Overview of PeopleSoft
PeopleSoft Training
2014
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Course Objectives
The main objective of this course is to
provide a basic introduction and overview
of the PeopleSoft System.
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Module 1:
What is PeopleSoft?
A relational database application, which
provides enterprise-wide business solutions
 Finance
 Human Resources
 Student Administration
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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
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PeopleSoft Databases
PeopleSoft
Finance
Campus Solutions
HR / Student
Administration
PeopleSoft Financial
Retriever and
Reports
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Finance Modules
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General Ledger
Accounts Payable
Billing
Purchasing
Projects
Grants
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HR Modules
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Time and Attendance
Payroll
HRMS
Base Benefits
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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 TREX by FY15
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Student Administration
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Recruitment
Admissions
Student Records
Financial Aid
Student Billing
Academic Advisement (Degree Audit)
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Faculty Self Service
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Teaching Schedule
Class Permissions
Advising Authorizations
Online Grading
Student Reports
Advising Notes and History
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Student Self-Service
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Register for Classes
Drop a Class
Swap a Class
View Class Schedule
View Student Reports
View Grades
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PeopleSoft Terms
Chartfield:
An informational field that aids in
segregating and categorizing
transactions and budgets in PeopleSoft
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PeopleSoft Terms
Chartfield String:
A series of Charfields brought together
(Charfield String = Chartstring)
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How are Chartstrings used?
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Generate reports
Access data
Perform transactions in PeopleSoft
Complete forms
Allocate expenses
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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
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PeopleSoft Databases
Data is shared
between
HR and Finance
Campus Solutions
HR / Student
Administration
PeopleSoft
Finance
Financial Retriever
is updated from
PeopleSoft Finance
nightly
PeopleSoft Financial
Retriever and
Reports
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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
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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)
Reminder about
Roll-Up
Accounts
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
*
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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
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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
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historically.
Finance Terminology
Term
Definition
General Ledger
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
The UMBC Finance Reporting Instance
Pre-encumbrance
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
Adjustment made directly in the General Ledger
Journal ID
Transaction identification number used to identify Journal Entries. This
number appears on budget detail reports and is used to research budget
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line item details.
Questions
?’s
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