PeopleSoft Financials 8.4 Readiness Training. understanding Objectives Define the reasons we are making the change Identify the basic elements of PeopleSoft.

PeopleSoft Financials 8.4PeopleSoft Financials 8.4Readiness TrainingReadiness Training

understandingObjectivesObjectives

•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

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




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

PeopleSoftPeopleSoft

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

PHASE I

General Ledger (GL) Module Includes Labor Allocation Module for salary

distributions

Accounts Payable (AP) Module

Purchase Order (PO) Module

2003 2004 2005July July July

PHASE II

Contracts & Grants ModuleProposal Processing, Grant Reports

Projects ModuleFacilities

Accounts Receivable ModuleCash Transmittals

Billing ModuleInvoices

PHASE II

Contracts & Grants ModuleProposal Processing, Grant Reports

Projects ModuleFacilities

Accounts Receivable ModuleCash Transmittals

Billing ModuleInvoices

PHASE III

(tentative)

Budget Module

Asset Management Module

PHASE III

(tentative)

Budget Module

Asset Management Module

PHASE I7/1/03

Use new PeopleSoft Processes for:

Journal Vouchers (JVs)Purchase Requisitions

Request for CheckCash Advances

Business Expense Reports (BERs)Purchasing Card Reconciliations

Reporting

PHASE I7/1/03

Use legacy(old) Chart of Accounts for:

Cash Transmittals

Miscellaneous Billing Invoices

Grants Management System (GMS)

Basic Elements & Basic Elements & General NavigationGeneral Navigation

Security based on your login

Navigation bar

Specialized functions

Drop-down menu

My PersonalizationsMy Personalizations

Drop list

Explain

Click to hide or reveal the menu bar

Click to hide or reveal the menu bar

Create new working windows – several may be open at one time.

Create new working windows – several may be open at one time.

Navigation

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

review

HELP: PeopleBooks

HELP !!

Print

Data Entry

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

example

Data Entry

•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

other

Reporting

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

old v. new

Reporting

•Predefined: written and ready-to-use •similar to GA-PRD views

•Ad-hoc: written by you•query tool

examples

Criteria

Download to Excel

•Key aspect of PeopleSoft

•Hierarchical representation of data

•PeopleSoft bases security on trees

Treesaccess

New Structure, New Structure, New LanguageNew Language

Chart of AccountsChart of Accounts

01- 1- 74- 4710- 00- 410- 1XXfund type function bud unit project object code line no.

Current UD Account Code

Chartfield Comparison

PeopleSoft UD LegacyAccount Object Code


current UD account code

PSACCT

•Corresponds to 3 digit object code

•Classifies transactions as expenditure, revenue, asset, liability, or equity

•6 alphanumeric characters

PeopleSoft Chartfields



Class Line Number



CLASS

•Corresponds to UD 3 digit salary line #

•A budget line associated with a position within the University

•3 alpha or numeric characters




Class Line Number

Purpose 11 Digit Account



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


OTHER PeopleSoft CHARTFIELDS

•Fund•Program•Project•Source•DeptID•User Defined Chartfield


OLD FI ELD NEW UD FIELD SELECTI ON FI ELDS: 11-digit code Purpose Object code Account Line number Class ADDI TI ONAL FI ELDS FOR REPORTI NG: Fund Type Fund and Purpose digits 5 & 6 Function (characters 4 & 5) Program No UD Equivalent Project Fdg sources & agency codes Source No UD Equivalent Chartfield 3 (User field) CENTRAL HI ERARCHI CAL STRUCTURE FOR REPORTI NG: Current UD hierarchical “tree” Dept I D

Chartfield Road Map

CONVERSION DATAUDACCT11 PURPOSE DESCR PURPOSE

01001258300 PARALLEL PROGRAM-DTCC TUITION PARA11211401001900001 UNDERGRAD RES FEES-FULL TIME UNIV11224401001900002 UNDERGRAD RES FEES-PART-TIME UNIV11224501001900003 UNDRGRAD RES FEES-18 PLUS UNIV11224601001900007 UNDERGRAD SUSTAINING FEE UNIV11224701001900050 UG DTCC WAIVER UNIV11224801001900051 UG DSC WAIVER UNIV11224901001900060 ROTC CREDIT LIMIT REFUNDS UNIV11225101001900061 MARCHING BAND CREDIT LIMIT REF UNIV11225201001900094 BIOSPHERE CONTRA-INC RES UNIV11225301001900095 U/G RES-REFUNDS UNIV11225401001900096 U/G RES-SIBLING DISCOUNT UNIV11225501001900097 U/G RES-SENIOR CITIZEN WAIVER UNIV11225601001900101 UNDRGRAD NON-RES TUITION-FULL UNIV11225701001900102 UNDRGRAD NON-RES TUITION-PART- UNIV11225801001900103 UNDRGRAD NON-RES TUITION-18 PL UNIV11225901001900107 INT'L STUDENT EXCH CONTRA UNIV11226101001900190 CONTRACTED TUITION CONTRA UNIV11226201001900191 U/G NON-RES DE FEE PRIVILEGE UNIV11226301001900193 BIOSPHERE CONTRA-INC NR UNIV11226401001900195 U/G NON-RES-REFUNDS UNIV11226501001900196 U/G NON RES-SIBLING DISCOUNT UNIV11226601001900197 ACADEMIC COMMON MARKET CONTRA UNIV112267

Legacy Account Code

Legacy Account Code PeopleSoft

PURPOSEChartfield

PeopleSoftPURPOSEChartfield

CROSSWALK

A conversion tool is available to convert your UD legacy (old) account code to PeopleSoft Chartfields.

conversion

SPEEDTYPES

Enter Speedtype (ex: “CHEM11”) into Speedtype field and the following chartfields are filled in:

•Purpose•Fund•Program•Project•Source•DeptID

auto fill-in

CHEM17S

141000

OPBAL

INST2

BLANK

70000000

02522

Purpose & Speedtype

Account

Fund

Program

Project

Source

Dept Id

Chemistry Supplemental Funds

1-7-09-2522-50-410

Chartfield Mapping

•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 won’t translate•User Defined Chartfield

Data Transition

Supplemental Information

Visit

http://www.udel.edu/UDFS/info

for supplemental, updated information and helpful links

continuing

Where are we ??Where are we ??

PeopleSoft Financials at UD

Why can’t 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

Current Status

What does the future hold?

February

Begin training“readiness”

March – June

Training on more specific tools and uses

March – June

Training on more specific tools and uses

June

May see changesin work processesin preparationfor July 1 roll out

June

May see changesin work processesin preparationfor July 1 roll out

July

Phase I will go liveand minor applicationsof some Phase IImodules

July

Phase I will go liveand minor applicationsof some Phase IImodules

Training

•Tier training: learn from colleagues

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

building

Training Pyramid

}Query writers

}All users

Advanced Report Writers

Training Courses

All Users

• Readiness Training• Basic Training

– How to use Pre-defined Forms, Queries & Reports

• Procurement Training

Training Courses

Query Writers

• Know Thy Data (prerequisite to Writing Queries) web resource

• Write Your Own Queries

Training Courses

Advanced Report Writers

• Crystal Class• Creating Trees• nVision Class• SQL Class

What can you do now?

•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

preparing

What can you do now?

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

preparing

Keep an eye on our Web site for future training dates and

information:

http://www.udel.edu/UDFS/info/

PeopleSoft Financials 8.4 Readiness Training. understanding Objectives Define the reasons we are making the change Identify the basic elements of PeopleSoft.

Documents

staged slide

personalizations slide

login slide

print slide

necessary slide

initial releases slide

readiness training slide

dropdown menu slide