PeopleSoft Financials 8.9 Basic Navigation

1. PeopleSoft Financials 8.9Basic Navigation Janice Chancey Controller’s Division jchancey@mcg.edu 706-721-3288 1 My name is Janice Chancey. I’m with the Controller’s Division. I am the Manager of Financial Information Systems and Reporting, Our job is to manage security for PeopleSoft Financials, help solve problems, training of users, and managing workflow for eProcurement Requisitions. This presentation is the Basic Navigation class for PeopleSoft Financials 8.9.My name is Janice Chancey. I’m with the Controller’s Division. I am the Manager of Financial Information Systems and Reporting, Our job is to manage security for PeopleSoft Financials, help solve problems, training of users, and managing workflow for eProcurement Requisitions. This presentation is the Basic Navigation class for PeopleSoft Financials 8.9.

2. General Overview Basic Navigation Online Training Agenda 2 In this class we will be looking at a General Overview of PeopleSoft Financials, Basic Navigation and Online Training that you can use.In this class we will be looking at a General Overview of PeopleSoft Financials, Basic Navigation and Online Training that you can use.

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4. eProcurement Requisitions – Learn how to enter ePro Requisitions into the system to purchase goods and services. PS Tools for Grants – Learn how to use the MCG Grant pages and reports to help you manage your Grant account. Financial Reports and Inquiries – Learn how to run Budget reports and inquiries to help manage your budget. Basic Query Training – Learn how to run a Public query and modify a query to save as your private query. PeopleSoft FinancialsTraining Classes 4 You can register for these classes on the HR Training website.You can register for these classes on the HR Training website.

5. You will not be automatically setup in PS Financials because you have attended the Basic Navigation class Your Supervisor must submit a PeopleSoft Financials 8.9 Security Form requesting your access The Security Form is available on the PeopleSoft website at: http://www.mcg.edu/peoplesoft/documents/pssecurityaccessform_v89.pdf Request for Login 5 Besides taking this Basic Navigation class, to gain access to PeopleSoft Financials, you need to also fill out a PeopleSoft Financials Security form. This form is located on the PeopleSoft Financials website. The easiest way to get to this website is to go to the www.mcg.edu webpage, and click on the ‘P’ at the bottom of the page in the A-Z index. Then under the ‘P’ list, click on PeopleSoft. This will take you to the PeopleSoft website. We put all documentation and resources regarding PeopleSoft Financials on this website. The security form is located under the left-hand side bar under Security Information and forms. If you have questions regarding whet boxes you should check, then please look at the link under the form, “Security Roles Documentation Document”. This will tell you what access each role gives you. Also, please use the link on the left-hand sidebar called “Training Presentations and Handouts”. This is where our training manuals are stored. You can print these manuals, or refer to them on the website.Besides taking this Basic Navigation class, to gain access to PeopleSoft Financials, you need to also fill out a PeopleSoft Financials Security form. This form is located on the PeopleSoft Financials website. The easiest way to get to this website is to go to the www.mcg.edu webpage, and click on the ‘P’ at the bottom of the page in the A-Z index. Then under the ‘P’ list, click on PeopleSoft. This will take you to the PeopleSoft website. We put all documentation and resources regarding PeopleSoft Financials on this website. The security form is located under the left-hand side bar under Security Information and forms. If you have questions regarding whet boxes you should check, then please look at the link under the form, “Security Roles Documentation Document”. This will tell you what access each role gives you. Also, please use the link on the left-hand sidebar called “Training Presentations and Handouts”. This is where our training manuals are stored. You can print these manuals, or refer to them on the website.

6. The PeopleSoft Financials V8.9 Icon to login is on the MyMCG home page. Your User ID and password for PeopleSoft V8.9 will be the same as your Novell NET ID and Password. When you change your GroupWise password, then your PeopleSoft password will change as well. Login Information 6 To login into PeopleSoft Financials 8.9, you need to navigate to the MyMCG webpage. You will see the PeopleSoft Financials icon on the right-hand side. You will login using your Novell NetID and password that you use to login to Novell and GroupWise. When you change your GroupWise password, then it will also change your PeopleSoft Financials password.To login into PeopleSoft Financials 8.9, you need to navigate to the MyMCG webpage. You will see the PeopleSoft Financials icon on the right-hand side. You will login using your Novell NetID and password that you use to login to Novell and GroupWise. When you change your GroupWise password, then it will also change your PeopleSoft Financials password.

7. In PeopleSoft Financials V8.9, you clear your cache by clearing your Internet Browser’s temporary files. The steps to do this in Internet Explorer are: Click on the Tools menu Click on Internet Options from the drop-down menu Click on the button to Delete Files Check the box in front of Delete all offline content Click OK How to Clear Your Cache? 7 If you are having problems seeing new menu items when a PeopleSoft Financials release has been applied or your security has been changed, then you may need to try clearing your cache. To do this, you clear your Internet temporary files and cookies in your web browser. This slide gives the instructions to clear the cache for Internet Explorer. Mozilla Firefox has a similar way to clear cache.If you are having problems seeing new menu items when a PeopleSoft Financials release has been applied or your security has been changed, then you may need to try clearing your cache. To do this, you clear your Internet temporary files and cookies in your web browser. This slide gives the instructions to clear the cache for Internet Explorer. Mozilla Firefox has a similar way to clear cache.

8. 8 PeopleSoft v8.9

9. 9 Universal Navigation Header When you first log into PeopleSoft Financials , you will see the Universal Navigation Header Bar at the top right-hand corner. This bar includes commands such as your Home (brings you back to this homepage; like when your first login) WorkList (if you have to approve eProcurement Requisitions) Add to Favorites (to add page to your My Favorites menu Sign-off (to logout of PeopleSoft Financials)When you first log into PeopleSoft Financials , you will see the Universal Navigation Header Bar at the top right-hand corner. This bar includes commands such as your Home (brings you back to this homepage; like when your first login) WorkList (if you have to approve eProcurement Requisitions) Add to Favorites (to add page to your My Favorites menu Sign-off (to logout of PeopleSoft Financials)

10. 10 Universal Navigation Header

11. Navigate to PeopleTools > Process Scheduler > Process Monitor Set a “Favorites” and name the favorite “Enter Vouchers”. Note: You can easily access them quickly in the future as needed. This is especially helpful when the navigation involves several steps. 11 Setting Favorites - Example We will now practice saving a page as a Favorite that you can navigate to using you’re My Favorites menu. The example that I like to use is the Process Monitor. You will be using Process Monitor to retrieve all of your printed reports, and to check on your processes and reports running to completion. To setup a Favorite, you need to navigate to the page that you want as a favorite, and then click on the Add to Favorites hyperlink on the Universal Navigation Menu . To navigate to Process Monitor, do the following: Click on PeopleTools (it is near the bottom of your menu) Click on Process Scheduler Click on Process Monitor Once you are at the Process monitor page, then click on the Add to Favorites link at the top right hand corner. You will be prompted to enter a name. In the training environment, enter today’s date and Process Monitor. To test your Favorite, Click on Home on the Universal Navigation Menu, and then click on My Favorites Menu option, and then the Process Monitor name that you just setup. Once you click on the Process Monitor name, your PeopleSoft Financials page will automatically go to the Process Monitor page. We will now practice saving a page as a Favorite that you can navigate to using you’re My Favorites menu. The example that I like to use is the Process Monitor. You will be using Process Monitor to retrieve all of your printed reports, and to check on your processes and reports running to completion. To setup a Favorite, you need to navigate to the page that you want as a favorite, and then click on the Add to Favorites hyperlink on the Universal Navigation Menu . To navigate to Process Monitor, do the following: Click on PeopleTools (it is near the bottom of your menu) Click on Process Scheduler Click on Process Monitor Once you are at the Process monitor page, then click on the Add to Favorites link at the top right hand corner. You will be prompted to enter a name. In the training environment, enter today’s date and Process Monitor. To test your Favorite, Click on Home on the Universal Navigation Menu, and then click on My Favorites Menu option, and then the Process Monitor name that you just setup. Once you click on the Process Monitor name, your PeopleSoft Financials page will automatically go to the Process Monitor page.

12. 12 Favorites and the Menu Pagelet Add your most used and visited business processes to “My Favorites.” Click “Add to Favorites” in the upper right of your browser window. This slide shows where the My Favorite menu option is located.This slide shows where the My Favorite menu option is located.

13. When you first go to a page for an Inquiry, you will be asked to “Add a New Value”. Once you have created a Value, then you can choose “Find an Existing Value”. This will load your search criteria that was saved previously. You can save multiple Values for different departments, projects or scenarios. New Inquiry or Run Control 13 A Run Control or New Inquiry is used to save criteria to run a report. You can name your Run Controls with lowercase or uppercase letters, but you need to not use spaces in the name. You can create different Run Controls for each report, and name them using a name that prompts you to remember the type of criteria that you saved in the Run Control page. Run Controls can be changed and re-saved with different criteria, but you cannot change their name or delete them.A Run Control or New Inquiry is used to save criteria to run a report. You can name your Run Controls with lowercase or uppercase letters, but you need to not use spaces in the name. You can create different Run Controls for each report, and name them using a name that prompts you to remember the type of criteria that you saved in the Run Control page. Run Controls can be changed and re-saved with different criteria, but you cannot change their name or delete them.

14. New Value or Run Control 14 When you are at a screen that looks like it, then you need to create a new Run Control for your report. Otherwise, if you have already created a Run Control, then you can click on tab Find and Existing Value and click on the Search button. This will list all available Run Controls. You do not want to use a Run Control that is setup for one report, for a different report. The example of creating a Run Control that is used in class is for the Budget Transaction Detail report. Please refer to the last page of the 3 R’s October /November 2009 newsletter. This newsletter gives step-by-step instructions for setting up the Budget Transaction Detail report Run Control. It can be found at the PeopleSoft Website and by clicking on the Newsletters left-hand sidebar menu on the website.When you are at a screen that looks like it, then you need to create a new Run Control for your report. Otherwise, if you have already created a Run Control, then you can click on tab Find and Existing Value and click on the Search button. This will list all available Run Controls. You do not want to use a Run Control that is setup for one report, for a different report. The example of creating a Run Control that is used in class is for the Budget Transaction Detail report. Please refer to the last page of the 3 R’s October /November 2009 newsletter. This newsletter gives step-by-step instructions for setting up the Budget Transaction Detail report Run Control. It can be found at the PeopleSoft Website and by clicking on the Newsletters left-hand sidebar menu on the website.

15. Sorting Search Results 15 At many of the Inquiry Screens, you will see lists of data on the screen. This slide shows that you can sort the data in ascending order by clicking once on the column header to sort by. If you click a second time, then it will sort the list in descending order. At many of the Inquiry Screens, you will see lists of data on the screen. This slide shows that you can sort the data in ascending order by clicking once on the column header to sort by. If you click a second time, then it will sort the list in descending order.

16. As the user drills down the menu folders and subfolders will appear on the right-hand side of the screen. Left-hand Navigation and Menu Folders and Subfolders 16 This slide shows that you will sometimes see the same menu options on the left-hand navigation menu or on the subfolders listing on the screen.This slide shows that you will sometimes see the same menu options on the left-hand navigation menu or on the subfolders listing on the screen.

17. Use the following to control returning to a page or going to another page Return to Search Button Cancel Button OK Button Links in the Pagelet Menu or Pages 17 Return to / Go to Another Page Always use the Return to Another Search, Cancel, Save, Run, or OK buttons to navigate between screens. You can also click on a new menu option on the left-hand navigation menu or the Home link under the Universal Navigation bar.Always use the Return to Another Search, Cancel, Save, Run, or OK buttons to navigate between screens. You can also click on a new menu option on the left-hand navigation menu or the Home link under the Universal Navigation bar.

18. 18 - DO NOT USE - Browser Back Button You want to train yourself not to click on the Back button to go to a different page. This button is not a part of PeopleSoft Financials but controls the Internet Browser that you use. Therefore, you can sometimes get by with one click of the Back button, but if you use it too much, then PeopleSoft Financials will give you an error and you might lose data that you have entered. You want to train yourself not to click on the Back button to go to a different page. This button is not a part of PeopleSoft Financials but controls the Internet Browser that you use. Therefore, you can sometimes get by with one click of the Back button, but if you use it too much, then PeopleSoft Financials will give you an error and you might lose data that you have entered.

19. 19 Expand/Collapse Menu Pagelet If you need to see more of the data on a screen, you can collapse the menu by clicking on the negative sign at the top corner of the menu.If you need to see more of the data on a screen, you can collapse the menu by clicking on the negative sign at the top corner of the menu.

20. 20 Expand/Collapse Menu Pagelet To get the left-hand navigation menu back in view, you can click on the Expand menu pagelet. NOTE: ANYWHERE in PS Financials that you see a sideways triangle it is an expand button. If you click on it, you will see more data when you click on it. This is important when you do eProcurement requisitions. When you Review & Submit, you will see a sideways triangle by each line. If you expand them, you will see all the information regarding the line you are ordering.To get the left-hand navigation menu back in view, you can click on the Expand menu pagelet. NOTE: ANYWHERE in PS Financials that you see a sideways triangle it is an expand button. If you click on it, you will see more data when you click on it. This is important when you do eProcurement requisitions. When you Review & Submit, you will see a sideways triangle by each line. If you expand them, you will see all the information regarding the line you are ordering.

21. 21 Grid Data to Excel Anywhere in the system that you see the Grid Data to Excel icon, you may export the table you are viewing to Microsoft Excel. When you are displaying data after doing inquiries in PeopleSoft Financials, you will notice an icon called Grid Data To Excel on the inquiry menu bar. If you click on this button, then the data that is displayed on the screen will be downloaded into MS Excel.When you are displaying data after doing inquiries in PeopleSoft Financials, you will notice an icon called Grid Data To Excel on the inquiry menu bar. If you click on this button, then the data that is displayed on the screen will be downloaded into MS Excel.

22. You may add multiple rows by clicking the plus symbol located to the right of the grid data. You may delete rows by clicking the minus symbol located next to the plus symbol. Insert Rows and Delete Rows 22 When need to add or delete lines on a requisition, for example, CFC lines, then you can click on the ‘+’ and ‘-’ buttons to Add or Delete.When need to add or delete lines on a requisition, for example, CFC lines, then you can click on the ‘+’ and ‘-’ buttons to Add or Delete.

23. Running a Crystal Report VS Running a SQR Report 23 Running Reports

24. Crystal Reports must be run under the PSNT server. SQR Reports and All Other Processes must be run under the PSUNX server. 24 Report Manager When you run a report in PeopleSoft Financials, you will need to choose what server to run the report process on. To do this at the Process Scheduler screen, choose PSNT server for Crystal Reports. If the report is a SQR report or anything else, then choose the PSUNX server. Never choose the PSUNXB server. All documentation that is on the PeopleSoft website includes what server to choose for each report.When you run a report in PeopleSoft Financials, you will need to choose what server to run the report process on. To do this at the Process Scheduler screen, choose PSNT server for Crystal Reports. If the report is a SQR report or anything else, then choose the PSUNX server. Never choose the PSUNXB server. All documentation that is on the PeopleSoft website includes what server to choose for each report.

25. User Productivity Kit (UPK) – Online Training 25

26. UPK Player (Online Training) There are 3 training methods in UPK to train on a Business Process: (See It! Mode) – Simulation of a task (Try It! Mode) – Practice the task User Productivity Kit is a software package that we use to give users the ability to access online training. There are two different training methods that we use. The first is the See It! Mode. In this mode, you watch the mouse cursor move on the screen to perform a lesson. In the Try It! Mode, you have to follow the prompts given on screen and move the mouse cursor while learning the lesson.User Productivity Kit is a software package that we use to give users the ability to access online training. There are two different training methods that we use. The first is the See It! Mode. In this mode, you watch the mouse cursor move on the screen to perform a lesson. In the Try It! Mode, you have to follow the prompts given on screen and move the mouse cursor while learning the lesson.

27. UPK Player (Online Training) 27 When you are at the main UPK screen, you have to drill-down from a module, lesson and a topic. Click on the ‘+’ sign in front of the Module, then the ‘+’ sign in front of the lesson, and then click on the topic to highlight. Once highlighted, you can click on the See It! or Try It! Modes , and then the online training will start.When you are at the main UPK screen, you have to drill-down from a module, lesson and a topic. Click on the ‘+’ sign in front of the Module, then the ‘+’ sign in front of the lesson, and then click on the topic to highlight. Once highlighted, you can click on the See It! or Try It! Modes , and then the online training will start.

28. McStrategies is used to deliver UPK player topics to users. The topics that will be assigned to the users will be based on their security roles that their department has requested. UPK Delivery to Users 28 To give deliver the online training to campus, we are currently using McStrategies. This is the same program that you use to do your annual required training. PeopleSoft Financials UPK training is not required; it is optional. You will not be penalized for not taking it. To get to the McStrategies login, you can either access it from the MyMCG webpage on the right-hand sidebar, or you can go to the PeopleSoft Financials website, and click on the left-hand sidebar for UPK online training. The login for McStrategies, is your Net ID; however, the password is NOT synced with your NetID password. The default password is ‘Hello’, and then you can change you password.To give deliver the online training to campus, we are currently using McStrategies. This is the same program that you use to do your annual required training. PeopleSoft Financials UPK training is not required; it is optional. You will not be penalized for not taking it. To get to the McStrategies login, you can either access it from the MyMCG webpage on the right-hand sidebar, or you can go to the PeopleSoft Financials website, and click on the left-hand sidebar for UPK online training. The login for McStrategies, is your Net ID; however, the password is NOT synced with your NetID password. The default password is ‘Hello’, and then you can change you password.

29. PeopleSoft Financials V8.9 Upgrade website contains the following resources: Training Documentation Bi-monthly Newsletters UPK Online Training Link Query Documentation Security Forms and Documentation The URL is: http://www.mcg.edu/peoplesoft/peoplesoft_v89.htm PeopleSoft V8.9 Project Resources 29 Please remember all of the resources that are available on the PeopleSoft Financials website. Please remember all of the resources that are available on the PeopleSoft Financials website.

30. 30 Questions Please let me know if you have any questions. You can reach me at: Email: jchancey@mcg.edu Phone: 706-721-3288 Address: Controller’s Division, HS-B221 Please let me know if you have any questions. You can reach me at: Email: jchancey@mcg.edu Phone: 706-721-3288 Address: Controller’s Division, HS-B221