the PeopleSoft course...
Advancing Finance ServicesPeopleSoft Overview
[Health PS-101]
September / October 2017
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WelcomeWelcome to the PeopleSoft course overview. This course provides an introduction to
three on-line learning courses.
� To be granted the Journal Preparer role in PeopleSoft, you must take the first two
courses:
� Understanding PeopleSoft Journals (Part 1 - Introduction & overview)
� Understanding PeopleSoft Journals (Part 2 - Journal preparer)
� To be granted the Journal Approver role in PeopleSoft, you must take all three on-
line courses, including:
� Understanding PeopleSoft Journals (Part 3 - Journal approver)
UCSF Health’s transition to PeopleSoft and the new chart of accounts is intended to be
consistent with UCSF Campus. However, there remain select differences from the on-
line learning courses and the focus of this course is to define new concepts introduced
for UCSF Health. Remember that the material in this course can be reviewed online as many
times as you’d like at your own pace through Learning Management
System (refer to “signing into MyAccess” section later in this course)
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UCSF Health curriculumCourse ID Course Title Course Description Prerequisites Length
Course
Type
Required
attendees
Health COA-201COA
Overview
Introductory information to transition to the new UCSF
Health chart of accounts. Learning objectives will include Chartfields and their use, Trees, SpeedTypes,
Combo Edits, capital accounting, and data flow.
none 4 hours Classroom All accounting staff
Health PS-101PeopleSoft
Overview
Introduction to the PeopleSoft on-line learning
courses. Learning objectives will emphasize new
concepts introduced for UCSF Health.
Health COA-201 2 hours ClassroomAll PeopleSoft
journal preparers
PSGL-01
PeopleSoft
Introduction & Overview
Required course to be granted the Journal Preparer role.
Learning objectives include Journal basics, PeopleSoft journal tabs and fields, PeopleSoft journal roles and
controls, best practices, resources.
Health PS-101 1 hourUC Learning
Center
All PeopleSoft
journal preparers
PSGL-02
PeopleSoft
Journal Preparer
Required course to be granted the Journal Preparer role.
Learning objectives include how to create, edit and submit new journal, other Journal Preparer actions, best
practices.
PSGL-01 1 hourUC Learning
Center
All PeopleSoft
journal preparers
PSGL-03
PeopleSoft
Journal Approver
Required course to be granted the Journal Approver
role. Learning objectives include journal workflow, reviewing and approving or denying journals, assigning
an alternate approver.
PSGL-02 1 hourUC Learning
Center
All PeopleSoft
journal approvers
Health PS-201PeopleSoft
Close Process
Required course for PeopleSoft super users. Learning
objectives include close preparation, consolidations and allocations, maintaining open periods, running year-end
close
PSGL-02 1 hourOn-the-job-
training
PeopleSoft super
users
You are here
This course assumes you have a solid, working knowledge of UCSF’s Chart of Accounts.
If needed, please review COA Overview, Health COA-201 located at http://healthfinance.ucsfmedicalcenter.org/
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Health PS-101 - learning objectives
Topics Page
UCSF Health on-line differences
� Source codes
� Moving money and paired accounts
� Journal process flow
� Reviewing the lines tab
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Journal documentation 13
Spreadsheet journal import
� How to create and approve journal imports
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Review of on-line learning courses
� Initial classroom review of the three on-line courses
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PeopleSoft tree viewer 19
PeopleSoft monthly timing - reminders 27
Resources and tools 29
Next steps 39
UCSF Health on-line differences
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UCSF Health on-line differencesNew concepts introduced for UCSF Health
UCSF Health differences Description
Source codes � UCSF Health uses only Source code ADJ
Moving money and paired accounts � Paired accounts will continue to be applicable to both UCSF Campus and Health� Refer to work instruction – Doing Business with UCSF Health
Journal process flow � After UCSF Campus edits journal, they click “submit to workflow”
� UCSF Health needs only to create journal and does not need extra step of “submit to workflow”
Reviewing the lines tab � Use the Mark Journals for Posting business process� View Alternate Account and DeptID descriptions on the journal
line in GL WorkCenter
As you complete the on-line learning courses, there are four concepts introduced
for UCSF Health that are different from the on-line course materials, as presented
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Source codes
Understanding PeopleSoft Journals
Part 1 - Introduction & overviewUCSF Health difference
Source codes are used to define the type and purpose of the journal, and restrict transaction lines
to specific allowable combinations
� Journal preparers can only choose from the Source codes they have been assigned
On-line training (beginning on page 11)
describes a number of available Source codes,
including for:
� Cash receipt
� Credit card receipts
� Financial journal
� Recharge-direct
� Others
UCSF Health uses only Source code ADJ
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Moving money and paired accounts
Understanding PeopleSoft Journals
Part 1 - Introduction & overviewUCSF Health difference
� To keep reporting consistent and clear, it is important to transfer money or balances using the
proper accounts
� Additionally, “paired accounts” which must be used together on journals have been created for
many transaction types
� On-line training (beginning on page 15)
describes both moving money and paired
accounts applicable to both UCSF
Campus and Health
� Paired accounts will continue to be applicable
to both UCSF Campus and Health
� Work instruction “Doing Business with UCSF
Health” includes section specific only to
transactions with Health
� Generally UCSF Health will transfer expenses
and revenues with paired accounts –further
discussed in detail in Health COA-201
� Accounts starting with 7xxxx should be used
only after checking with your controller
Campus journal process flow:
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Journal process flow
Discussed in Understanding PeopleSoft Journals,
Part 1 - Introduction & overview, page 19
UCSF Health journal process flow:
Step 1 – Preparer creates and edits a journal for approval; journal in valid status
Step 2 – Pool approver reviews valid status journals in GL WorkCenter – My Work
Step 2 a – If Approved , approver marks journal to post
� Posted to general ledger and MyReports in next batch process (nightly and intraday)
Step 2 b – If Not Approved, approver contacts preparer to make corrections (email or verbal)
� Preparer corrects back in Step 1 and start over
NOTE: Only one approver is needed for UCSF Health, unlike Campus
GL WorkCenter page
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Save GL WorkCenter to Favorites
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Reviewing the lines tabDiscussed in Understanding PeopleSoft Journals, Part 3 –
Journal approver, page 11. UCSF Health differences
include:
� Use the Mark Journals for Posting business process
� View Alternate Account and DeptID descriptions on
the journal line in GL WorkCenter
Journal documentation
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Journal documentation
UCSF Policy dictates that all journals need proper
documentation attached, or the controller’s office
will reject the journal
Since PeopleSoft is the official software of record for
all journal documentation, no additional paper copies are
required to be maintained
Spreadsheet journal import
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Use journal import feature, when possible
In addition to keying a journal entry directly using
the journal entry interface, journal preparers may
prepare spreadsheet of journal entries that can be
imported directly into PeopleSoft� Spreadsheet journal import work instruction available for
both journal preparers and approvers
Review of on-line learning courses
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After completion of the PeopleSoft Overview session, you will
need to individually complete the on-line courses to be granted
your assigned PeopleSoft role: � To be granted the Journal Preparer role in PeopleSoft, you must take
the first two courses:
� Understanding PeopleSoft Journals (Part 1 - Introduction &
overview)
� Understanding PeopleSoft Journals (Part 2 - Journal preparer)
� To be granted the Journal Approver role in PeopleSoft, you must take
all three on-line courses, including:
� Understanding PeopleSoft Journals (Part 3 - Journal approver)
Review of on-line learning coursesInitial classroom review of the three on-line courses
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PeopleSoft tree viewer
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Tree viewer is useful tool because …
� How does a specific Alt-Account or DeptID roll-up to the financial statement presentation?
� Provides read-only access for all PeopleSoft trees
� By looking at the tree viewer, can easily see how specific Alt-Account or DeptID values relate to others
Trees provide visual hierarchical roll-up organization structures
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Tree viewer … for Alt-Accounts
In PeopleSoft:
� Tree name begins with “ALT” because UCSF
Health uses the Alt-Account
� Select the latest available effective dated tree
� Tree must be valid tree (draft tree is still work
in process and not active)
Find individual Alt-Account on tree node
1. Select a tree and then
click on “Find” option2. Enter in specific Alt-
Account and click “Find”
3. Displays Alt-Account
on tree node
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Tree viewer … for DeptIDs
In PeopleSoft:
� Select “DEPTID”
� Select the latest available valid
and effective dated tree
Tree will return entire UCSF tree,
including schools and other
Campus departments
Find individual DeptID on tree node
“Find Value” works the same as Alt-Account search
� Remember to unclick the exact match
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DeptID and Alt-Account tree viewer
1
Type “inquiry” in
the search box and
click the search
icon
2
Click on the search results
“Inquiry Reports”3
Launch the Campus controller’s office
website at http://controller.ucsf.edu/
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DeptID and Alt-Account tree viewer, contd
Select from the list of available
options. We will choose Alt-
Account as an example.
Type in Alt Account
number or description and
click search for results
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PeopleSoft monthly timing - reminders
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PeopleSoft monthly timing
Day 1
Day 2
Day 3
Day 4
Day 5� UCSF Health inter entity transactions with Campus completed
� Campus closes, end of day
Day 6 � UCSF Health intra entity transactions completed
Day 7 � UCSF Health closes, end of day
Reminder:� PeopleSoft transaction posting allowed only after period is opened
� However, you can stage entries at any time
Monthly timing
consistent with
Campus deadlines
Bu
sin
ess
Day
Resources and tools
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Quick references and job aidsRemember there are some PeopleSoft and Chart of Account
differences between UCSF Health and Campus
PeopleSoft and Chart of Account
information, including job aids, are located
at the Campus controller’s website
Additionally, resources and training
materials are located at the UCSF
Health Finance website
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Mapping cross-walk
Meditech Chartstring
(BCHO)
Alt-Account and DeptID
(UCSF Health)
Mapping cross-walk tool at
https://its-ba.ucsf.edu/bchomapping/
Navigation tool between Meditech/Financial Edge and PeopleSoft
Meditech PeopleSoft
Corp/CC combo Description Dept ID Description
107011 TRAUMA SALS MGMT/SUP 701150 TRAUMA
107060 PSYCHIATRIC EMER SVC SAL 706050 PSYCHIATRIC EMER SVCS
107070 NEONATAL FOLLOWUP SALSMGMT/SUP 707059 NEONATAL FOLLOW UP
107071 ADOLESCENT MEDICINE SALSTECH/S 707190 TEEN CLINIC
Data governance – Lexicon data catalog
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Where do I find the definitions for governed metrics?
Additional data governance training will be provided in late 2017
� One-stop source for finding and obtaining information on UCSF’s data and
analytic assets− Allows you to browse and search for UCSF data assets, dashboards, reports, interfaces and metrics
� Lexicon contains information on over 250,000 items including:− Data (Warehouses / Marts / Tables / Dictionaries)− APeX Clarity− Clinical Data Warehouse (CDW)− Decision Analytics Reporting Tool (DART)− Decision Support’s UCAll− Financial and Administrative Data Warehouse (FADW)− Qlikview data stores− Dashboards
� Lexicon contains linkages between items − For example: data sources for a report or dashboard; dashboards where you can find a metric;
columns and data dictionary for a data table; and interfaces between applications
http://lexicon.ucsfmedicalcenter.org/
DocuSign
� All UCSF faculty, staff, and students have free
unlimited access to DocuSign
� Top reasons to use DocuSign:� Repeatable, standardized process� Ability to track real-time routing status� Ensures secure, legal electronic signing both
inside and outside of UCSF
� Login to DocuSign from MyAccess or
www.docusign.net
DocuSign is UCSF's electronic signature solution, a cloud-based
application, allowing users to send and sign securely as well as input
other data into a document with automated document workflow
For more information https://it.ucsf.edu/services/electronic-signature
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Financial systems access
To obtain appropriate access to
UCSF Health financial systems,
cost center managers complete
Financial Systems Access
Request form (FSAR)
� All requests will be approved
by Application Administrator
for each system
FSAR (form and job aid) available at UCSF Health Finance website:
http://healthfinance.ucsfmedicalcenter.org/
Signing into MyAccess
Username options Example
Username SmithJ
UCSF email address [email protected]
UCSF Health domain username ucsfmc\smithj
� Go to MyAccess at http://myaccess.ucsf.edu
� Enter your username and password combination in the
Username and Password fields:
� Click Login
� Click the button and select favorite
applications, such as PeopleSoft or MyReports
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MyAccess is the UCSF Single Sign-on (SSO) service� Allows customers to sign-on once and access all of the participating
applications for which they are authorized
� Includes access to MyReports, PeopleSoft, Password Manager, and
Learning Management System
Works withUCSF WestBay network
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Project organization chart
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Contacts – post October 1st go-live
Business Unit contacts
UCSF Medical Center
� Jenny Pulliam
415-353-3834
UCSF Faculty Practice
� Nadine Forsman
415-353-8021
Benioff Children’s Hospital Oakland
� Judy Liske
510-428-3611
Benioff Children’s Physicians
� Lual Lualhati
415-353-4984
Functional area contacts
PeopleSoft questions
East Bay: see support options
West Bay: submit ServiceNow Ticket
415-514-4100
MyReports
� Controller’s Office Solution
Center
Submit a ServiceNow Ticket
415-476-2126
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BCHO PeopleSoft support – 3 options available
At any point, email project team with non-urgentquestions or to request support, if Super User or Project Team member is not nearby
EmailSuper User
Asset Management:
Evelyn [email protected]
510-428-3885 x4554
General Ledger:
Debbie [email protected]
510-428-3885 x2219
or
Judy [email protected]
510-428-3611
Project Team
� 10/1 – 10/10: Send an email to Scott Elam or Fateh Shams
� 10/11 – 10/31: Fateh Shams will rotate between Emeryville, Foundation, and CHORI to provide in-person support
� WebEx remote support available; and 11 am daily User Support Group calls (starting on 10/16)
� 11/1 – 11/9: Fateh Shams located in Emeryville + another analyst will rotate between Foundation and CHORI
� WebEx remote support available; and 11 am daily User Support Group calls
Fateh Shams – [email protected]
Scott Elam – [email protected]
Email project team anytime at: [email protected]
Next steps
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We need your help …
� Review, improve, document, and validate current
and future processes and procedures
� Participate in training
� Log and follow-up on identified issues
� Please share your ideas, suggestions, and
questions
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Conclusion
UCSF Health on-line differences
� Source codes
� Moving money and paired accounts
� Journal process flow
� Reviewing the lines tab
Journal documentation
Spreadsheet journal import
� How to create and approve journal imports
Review of on-line learning courses
PeopleSoft tree viewer
PeopleSoft monthly timing - reminders
Resources and tools
In Health PS-101, we provided the PeopleSoft course overview, including an
introduction to three on-line learning courses