ConnectND NDUS Financials Update ______________________________________________________________________ 2-4-04

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ConnectNDNDUS Financials Update_______________
__________________________________________________
_____2-4-04
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Agenda

• PeopleSoft Assets
• Questions

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What Is PeopleSoft Assets?

• System to record and track fixed assets and
  certain non-capital assets
• Replacing our legacy Fixed Assets module

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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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PeopleSoft Assets
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What information will be converted?
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What are the challenges?

• Cost is required for PeopleSoft Assets
• Some of our assets dont have cost
• Will use cost, then capitalization, then
  insurance value
• Some of our assets have none of these values
• Convert with cost and accumulated depreciation of
  1

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What are the challenges?

• Some funding information is obsolete
• Cant convert unreliable information

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What are the challenges?

• PeopleSoft uses Location to identify where asset
  is
• Location is very broadly used field

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What are the challenges?

• Some fields that we have currently dont exist
• Federal use and title
• Investigating how to use existing fields

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What about?

• Is it possible to not convert assets under 5,000
  (Type 08)?
• Yes.  The asset conversion will only convert
  assets that have not been tagged for deletion. 
  Any assets tagged for deletion will be skipped.

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What about?

• Do I need to go into HECN and delete these
  assets?  Would it be possible to run a job to
  update the status to "delete"?
• When the capitalization limit went to 5,000, a
  program was developed to convert capital assets
  under 5,000 to non-capital assets. That program
  (JCLFA900) can be used to tag the non-capital
  assets for deletion.

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What about?

• Our departments maintain Excel spreadsheets with
  additions, deletions and transfers of minor
  equipment.  We would prefer that this process
  remain in place and the assets not be converted
  to PeopleSoft with a status of 'TRACK'.
• While I don't have the authority to require
  campuses to convert non-capital assets, I would
  strongly encourage campuses to consider it.

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What about?

• All capital assets over 5,00 converted
  (equipment, land, etc.). HECN doesnt track all
  these. Can we add these?
• All capital assets except buildings (Type 03)
  will be converted
• Current system does have other assets
• PS Assets can be used for all assets

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What about?

• Will assets with only an insured value be
  converted? Will assets owned by foundation be
  converted to campus or foundation?
• Yes, according to rules above
• Yes, if the department in HECN system is mapped
  to foundation business unit

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What about?

• Will existing tag numbers, serial numbers, title
  and all current information in HECN be converted
  to the PeopleSoft system?
• Tag numbers will convert
• Old UND 12345 will be CNV12345
• Serial number will convert
• All current information wont be
• Exceptions noted already

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What about?

• Will I be able to query the system with only a
  tag number?
• Yes, by using the conversion scheme

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What about?

• Will the building number stay the same in
  PeopleSoft?
• No. PeopleSoft uses Location for places
• We will use an available field for Room

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What about?

• Can PeopleSoft maintain different cost,
  capitalization, and insurance values?
• Capitalization is based on cost in PeopleSoft
• Cost should equal capitalization
• Replacement cost field used for insurance

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What about?

• We have one non-capitalized asset per department
  thats a composite total for insurance purposes.
  Can we convert those?
• Yes, if only those, tag non-capital assets for
  deletion and then undelete those specific assets

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What about?

• Currently HECN tracks funding source and agency
  for Grants and Contracts reporting purposes. 
  Will this be retained in PeopleSoft?  If not, can
  a report be run to capture that information or
  will they have access to HECN after the
  conversion?
• As noted, there is no reliable way to convert
  some of this info
• Archival reports will need to be produced

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What about?

• Could we merge the archived records with
  Peoplesoft to retain the integrity of historical
  funding, federal funding, etc?
• As noted, because there is no way to ensure the
  integrity of converted data, we are recommending
  that the old records be archived in a manner that
  allows them to be accessed if needed in the
  future.

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What about?

• We need the ability to include the funding source
  an item was purchased with, and to indicate if
  the asset was purchased with federal funds.
• For converted assets, the issues identified above
  apply.
• For new assets in PeopleSoft, there is no limit
  to the funding information that can be maintained
  on an asset.
• We will use a PeopleSoft delivered field to
  indicate whether Federal funds were involved in
  the acquisition.

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Questions Anyone?