PS Overview Course - Pilot 2

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Introduction to PeopleSoft
PeopleSoft Training v4.0
2010
1
Course Objectives
The main objective of this course is to
provide a basic introduction and overview
of the PeopleSoft System as implemented
by UMBC.
2
AGENDA





What is PeopleSoft?
How do I gain access to PeopleSoft?
What is the Finance Database?
What is the Campus Solutions Database?
What learning resources are available to
help me?
3
Module 1:
What is PeopleSoft?
 A relational database application, which
provides enterprise-wide business
solutions
 Finance
 Human Resources
 Student Administration
4
What are the first steps?
 Ensure department’s payroll unit has
obtained your employee ID# (10 digits)
 Approval of your immediate Manager
 Use your Employee Identification

Number to obtain a UMBC Login ID,
and Password.
Determine what access level you will
need to perform your job specific
PeopleSoft responsibilities (supervisor)
5
How do I gain access to
PeopleSoft?
Finance
Security Access
Forms
RT Ticket
X
Human
Student
Resources Administration
X
X
6
User Security Rights for
Accessing Databases
 No Access
 View Only Access
 Edit Access
7
The Peoplesoft website
8
Where can I locate the
Security Forms?
9
Why would I complete
a Security Access Form?
•
•
New hire
Roles/job change:
–
–
–
remove access to areas you no longer need access
gain access to areas of PeopleSoft you need for
your new role
change the department(s) you have access to view
in PeopleSoft
10
Finance Security Access Form
11
HR Security Access Form
12
Student Administration
Security Process
At this time, there is no form.
1)
2)
3)
4)
Open RT Ticket
Indicate what module or access you need
Route the ticket to Student Administration
Student Administration will assign ticket to
appropriate departments
13
How to register for training
The I Will
Attend button is
located here.
14
PeopleSoft Features
• Single system of record entry and reporting
capabilities for all financial transactions across
all UMBC units.
• End-users initiate transactions and data into the
system once and make it accessible for multiple
purposes. (Finance, Human Resources,
Reports)
• Processing and tracking of transaction status is
available online
15
PeopleSoft Features
• Transaction approvals have been simplified.
(Pcards, Purchase Orders, etc.)
• Some transactions can be approved and
submitted online, while meeting internal
controls.
• The number of signatures required for normal
business processes has been reduced, while
keeping in line with State policies.
16
PeopleSoft Databases
Data is shared
between
HR and Finance
PeopleSoft
Finance
“Campus Solutions
HR / Student
Administration
Financial Retriever
is updated from
PeopleSoft Finance
nightly
PeopleSoft Financial
Retriever and
Reports
17
Finance Modules
 General Ledger
 Review Journal Entry transactions
 Generate various General Ledger summary or
detail reports
 Accounts Payable




Review voucher data
Journal drill down
Purchase Order Inquiry
Review payment information for a vendor
 Billing
 Review billing information by journal ID
 View invoices to other parties
 Off-campus billing
18
Finance Modules
 Purchasing
 Requisitions
 Purchase Orders
 Receiving
 Procurement cards (Pcards)
 Review Pcard charges
 Allocate Pcard charges
 Approve Pcard charges
19
Finance Modules
 Projects
 Project activity, collect and analyze non-financial
project information
 Grants
 Enter Grant Proposal
 View Grant award profile and project data
 Generate reports
 Effort Reporting
 Review and approve effort reports for grants
 Generate effort reports on Grants
20
Available in PeopleSoft Finance:







Generate budget reports
Request Requisitions
Manage Requisitions
Manage Purchase Orders
View Pcard charges
Allocate Pcard charges
Reconcile your
department activities
 Enter Grant proposals
 Generate Grant reports
 Approve Grant Effort
Reports
 Research activity
 View original transactions
online
21
PeopleSoft Databases
Data is shared
between
HR and Finance
PeopleSoft
Finance
“Campus Solutions
HR / Student
Administration
Financial Retriever
is updated from
PeopleSoft Finance
nightly
PeopleSoft Financial
Retriever and
Reports
22
PeopleSoft Retriever
 A UMBC specific database designed to be used
specifically for generating reports
 Comparable reports from PeopleSoft Finance,
but dedicated database for efficiency
 Retriever may be replaced by REX / iStrategy by
FY12
23
PeopleSoft Databases
Data is shared
between
HR and Finance
PeopleSoft
Finance
“Campus Solutions
HR / Student
Administration
Financial Retriever
is updated from
PeopleSoft Finance
nightly
PeopleSoft Financial
Retriever and
Reports
24
HR Modules
• Time and Attendance
– Print Employee Timesheets
– Enter Employee Time and Leave Taken
– Review Leave balances for faculty and staff
• Payroll
– Processing departmental payroll
– Paycheck Generation
– Payroll Reporting (bi-weekly paycheck data and
departmental payroll charges)
– Visa and Tax Treaty tracking
25
HR Modules
• HRMS
– Position Management (establishing and modifying
position data)
– Processing New Hires
– Processing Changes to employee personal and job
data
• Base Benefits
– Track and view employee benefit plan information
(health, retirement, etc.)
– View leave accruals for faculty and staff
– View levels of coverage and deduction information
26
HR portion of Campus Solutions
• Maintaining employee personal, personnel and
payroll information for electronic transmission to
the State Payroll Office to generate pay for
employees;
• Eliminating manual efforts relating to the
calculation of payroll, leave, etc. by departmental
staff;
• On-line tracking of HR transactions and
elimination of many hard-copy documents;
• Integrating/sharing payroll and job data with the
PeopleSoft Finance Database
27
PeopleSoft Databases
Data is shared
between
HR and Finance
PeopleSoft
Finance
“Campus Solutions
HR / Student
Administration
Financial Retriever
is updated from
PeopleSoft Finance
nightly
PeopleSoft Financial
Retriever and
Reports
28
Student Administration
•
•
•
•
•
•
Recruitment
Admissions
Student Records
Financial Aid
Student Billing
Academic Advisement (Degree Audit)
29
Faculty Self Service
•
•
•
•
•
•
Teaching Schedule
Class Permissions
Advising Authorizations
Online Grading
Student Reports
Advising Notes and History
30
Student Self-Service
•
•
•
•
•
•
Register for Classes
Drop a Class
Swap a Class
View Class Schedule
View Student Reports
View Grades
31
PeopleSoft Databases
PeopleSoft
Finance
“Campus Solutions
HR / Student
Administration
PeopleSoft Financial
Retriever and
Reports
32
How the HR and Finance
Databases Share Information
A new Chartstring is entered into the PeopleSoft
Finance database, and a Program is run, which
automatically moves the Chartstring to PeopleSoft
HR where an Combination Code is generated.
Human
Resources
Finance
Chartstring
The new Combination Code is
transmitted back to the Finance
Database for the posting of HR
transaction data to the General
Ledger.
Combination Codes
=
Chartstring
=
Combination
Code
Funding Source
33
PeopleSoft Terms
Chartfield:
An informational field that aids in
segregating and categorizing
transactions and budgets in PeopleSoft
34
PeopleSoft Terms
Chartfield String:
A series of Charfields brought together
(Charfield String = Chartstring)
35
How are Chartstrings used?





Generate reports
Access data
Perform transactions in PeopleSoft
Complete forms
Allocate expenses
36
PeopleSoft Terms
CHARTSTRING




Understand purpose
Understand the components
Know, define and give examples
Explain and give examples of how
Chartstrings are used in PeopleSoft
37
Chart of Accounts
Designed to meet the following objectives:
• Comply with external financial reporting
requirements (State, GAAP, OMB,etc.)
• Improve access to financial info in support
of faculty and staff
• Integrate with Human Resources and
Student Admin Systems
38
Comparison for Chartstring
Indicates whose money
you are using
Indicates which entity
is holding funds
Date/timeline
Indicates from which
account to pull funds
39
Comparison for Chartstring
Indicates which entity
is holding funds
Indicates whose money
you are using
Date/timeline
Indicates from which
account to pull funds
40
What chartfields do I need to know?
What Chartfields do I need to know?
There are fourteen (14) chartfields in PeopleSoft Finance. While there are fourteen chartfields that are
available in PeopleSoft, not all chartfields are required for every transaction. Some chartfields are
specific to grants, while others are specific to other types of transactions.
Chartfields associated to General Ledger transactions are referred to as GL chartfields, and include, but
are not limited to:
Business
Unit
Department Fund
Code
Account
Program
Fin
Tcode
Budget
Year
41
Chartstring Terminology
Examples and definitions of Chartfields
Chartfield
Business
Unit
Examples (not inclusive)
UMBC1
(default and only choice at this time)
Department
ID
10118 – New Media
Fund
1111 – Current Unrest Unall SS
E&G
1112 - Current Unrest Un-All SS Aux
1113 - Current UnR UnA Self Supt
E&G
1253 - Curr Restr Sponsored Self
Supp
1263 - Curr Restr Fin Aid Self Supp
Revenue
4876000 – Misc Revenue
4876310 – Rents
4876344 – Services Income
Personnel Accounts
6010101 – Regular Faculty
6010102 – Regular Exempt
6010103 – Regular Non-exempt
6010104 – Graduate
Assistants/Fellows
6010111 – Contractual Faculty
6010112 – Contractual Exempt
6010113 – Contractual Non-exempt
6012000 – Student
Operating Costs
7000000 – Operating Costs
7020000 - Special & Technical
7070000 - Motor Vehicles
7080000 - Contractual Services
7090000 – Supplies
7110000 - EQUIPMENT Capital or
Sensitive
Account
(former FAS
Sub-code)
DEFINITION
It represents a set of financial
records, business practices,
and reporting requirements for
an independent entity.
It denotes an organizational
unit responsible for business
transactions. The unit will have
employees and usually has a
budget.
It identifies the source of
funds.
Example
The default business
unit for UMBC is
UMBC1.
E.g. English
Department’s code is
10113
By default, 0000 is
selected, which
denotes all funds.
EXAMPLES:
1111 = State Funds
1113 = Self-support (DRIF)
1253 = Grant Funds
It classifies business
transactions by categories that
include assets,
liabilities, net asset (fund
balance), revenue and
expenditures.
Personal expenses =
salary/fringes/etc
Operating Costs =
purchases
42
Chartstring Terminology
Examples and definitions of Chartfields
Chartfield
Tcode
Budget Year
Examples (not inclusive)
[412] - Expenditure Adjustment
Decrease
[413] - Expenditure Adjustment
Inc(DR)
2006 = (7/1/05 – 6/30/06)
Project/Grant
i.e., 00000444 CASPR
“CV” = pre PeopleSoft Grant
Program OP
065
066
067
068
071
072
073
Prog Fin
(Program
Financial)
011 012 021 022 041 042 Supp
043 044 051 061 062 071 081 -
-
Summer Salaries
ITT
Exempt Staff Development
Non-Exempt Development
Academic Initiatives
International Programs
Reallocated Monies
Instruction – General
Instruction – Special
Research - Institutes/Centers
Research – Individual
Academic Support – Library
Academic Support - Comput
Academic Support – Admin
Academic Support – Other
Student Services
Institutional Supt - Gen Admin
Institutional Supt - Admin Com
Operation & Main of Plant-Oper
Auxiliary Enterprises
DEFINITION
Denotes the type of
transaction.
The Budget Year corresponds
to UMBC’s fiscal calendar and
denotes a fiscal year.
This Chartfield provides the
link for financial transactions to
the project/grants
management software
modules.
It is an on-going, specific,
regular activity or event and
business transactions may
cross funds, departments, and
sources of funds.
Operational Programs will be
developed and designed for
campus purposes.
It is an ongoing, specific,
regular activity or event and
business transactions may
cross funds, departments, and
sources of funds.
The Prog Fin further
categorizes your spending!
Example
E.g. receipts,
disbursements,
adjustments, payables
and receivables.
Budget Year will
always default to
current fiscal year.
Project number
Grant Number
Assigned to an
operation unit’s
normal activities.
(i.e., if you typically
do Instruction, but
have a one time
event of research,
you would still use
your normal Prog Fin
for instruction.)
A Department’s
Budget has the
appropriate Prog.
Fin’s for a
43
Department.
HR Terminology
Term
Job Data
Personnel Data
Time Entry
New Hire Personnel Action Request (PAR)
Change PAR
Combination Code
Position Management
Department Budget Earnings
Retro
Definition
Information used to identify an employee’s title,
status, compensation, classification, and benefits
eligibility required to generate pay for services
rendered, as well as other on/off campus reporting
activities.
Key information outlining employee personal
attributes such as name, address, race, birthplace,
social security number, citizenship and visa status,
veteran’s status, etc. required for University, State
and Federal reporting as well as payroll taxation.
Mechanism used by departments to record hourse
worked, leave taken and other exceptions to
employee which ultimately result in payment to the
employee.
Document used to gather personnel and job data
for new employees.
On-line mechanism used by departments to
request changes to personnel and job data for
existing employees.
A PeopleSoft generated number used by the HR
database to encapsulate the Chartfield String used
in PeopleSoft Finance and identify funding source
for positions/jobs.
A term to describe the actions related to the
classification and compensation activities within the
university.
Identifies how current and future payroll funds for a
position are to be distributed financially across fund
sources.
Refers to the Retroactive Change Form, which is
used to modify how payroll was distributed
44
historically.
Finance Terminology
Term
General Ledger
Definition
The final ledger in the financial system which holds all financial
transactions used for external and summary financial reporting and
financial management.
Commitment Control
Finances that have been reserved for a specific financial transaction,
prior to final approval and posting to the General Ledger.
P-card
Procurement Card – similar to a credit card used for purchases
Project
An event or activity that has a specific beginning and end date.
Grants/Contract
Money awarded to departments by a Sponsor for the purpose of
providing products and/or services for a specific project.
State Funded
Money appropriated to UMBC by the State of for the purpose of
administering education services to students.
Retriever Inquiry
A reporting tool designed specifically for UMBC to generate state
funded budget reports.
Retriever
Pre-encumbrance
The UMBC Finance Reporting Instance
Money requested to be used for a specific purpose – a Requisition.
Encumbrance
Money approved and reserved to be used for a specific purpose – a
Purchase Order.
Journal Entry
Journal ID
Adjustment made directly in the General Ledger
Transaction identification number used to identify Journal Entries. This
number appears on budget detail reports and is used to research
45
budget line item details.
Requesting Help
• Include the Database you are using, i.e., Finance, HR,
Retriever and Reporting Instance;
• Include EXACTLY what you are trying to do in
PeopleSoft, and what happened when you performed
the task;
• State your PeopleSoft experience (i.e., new to
PeopleSoft, using for 6 months, etc),
• State for what purpose you were performing the task in
PeopleSoft (i.e., to retrieve monthly operating expenses
for my State budget).
• State the best way to reach you, and during what hours
you can be reached.
46
Questions
?’s
47
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