PeopleSoft Financials 8.4 Readiness Training

1. PeopleSoft Financials 8.4Readiness Training

2. Objectives understanding • 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

3. Why change UD financial system?30-year-old system, revised accounting practices

4. Why change UD financial system?30-year-old system, revised accounting practices Why now?design improved over initial releases

5. 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

6. 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

7. 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 How will we prepare for it?tier training with Web support: www.udel.edu/UDFS/info

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

9. 2003 2004 2005 July July July PHASE II Contracts & Grants Module Proposal Processing, Grant Reports Projects Module Facilities Accounts Receivable Module Cash Transmittals Billing Module Invoices PHASE III (tentative) Budget Module Asset Management Module PHASE I General Ledger (GL) Module Includes Labor Allocation Module for salary distributions Accounts Payable (AP) Module Purchase Order (PO) Module

10. PHASE I 7/1/03 Use new PeopleSoft Processes for: Journal Vouchers (JVs) Purchase Requisitions Request for Check Cash Advances Business Expense Reports (BERs) Purchasing Card Reconciliations Reporting

11. PHASE I 7/1/03 Use legacy(old) Chart of Accounts for: Cash Transmittals Miscellaneous Billing Invoices Grants Management System (GMS)

12. Basic Elements & General Navigation

13. Security based on your login

14. } } Specialized functions Navigation bar

15. Drop-down menu

16. My Personalizations

17. Drop list Explain

21. Click to hide or reveal the menu bar Create new working windows – several may be open at one time.

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

23. HELP: PeopleBooks HELP !!

25. Print

26. Data Entry example • 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

27. Data Entry other • 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

28. Reporting old v. new • 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

29. Reporting examples • Predefined: written and ready-to-use • similar to GA-PRD views • Ad-hoc: written by you • query tool

30. Criteria

31. Download to Excel

32. Trees access • Key aspect of PeopleSoft • Hierarchical representation of data • PeopleSoft bases security on trees

34. New Structure, New Language Chart of Accounts

35. Current UD Account Code

36. PeopleSoft UD Legacy Chartfield Comparison Account Object Code current UD account code

37. PeopleSoft Chartfields • PSACCT • Corresponds to 3 digit object code • Classifies transactions as expenditure, revenue, asset, liability, or equity • 6 alphanumeric characters

38. PeopleSoft UD Legacy Chartfield Comparison Account Object Code Class Line Number current UD account code

39. PeopleSoft Chartfields • CLASS • Corresponds to UD 3 digit salary line # • A budget line associated with a position within the University • 3 alpha or numeric characters

40. PeopleSoft UD Legacy Chartfield Comparison Account Object Code Class Line Number Purpose 11 Digit Account current UD account code

41. PeopleSoft Chartfields • 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

42. PeopleSoft Chartfields • OTHER PeopleSoft CHARTFIELDS • Fund • Program • Project • Source • DeptID • User Defined Chartfield

43. Chartfield Road Map

44. CONVERSION DATA Legacy Account Code PeopleSoft PURPOSE Chartfield

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

46. SPEEDTYPES auto fill-in • Enter Speedtype (ex: “CHEM11”) into Speedtype field and the following chartfields are filled in: • Purpose • Fund • Program • Project • Source • DeptID

47. CHEM17S 141000 OPBAL INST2 BLANK 70000000 02522 Purpose & Speedtype Account Fund Program Project Source Dept Id Chartfield Mapping Chemistry Supplemental Funds 1-7-09-2522-50-410

48. Data Transition • 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

49. Supplemental Information continuing Visit http://www.udel.edu/UDFS/info for supplemental, updated information and helpful links

50. Where are we ??