CFS OPEN FORUM
MARCH 2011
1

Module
Purchasing
Accounts Payable Becky Henwood
Billing/Accounts Receivable Alma McFarland
General Ledger – Actuals
General Ledger – Budget
Data Warehouse
Leads
David Taylor
Karen Baldyga
Liz Rojas
Liz Rojas
Rhyan Rana Functional/Technical
Support
Project Lead
Io Consultant
Chris Lambert
Brenda Miller
INTRODUCTION
Co-Leads
Bella Newberg
Diana Cumming
Brenda Martin
Tina Griffith
Chris Manese
Travis Honeycutt
Dan Zorn
Elaine Kist
2

INTRODUCTION
CFS – Common Financial System

Database Consolidation

23 separate databases consolidated to one

Software is still Oracle (PeopleSoft)

System-wide Chartfield definitions

San Marcos meets system-wide definition

Common modifications

Chargeback, Procard, Fiscal Authority, AR Customer
Billing Upload, Open PO Report,

Data Warehouse

Replace nVision
3

CHRIS LAMBERT
4

GENERAL CHANGES
No Changes affecting Systems Users:

Chartfields

Procard

Requisitions

Fiscal Authority

Accounts Payable invoicing

Account Receivable customer invoicing

Fixed Asset tracking and reporting
5

GENERAL CHANGES
Changes affecting Systems Users:

Logging into PeopleSoft

User ID’s have changed

Favorites

Run Controls

Reporting
6

DAVID TAYLOR
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PURCHASING

Manually re-enter open POs with balances

March 14 th to 31 st

Reentered POs in CFS (Data Warehouse) - same PO number as legacy (nVision)

Emergency Requisitions – email Procurement
Services procurementservices@csusm.edu

Run Open PO Report

Legacy – April 1, 2011

CFS – April 1, 2011
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Open PO Report
PURCHASING
9

BECKY HENWOOD
10

ACCOUNTS PAYABLE
Accounts Payable Changes:

Invoice/voucher detail

Prior to April 1, 2011 – Legacy (nVision)

Direct pays submitted by noon March 28 th

After April 1, 2011 – CFS (Data Warehouse)
11

ALMA MCFARLAND
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BILLING/ACCOUNTS REC
Billing/Accounts Receivables Changes:

Customer numbers

Leading zeros drop off in CFS

Customer invoice detail

Prior to April 1, 2011 – Legacy (nVision)

After April 1, 2011 – CFS (Data Warehouse)
13

LIZ ROJAS
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GENERAL LEDGER
Actuals / Budget Changes:

All transaction detail

Prior to April 1, 2011 – Legacy (nVision)

After April 1, 2011 – CFS (Data Warehouse)

Data Conversion

Legacy

Detail data prior to April 1, 2011

No transactions after April 1, 2011

CFS

Monthly summary totals July 2010 to March 31, 2011

Detail transactions after April 1, 2011
15

LIZ ROJAS
16

DW REPORTS

Reporting Changes:
 nVision will remain for the Legacy database only

Reports will be obtained through the Data
Warehouse in the CFS database
17

DW DEFINITION


The Finance Data Warehouse is the term that refers to the new financial reporting system we will be using.
The Data Warehouse is comprised of several components:



The data warehouse data tables
The report development tool
The reports & dashboards

FYI: The Finance Data Warehouse will replace the existing nVision reports & drill downs
18

DW DASHBOARDS
Dashboard Overview:

The Finance data warehouse contains two dashboards:

Manage My Budget

Operations
FYI: This information will be covered in the
Finance data warehouse training
19

Finance data warehouse homepage
DW HOMEPAGE
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DFA IN DW
Sample of DFA (like) report (sign up for training to learn how to run this report)
21

TRIAL BALANCE IN DW
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DRILL DOWN DETAIL
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DRILL DOWN CNV DETAIL
24

DOWNLOAD TO EXCEL
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DW TRAINING

th
th

Sign up for training sessions by logging into HR and clicking on the Self Service link
26

CONTACTS
Who to Contact for Help:

Systems/Technical – sod@csusm.edu

System performance, locked processes, etc.

Accounting – accounting@csusm.edu

Expense transfers, salary adjustments, chargebacks, etc.


Budget – lrojas@csusm.edu
or bmartin@csusm.edu

Budget transactions, etc.
Procard – pcard@csusm.edu

Access, purchase limits, lost/stolen cards, etc
27

CONTACTS
Who to Contact for Help (continued):

Purchasing/Requisitions – procurementservices@csusm.edu

Requisitions, contracts, hospitality, etc.


Accounts Payable – accountspayable@csusm.edu

Travel, vendor invoices, payments, etc.
Data Warehouse – datawarehouse@csusm.edu

Reports, access, etc.
28

San Marcos CFS Implementation/Migration
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