PeopleSoft 8'9 Training Orientation

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Welcome

• PeopleSoft 8.9 Training Orientation
• Vickie Smith
• Office of Budget Finance

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Clayton State Trivia

• What year did PeopleSoft Financials first
  go-live on Clayton States campus???

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Answer

• 2002

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Session Expectations

• What this session is
• Introduce new functional modules
• Orientation for on-line training tools
• What it is not
• Complete PeopleSoft training

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Objectives

• Identify the difference in how Expenses and
  Procurement were previously handled with how they
  will now be handled.
• Describe the basic concepts of Expenses Workflow
  and the roles involved in the process.
• Walk through the on-line UPK player training
  tools.

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How Are Expenses Currently Handled?

• All Travel, Expense and Purchasing transactions
  are currently handled manually
• Travelers and buyers submit expense transactions
  via paper forms and route them for appropriate
  signatures

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And the Difference Is

• Submittals and approvals for the reimbursement of
  travel, work related expenses, and flex spending
  accounts will be processed on-line.
• e-Procurement is a similarly structured module
  for processing on-line procurement requests.

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Roles in Expense Transactions

• Travelers
• Approvers
• Administrators

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Travelers/Requesters

• Any employee who travels for institutional
  business and requires reimbursement
• Employees who withhold wages from their salary,
  which are deposited in flexible spending accounts
  (FSA) these employees request periodic
  reimbursements from their FSA for medical and
  dependent care expenditures
• Non-employee travel is still processed through AP

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Approvers

• Review expense transactions
• Processing/approving cash advances, expense
  reports, and travel authorizations
• Approve
• Send Back
• Hold
• Deny

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Administrators

• Workflow Administrator
• Expense Administrator
• Cash Advance Administrator

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Big Picture of Expenses Workflow
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Approval Levels

• Department Manager 1
• Department Manager 2
• Project/Grant Approver
• AP Auditor

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How does the system know who to route
transactions to for approval?

• Travelers must know the following for each
  transaction submitted
• Which department is the expense to be charged to
• Is the expense related to a project or grant

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How does an approver know a transaction is
awaiting their approval?

• Once a transaction is submitted, it
  automatically begins the Workflow approval
  process
• Approvers are automatically notified by email and
  through their Worklist in the self-service portal
• As one approver completes action on a
  transaction, it moves the to next approver, who
  is notified in the same way

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So, how do I learn to do this?

• User Productivity Kit (UPK) Players
• https//upk.gafirst.usg.edu/player/nonTradUPK.htm
• Username bor_upk
• Password upkuser!

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• QUESTIONS?