PeopleSoft Financials 8.4 Readiness Training

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PeopleSoft Financials 8.4Readiness Training
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Objectives
understanding

• 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

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Why change UD financial system? 30-year-old
system, revised accounting practices
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Why change UD financial system? 30-year-old
system, revised accounting practices
Why now? design improved over initial releases
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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
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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
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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
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PeopleSoft

• enterprise solution brings data together
• web interface
• more flexible reporting
• improved data entry

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2003
2004
2005
July
July
July
PHASE II Contracts Grants Module Proposal
Processing, Grant Reports Projects
Module Facilities Accounts Receivable
Module Cash Transmittals Billing Module Invoices
PHASE III (tentative) Budget Module Asset
Management Module
PHASE I General Ledger (GL) Module Includes
Labor Allocation Module for salary
distributions Accounts Payable (AP)
Module Purchase Order (PO) Module
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PHASE I 7/1/03 Use new PeopleSoft Processes
for Journal Vouchers (JVs) Purchase
Requisitions Request for Check Cash
Advances Business Expense Reports
(BERs) Purchasing Card Reconciliations Reporting
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PHASE I 7/1/03 Use legacy(old) Chart of Accounts
for
Cash Transmittals Miscellaneous Billing
Invoices Grants Management System (GMS)
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Basic Elements General Navigation
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Security based on your login
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Specialized functions
Navigation bar
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Drop-down menu
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My Personalizations
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Drop list
Explain
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Click to hide or reveal the menu bar
Create new working windows several may be open
at one time.
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Navigation
review

• Navigation bars
• Personalizations
• Search capability
• Hiding and showing the navigation bar
• Opening new windows

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HELP PeopleBooks
HELP !!
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Print
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Data Entry
example

• 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

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Data Entry
other

• 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

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Reporting
old v. new

• 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

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Reporting
examples

• Predefined written and ready-to-use
• similar to GA-PRD views
• Ad-hoc written by you
• query tool

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Criteria
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Download to Excel
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Trees
access

• Key aspect of PeopleSoft
• Hierarchical representation of data
• PeopleSoft bases security on trees

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New Structure, New Language
Chart of Accounts
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Current UD Account Code
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Chartfield Comparison

• PeopleSoft

• UD Legacy

Account
Object Code
current UD account code
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PeopleSoft Chartfields

• PSACCT
• Corresponds to 3 digit object code
• Classifies transactions as expenditure,
  revenue, asset, liability, or equity
• 6 alphanumeric characters

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Chartfield Comparison

• PeopleSoft

• UD Legacy

Account
Object Code
Class
Line Number
current UD account code
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PeopleSoft Chartfields

• CLASS
• Corresponds to UD 3 digit salary line
• A budget line associated with a position within
  the University
• 3 alpha or numeric characters

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Chartfield Comparison

• PeopleSoft

• UD Legacy

Account
Object Code
Class
Line Number
Purpose
11 Digit Account
current UD account code
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PeopleSoft Chartfields

• 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

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PeopleSoft Chartfields

• OTHER PeopleSoft CHARTFIELDS
• Fund
• Program
• Project
• Source
• DeptID
• User Defined Chartfield

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Chartfield Road Map
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CONVERSION DATA
Legacy Account Code
PeopleSoft PURPOSE Chartfield
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CROSSWALK
conversion
A conversion tool is available to convert your UD
legacy (old) account code to PeopleSoft
Chartfields.
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SPEEDTYPES
auto fill-in

• Enter Speedtype (ex CHEM11) into Speedtype
  field and the following chartfields are filled
  in
• Purpose
• Fund
• Program
• Project
• Source
• DeptID

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Chartfield Mapping
Chemistry Supplemental Funds 1-7-09-2522-50-410

• CHEM17S
• 141000
• OPBAL
• INST2
• BLANK
• 70000000
• 02522

• Purpose Speedtype
• Account
• Fund
• Program
• Project
• Source
• Dept Id

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Data Transition

• 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 wont translate
• User Defined Chartfield

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Supplemental Information
continuing
Visit http//www.udel.edu/UDFS/info for
supplemental, updated information and helpful
links
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Where are we ??
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PeopleSoft Financials at UD
Current Status

• Why cant 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

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What does the future hold?
July Phase I will go liveand minor
applicationsof some Phase IImodules
June May see changesin work processesin
preparationfor July 1 roll out
March June Training on more specific tools and
uses
February Begin trainingreadiness
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Training
building

• Tier training learn from colleagues
• Take time now to learn basics, there will be
  more time to learn more after go-live

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Training Pyramid
Advanced Report Writers

Query writers

All users
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Training Courses

• All Users
• Readiness Training
• Basic Training
• How to use Pre-defined Forms, Queries Reports
• Procurement Training

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Training Courses

• Query Writers
• Know Thy Data (prerequisite to Writing Queries)
  web resource
• Write Your Own Queries

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Training Courses

• Advanced Report Writers
• Crystal Class
• Creating Trees
• nVision Class
• SQL Class

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What can you do now?
preparing

• 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

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What can you do now?
preparing

• Talk with your PS Communications Team
  representative about expectations or training
  plans
• Label file folders with new PS Purpose

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Keep an eye on our Web site for future training
dates and information http//www.udel.edu/UDFS/
info/
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