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Welcome!

Welcome!. Please pick up a materials packet and take a seat. Special Thanks …. Project Director Wayne Veres Marsha Singer – Project Coordinator Project Manager Dan Zorn Functional Leads Carla Charlow – Accounts Payable Alice Chary – General Ledger Pat Finstad – Purchasing

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Welcome!

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  1. Welcome! Please pick up a materials packet and take a seat.

  2. SpecialThanks …

  3. Project Director Wayne Veres Marsha Singer – Project Coordinator Project Manager Dan Zorn Functional Leads Carla Charlow – Accounts Payable Alice Chary – General Ledger Pat Finstad – Purchasing Mary Hinchman – Budget Liz Rojas – LCD Sue Gary – LCD Technical Leads Becky Hunt Chris Lambert Margo Lopez Diane Petersen Michael Yee Dennis Espineli Consultants Elaine Kist Steve O’Donnell Trainer Candie Halstead CMS Finance Team Members

  4. Purpose of this Presentation • What will change? • What changes will affect you? • What will we do to help you make the change? • What do we want you to do?

  5. Why the Change?Modernizing our Information Infrastructure • All 23 campuses of the California State University are participating in a systems enhancement to implement one enterprise resource planning system. • Standardization in CSU System-wide reporting • Web based database allowing flexibility

  6. Finance New Financial Structure New Forms Status as of July 1, 2004 Accessing Your Data Training Help Desk Web Site Looking to the Future Questions and Answers Today’s Topics

  7. Finance New Financial Structure New Forms Status as of July 1, 2004 Accessing Your Data Training Help Desk Web Site Looking to the Future Questions and Answers Today’s Topics

  8. What’s New in Finance? • Reporting flexibility • Moving toward online processes • New terminology • New forms

  9. New Financial Structure WHO WHAT WHERE WHY PeopleSoft answers these questions with ChartFields

  10. New Financial Structure • WHO is the department • WHAT is the revenue/expenditure • WHERE is the funding • WHY is the activity

  11. What are the ChartFields?

  12. ChartFields • Fund • Identifies the funding source (Where) • Contains five numeric digits • Trial Balance is at Fund level • Is a required ChartField in a financial transaction

  13. ChartFields • Fund (cont’d)

  14. ChartFields • Account • Identifies the revenue/expenditure type (What) • Contains six numeric characters • Is a required ChartField in a financial transaction

  15. ChartFields • Account (cont’d)

  16. ChartFields • DeptID • Identifies the department being charged (Who) • Is shared with Human Resources • Contains four numeric characters • Is a required ChartField in a financial transaction (revenues & expenses only)

  17. ChartFields • DeptID (cont’d)

  18. ChartFields • Class • Identifies the category of activity (Why) • Further classifies department’s revenues/ expenditures • Contains five numeric digits • Is an optional ChartField in a financial transaction

  19. ChartFields • Class (cont’d)

  20. ChartFields • Program • Contains three numeric characters • Identifies campus-wide activities • Is not a required ChartField in a financial transaction

  21. ChartFields • Program (cont’d)

  22. ChartFields • Project • New Flexibility • Identifies a set of activities that span over multiple years. • Six numeric digits • Optional ChartField in a financial transaction • Primarily used with Capital Planning and Grant Management

  23. ChartFields • Project (cont’d)

  24. PeopleSoft ChartField String Purchased Supplies & Services – Library – charged to the following: Where What Who Why

  25. How Banner Relates to PeopleSoft Banner Fund PS Fund Banner Account PS Account Banner Org PS DeptID PS Class PS Program PS Project Banner Program

  26. Conversion MappingBanner to PeopleSoft Purchased Supplies & Services – Library – charged to the following:

  27. New Chargeback Code • Relates back to ChartField string • Is six numeric digits in length (with first four being the department number) • Uses same code for all Chargebacks • Account number defaults from Chargeback type • User defines charge to: Fund/Department/Class/Program/Project

  28. UPS Mail Serv/Post/Fedex Central Stores Copy Services University Copier Telephone University Vehicle Use Work Orders Campus Moves IITS Computer Hardware IITS Technology IITS Software Office Depot (NEW) New Chargeback Owners

  29. New Chargeback Codes

  30. Requesting New ChartFields and Chargeback Codes • When will you need new codes? • Department reorganization • New project or grant • To track activities or events

  31. Finance New Financial Structure New Forms Status as of July 1, 2004 Accessing Your Data Training Help Desk Web Site Looking to the Future Questions and Answers Today’s Topics

  32. New Financial Forms • Designation of Fiscal Authority & Responsibility • Chartfield Request Form • Procurement Card • Direct Pay • Approve for Payment Stamp • Travel Advance • Travel Claim • Personnel Action Notice (PAN) • (ATF) • Expenditure Transfer • Requisition for Goods and Services • Budget Transfer

  33. Designation of Fiscal Authority & Responsibility • By Department ID (DeptID) • Managers can delegate authority to request, process, and approve expenditure documents • Requisitions no longer require a manual signature once the delegation is on file

  34. Designation of Fiscal Authority & Responsibility Form • DESIGNATION OF FISCAL AUTHORITY & RESPONSIBILITY • PEOPLESOFT DEPARTMENT IDs:____________________________________________________ • ___________________________ is authorized to submit either electronically or manually, transactions and documents associated with the following fiscal activity: • Purchase of goods and services (Including Requisitions, Direct Pays and Contracts) • ______Travel Authorizations • Approval of invoices for payment (Including Travel Expenses) • ______Budget Transfers • ______Expenditure Transfers • The person named above is designated to act on behalf of the department for fiscal expenditure and budget activity and is herby authorized to submit documents associated with such activity. As per the Account Management Responsibility Policy the account manager retains the responsibility for all activity appearing in the University’s financial record for their accounts. • Approving Authority: _________________________ ___________________________________ Signature Printed Name Title • _______________ • Date • I confirm that any expenditure activity authorized under this designation will conform to California State University, San Marcos and CSU Trustee policy and sound fiscal and budgetary practices. I will provide a detailed report of all financial transactions initiated by me for each account to the Account Manager for review and approval at least monthly. By signing this form, I understand that this expenditure authorization may be rescinded at any time, without notice, at the discretion of management. • Acceptance of Authority: _______________________________ _______________________ • Signature Printed Name • ______________ _______________________ • Date Login Id • _____________________________________________________________________________ • Database Updated: _______________________ ___________________ ___________ • Signature Print Name Date:

  35. Chartfield Request Form Please refer to your packet for full view of form …

  36. Procard Form Please refer to your packet for full view of form …

  37. Direct Pay Form Please refer to your packet for full view of form …

  38. Invoice Approval Stamp

  39. Travel Advance Form Please refer to your packet for full view of form …

  40. Travel Claim Form Please refer to your packet for full view of form …

  41. Personnel Action Notice (PAN) Please refer to your packet for full view of form …

  42. (ATF) Please refer to your packet for full view of form …

  43. Expenditure Transfer Form

  44. On-line Transactions • Requisitions for Goods & Services • Budget Transfers No Form Required

  45. Finance New Financial Structure New Forms Status as of July 1, 2004 Accessing Your Data Training Help Desk Web Site Looking to the Future Questions and Answers Today’s Topics

  46. Data Available on July 1, 2004 • ChartField string balances as of June 30, 2004, loaded into PeopleSoft • Multi-Year Project Information - actuals and budgets as of FY 02-03 • New Fiscal Year Budget for 2004-05 • Open contracts and purchase orders will be loaded manually into the new PeopleSoft system. • Transaction details and all other financial history retained in Banner financial system

  47. Finance New Financial Structure New Forms Status as of July 1, 2004 Accessing Your Data Training Help Desk Web Site Looking to the Future Questions and Answers Today’s Topics

  48. Accessing Your Data • Electronic viewing of your department’s financial activity at a summarized level • Viewing the status of specific transactions • nVision Reporting Tool (Excel based) • Departmental Statements • Sort by Department/Fund/Account • Access to transaction level detail at multiple levels (Drill Down)

  49. nVision Report – Department by Fund by Account

  50. nVision Report – PO Drill-down Examples of Drill Downs

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