PeopleSoft Financials 8.4 Readiness Training. understanding Objectives Define the reasons we are...
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Transcript of PeopleSoft Financials 8.4 Readiness Training. understanding Objectives Define the reasons we are...
understandingObjectivesObjectives
•Define the reasons we are making the change
•Identify the basic elements of PeopleSoft Financials
•Locate general navigational tools in PeopleSoft
•Compare old and new UD structure and language for processing, storing and reporting financial data
•Identify what training will be necessary
Why change UD financial system? 30-year-old system, revised accounting practices
Why now? design improved over initial releases
Why change UD financial system? 30-year-old system, revised accounting practices
Why now? design improved over initial releases
Why PeopleSoft 8.4 for financials? flexible, secure and able to be staged
Why change UD financial system? 30-year-old system, revised accounting practices
Why now? design improved over initial releases
Why PeopleSoft 8.4 for financials? flexible, secure and able to be staged
What do we expect it to do for us? conceptual and functional improvements
Why change UD financial system? 30-year-old system, revised accounting practices
Why now? design improved over initial releases
Why PeopleSoft 8.4 for financials? flexible, secure and able to be staged
What do we expect it to do for us? conceptual and functional improvements
How will we prepare for it? tier training with Web support: www.udel.edu/UDFS/info
PeopleSoftPeopleSoft
• enterprise solution brings data together• web interface• more flexible reporting• improved data entry
PHASE I
General Ledger (GL) Module Includes Labor Allocation Module for salary
distributions
Accounts Payable (AP) Module
Purchase Order (PO) Module
2003 2004 2005July July July
PHASE II
Contracts & Grants ModuleProposal Processing, Grant Reports
Projects ModuleFacilities
Accounts Receivable ModuleCash Transmittals
Billing ModuleInvoices
PHASE II
Contracts & Grants ModuleProposal Processing, Grant Reports
Projects ModuleFacilities
Accounts Receivable ModuleCash Transmittals
Billing ModuleInvoices
PHASE III
(tentative)
Budget Module
Asset Management Module
PHASE III
(tentative)
Budget Module
Asset Management Module
PHASE I7/1/03
Use new PeopleSoft Processes for:
Journal Vouchers (JVs)Purchase Requisitions
Request for CheckCash Advances
Business Expense Reports (BERs)Purchasing Card Reconciliations
Reporting
PHASE I7/1/03
Use legacy(old) Chart of Accounts for:
Cash Transmittals
Miscellaneous Billing Invoices
Grants Management System (GMS)
Click to hide or reveal the menu bar
Click to hide or reveal the menu bar
Create new working windows – several may be open at one time.
Create new working windows – several may be open at one time.
Navigation
•Navigation bars•Personalizations•Search capability•Hiding and showing the navigation bar•Opening new windows
review
Data Entry
Journal Vouchers
•Will continue to be a Web form •Plan to use redesigned version of UD form•Will be formatted to use new chartfields instead of old account codes and object codes
example
Data Entry
•BER (Business Expense Report) will be a Web form•Purchase Requisition, Request for Check and Request for Cash Advance will be combined into one Web form•Procurement Services will provide further information closer to July 1, 2003
other
Reporting
Old system•Paper monthly accounting statements•GA Query views•Data Warehouse
New system•PS Data in “records” (what we call tables)•Online reports•Queries on the data•More sophisticated tools will also be available
old v. new
Reporting
•Predefined: written and ready-to-use •similar to GA-PRD views
•Ad-hoc: written by you•query tool
examples
•Key aspect of PeopleSoft
•Hierarchical representation of data
•PeopleSoft bases security on trees
Treesaccess
01- 1- 74- 4710- 00- 410- 1XXfund type function bud unit project object code line no.
Current UD Account Code
Chartfield Comparison
PeopleSoft UD LegacyAccount Object Code
01- 1- 74- 4710- 00- 410- 1XXfund type function bud unit project object code line no.
current UD account code
PSACCT
•Corresponds to 3 digit object code
•Classifies transactions as expenditure, revenue, asset, liability, or equity
•6 alphanumeric characters
PeopleSoft Chartfields
Chartfield Comparison
PeopleSoft UD LegacyAccount Object Code
Class Line Number
01- 1- 74- 4710- 00- 410- 1XXfund type function bud unit project object code line no.
current UD account code
CLASS
•Corresponds to UD 3 digit salary line #
•A budget line associated with a position within the University
•3 alpha or numeric characters
PeopleSoft Chartfields
Chartfield Comparison
PeopleSoft UD LegacyAccount Object Code
Class Line Number
Purpose 11 Digit Account
01- 1- 74- 4710- 00- 410- 1XXfund type function bud unit project object code line no.
current UD account code
PURPOSE
•Corresponds to UD 11-digit account code or UD 14-digit asset/liability account
•An activity that can have revenue, expense, and balance sheet components
•10 or less alphanumeric characters
PeopleSoft Chartfields
OTHER PeopleSoft CHARTFIELDS
•Fund•Program•Project•Source•DeptID•User Defined Chartfield
PeopleSoft Chartfields
OLD FI ELD NEW UD FIELD SELECTI ON FI ELDS: 11-digit code Purpose Object code Account Line number Class ADDI TI ONAL FI ELDS FOR REPORTI NG: Fund Type Fund and Purpose digits 5 & 6 Function (characters 4 & 5) Program No UD Equivalent Project Fdg sources & agency codes Source No UD Equivalent Chartfield 3 (User field) CENTRAL HI ERARCHI CAL STRUCTURE FOR REPORTI NG: Current UD hierarchical “tree” Dept I D
Chartfield Road Map
CONVERSION DATAUDACCT11 PURPOSE DESCR PURPOSE
01001258300 PARALLEL PROGRAM-DTCC TUITION PARA11211401001900001 UNDERGRAD RES FEES-FULL TIME UNIV11224401001900002 UNDERGRAD RES FEES-PART-TIME UNIV11224501001900003 UNDRGRAD RES FEES-18 PLUS UNIV11224601001900007 UNDERGRAD SUSTAINING FEE UNIV11224701001900050 UG DTCC WAIVER UNIV11224801001900051 UG DSC WAIVER UNIV11224901001900060 ROTC CREDIT LIMIT REFUNDS UNIV11225101001900061 MARCHING BAND CREDIT LIMIT REF UNIV11225201001900094 BIOSPHERE CONTRA-INC RES UNIV11225301001900095 U/G RES-REFUNDS UNIV11225401001900096 U/G RES-SIBLING DISCOUNT UNIV11225501001900097 U/G RES-SENIOR CITIZEN WAIVER UNIV11225601001900101 UNDRGRAD NON-RES TUITION-FULL UNIV11225701001900102 UNDRGRAD NON-RES TUITION-PART- UNIV11225801001900103 UNDRGRAD NON-RES TUITION-18 PL UNIV11225901001900107 INT'L STUDENT EXCH CONTRA UNIV11226101001900190 CONTRACTED TUITION CONTRA UNIV11226201001900191 U/G NON-RES DE FEE PRIVILEGE UNIV11226301001900193 BIOSPHERE CONTRA-INC NR UNIV11226401001900195 U/G NON-RES-REFUNDS UNIV11226501001900196 U/G NON RES-SIBLING DISCOUNT UNIV11226601001900197 ACADEMIC COMMON MARKET CONTRA UNIV112267
Legacy Account Code
Legacy Account Code PeopleSoft
PURPOSEChartfield
PeopleSoftPURPOSEChartfield
CROSSWALK
A conversion tool is available to convert your UD legacy (old) account code to PeopleSoft Chartfields.
conversion
SPEEDTYPES
Enter Speedtype (ex: “CHEM11”) into Speedtype field and the following chartfields are filled in:
•Purpose•Fund•Program•Project•Source•DeptID
auto fill-in
CHEM17S
141000
OPBAL
INST2
BLANK
70000000
02522
Purpose & Speedtype
Account
Fund
Program
Project
Source
Dept Id
Chemistry Supplemental Funds
1-7-09-2522-50-410
Chartfield Mapping
•FY 03 data will be in PeopleSoft•DW updated for 1 year; history available
indefinitely •GA Query will work as now through Oct
•line number won’t translate•User Defined Chartfield
Data Transition
Supplemental Information
Visit
http://www.udel.edu/UDFS/info
for supplemental, updated information and helpful links
continuing
PeopleSoft Financials at UD
Why can’t I use it yet?•Security is being reviewed and implemented•Teams are working on reports, work processes, pre-built queries and quick designs for your use
July 1, 2003 is roll out date for first of 3 phases
Current Status
What does the future hold?
February
Begin training“readiness”
March – June
Training on more specific tools and uses
March – June
Training on more specific tools and uses
June
May see changesin work processesin preparationfor July 1 roll out
June
May see changesin work processesin preparationfor July 1 roll out
July
Phase I will go liveand minor applicationsof some Phase IImodules
July
Phase I will go liveand minor applicationsof some Phase IImodules
Training
•Tier training: learn from colleagues
•Take time now to learn basics, there will be more time to learn more after go-live
building
Training Courses
All Users
• Readiness Training• Basic Training
– How to use Pre-defined Forms, Queries & Reports
• Procurement Training
Training Courses
Query Writers
• Know Thy Data (prerequisite to Writing Queries) web resource
• Write Your Own Queries
What can you do now?
•Seek more understanding of the Chart of Accounts (use Web or discussions)•Keep an open mind – things are changing, but the goal is to improve processes and systems
preparing
What can you do now?
•Talk with your PS Communications Team representative about expectations or training plans•Label file folders with new PS Purpose
preparing
Keep an eye on our Web site for future training dates and
information:
http://www.udel.edu/UDFS/info/