The University Of Oklahoma Health Sciences Center

1. The University Of Oklahoma Health Sciences Center The Human Resources - Financials Interface using the PeopleSoft Budget Encumbrance module.

2. PeopleSoft HEUG: Session 1019, HRMS T-4, Version HRSA 7.6 • Amy D. Teague • Information Systems Manager • Department of Human Resources • The University of Oklahoma Health Sciences Center • Becky Southerland • Technical Team Lead • Department of Information Technology • The University of Oklahoma Health Sciences Center

3. About The University of Oklahoma HSC: • Comprehensive Academic Health Center • Founded in 1910 • 7 Colleges / 70 Degree Programs / 200 Departments • 3,100 Students / 4,000+ Employees • State Agency • Fund Accounting • Grant Funding • Budget Information: • FY01 Operating Budget = $479,000,000 • FY01 State Appropriations = $80,000,000

4. The PeopleSoft Evolution at OUHSC: • January 1996 • Live on PeopleSoft HRMS 4.0 • June 1998 • Upgrade from PeopleSoft HRMS 4.0 to version 6.01 • February 1999 • Upgrade from PeopleSoft HRMS 6.01 to version 6.02 • July 1999 • Live on PeopleSoft Financials version 7.02 • Live on Budget Encumbrance • March 2000 • Upgrade from PeopleSoft HRMS 6.02 to Student Administration version 7.6

5. The B&E Implementation Team • Core functional users from the following areas: • Human Resources Department • Payroll Department • Information Technology Department • Financial Services Departments: • Budget Office • Grants & Contracts Office • Financial Accounting Office • Controller’s Office • PeopleSoft Consultant • 3 weeks total consulting time

6. B&E Implementation Timeline: • Prototyping: • Began 07/15/1998 • Chartfield Spread Mapping: • Began 01/15/1999 • Completed 07/01/1999 • Go Live: • 07/05/1999

7. Project Goals & Priorities: • Goal: • To incorporate the delivered PeopleSoft Budget and Encumbrance module, with minimal add-on enhancements, so that it meets the business needs of the University of Oklahoma Health Sciences Center. • Priorities: • Use of the Budget Encumbrance module as an interface between the Human Resources & Financials systems • Use of the encumbrance functionality in the B&E module

8. B&E Implementation Strategy • Ownership by the Functional Users: • Established timeline / Scheduled meetings • Spearheaded prototyping / Set up PeopleSoft tables • Conducted fit/gap analysis • Support from Information Technology: • Provided technical expertise • Documented budget encumbrance processes • Worked with PeopleSoft consultants • Input from other Universities: • Shared questions & concerns, which often led to resolutions and/or workarounds

9. Issues Identified through SWOT Analysis • Strengths, Weaknesses, Opportunities, & Threats • General Ledger and HRMS live on different versions: • Go Live = Financials 7.02 / HRMS 6.02 • Today = Financials 7.02 / HR Student Administration 7.6 • Required interfaces with the State of Oklahoma: • Payroll must be sent to the State Capitol • Funding must be sent to the State Capitol • Necessary payroll accommodations: • 2 different PeopleSoft companies (HSC/PPP) • 4 to 5 payrolls per month

10. SWOT Implementation Parameters • Strengths, Weaknesses, Opportunities, & Threats • Cost/Benefit Analysis: • Limitations of the encumbrance feature led to the determination that encumbering would not be appropriate at the time of B&E implementation • The Budget Encumbrance module was found to provide an appropriate interface between the PeopleSoft Human Resources and Financials systems • Current Status: • B&E module acts as an interface between the HR & GL systems • OUHSC plans to revisit the encumbrance functionality of the module during the upgrade from HRSA 7.6 to 8.0

11. OUHSC Add-Ons • Additional Functionality: • During OUHSC Budget Formulation process, we establish higher level budget on the GL (salary level) than on HR (position level) • Convert version 7.6 (HRSA) journal lines to version 7.02 (GL) journal lines • OUHSC SQRs: • Balance funds • Identify data problems

12. OUHSC Enhancements • Enhancements to delivered functionality: • PeopleCode used to create dynamic link between Human Resources & Financials Systems • Edits for appropriate funding and effective dates on the GL before a chartfield spread may be established as an account code on the Human Resources system. • Modified paysheet sub-panel to display both account code and corresponding chartfield spread.

13. Budget Encumbrance GL Interface Set-Up • Accounting Entry Definition, Part 1:

14. Budget Encumbrance GL Interface Set-Up • Accounting Entry Definition, Part 2:

15. Budget Encumbrance Annual Set-Up • Detail Calendar:

16. Budget Encumbrance Process - Part 1 • OUHSC Financials: • Establishes Chartfield Spread in General Ledger • OUHSC Human Resources: • Department set up in Department Table • Department set up in Budget Encumbrance Panels • CFS established as Account Code in Account Code Table • Job Code created in Job Code Table • Position added in Manage Positions • Employee appointed through Administer or Recruit Workforce: • Funding established at the employee level on the Job Earnings Distribution panel under Administer Workforce

17. Department Set-Up in B&E Panels • Department Budget FTE:

18. Department Set-Up in B&E Panels • Department Budget Date:

19. Department Set-Up in B&E Panels • Department Budget Earnings:

20. Department Set-Up in B&E Panels • Department Budget Deductions, Part 1:

21. Department Set-Up in B&E Panels • Department Budget Deductions, Part 2:

22. Department Set-Up in B&E Panels • Department Budget Deductions, Part 3:

23. Department Set-Up in B&E Panels • Department Budget Taxes, Part 1:

24. Department Set-Up in B&E Panels • Department Budget Taxes, Part 2:

25. Department Set-Up in B&E Panels • Department Budget Taxes, Part 3:

26. Department Set-Up in B&E Panels • Department Budget Taxes, Part 4:

27. Department Set-Up in B&E Panels • Department Budget Taxes, Part 5:

28. Department Set-Up in B&E Panels • Department Budget Actuals:

29. HR Account Codes / Chartfield Spreads • Account Code Table:

30. HR Account Codes / Employee Level • Job Earnings Distribution Panel:

31. Budget Encumbrance Process - Part 2 • OUHSC Payroll Office: • Creates paysheets • Runs payroll calculations • Processes pre-confirmation funding (gross funding) • Generates paytape • Transfers payroll & funding to the state capitol • Runs queries & SQRs to identify potential problems • Confirms payroll • Runs queries & SQRs to identify potential problems • Processes paycheck distribution

32. Budget Encumbrance Process - Part 3 • OUHSC Payroll Office, continued: • Uses Actuals GL Interface to create HR journal lines • Processes Journal Generation, which groups journal lines with journal Ids • Runs OUEXPJRN, which creates version 7.02 journal lines for the General Ledger • Uses OUGRSLD to create rows in ou_begl_gross, which are used by the OUHSC statement of activity • OUHSC Information Technology: • Runs OUIMPJRNL on PeopleSoft Financials, which accepts and translates journal lines

33. Payroll Processing / Budget Encumbrance • Process Scheduler / Run Paycheck Distribution:

34. Payroll Processing / Budget Encumbrance • Paycheck Distribution Panels:

35. Payroll Processing / Budget Encumbrance • Actuals GL Interface:

36. Payroll Processing / Budget Encumbrance • Journal Generation:

37. Lessons Learned at OUHSC • Be Specific: • Document business needs & requirements • Require ownership by & participation of functional users • Test & Retest: • Explore all options • Posting encumbrances vs. posting actuals only • Communicate with PeopleSoft • Look for future enhancements • Suggest improvements for future releases • Training & Documentation

38. Contact Information: • Amy D. Teague • Information Systems Manager • Department of Human Resources • amy-teague@ouhsc.edu • Becky Southerland • Technical Team Lead • Department of Information Technology • becky-southerland@ouhsc.edu