HRIS Labor Cost Distribution

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PeopleSoft 8.4Purchasing Module DemoMarch 26,
2003
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Agenda

• High Level Project Overview
• Purchasing Fit Gap Team
• New 8.4 Look and Feel
• Functional Overview
• Helpful Information
• Questions and Answers

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Project Milestones
Project Overview

• Documentation/Retrofitting Modifications Ongoing

• Fit/Gap Analysis Sessions

• System Testing Sessions

• Integration Testing Sessions

• Integration Testing Sessions

• FIS 8.4 Upgrade Planning

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Purchasing Fit/Gap Team
Project Overview
Cecilia Hoang San Jose Stephen Smith San Francisco
Charlie Hughes Long Beach Beth Stanton San Bernardino
Val Miajala San Luis Obispo Kathy Villa Bakersfield
Linda Mikowicz Sonoma Cindy Oberbroeckling SOSS
Matt Roberts San Luis Obispo Chau Nguyen SOSS
Barbara Sainz San Marcos
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FIS 8.4 Highlights
New 8.4 Look and Feel

• Web browser based (HTML) Accessible from any
  location
• Combination of the Commercial Educational/Gov
  Products
• Panels are now called Pages
• Navigation through the Web Portal
• Hot-Keys or Tool Bar Buttons replaced with
  Hyperlinks
• Panel scroll bars replaced with Toggle Buttons
• Row insert/delete now done using a or -
  button

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New 8.4 Look and Feel
Password now case sensitive
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New 8.4 Look and Feel
Search Box
Navigate through the Portal
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New 8.4 Look and Feel
Larger List Box with the ability to sort data
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New 8.4 Look and Feel
Opens new browser session
Hyperlinks to access additional pages
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New 8.4 Look and Feel
Panel scroll bars are replaced with Toggle buttons
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New 8.4 Look and Feel
Adding/Deleting Rows
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Requisitions Change Highlights
Functional Overview

• Requisition reduced from 5 panels to 2 pages
• Requesters are stored by Operator ID verses by
  name
• Ability to retrofit changes to multiple
  lines/distribution lines
• No longer Edit Requisitions
• No longer Post Requisitions
• Req Accounting Entries are created through the
  BCM process. Entries post directly to the Ledger
  KK. REQ_LINE_ACCTG table no longer exists.

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Requisitions Change Highlights
Functional Overview

• No longer Journal Generate Requisition Accounting
  Entries
• Entries post immediately to the Ledger KK through
  BCM Real Time
• Reconciliation Workbench
• Provides the ability to complete actions, such as
  Approve, Cancel or Close, from one page
• Ability to re-open closed Requisitions

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Requisitions Pages
Reduced to 2 Pages
Panels/Sub-panels are now hyperlinks
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Requisitions Requesters
Requesters are store by Operator ID
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Requisitions Retrofit Changes
Add a New Line
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Requisitions Retrofit Changes
Retrofit Changes from Header Defaults page
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Requisitions Retrofit Changes
Select the fields to Retrofit to the
lines/distrib lines
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Requisitions Accounting Lines
Only see Expense
BCM process posts the Req Acctg Lines to the
Ledger KK tables
Journal ID Trans ID
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Requisitions Recon Workbench
Select Requisition and Click on the Action
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Requisitions Recon Workbench
View the Exception by clicking on the Log
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Requisitions Recon Workbench
The Log provides an explanation why the Req was
not Qualified.
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Requisitions Recon Workbench
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Requisitions Recon Workbench
Status is Updated
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Requisitions Reopening Reqs
Process sets the Req back to the status it was
prior to running the Recon Process
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Requisitions Reopening Reqs
Status is Reset back to Approved
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Purchase Orders Change Highlights
Functional Overview

• Purchase Order reduced from 5 panels to 2 pages
• Buyers are stored by Operator ID verses by name
• Ability to Copy Requisitions onto Purchase Orders
  (bypass PO Build!)
• PO Build process consists of the PO Calculations
  Process and the PO Create Process
• Ability to retrofit changes to multiple
  lines/distribution lines
• No longer Edit Purchase Orders

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Purchase Orders Change Highlights
Functional Overview

• No longer Post Purchase Order
• PO Accounting Entries are created through the BCM
  process. Entries post directly to the Ledger KK.
  PO_LINE_ACCTG table no longer exists
• No longer Journal Generate Purchase Order
  Accounting Entries
• Entries post immediately to the Ledger KK through
  BCM Real Time
• Finalization process simplified
• Ability to undo Finalization process

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Purchase Orders Change Highlights
Functional Overview

• Reconciliation Workbench
• Provides the ability to complete actions, such as
  Approve, Cancel,Close or Dispatch from one page
• Ability to re-open closed Purchase Orders
• Ability to Reserve PO Numbers in a Block

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Purchase Orders Pages
Reduced to 2 Pages
Buyers are stored by Operator ID
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Purchase Orders Copying Reqs
Vendor ID is Required to Copy A Requisition onto
a PO
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Purchase Orders Copying Reqs
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Purchase Orders Copying Reqs
Buyer ID does not copy over
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Purchase Orders PO Calc
PO Calculations process prepares a Purchase
Order for creation
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Purchase Orders PO Create
PO Create process builds the PO using rows in
the staging table that have been processed by PO
Calculate
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Purchase Orders Retrofit Changes
Retrofit feature for Purchase Orders is the
same functionality as Requisitions
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Purchase Orders Accounting Entries
Only see Expense
BCM process posts the PO Acctg Lines to the
Ledger KK tables
Journal ID Trans ID
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Simplified Process
Purchase Orders Finalization
Step 1 Create PO for Less than Requisition Step
2 User determines they do not want to spend the
remaining money Step 3 Finalize the Purchase
Order or Purchase Order Line Step 4 BCM the
Purchase Order Step 5 Validate the Accounting
Entries
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Purchase Orders Finalization
Finalize Document icon appears when Finalization
is applicable
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Purchase Orders Finalization
Requisition Acctg Entries prior to Finalization
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Purchase Orders Finalization
Requisition Acctg Entries after Finalization
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Purchase Orders Undo Finalization
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Purchase Orders Undo Finalization
Requisition Acctg Entries after undoing the
Finalization
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Purchase Orders Recon Workbench
Same functionality as Req Recon Workbench
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Purchase Orders Recon Workbench
Displays Additional Statuses
Takes you back to the PO
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Purchase Orders Reopening POs
Process sets the PO back to the status it was
prior to running the Recon Process
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Purchase Orders Reserving POs
Can Reserve a Block on Purchase Order Numbers
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Functional Overview
Receiving Change Highlights

• New Functionality Can Receive by Amount. The
  new functionality accommodates situations when it
  may take several receipts to complete a service
  or project.

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Receiving By Amount
Amount Only checkbox must be selected on the PO
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Receiving By Amount
Qty is set to 1, and unavailable for entry
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Functional Overview
Return to Vendors New in 8.4

PeopleSoft 8.4 delivers the ability to track
items that have been returned to a vendor online
through the Return to Vendor (RTV) process. For
more detailed information on the RTV process
refer to the PO-v84 Business Process-Return to
Vendor (RTVs) document located on the CMS
website.
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Return to Vendor Process
Return to Vendor
Step 1 Receive Item in the system. Step 2 User
determines the item is damaged. Step 3 Create an
RTV for the damaged item. Step 4 Ship the item
back to Vendor. Step 5 Close the RTV in the
system. Step 6 Receive Credit or Re-Receive Item
in the system.
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Type of RTVs
Return to Vendor

• Return for Credit Returning the items without
  requesting replacement.
• Return for Exchange A different item is being
  substituted in exchange for the original item.
  Can receive the new item against the existing PO
  or a new PO.
• Return for Replacement The Vendor is shipping
  the same item to replace the damaged item. The
  item is received against the same PO.

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Return to Vendor
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Return to Vendor
Option to automatically create a credit memo from
the RTV. Defaults are set up at the Business
Unit level, but may be overridden on the RTV.
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Retrofitted Modifications
Functional Overview

• PO99003 - NIGP Code Category Setup
• PO99005A - Remove RFQ Required from Requisition
  Item Details Panel
• PO99006 Buyer Assignment Workbench
• PO99007 Disabled Veteran Business Enterprise
  Report (DVBE)
• PO99008 Small Business/Microbusiness Report

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Retrofitted Modifications
Functional Overview

• PO99009 Recycled Product Report
• PO99010 Contract Award Report Std form 16
• PO99011 Purchase Order Form
• PO99012 Public Works Contract Award Report
  DAS Form 13
• PO99013 RFQ Bid Form Modification
• PO99015 RFQ Evaluation Workbench an nVision
  Reports

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Helpful Information
CSU Website http//cms.calstate.edu PO List
Serve Email Address cmsfispo_at_calstate.edu Cindy
Oberbroeckling coberbroeckling_at_calstate.edu (562)
951-4248 Mark Asdikian masdikian_at_calstate.ed
u [phone]
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Q A