ITS Update

GeorgiaFIRST Financials Pre-Conference WorkshopDavid Nisbet and Vikki WilliamsonSeptember 17, 20149:00am 11:00amAgendaIntroduction9.2 Application Upgrade ScheduleGoals and Objectives of 9.2 UpgradeInstitutional InvolvementCurrent 8.9 ProductionInstitutional RetrofitsSecurityPre-Upgrade CleanupScopeInstitution Workstation ConfigurationApplication IntegrationDemo of 9.2

IntroductionPurpose Enhance, streamline and improve business processes and operationsPartnership with financial leadership at USG institutionsCoordination with auditorsIncreased focus on functioning as a system

You may want to mention involving the auditors in key areas (Security, new business process/application changes, online v/s paper based approvals)

3Upgrade Schedule May 2014 July 2014 September 2014 November 2014 January 2015 March 2015 User AcceptanceTesting FinalGo LiveScope Definition Detail Project PlanCompleteSystem TestingFunctional SpecificationsCreationCompleteUnit TestingInstitutional Retrofits CompleteApplication ConfigurationProjectPlanningFit GapSessionsCAO/BIC/BPCApprovalDevelopmentRetrofits10/31/2014Fit Gap PreparationCompleteTrainingGoals and ObjectivesReduce modificationsReduce complexityIncrease standardizationImprove Expense module functionalityIncrease automation of current manual processesGoals and ObjectivesPeopleSoft Module8.9 Modification Total9.2 Modification TotalPercent DecreaseAccounts Payable531964%Asset Management10190%ePro/GFM341750%Expenses341556%General Ledger321941%Purchasing24579% Total1877660%Modification Comparison 8.9 vs 9.26Institutional InvolvementInstitutional Coordinator ResponsibilitiesKey Contact for your institutionParticipate in scheduled project status meetingsDisseminate information from project teamProvide feedbackIdentify appropriate staff for UAT & Go-liveAssist with coordination and scheduling trainingInstitutional InvolvementTechnical Representative ResponsibilitiesCentral contact for all technical communicationsBanner Integration:UAT (firewall changes, dblinks, etc.)Go-live cutoverUser workstation setup and issuesPSQST (2-tier) access and institutional developmentInstitutional InvolvementInstitutional RetrofitsPre-upgrade CleanupSecurity SetupTrainingUATProduction Cutover and ValidationCurrent 8.9 ProductionDevelopment FreezeResource ContentionClean up now

SecuritySecurity access review for changes from 8.9 to 9.2Job aids will be provided to identify role changesDynamic role assignmentsNew Workflow rolesAttend the 9.2 Security session on Thursday at 3:30pm for more informationPre-Upgrade Cleanup ExamplesWorkflowVarious workflow changesTransactions (Requisitions, Purchase Orders, Vouchers, Travel Authorizations, Expense Reports, Journals, etc.) will need to be in a specific status.Attend each of the 9.2 upgrade sessions for more information.New GL Journal Workflow so Journals will have to be in approved status.Requisitions should be fully approved, cancelled/closed. 12Pre-Upgrade Cleanup ExamplesePro/PurchasingApprove or close requisitions and Purchase OrdersAssetsMust be run through transloader and cannot be in a pending status.

New GL Journal Workflow so Journals will have to be in approved status.Requisitions should be fully approved, cancelled/closed. 13Pre-Upgrade Cleanup ExamplesAP Vouchers:Vouchers should be matched and budget checked.Vouchers should be posted.AP Pay Cycles/Payments:Pay cycles must be in a completed status.Payments should be posted.

Best practice recommendation that transactions are processed14Pre-Upgrade Cleanup ExamplesJournal GenerateAll AP accounting entries (vouchers and payments)All Expense module accounting entries1099 Withhold PostRun Post Withholdings for CY2015Scope ModificationsWhat has happened since Fit Gap?Fit Gap recommendations posted on GeorgiaFIRST Financials website (Project information, PeopleSoft Financials 9.2 Upgrade): http://www.usg.edu/gafirst-fin/project_information/peoplesoft_financials_9.2_upgradeChief Accounting Officers and Budget Issues Committee met and approved or denied recommendations.Scope ModificationsBusiness Analysts completed initial tests to validate that mods where a PeopleSoft fix available can be dropped.Created functional specification documents.Collaborating with Technical team on how to simplify or reduce complexity. Scope - ModificationsModule9.2 Online Mods9.2 BOR ReportsTotal 9.2 Mods by Module9.2 BOR QueriesGL/KK194362114EX1511623ePro-GFM1711818PO571218AP1962536SEC/PT120122AM17831ADP Recon2321447Common Remitter2126476Budget Prep2413379Payroll14213518Total Mods170152316282Scope - ModificationsAccounts Payable Approach - start with clean slate and drop most AP modifications in favor of delivered functionality.Reality - we will have to keep some and have a few new modifications in 9.2Good news - able to reduce complexity and use delivered functionality that was previously not an option.

Scope - ModificationsAccounts Payable - Significant Project Decisions and ChangesStandardized AP Check Printer RecommendationHP TroySignatures will be an image stored on networkITS will provide image requirementsAP Check files will be a PDF fileCan eliminate use of SwiftView

Do not have to buy a new printer prior to upgrade

20Scope - ModificationsePro, Purchasing and GeorgiaFirst MarketplaceDropping substantial amount of mods for ePro and PurchasingNew features like Pre-budget checkTrying to incorporate changes to address institutional needs (NIGP 5 digit codes, updates to the printed PO, etc.) No GFM changes planned

Pre-budget check encumbrance balance will show on PO online21Scope - ModificationsExpensesEmphasis on enhancements and maturing Expenses module by Oracle and ITSThis will help us broaden functionality Dropping mods applied due to being behind on Oracle bundles/fixes.Continuing to engage Fit Gap participants for input (personal/commute mileage).Some configuration changes planned.As David mentioned, one of our goals is to improve Expense module functionality.

22Scope - ModificationsAsset ManagementNo significant changesNew Combo edit functionalityAttempting to deliver new AM reports to assist in balancing within AM module and Capital Ledger

Scope - ModificationsGeneral Ledger & Commitment ControlExplored dropping the ENCUMB Ledger but decision was made to keep it.Mod that syncs Budget Reference with Budget Period is being dropped.PCARD Functionality keeping custom BOR table and file import functionality

Scope - ConfigurationSignificant Project DecisionsLedger Configuration ChangesUpdate to how projects are budgeted adding project_id to the ORG and APPROP ledgersJulie Thompson will cover this configuration change and the topics on the previous slide in greater detail in the 9.2 GL session Thursday.Institution Workstation ConfigurationCHANGESCrystal Reports vs. BI PublisherORACLE no longer provides Crystal ReportsYou may use your own version of Crystal ReportsPS and BOR delivered reports -> BI PublisherInstitution Workstation ConfigurationCHANGESCheck PrintingStandard PDF format (Acrobat Reader)SwiftView no longer needed

New SpreadsheetsVoucher Load and Journal LoadInstitution Workstation ConfigurationMost Workstations no changesIf it works today is should work with the upgradeUpdated workstation installation guides

Most WorkstationsTo access GeorgiaFIRST PeopleSoft Financials version 8.9 with the new PeopleTools version 8.52, most workstations will only need a compatible operating system and browser. If a workstation can currently access GeorgiaFIRST PeopleSoft Financials, then it will most likely still be able to access it after the PeopleTools 8.52 upgrade. Please refer to the following guides:Workstation and Browser Requirements and Configuration GuideOracles Browser Compatability Guide28Institution Workstation ConfigurationSome WorkstationsBudget and Journal load spreadsheetsVoucher Load spreadsheetsSwiftView no longer needed for person doing AP check printing!

Some Workstations may need these additional itemsOther items that may be needed by some users are the Journal Load Spreadsheet, The Budget Journal Load Spreadsheet, the Voucher Load Spreadsheets, or SWIFTVIEW view for check printing. Please refer to the following guides:Spreadsheet_Load_for_PT8.52.zipSwiftView_install_for_Windows7.pdf29Institution Workstation ConfigurationAdvanced Users / Technical StaffPSQUEST or SQL Developer (2-tier) accessOracle 11g Installation GuidePeopleTools 8.53 Installation Guide Some Advanced Users or Technical StaffSome advanced users or technical staff may require the PSQUEST (2-tier) access in order to connect to the production database to run custom query scripts or use other custom reporting tools.Please refer to the following guides:Oracle 11g Installation GuidePeopleTools 8.52 Installation Guide for Crystal and nVision30Institutional RetrofitsInstitutional queries and developed reportsDatabase(s) will be providedQuery jump start reports will be providedDocument of record changes (including BOR)Paige31Application IntegrationBOR Payroll Benefits (ADP) ReconciliationCommon RemitterBudget PrepLayne

At a high level (particularly for the first 3 bullets, just a reminder that they are going over in 9.2 basically as-is. May mention some reorganization. The main focus will be Budget Prep (slides to follow)

First three items:BOR Payroll (PR to GL interface, encumbrance projection, Pay Distribution codes maintenance,etc). Some items moved from BOR GLBenefits Reconciliation CES, Retiree Benefits, Supplemental PDR, Payroll AdjustmentsCommon Remitter

For the most part these modules/processes are coming over as is from Psfin 8.9. We are taking the opportunity to reorganize some of our menus and rename some of processes for consistency and clarity.

Budget Prep. 32Budget Prep 9.2 UpgradeBudget Prep Bug Fixes and Enhancements:http://www.usg.edu/gafirst-fin/project_information/peoplesoft_financials_9.2_upgrade

PeopleSoft Financials 9.2 Upgrade:Budget Issues Committee (BIC)Budget_Prep_Fit_Gap_Items_Summary rev. 09/04/2014

For a complete listing of BP fixes and enhancements planned for the 9.2 upgrade GeorgiaFirst Website PS Financials 9.2 Upgrade Budget Issues Committee

Living Document - 9.2 specs complete, this listing is a work-in-progress as we work through Development phase.

33Budget Prep 9.2 UpgradeFew highlighted Bug Fixes/Enhancements:Budget Data Tab vs New Distrib Tab in Personal Services Update Pages not in sync. (BUG FIX).Issue not being able to save new NPS Budget Lines (BUG FIX)Suppress zero budgets from being loaded into Financials (ENHANCEMENT)Ability to run Fringe Generator on range of departments or all departments (ENHANCEMENT)Extract Projects and Grants (not just Grants) (ENHANCEMENT)

Discuss a few bug fixes and enhancements slated for the 9.2 upgrade

34Budget Prep 9.2 UpgradePre-Budget Prep Activities (Feb/March):Make sure positions have valid pay distributionsClean up inactive/active positions in EV5Title changesInactivate position that are not needed in extractionCreate new approved positionsAdd new departments (PSFIN)Request new departments from SSCClean up grants (PSFin)

BP Prep

Go ahead and run the Budget Prep Extraction in EV5, export to excel and begin clean up activities (Do not load into PSFIN)

Positions - Valid Pay distribution codes i.e. no 999999sClean up positions in EV5: Title changes, inactivate positions that are not needed in extraction, create new approved positions, add new departments (PSFIN), request new department with SSC.Clean up grants before Financials extraction so your calculation for final remaining to budget will be accurate

359.2 Demo

Future Upgrade Communications & DocumentationScheduled WebEx sessionsGeorgiaFIRST Financials websiteUPK Business Process documentation and Job AidsTargeted emails to Institutional Coordinator and Technical RepresentativeDavid/Donna37Summary of 9.2 Related SessionsDay and TimeSession TitleRoomWednesday, 3:20pmGeorgiaFIRST Financials Update and RoadmapOglethorpe EThursday, 9:40amPeopleSoft 9.2 ePro and Purchasing: Not So New But ImprovedOglethorpe F/GThursday, 1:00pmAccounts Payable 9.2: How It Will Be DifferentOglethorpe F/GThursday, 2:00pmWhat to Expect in PeopleSoft Expenses 9.2Oglethorpe EThursday, 3:10pmThe Slightly Re-Engineered PeopleSoft 9.2 SecurityOglethorpe EThursday, 3:10pmHow to Better Manage Your Assets in PeopleSoft 9.2Oglethorpe F/GThursday, 4:10pmGetting Ready for PeopleSoft 9.2 General LedgerOglethorpe EThursday, 5:10pmIn PeopleSoft 9.2, Workflow is Overflowing!Oglethorpe EFriday, 9:30amPeopleSoft QueryOglethorpe EDonna38Questions?

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