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CFS Open Forum March 2011

San Marcos CFS Implementation/Migration. CFS Open Forum March 2011. Introduction. CFS – Common Financial System Database Consolidation 23 separate databases consolidated to one Software is still Oracle (PeopleSoft) System-wide Chartfield definitions San Marcos meets system-wide definition

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CFS Open Forum March 2011

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  1. San Marcos CFS Implementation/Migration CFS Open ForumMarch 2011

  2. Introduction

  3. CFS – Common Financial System • Database Consolidation • 23 separate databases consolidated to one • Software is still Oracle (PeopleSoft) • System-wide Chartfield definitions • San Marcos meets system-wide definition • Common modifications • Chargeback, Procard, Fiscal Authority, AR Customer Billing Upload, Open PO Report, • Data Warehouse • Replace nVision Introduction

  4. General Changes Chris lambert

  5. No Changes affecting Systems Users: • Chartfields • Procard • Requisitions • Fiscal Authority • Accounts Payable invoicing • Account Receivable customer invoicing • Fixed Asset tracking and reporting General Changes

  6. Changes affecting Systems Users: • Logging into PeopleSoft • User ID’s have changed • Favorites • Run Controls • Reporting General Changes

  7. Purchasing David Taylor

  8. Purchasing Changes: • Manually re-enter open POs with balances • March 14th to 31st • Reentered POs in CFS (Data Warehouse) - same PO number as legacy (nVision) • Emergency Requisitions – email Procurement Services procurementservices@csusm.edu • Run Open PO Report • Legacy – April 1, 2011 • CFS – April 1, 2011 Purchasing

  9. Open PO Report Purchasing

  10. Accounts Payable Becky henwood

  11. Accounts Payable Changes: • Invoice/voucher detail • Prior to April 1, 2011 – Legacy (nVision) • Direct pays submitted by noon March 28th • After April 1, 2011 – CFS (Data Warehouse) Accounts payable

  12. Billing/Accounts Receivable Alma mcfarland

  13. Billing/Accounts Receivables Changes: • Customer numbers • Leading zeros drop off in CFS • Customer invoice detail • Prior to April 1, 2011 – Legacy (nVision) • After April 1, 2011 – CFS (Data Warehouse) Billing/Accounts Rec

  14. General Ledger Actuals / Budget Liz Rojas

  15. Actuals / Budget Changes: • All transaction detail • Prior to April 1, 2011 – Legacy (nVision) • After April 1, 2011 – CFS (Data Warehouse) • Data Conversion • Legacy • Detail data prior to April 1, 2011 • No transactions after April 1, 2011 • CFS • Monthly summary totals July 2010 to March 31, 2011 • Detail transactions after April 1, 2011 General Ledger

  16. Data Warehouse Liz rojas

  17. Reporting Changes: • nVision will remain for the Legacy database only • Reports will be obtained through the Data Warehouse in the CFS database DW Reports

  18. The Finance Data Warehouse is the term that refers to the new financial reporting system we will be using. • The Data Warehouse is comprised of several components: • The data warehouse data tables • The report development tool • The reports & dashboards • FYI: The Finance Data Warehouse will replace the existing nVision reports & drill downs DW Definition

  19. Dashboard Overview: • The Finance data warehouse contains two dashboards: • Manage My Budget • Operations FYI: This information will be covered in the Finance data warehouse training DW Dashboards

  20. DW Homepage Finance data warehouse homepage

  21. dfa in dw Sample of DFA (like) report (sign up for training to learn how to run this report)

  22. trial balance in dw

  23. Drill down Detail

  24. Drill down CNV Detail

  25. download to excel

  26. Training registration - HR Training database – April 20th to May 13th • Sign up for training sessions by logging into HR and clicking on the Self Service link Dw training

  27. Who to Contact for Help: • Systems/Technical – sod@csusm.edu • System performance, locked processes, etc. • Accounting – accounting@csusm.edu • Expense transfers, salary adjustments, chargebacks, etc. • Budget – lrojas@csusm.edu or bmartin@csusm.edu • Budget transactions, etc. • Procard – pcard@csusm.edu • Access, purchase limits, lost/stolen cards, etc Contacts

  28. Who to Contact for Help (continued): • Purchasing/Requisitions – procurementservices@csusm.edu • Requisitions, contracts, hospitality, etc. • Accounts Payable – accountspayable@csusm.edu • Travel, vendor invoices, payments, etc. • Data Warehouse – datawarehouse@csusm.edu • Reports, access, etc. Contacts

  29. San Marcos CFS Implementation/Migration Questions?

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