ctcLink Update and Presentations
BAR
May 28th, 2015
1:30pm to 3:00pm
Introductions & Agenda
Who am I?
Emmett Folk – Finance Functional Team Lead
What will I be talking about today?
 PeopleSoft Chart of Accounts Overview
 Locally Defined Chartfields
 Preparing for PeopleSoft – The Department Chartfield
PeopleSoft Chart of Accounts
Overview
PeopleSoft Chart of Accounts Overview
PeopleSoft Business Unit
What is a Business Unit in PeopleSoft:
 Business Units in PeopleSoft are used to capture
accounting transactions and associate them with a specific
general ledger
 They are also called General Ledger Business Units
 Each single college or multi-college district will have one
Business Unit in PeopleSoft; all transactions for a given
college or district fall under that single Business Unit
Example Values:
 Spokane District Business Unit – WA170
 Tacoma Community College Business Unit – WA220
PeopleSoft Operating Unit
What is an Operating Unit in PeopleSoft:
 Operating Units in PeopleSoft are used to organize
transactions that fall under a given Business Unit into
separate areas for budgeting and reporting
 Each college will have at least one Operating Unit in
PeopleSoft, and multi-college districts will have Operating
Units for their district and for each college in that district
Example Values:
 Spokane District Operating Unit – 7170
 Spokane Community College Operating Unit – 7171
 Spokane Falls Operating Unit – 7172
 Tacoma Community College Operating Unit – 7220
PeopleSoft Account
What is an Account in PeopleSoft:
 Accounts are the primary driver for accounting
transactions in PeopleSoft, and each is designated with a
specific type: Asset, Liability, Equity, Expense or Revenue
 Accounts are globally defined and come from our Legacy
GL Codes (Assets, Liabilities, Equity), Sub-Object Codes
(Expenses) and Revenue Source Codes (Revenues)
Example Values:
 GL Code 2110 (Capitalized Land) = PS Account 202410
 Sub-Object EZ (Other Goods) = PS Account 603230
 Revenue Source 0424 (Tuition) = PS Account 345001
PeopleSoft Fund
What is a Fund in PeopleSoft:
 PeopleSoft Fund values are equal to our Legacy
Appropriation Index values and are globally defined
 PeopleSoft will have a control table similar to our GA1090
Fund/Approp screen that can be referenced for reports
that need to be by fund or appropriation instead of
Appropriation Index
Example Values:
 Approp. Index 145 (Grants & Contracts) = PS Fund 145
 Approp. Index J23 (Minor Works)= PS Fund J23
PeopleSoft Class
What is a Class in PeopleSoft:
 PeopleSoft Class values are equal to our Legacy Program
Index values (NACUBO codes) and are globally defined
 The descriptions used for PeopleSoft Classes were taken
from the Program Index table (GA1091) and not college
Prog-Org tables
Example Values:
 Program Index 020 (Research) = PS Class 020
 Program Index 060 (Student Services)= PS Class 060
PeopleSoft Department
What is a Department in PeopleSoft:
 PeopleSoft Department values are designed to associate
transactions with a functional area within a Business Unit
 Legacy Organization Index values are being translated into
5-digit PeopleSoft Departments; a crosswalk file is used to
translate Legacy date into PeopleSoft for conversion
 Departments are locally defined and can be organized into
a framework to help with use and reporting
Example Values:
 Spokane Org. Index 3P03 (PE) = PS Dept. 14103
 Tacoma Org. Index 5005 (Performing Arts)= PS Dept. 14303
PeopleSoft Sub Account
What is a Sub Account in PeopleSoft:
 PeopleSoft Sub Account values are equivalent to our
Legacy Sub-Subobject codes and are optionally used
 Sub Accounts are locally defined and expressed as a
concatenation of the Legacy Sub-Object and Sub-Subobject
components of a given code
 The Sub Account Chartfield is referred to as Chartfield 1 in
PeopleSoft documentation
Example Values:
 Spokane Sub Account – ER20 (Software Support Service)
 Tacoma Sub Account – EA41 (Janitorial Supplies)
PeopleSoft State Purpose
What is a State Purpose value in PeopleSoft:
 The PeopleSoft State Purpose Chartfield is a new
accounting value added to comply with IT-related
reporting requirements to OFM
 State Purpose values are globally defined
 The State Purpose Chartfield is referred to as Chartfield 2
in PeopleSoft documentation
Example Values:
 IT Acquisition / New Development = X
 IT Maintenance and Operations = Y
 Transaction not IT Related = Null
PeopleSoft Project Chartfields
There are three additional Chartfields used for
transactions linked to a PeopleSoft Project:
 Project Costing Business Unit (PCBU) – Similar to GL
Business Units, colleges will only have one Project Costing
Business Unit (e.g. WA170, WA220)
 Project ID – This is the number assigned to the PeopleSoft
project entry (general project, Capital Project, Grant, etc.);
this is similar to the PROJECT_NUM table in Legacy
 Activity – Activities are sub components of PeopleSoft
Project entries they are attached to and can be used to
organize transactions within a specified project
ctcLink Chartfield Overview
Required / Optional Chartfields:
Chartfields Required on All Transactions
Business Unit
Class
Operating Unit
Department
Account
State Purpose
Fund
Chartfields Optional on All Transactions
Sub Account
Chartfields Required Only for Project Related Transactions
Project Costing Business Unit
Project ID
Activity
ctcLink Chartfield Overview
Chartfield Definition:
PeopleSoft Chartfield
Chartfield Definition
Business Unit
Local
Operating Unit
Local
Account
Global
Fund
Global
Class
Global
Department
Local
Sub Account
Local
State Purpose
Global
Project Costing Business Unit
Local
Project ID
Local
Activity
Local
ctcLink Chartfield Overview
PeopleSoft Chartfield Field Lengths:
PeopleSoft Chartfield
ID Field Length
Desc. Field Length
Business Unit
5 characters
30 characters
Operating Unit
4 characters
30 characters
Account
6 characters
30 characters
Fund
3 characters
30 characters
Class
3 characters
30 characters
Department
5 characters
30 characters
Sub Account
4 characters
30 characters
State Purpose
1 character
30 characters
Project Costing Business Unit 5 characters
30 characters
Project ID
10 characters
30 characters
Activity
5 characters
30 characters
Preparing for PeopleSoft:
The Department Chartfield
Preparing for PeopleSoft Departments
Things to think about in your Org. Index analysis:
 What are you currently using your Org. Index values for?
What kind of smart coding (if any) are you using?
 Which of your current Org. Index values are being made
redundant or are being replaced by other PeopleSoft
Chartfield values or data elements?
 How do you want to organize your future Department
values in PeopleSoft?
What you will be looking to develop for PeopleSoft:
 A Department Framework
 A document that shows how your Legacy Org. Index values
relate to the Departments that will be in that framework
Preparing for PeopleSoft Departments
Here’s an example of a Department Framework with
Legacy Org Index values:
Department Category 1 – Value Range 10000 to 19999
AAAA
Legacy Org Index
BBBB
Legacy Org Index
CCCC
Legacy Org Index
Department Category 2 – Value Range 20000 to 29999
1111
Legacy Org Index
2222
Legacy Org Index
3333
Legacy Org Index
Department Category 3 – Value Range 30000 to 39999
AA11
Legacy Org Index
BB22
Legacy Org Index
CC33
Legacy Org Index
Any Questions?
Thank you for your time!
Please let us know if you have any questions or feedback!
Finance SME Listserv:
Ctclinksme_fin@lists.ctc.edu
OR
Any of the ctcLink Finance Team:
Emmett Folk – Team Lead Christyanna Dawson
Sherry Stroud
Accounts Payable, Purchasing,
Asset Management
Grants, Contracts, Project
Costing, Budgeting
Student Financials
efolk@sbctc.edu
cdawson@sbctc.edu
sstroud@sbctc.edu
Shon Dicks-Schlesinger
Elena Horton
Cash Management, General Ledger
AR, Billing, Expenses
SDicks-Schlesinger@sbctc.edu
ehorton@sbctc.edu