Functional and Technical Specification for Customization
Customer Requirement Document
Mod. Tracking #: 5
Design # – Change PAYGL02
Initial Specification Approval
Customer Requirement Document
Prepared:
Amie Salamido
Prepared By:
Peralta Technical Lead Approval:
Initial:
Date Prepared:
Initial:
Date Reviewed:
Initial:
Date Reviewed:
Initial:
Date Reviewed:
Initial:
Date Approved:
Initial:
Date Approved:
Minh Lam
Reviewed By:
Peralta Functional Lead
2008-07-10
David Betts
Approval:
Michelle Lenh
Reviewed By:
Peralta User Approval:
Yvonne Dorrough
Reviewed By:
Peralta Sponsor Approval:
Thomas Smith
Approved By:
CIBER Project Manager Approval:
TBD
Approved By:
Completed Modification Acceptance
Customer Requirement Document
Prepared:
Amie Salamido
Prepared By:
Peralta Technical Lead Approval:
Approval:
Date Prepared:
Initial:
Date Reviewed:
Initial:
Date Reviewed:
Initial:
Date Reviewed:
Initial:
Date Approved:
Initial:
Date Approved:
Minh Lam
Reviewed By:
Peralta Functional Lead
Initial:
David Betts
Michelle Lenh
Reviewed By:
Peralta User Approval:
Yvonne Dorrough
Reviewed By:
Peralta Sponsor Approval:
Thomas Smith
Approved By:
CIBER Project Manager Approval:
TBD
Approved By:
Document Control
Change Record
Date
Author
Version
Change Reference
2008-07-10
Amie Salamido
1.0
n/a
2008-08-18
Amie Salamido
1.1
Add chartfield 1,2 and 3
descriptions. Add reference to
accounting code to clarify use of
‘budget code’
Reviewers
Sign-Off
Date
Reviewer Name
Copy No.
Name
Position
Sign-Off
Distribution
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Functional Specifications
Detailed Business Requirements
The program PAYGL02 (Commitment Accounting Actuals) is run to create entries in the
HR_ACCTG_LINE table for the data from a given pay run. The PAYGL02 Job also transfers the
entries from the table HR_ACCTG_LINE in HCM to the same table in FS. Following the successful
completion of PAYGL02, the IT department runs a manual SQL update to change data in the
HR_ACCTG_LINE table in FS. Update should be done within the PAYGL02 program. This will
automate the update, eliminating the risks associated with a manual process (omission and user
error) and also ensure that data in the HR_ACCTG_LINE table is consistent in both the source and
target systems.
As delivered, the program PAYGL02 relieves encumbrances when processing actuals. At Peralta,
the Fiscal Year Encumbrances process (with an advancing date) will be used rather than the Nightly
Encumbrances process as the former is more accurate. When using the functionality in this way,
PAYGL02 must not relieve encumbrances. The program must be changed to remove this
functionality and a solution must be developed to relieve the encumbrances remaining at the end of
the fiscal year.
The update that should occur in the database is:
UPDATE PS_HR_ACCTG_LINE
SET CHARTFIELD1 (location)='1',
FUND_CODE='01',
DEPTID='420',
PROGRAM_CODE='1',
CHARTFIELD3 (Activity Suffix)='672800',
PROJECT_ID='0000',
CHARTFIELD2 (Acct Line)='00'
WHERE ACCOUNT IN ('9110','9135') OR ACCOUNT LIKE '953%'
Effect of update: For entries in the following accounts, other
chartfields will be updated with the values below.
9110
9135
9530
9531
9532
9533
9534
9535
9536
9537
9538
–
-
Payroll Netpay
Net Pay Direct Deposit
Federal WithHolding Tax FWT
State WithHolding Tax SWT
FICA OASDI (ee) FOE
Employee PERS
Employee STRS
Payroll Deduction DED
FICA Medical (ee) FME
Employee-Apple
Employee-STRS-CB
Update
Update
Update
Update
Update
Update
Update
Location to '1'
Fund to '01'
Department to '420'
Program Code to '1'
Activity Suffix to '672800'
Project to '0000'
Accounting Line to '00'
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Business Justification
As delivered, liabilities have the same accounting distribution as the expense with the exception of
the ACCOUNT value which comes from the department offset group. Business rules at Peralta
require liability transactions to be coded to certain budget (accounting) codes where the accounting
distribution differs from the expense distribution for several chartfields.
Using the Fiscal Year Encumbrances process more accurately adjusts diminishing encumbrances as
the year advances.
Risks
If values to be updated are hardcoded in the program and any future changes to the rules of the
update will require a modification to the program. Customization of SQR programs requires
maintenance when upgrading.
Alternative Work Around (Not requiring customization)
Continue current process of IT performing a manual update in FS after PAYGL02 is run
Disadvantages of the Alternative Work Around
If entries are changed only in FS, the HR_ACCTG_LINE table is out of sync. If update is a manual process,
it could be forgotten.
Stakeholders
Stakeholders are individuals or groups with an interest in the project that are not users of the project
deliverables. List and describe the stakeholders along with their responsibilities as they relate to this
project.
Name
Description
Responsibilities



Users Note (2008-08-18): user list will be determined later in the project
(November).
Briefly describe the users, including their responsibilities to the project, their affiliation, and how they will
use the software. When possible, refer to roles rather than individual names. If necessary, use real names.
Name
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Description
Responsibilities/Interests


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Assumptions
Parameters for update remain constant.
Who will be using this modification
Payroll/finance functional users
Process Flows/Frequencies
PAYGL02 is run once for each RunID in payroll processing
What are the inputs and outputs of the modification in terms of
business processing
Actuals distribution process (PSPPFUND) must be run for the RunID prior to running PAYGL02.
Capabilities
Capabilities statements describe functionality of the software including reports and interfaces with
other systems. They are extracted from users stories. If a capability describes a report or interface,
place an X in the appropriate box. The modification will be tested against these capabilities during
acceptance testing.
No.
Capability
Report Interface
Security
n/a
Dependencies
n/a
Acceptance Criteria
After running PAYGL02, queries on HR_ACCTG_LINE in HR and FS show that the liability
entries are distributed to the proper account.
Glossary
Include any terms or acronyms unique to this project, the district, or the department.
Term
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Definition
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Technical Estimates
Approach
Modify PeopleSoft GL Interface process PAYGL02.SQR to send designated chartfields in the credit
accounting lines and to turn off encumbrance relief.
Process will be changed as follows:
 Comment out code that calls encumb relief in procedures INTERNAL-BUDGET-UPDATE
and CHECK-ACTUALS-ACCT-CD
*
 Added code to procedure WRITE-ACCOUNTING-LINE to call new procedure EVALUATELIABILITY-ACCOUNT, which will evaluate the account and assign new values to other
chartfield as appropriate.
This modification will be done to the PeopleSoft SQR, which will not be renamed due to other
processes (primarily the message to finance) that depend on the process name. The modified SQR
will be placed in the user sqr directory and will run from the PeopleSoft run control component and
process definition.
Estimates
Estimated time: 80 hours
 Modify PAYGL02.SQR

Hours Estimate
8 hours
24 hours
40 hours
80 hours
est’d hours = ###
Risks
When new versions of PAYGL02.SQR are delivered, modification will have to be applied
Risk Mitigation
Modified code is clearly marked and can be easily added to any new version as long as no
significant changes to SQR structure.
Assumptions
This approach assumes that the SQR will not be renamed. There are other processes that depend on
this SQR being named 'PAYGL02'.
Constraints
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Impacted Objects
Impact Type (New,
Modify, or Delete)
Object Type
(Record, View, Page,
PeopleCode, etc)
Obect Name
Comment
N/A
DATE
SUBMITTED:
Date Required
By:
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Technical Specifications
Modified Online Objects:
Project Name
Project Information
Comment:
Name: N/A
Portal Registry Structure
Portal Registry Structure Definition
Type (Folder or Content):
Name: N/A
Label:
Sequence:
Product:
Parent Folder:
Object Owner ID:
Long Description:
*Menu:
*Component:
Permission Lists:
* For Content Reference portal registry structures only
Menu
Menu Group
Modify
New
Menu
Bar
Component
N/A
Component
Component
New Modify
N/A
Search Record
Add Search Record
Actions Allowed (Add,
Update/Display, etc.)
Pages
Page:
Record
New
Modify
Field Name
Component:
Type
Display
Only
Invisi
ble
Disp
Cntrl
Rel
Disp
Lvl
N/A
Component/Page Security
Component
New Modify
N/A
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Page
Permission List
Display
Only (Y/N)
Actions (Add, Upd,
Upd/Disp, Corr)
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Records
Record:
New
Field Name
Modify
Key
Dir
Req
Src
Key
Alt
Src
List
Box
Default Value
Table Edits
N/A
Indexes
Record:
Field Name
N/A
Index:
Column Position
Unique (Y or N):
A/D
Fields
Field Name
New Modify
N/A
Type
Len
Value
Active
Long Name
Short Name
Translate Values
Translate Values
Field Name
New Modify
N/A
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Eff Date
Long Name
Short Name
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Queries
Query Name:
Query Type:
Records
Record Name
New
Alias
Fields
Col Record.Fieldname
Criteria
Logical
Description:
Owner:
Modify N/A
Format
Expression 1
Order
By Num
Condition
Type
Agg
Heading Text
Expression 2
SQL
*Paste Screenshot of Query Preview below
HTML
HTML:
Record
N/A
New
Modify
Field Name
Message Catalog
Message Set
Number
New
Modify
Message
Number
Severity
Message Text
N/A
*Paste Screenshot of new or modified message below.
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PeopleCode
Type (Record, Page,
etc)
New Modify
Object Name
(Record.Field, Page,
etc)
Event
Processing Description
N/A
Application Engine
Program
New
Modify
Section
Step
Action (Do When, Do While, Do
Select, Do Until, PeopleCode,
SQL, Call Section, or Log
Message)
Definition
Qualifier
Definition Delimiter
N/A
File Layout Definition
File Layout
File Layout
Format
N/A
Default File Name:
File Record/Segment ID
Name
Seq No
Max
Rec
Length
File
Record
ID
ID
Length
Field
Lengt
h
Start
Positio
n
Field
Qualifier
Field
Inheritance
(REC.FIEL
D)
File Record/Segment ID
Name
Seq No
Max
Rec
Length
File
Record
ID
ID
Length
Field Name
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Default
Qualifie
r
Field
Delimiter
Default Value
Default
Qualifie
r
Field
Delimiter
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Field Name
Field
Len
Start
Positio
n
Field
Qualifier
Field
Inheritance
(REC.FIEL
D)
Default Value
Process Definition
Process Name:
New
Modify N/A
Process Definition
Process Type:
Description:
Priority:
API Aware:
Long Description:
Process Definition Options
Recurrence Name:
Server Name:
Component
Process Groups
Job Definition
Job Name:
New
Modify N/A
Job Definition
Run Mode:
Description:
Seq
Priority:
Process Type
Server Name:
Component
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Process List
Process Name
Run Always
Job Definition Options
Recurrence Name:
Process Groups
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Images (Paste New or Modified Images Below)
Page (Before Modification)
N/A
Page Print 1
N/A
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Page (After Modification)
N/A
Page Print 2
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Batch Objects
Programs
Program Name:
New
Modified PAYGL02.SQR
Subprograms:
New
Modified
Records include:
Usage Type: (Read/Write/Delete)
Suggested Unit Testing Approach
Run payroll and distribute, then run GL interface and query accounting lines.
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