UMBC - Delta Initiative
UMBC Financial Training
For Supervisors
July 9, 2003
UMBC - Delta Initiative
Session Goals
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Why PeopleSoft
How to get support and information
The role of the Supervisor
Understanding the chart string
Business Processes
– Purchasing
– Grants and projects
– Managing your budget and funds
• Timeline
UMBC - Delta Initiative
What is Not Covered
• We will give brief demonstrations of
PeopleSoft functionality but this is not a
training course for using PeopleSoft
• To learn PeopleSoft
– Attend training - register through
www.umbc.edu/peoplesoft/training.htm
– Read online training documentation and attend
sandbox to learn on your own
UMBC - Delta Initiative
Why PeopleSoft
• UMBC wanted an integrated system that did
HR, Finance, and Student administration.
• Business driver was the decision in fall 1999
for each UM campus to run their own Payroll
system and interface directly to the State.
• August 2000, UMBC was in the midst of
evaluating and RFP for Finance and HR when
USM decided to follow UMUC and purchase
PeopleSoft (PS)
UMBC - Delta Initiative
Finance Goals
• Provide a single system of record for all financial
transactions across all UMBC units
• End-users initiate transactions and data in the system
should not have to be constantly reentered
• Implement workflow that provides online approval
and meets internal control
• Provide support for end-user reporting and data
warehousing
• Eliminate the need for shadow systems
UMBC - Delta Initiative
PeopleSoft Modules Being
Implemented
• UMBC has implemented these finance modules:
– General Ledger (GL), Accounts Payable (AP)
– Accounts Receivable and Billing
– Requisitions and Pcard
– Grants, projects,commitment accounting
– Retriever for reporting
• To be implemented
– Asset management (inventory)
– Budget
UMBC - Delta Initiative
Support and Information
• General Information
– www.umbc.edu/peoplesoft
• Forms, documentation, and FAQ
– www.umbc.edu/peoplesoft/support
• Support
– Know your peer mentor
• www.umbc.edu/peoplesoft/who-mentors.htm
– Email - ps-support@umbc.edu
– Phone - OIT HelpDesk 5-3838
UMBC - Delta Initiative
The Supervisors Role
• PeopleSoft Roles
– Determine and approve who can do what financial
transactions in your unit
– Potentially approve transactions
– Manage budgets
• Department Role
– Support your staff have patience and
understanding while they learn this!
– Support finance and OSP while they learn this
UMBC - Delta Initiative
PeopleSoft Security
• PeopleSoft provides control down to the page that
you can be viewed. To manage this we have tried to
organize users in roles and grant access to a role.
• We have 3 distinct machines running PS: Finance, HR,
and EPM. All use your myUMBC account and
password. At some point in fall we have to require
periodic password changing for the auditors
• Until we integrate single sign on, you have to login to
each different machine.
UMBC - Delta Initiative
Security Forms - Getting Prepared
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Visit PeopleSoft support site for forms!
What you need ahead of time is all on the
Forms pulldown
1. Department ID numbers
2. Department Locations
3. Employee ID’s
UMBC - Delta Initiative
Security Forms Needed in a
Department
– Specialized access form - grants someone
access to various financial functions in
department
– Requestor Form - who can request and
prepare requisitions
– Pcard proxy form - who can approve and
reallocate Pcard transactions
UMBC - Delta Initiative
Understanding the Chart String
• Completely redesigned, there is NO way to infer PS
chart string from FAS except for converted grants
which have a PS string starting with CV
• PS chart string varies by the type of funds. Grants
have additional fields over state funds to allow
flexibility in tracking expenditures
• Getting started - read the Chart of Accounts training
from Tom Vogler
• For Grants, read the Grants Management Chartfield
Design
• Print off Psoft Account Resource Types
UMBC - Delta Initiative
Components of a ChartString State or Self Support
1. Business Unit - always UMBC1
2. Fund - 1111 for state support, 1121 for Aux,
1253 grants
3. Department - Find you Dept ID (5 digits)
4. Program Fin - 3 digit number (expense type)
5. Account - 7 digit number, think subcodes
6. Tcode- transaction code, used for deposits,
JV’s, etc.
UMBC - Delta Initiative
Components of a ChartString Grants and Projects
1. Business Unit - always UMBC1
2. Fund - 1253 for grants
3. Project-ID - Alpha string to Identify a grant
4. Activity-ID - BUDnnnnnn or CNV for converted
grants
5. Resource Type- allows PI to track expenditures
and UMBC to handle Indirect costing
6. Resource Cat- allows refined tracking of cost,
such as salary wages and salary fringe, salary grad students
UMBC - Delta Initiative
How to Manage All This?
• Tools in PeopleSoft
– FAS to PS converter
– Treeviewer
• Create a spread sheet
– Download UMBC Mapping Psoft Account spreadsheet
– Add a sheet with your departments accounts
• Memorize
– Fund, department number and Program fin
• Patience and prayer :-)
UMBC - Delta Initiative
PeopleSoft Demo
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Logging into PeopleSoft
Treeviewer
FAS to PeopleSoft Converter
Creating shortcuts through My Favorites
UMBC - Delta Initiative
Requisitions
• Requires Security - Requestor Form
– Requestor - someone with authority to purchase
– Requisitioner - someone who can create the
requisition for that requestor
• Paper requisition - Excel form is available
– Item category - state requires reporting of
purchases in 51 categories. Use UMBC Mapping
Psoft spreadsheet to link terms
– Location code - Consult delivery locations list
UMBC - Delta Initiative
Requisitions (2)
• All requisitions and status can be tracked
online in PS
• Receivers are entered online, we will provide
training on just this in early August
• Online requisition training will start in late
summer
UMBC - Delta Initiative
Procurement Card
• Requires Security - Pcard Proxy Auth. Form and PS
Specialized Access
• PS requires every purchase “be approved” before
funds are paid
– Cardholder can do this or delegate this to a proxy
• PS Pcard reallocations can happen any time, even
months later
• PS Pcard reallocations update GL balance each night
UMBC - Delta Initiative
General Ledger and Journal Entries
• Journal entries replace IDT and JV.
– Will be fully online, finance is developing a form
for near term to handle these
– Training will start week of July 14
• Ledger allows tracking of all financial
transactions
• Excel loader has been developed for
departments that do many charges at one
time
UMBC - Delta Initiative
Managing Budgets - Retriever
• First thing - there are not separate accounts
for personnel and operating!!
– Personnel and operating are just treated as
sub-codes for department budget and
tracked accordingly
– Retriever allows you to view by hierarchy
– Provides report that is similar to AMO90
– Will be available after FY03 close
UMBC - Delta Initiative
Demo
• Retriever, receiving, Pcard
UMBC - Delta Initiative