PeopleSoft Financials 8.4
Readiness II
April 2004
Objectives of Readiness II
• Familiarize campus with Phase II
• Give overview of changes with new
modules
• Detail upcoming training sessions/timeline
• Review Chart of Account changes from
Phase I
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Objectives of Readiness II (cont’d)
• Give brief overview of what’s not changing
(yet)
• Share what Readiness II will not cover
• Show where to find additional resources
and help including training on Phase I
modules
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Why the new system?
• Full integration of all UD systems
• UD is moving away from stand-alone
mainframe systems
• Web based, point and click software
• Improvements to reporting capabilities for
campus
– EZQ’s – pre-written queries
– Better and easier ad hoc reporting
– More accessible data
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• for example cash deposit detail
2003
2004
July
2005
July
PHASE II
PHASE I
Grants
Module
General Ledger
(GL)
Module
Proposal Processing, Grant Reports
Includes Labor Allocation Module for salary
distributions
Asset Management
Accounts Receivable Module
Accounts Payable (AP)
Module
Cash Transmittals
Billing Module (non-student)
Purchase Order (PO) Module
Invoices
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A brief review…
• Quick overview of new PS “chartfields”
that changed with Phase I
• For those who are not familiar with
“Purpose,” “Account,” “Class,” etc in
PeopleSpeak, here’s a quick lesson
• And an introduction to the three new
GRANTS chartfields
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Chartfield Comparison
old UD account code
01fund
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1type
744710function bud unit
004101XX
project object code line no.
PeopleSoft
UD Legacy
Purpose
Account Code
PeopleSoft Chartfields
PURPOSE
•Corresponds to legacy UD 11-digit account
code or legacy UD 14-digit asset/liability
account
•An activity that can have revenue,
expense, and balance sheet components
•10 alphanumeric characters
•HNSC412118
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Chartfield Comparison
old UD account code
01fund
1type
744710function bud unit
PeopleSoft
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004101XX
project object code line no.
UD Legacy
Purpose
Account Code
Account
Object Code
PeopleSoft Chartfields
ACCOUNT (PSACCT)
•Corresponds to legacy 3 digit object code
•Classifies transactions as expenditure,
revenue, asset, liability, or equity
•6 alphanumeric characters
•Old object code 211 is now 121100
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Chartfield Comparison
old UD account code
01fund
11
1type
744710function bud unit
004101XX
project object code line no.
PeopleSoft
UD Legacy
Purpose
Account Code
Account
Object Code
Class
Line Number
PeopleSoft Chartfields
CLASS
•Corresponds to UD 3 digit salary line
number
•A budget line associated with a position
within the University
•3 alpha or numeric characters
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Chartfield Comparison
Other Chartfields in Phase I
PeopleSoft
Project
No UD equivalent
Source
Funding sources and
agency codes
UD User Field
Fund
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UD Legacy
No UD equivalent
Fund/Fund Type
Dept ID
Administrative Unit
Program
Expense Function
Chartfield Comparison
New Chartfields for GRANTS in Phase II
PeopleSoft
UD Legacy
Resource Type
No UD equivalent
Resource Category
No UD equivalent
Resource Sub-Category
No UD equivalent
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Speedtypes
• 10-character field which provides default
values for several chartfields
• Expedites filling in forms with default values
by entering this one field instead of each
one separately
• BE CAREFUL! The Speedtype and
Purpose are often the same – but not
always! (Some Purposes have multiple
Speedtypes for different Programs.)
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Speedtypes
Enter Speedtype (ex: “CHEM110000”) into
Speedtype field and the following chartfields
are filled in:
•Purpose
•Fund
•Program
•Project (can be changed)
•Source (can be changed)
•DeptID
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Chartfield Mapping
Chemical Engineering Grant
3-1-21-3110-93-211-130
CHEG312123
121100
ABC
OPBAL
RSCH1
CHEG31212302000
3313040000
03110
0000000415
12345
67890
45678
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Purpose & Speedtype
Account
Class
Fund
Program
Project (can be changed)
Source (can be changed)
Dept ID
UD User Field (optional)
Resource Type (optional)
Resource Category (optional)
Resource Sub-category (optional)
WARNING!
Webforms - Do not change “open” fields
unless you are sure of what you are doing!
Consult your Communications/Training
Team member if you need assistance!
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Webforms and Speedtypes
• Speedtype populates: Fund, Program, Department, Project, Source, and
Purpose.
• Account is only chartfield that must be filled in
• Speedtype will default Project and Source (but they can be changed)
• Optional chartfields: User Field, Resource Type, Resource Category,
and Resource Sub-category
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Now we’ll look at what’s new
for Phase II...
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What’s new in July 2004?
• Grants Module
• Accounts Receivable Module
– Web Cash Transmittal Form
• Billing Module (non-student only)
– Student billing remains in SIS for now
• Asset Management Module
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The New Modules….
• Grants Module
– Replaces Grants Management System (GMS)
– Grants will use new web forms and
PeopleSoft screens
• Complete details to follow in training
– GMS is expected to be turned off 7/1/04
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• If you have proposals with 7/1/04 due dates, we
recommend completing them early in GMS
• OVPR will give more definitive details of cut-off
dates and with plenty of notice.
• GMS data are being migrated into PSoft.
Grants Webforms/Processes
• Pre-Award PeopleSoft screens
• Proposal Entry
• Proposal Budget Entry
• Pre-Award Webforms
• Proposal Approval
• Existing HR Employee Demographic Data
being adapted for additional faculty
biographic information
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Grants Webforms/Processes (cont’d)
• Post Award Webforms
• Budget Revision for Contracts & Grants
• Existing Journal Voucher being changed to
accept Empl ID and Effort Period for Effort
Reporting
• Post Award PeopleSoft screens
• Delivered Inquiries
• Effort Reports to be handled via the web
(late in 2004)
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A sneak peek at Proposal Approval
Summary webform (top)
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Proposal Approval Summary (middle)
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Proposal Approval Summary (bottom)
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Grants Reporting
• GM_EZQ’s (pre-written queries) are being
written for Grants data
• Grants tables will be added for ad hoc
reporting in PS Query
• Post-Award spending reporting will be
done with new Grants tables and new
EZQ’s
• Some Post-Award reporting with existing
EZQ’s will still be available
(GL
28 data)
More New Modules…
• Accounts Receivable Module
– Access to inquiry pages will be available to campus
users
• limited access to view receivables
• reporting capabilities with EZQ’s (pre-written queries)
– NEW Cash Transmittal Form
• Billing Module
– Non-student miscellaneous billing
• Invoices generated through A/R system for goods/services
• Replace old “999” system for billing in SIS and FFAR’s
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A/R and Billing Webforms
• Cash Transmittal
(you will print summary and forward to Cashiers
with cash/checks, credit card payments and
pre-deposits)
• Non-Student Billing
• Non-Student Bill Adjustment
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A peek at the Web Cash Transmittal
(step 1)
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Web Cash Transmittal
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(after “Add line”)
A look at one of the Non-Student
Billing webforms…
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Non-Student Billing webform after
customer and billing frequency
chosen (top)
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Non-Student Billing (bottom of same step)
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A/R and Non-Student Billing
Reporting
• PSoft delivered “Inquiry Pages” will be
available for non-student billing
information
• Departmental cash deposit details will be
available through EZQ’s (pre-written
queries)
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Last Phase II module...
• Asset Management Module
– Replace the PPR system (Plant
Property Records)
– Also augments the existing Facilities’
location/building database
– One new webform
• Equipment Relocation and Voucher Web
Form
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A look at the Equipment Relocation
& Funding Change webform (Step 2)
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Equipment Relocation & Funding Change
(after “Are funding changes required? = yes”)
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A word about PeopleSoft
“instances”...
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Instances
• What is an instance?
– Different PeopleSoft databases are used for
Reporting and Production
• FIRPT – Financials Reporting – most users will
utilize FIRPT for daily workload
• FIPRD – Financials Production – limited Grants
and Billing users will have access to FIPRD for
data entry or inquiry
– Keep track of different instances by renaming
link in Internet Explorer or Netscape
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• Favorites or Bookmarks
Other recent changes you
should know about...
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Other new forms/processes
• Procurement Services
– FAIs (Requests for Service) – conversion
under way to move to Procurement “Pro” card
system (this is how UD Mart works)
– Business Expense Report (BER) webform–
now available
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Other related changes coming
soon...
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Other Upcoming Changes
• HR webforms will be changed to reflect
new chartfields
– Additional information will come from HR
• New grants chartfields will be added to
existing web forms including:
– journal voucher
– procurement forms
– new BER webform
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Other Upcoming Changes (cont’d)
• Budget Turn Around Next Generation
– New web-based system coming in May
– Training will be available from the Budget
Office and Human Resources
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Other Upcoming Changes (cont’d)
• MVS/GA-QRY - mainframe system
– Will continue to be updated from PeopleSoft
Financials after 7/1/04 for a limited period of
time
• Data Warehouse
– Will continue to be updated after 7/1/04 for a
limited period of time
– Data will be available for historical reporting
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Other Upcoming Changes (cont’d)
• UD Central Authentication Service
– Has been SSN and PIN
– Is being replaced by UNIX username and
password
– Currently you can choose between SSN/PIN
or UNIX username/password
– After 8/15/04, SSN/PIN will no longer be
available
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UD Central Authentication Service
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What’s not changing ...
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What is not changing in July 2004
• Student Information System (SIS)
– New system being planned – but all student
information will remain in SIS….for now
• BSR Gift/Development system
– The current gift processing system is going
through an upgrade now.
– In the future, it will use new PS chartfields
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More Training planned for
Phase II modules...
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Training – “Just in Time”
The CommunicationsTraining II team will
employ “Just in Time” training in June
– Training provided closer to time when you’ll
use new forms and software so you’ll quickly
use what you’ve learned
– DON’T PANIC - the training team will make
sure you know how to use the forms
– Project Team members will be available for
questions after training
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Training – “Just in Time”
• Grants
– Pre-Award, Post Award and Reporting
– Extensive/Intensive
– Hands on training
• Miscellaneous Billing (non-student)
– Training for departments who currently use
“999” system in SIS
– Training for those submitting paper invoices
(i.e. Library, Financial Aid)
– Lecture presentation
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Training – “Just in Time”
• Web Cash Transmittal
– Entire campus
– Lecture presentation
• Asset Management
– Campus users will be trained by Procurement
Services
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Additional information…
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The “PeopleSpeak” Glossary
•
•
•
•
•
•
•
•
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LAM = Labor Allocation Module
Purpose = old legacy account code
Account = old object code
Charge Codes = shortcut for common miscellaneous
billing items
EZQ (EZ Queries) = Pre-Written Queries
Instance = different PS databases for conducting
business (different websites)
EMPL ID = Employee Identification Number
MORE glossary terms on training/communication
website
Need more info?
• http://www.udel.edu/UDFS/info/
• Today’s training will be on website
• TRAINING Tab
– All Phase II training will be posted here
– Links to Phase I training:
•
•
•
•
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Readiness I
Basic and Basic II
Procurement training
Query Training
Still need more info?
• http://www.udel.edu/UDFS/info/
• Click on HELP tab to locate:
– Your Communications/Training Team member
– PeopleSoft Financials HELP GUIDE
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We recommend…
• Using Internet Explorer when accessing
PeopleSoft Financials
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Thank you for coming!
Stay tuned for more training
opportunities…
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