PeopleSoft Financials 8.4 Readiness II April 2004

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PeopleSoft Financials 8.4Readiness IIApril
2004
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Objectives of Readiness II

• Familiarize campus with Phase II
• Give overview of changes with new modules
• Detail upcoming training sessions/timeline
• Review Chart of Account changes from Phase I

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Objectives of Readiness II (contd)

• Give brief overview of whats not changing (yet)
• Share what Readiness II will not cover
• Show where to find additional resources and help
  including training on Phase I modules

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Why the new system?

• Full integration of all UD systems
• UD is moving away from stand-alone mainframe
  systems
• Web based, point and click software
• Improvements to reporting capabilities for campus
• EZQs pre-written queries
• Better and easier ad hoc reporting
• More accessible data
• for example cash deposit detail

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2003
2004
2005
July
July
PHASE II Grants Module Proposal Processing,
Grant Reports Asset Management Accounts
Receivable Module Cash Transmittals Billing
Module (non-student) Invoices
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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A brief review

• Quick overview of new PS chartfields that
  changed with Phase I
• For those who are not familiar with Purpose,
  Account, Class, etc in PeopleSpeak, heres a
  quick lesson
• And an introduction to the three new GRANTS
  chartfields

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Chartfield Comparison
old UD account code

• PeopleSoft

• UD Legacy

Purpose
Account Code
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PeopleSoft Chartfields

• PURPOSE
• Corresponds to legacy UD 11-digit account code or
  legacy UD 14-digit asset/liability account
• An activity that can have revenue, expense, and
  balance sheet components
• 10 alphanumeric characters
• HNSC412118

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Chartfield Comparison
old UD account code

• PeopleSoft

• UD Legacy

Purpose
Account Code
Account
Object Code
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PeopleSoft Chartfields

• ACCOUNT (PSACCT)
• Corresponds to legacy 3 digit object code
• Classifies transactions as expenditure,
  revenue, asset, liability, or equity
• 6 alphanumeric characters
• Old object code 211 is now 121100

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Chartfield Comparison
old UD account code

• PeopleSoft

• UD Legacy

Purpose
Account Code
Account
Object Code
Class
Line Number
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PeopleSoft Chartfields

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

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Chartfield Comparison
Other Chartfields in Phase I

• PeopleSoft

• UD Legacy

Project
No UD equivalent
Funding sources and agency codes
Source
UD User Field
No UD equivalent
Fund
Fund/Fund Type
Dept ID
Administrative Unit
Program
Expense Function
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Chartfield Comparison
New Chartfields for GRANTS in Phase II
PeopleSoft
UD Legacy
Resource Type
No UD equivalent
Resource Category
No UD equivalent
Resource Sub-Category
No UD equivalent
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Speedtypes

• 10-character field which provides default values
  for several chartfields
• Expedites filling in forms with default values by
  entering this one field instead of each one
  separately
• BE CAREFUL! The Speedtype and Purpose are often
  the same but not always! (Some Purposes have
  multiple Speedtypes for different Programs.)

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Speedtypes

• Enter Speedtype (ex CHEM110000) into Speedtype
  field and the following chartfields are filled
  in
• Purpose
• Fund
• Program
• Project (can be changed)
• Source (can be changed)
• DeptID

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Chartfield Mapping
Chemical Engineering Grant 3-1-21-3110-93-211-130

• CHEG312123
• 121100
• ABC
• OPBAL
• RSCH1
• CHEG31212302000
• 3313040000
• 03110
• 0000000415
• 12345
• 67890
• 45678

• Purpose Speedtype
• Account
• Class
• Fund
• Program
• Project (can be changed)
• Source (can be changed)
• Dept ID
• UD User Field (optional)
• Resource Type (optional)
• Resource Category (optional)
• Resource Sub-category (optional)

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WARNING!

• Webforms - Do not change open fields unless you
  are sure of what you are doing!
• Consult your Communications/Training Team member
  if you need assistance!

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Webforms and Speedtypes

• Speedtype populates Fund, Program, Department,
  Project, Source, and Purpose.
• Account is only chartfield that must be filled
  in
• Speedtype will default Project and Source (but
  they can be changed)
• Optional chartfields User Field, Resource Type,
  Resource Category, and Resource
  Sub-category

entry required
new
new
new
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Now well look at whats new for Phase II...
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Whats new in July 2004?

• Grants Module
• Accounts Receivable Module
• Web Cash Transmittal Form
• Billing Module (non-student only)
• Student billing remains in SIS for now
• Asset Management Module

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The New Modules.

• Grants Module
• Replaces Grants Management System (GMS)
• Grants will use new web forms and PeopleSoft
  screens
• Complete details to follow in training
• GMS is expected to be turned off 7/1/04
• If you have proposals with 7/1/04 due dates, we
  recommend completing them early in GMS
• OVPR will give more definitive details of cut-off
  dates and with plenty of notice.
• GMS data are being migrated into PSoft.

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Grants Webforms/Processes

• Pre-Award PeopleSoft screens
• Proposal Entry
• Proposal Budget Entry
• Pre-Award Webforms
• Proposal Approval
• Existing HR Employee Demographic Data being
  adapted for additional faculty biographic
  information

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Grants Webforms/Processes (contd)

• Post Award Webforms
• Budget Revision for Contracts Grants
• Existing Journal Voucher being changed to accept
  Empl ID and Effort Period for Effort Reporting
• Post Award PeopleSoft screens
• Delivered Inquiries
• Effort Reports to be handled via the web (late in
  2004)

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A sneak peek at Proposal Approval Summary webform
(top)
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Proposal Approval Summary (middle)
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Proposal Approval Summary (bottom)
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Grants Reporting

• GM_EZQs (pre-written queries) are being written
  for Grants data
• Grants tables will be added for ad hoc reporting
  in PS Query
• Post-Award spending reporting will be done with
  new Grants tables and new EZQs
• Some Post-Award reporting with existing EZQs
  will still be available (GL
  data)

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More New Modules

• Accounts Receivable Module
• Access to inquiry pages will be available to
  campus users
• limited access to view receivables
• reporting capabilities with EZQs (pre-written
  queries)
• NEW Cash Transmittal Form
• Billing Module
• Non-student miscellaneous billing
• Invoices generated through A/R system for
  goods/services
• Replace old 999 system for billing in SIS and
  FFARs

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A/R and Billing Webforms

• Cash Transmittal
• (you will print summary and forward to Cashiers
  with cash/checks, credit card payments and
  pre-deposits)
• Non-Student Billing
• Non-Student Bill Adjustment

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A peek at the Web Cash Transmittal (step 1)
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Web Cash Transmittal (after Add line)
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A look at one of the Non-Student Billing webforms
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Non-Student Billing webform after customer and
billing frequency chosen (top)
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Non-Student Billing (bottom of same step)
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A/R and Non-Student Billing Reporting

• PSoft delivered Inquiry Pages will be available
  for non-student billing information
• Departmental cash deposit details will be
  available through EZQs (pre-written queries)

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Last Phase II module...

• Asset Management Module
• Replace the PPR system (Plant Property Records)
• Also augments the existing Facilities
  location/building database
• One new webform
• Equipment Relocation and Voucher Web Form

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A look at the Equipment Relocation Funding
Change webform (Step 2)
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Equipment Relocation Funding Change (after Are
funding changes required? yes)
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A word about PeopleSoft instances...
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Instances

• What is an instance?
• Different PeopleSoft databases are used for
  Reporting and Production
• FIRPT Financials Reporting most users will
  utilize FIRPT for daily workload
• FIPRD Financials Production limited Grants
  and Billing users will have access to FIPRD for
  data entry or inquiry
• Keep track of different instances by renaming
  link in Internet Explorer or Netscape
• Favorites or Bookmarks

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Other recent changes you should know about...
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Other new forms/processes

• Procurement Services
• FAIs (Requests for Service) conversion under
  way to move to Procurement Pro card system
  (this is how UD Mart works)
• Business Expense Report (BER) webform now
  available

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Other related changes coming soon...
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Other Upcoming Changes

• HR webforms will be changed to reflect new
  chartfields
• Additional information will come from HR
• New grants chartfields will be added to existing
  web forms including
• journal voucher
• procurement forms
• new BER webform

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Other Upcoming Changes (contd)

• Budget Turn Around Next Generation
• New web-based system coming in May
• Training will be available from the Budget Office
  and Human Resources

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Other Upcoming Changes (contd)

• MVS/GA-QRY - mainframe system
• Will continue to be updated from PeopleSoft
  Financials after 7/1/04 for a limited period of
  time
• Data Warehouse
• Will continue to be updated after 7/1/04 for a
  limited period of time
• Data will be available for historical reporting

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Other Upcoming Changes (contd)

• UD Central Authentication Service
• Has been SSN and PIN
• Is being replaced by UNIX username and password
• Currently you can choose between SSN/PIN or UNIX
  username/password
• After 8/15/04, SSN/PIN will no longer be available

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UD Central Authentication Service
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Whats not changing ...
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What is not changing in July 2004

• Student Information System (SIS)
• New system being planned but all student
  information will remain in SIS.for now
• BSR Gift/Development system
• The current gift processing system is going
  through an upgrade now.
• In the future, it will use new PS chartfields

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More Training planned for Phase II modules...
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Training Just in Time

• The CommunicationsTraining II team will employ
  Just in Time training in June
• Training provided closer to time when youll use
  new forms and software so youll quickly use what
  youve learned
• DONT PANIC - the training team will make sure
  you know how to use the forms
• Project Team members will be available for
  questions after training

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Training Just in Time

• Grants
• Pre-Award, Post Award and Reporting
• Extensive/Intensive
• Hands on training
• Miscellaneous Billing (non-student)
• Training for departments who currently use 999
  system in SIS
• Training for those submitting paper invoices
  (i.e. Library, Financial Aid)
• Lecture presentation

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Training Just in Time

• Web Cash Transmittal
• Entire campus
• Lecture presentation
• Asset Management
• Campus users will be trained by Procurement
  Services

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Additional information
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The PeopleSpeak Glossary

• LAM Labor Allocation Module
• Purpose old legacy account code
• Account old object code
• Charge Codes shortcut for common miscellaneous
  billing items
• EZQ (EZ Queries) Pre-Written Queries
• Instance different PS databases for conducting
  business (different websites)
• EMPL ID Employee Identification Number
• MORE glossary terms on training/communication
  website

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Need more info?

• http//www.udel.edu/UDFS/info/
• Todays training will be on website
• TRAINING Tab
• All Phase II training will be posted here
• Links to Phase I training
• Readiness I
• Basic and Basic II
• Procurement training
• Query Training

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Still need more info?

• http//www.udel.edu/UDFS/info/
• Click on HELP tab to locate
• Your Communications/Training Team member
• PeopleSoft Financials HELP GUIDE

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We recommend

• Using Internet Explorer when accessing PeopleSoft
  Financials

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Thank you for coming!

• Stay tuned for more training opportunities

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