PeopleSoft Financials 8.4
Readiness Training
Objectives
understanding
•Define the reasons we are making the change
•Identify the basic elements of PeopleSoft
Financials
•Locate general navigational tools in PeopleSoft
•Compare old and new UD structure and
language for processing, storing and reporting
financial data
•Identify what training will be necessary
Why change UD financial system?
30-year-old system, revised accounting practices
Why change UD financial system?
30-year-old system, revised accounting practices
Why now?
design improved over initial releases
Why change UD financial system?
30-year-old system, revised accounting practices
Why now?
design improved over initial releases
Why PeopleSoft 8.4 for financials?
flexible, secure and able to be staged
Why change UD financial system?
30-year-old system, revised accounting practices
Why now?
design improved over initial releases
Why PeopleSoft 8.4 for financials?
flexible, secure and able to be staged
What do we expect it to do for us?
conceptual and functional improvements
Why change UD financial system?
30-year-old system, revised accounting practices
Why now?
design improved over initial releases
Why PeopleSoft 8.4 for financials?
flexible, secure and able to be staged
What do we expect it to do for us?
conceptual and functional improvements
How will we prepare for it?
tier training with Web support: www.udel.edu/UDFS/info
PeopleSoft
•
•
•
•
enterprise solution brings data together
web interface
more flexible reporting
improved data entry
2003
2004
July
2005
July
PHASE II
July
PHASE III
PHASE I
(tentative)
Contracts & Grants Module
General Ledger
(GL)
ModuleGrant Budget
Proposal
Processing,
Reports Module
Includes Labor Allocation Module for salary
Projects Module
distributions
Asset Management
Facilities
Module
Accounts
Accounts Payable
(AP)Receivable
Module Module
Cash Transmittals
Billing
Module
Purchase Order (PO)
Module
Invoices
PHASE I
7/1/03
Use new PeopleSoft
Processes for:
Journal Vouchers (JVs)
Purchase Requisitions
Request for Check
Cash Advances
Business Expense Reports (BERs)
Purchasing Card Reconciliations
Reporting
PHASE I
7/1/03
Use legacy(old) Chart of
Accounts for:
Cash Transmittals
Miscellaneous Billing Invoices
Grants Management System (GMS)
Basic Elements &
General Navigation
Security based
on your login
Specialized functions
Navigation bar
Drop-down menu
My Personalizations
Drop list
Explain
Click to hide or reveal the
menu bar
Create new working
windows – several may be
open at one time.
Navigation
review
•Navigation bars
•Personalizations
•Search capability
•Hiding and showing the navigation bar
•Opening new windows
HELP: PeopleBooks
HELP !!
Print
Data Entry
example
Journal Vouchers
•Will continue to be a Web form
•Plan to use redesigned version
of UD form
•Will be formatted to use new
chartfields instead of old
account codes and object codes
Data Entry
other
•BER (Business Expense Report) will
be a Web form
•Purchase Requisition, Request for
Check and Request for Cash Advance
will be combined into one Web form
•Procurement Services will provide further
information closer to July 1, 2003
Reporting
old v. new
Old system
•Paper monthly accounting statements
•GA Query views
•Data Warehouse
New system
•PS Data in “records” (what we call tables)
•Online reports
•Queries on the data
•More sophisticated tools will also be available
Reporting
examples
•Predefined: written and ready-to-use
•similar to GA-PRD views
•Ad-hoc: written by you
•query tool
Criteria
Download to Excel
Trees
access
•Key aspect of PeopleSoft
•Hierarchical representation of data
•PeopleSoft bases security on trees
New Structure,
New Language
Chart of Accounts
Current UD Account Code
01fund
1type
744710function bud unit
004101XX
project object code line no.
Chartfield Comparison
PeopleSoft
Account
UD Legacy
Object Code
current UD account code
01fund
1type
744710function bud unit
004101XX
project object code line no.
PeopleSoft Chartfields
PSACCT
•Corresponds to 3 digit object code
•Classifies transactions as expenditure,
revenue, asset, liability, or equity
•6 alphanumeric characters
Chartfield Comparison
PeopleSoft
UD Legacy
Account
Object Code
Class
Line Number
current UD account code
01fund
1type
744710function bud unit
004101XX
project object code line no.
PeopleSoft Chartfields
CLASS
•Corresponds to UD 3 digit salary line #
•A budget line associated with a position
within the University
•3 alpha or numeric characters
Chartfield Comparison
PeopleSoft
UD Legacy
Account
Object Code
Class
Line Number
Purpose
11 Digit Account
current UD account code
01fund
1type
744710function bud unit
004101XX
project object code line no.
PeopleSoft Chartfields
PURPOSE
•Corresponds to UD 11-digit account code
or UD 14-digit asset/liability account
•An activity that can have revenue,
expense, and balance sheet components
•10 or less alphanumeric characters
PeopleSoft Chartfields
OTHER PeopleSoft CHARTFIELDS
•Fund
•Program
•Project
•Source
•DeptID
•User Defined Chartfield
Chartfield Road Map
OLD FIELD
SELECTION FIELDS:
11-digit code
Object code
Line number
NEW UD FIELD
Purpose
Account
Class
ADDITIONAL FIELDS FOR REPORTING:
Fund Type
Function (characters 4 & 5)
No UD Equivalent
Fdg sources & agency codes
No UD Equivalent
Fund and Purpose digits 5 & 6
Program
Project
Source
Chartfield 3 (User field)
CENTRAL HIERARCHICAL STRUCTURE FOR REPORTING:
Current UD hierarchical “tree”
Dept ID
CONVERSION DATA
UDACCT11
01001258300
01001900001
01001900002
01001900003
Legacy 01001900007
Account 01001900050
01001900051
Code
01001900060
01001900061
01001900094
01001900095
01001900096
01001900097
01001900101
01001900102
01001900103
01001900107
01001900190
01001900191
01001900193
01001900195
01001900196
01001900197
PURPOSE DESCR
PARALLEL PROGRAM-DTCC TUITION
UNDERGRAD RES FEES-FULL TIME
UNDERGRAD RES FEES-PART-TIME
UNDRGRAD RES FEES-18 PLUS
UNDERGRAD SUSTAINING FEE
UG DTCC WAIVER
UG DSC WAIVER
ROTC CREDIT LIMIT REFUNDS
MARCHING BAND CREDIT LIMIT REF
BIOSPHERE CONTRA-INC RES
U/G RES-REFUNDS
U/G RES-SIBLING DISCOUNT
U/G RES-SENIOR CITIZEN WAIVER
UNDRGRAD NON-RES TUITION-FULL
UNDRGRAD NON-RES TUITION-PARTUNDRGRAD NON-RES TUITION-18 PL
INT'L STUDENT EXCH CONTRA
CONTRACTED TUITION CONTRA
U/G NON-RES DE FEE PRIVILEGE
BIOSPHERE CONTRA-INC NR
U/G NON-RES-REFUNDS
U/G NON RES-SIBLING DISCOUNT
ACADEMIC COMMON MARKET CONTRA
PURPOSE
PARA112114
UNIV112244
UNIV112245
UNIV112246
UNIV112247
UNIV112248
UNIV112249
PeopleSoft
UNIV112251
UNIV112252
PURPOSE
UNIV112253
Chartfield
UNIV112254
UNIV112255
UNIV112256
UNIV112257
UNIV112258
UNIV112259
UNIV112261
UNIV112262
UNIV112263
UNIV112264
UNIV112265
UNIV112266
UNIV112267
CROSSWALK
conversion
A conversion tool is available to
convert your UD legacy (old)
account code to PeopleSoft
Chartfields.
SPEEDTYPES
auto fill-in
Enter Speedtype (ex: “CHEM11”) into
Speedtype field and the following
chartfields are filled in:
•Purpose
•Fund
•Program
•Project
•Source
•DeptID
Chartfield Mapping
Chemistry Supplemental Funds
1-7-09-2522-50-410
CHEM17S
141000
OPBAL
INST2
BLANK
70000000
02522
Purpose & Speedtype
Account
Fund
Program
Project
Source
Dept Id
Data Transition
•FY 03 data will be in PeopleSoft
•DW updated for 1 year; history available
indefinitely
•GA Query will work as now through Oct
•line number won’t translate
•User Defined Chartfield
Supplemental Information
continuing
Visit
http://www.udel.edu/UDFS/info
for supplemental, updated
information and helpful links
Where are we ??
PeopleSoft Financials at UD
Current Status
Why can’t I use it yet?
•Security is being reviewed and
implemented
•Teams are working on reports, work
processes, pre-built queries and quick
designs for your use
July 1, 2003 is roll out date for first of 3 phases
What does the future hold?
February
July
June
March – June
Phase I will go live
May and
see minor
changes
Training on
in work
processes
applications
Begin training
more specific
in preparation
of some Phase II
“readiness” tools and uses
for July
1 roll out
modules
Training
building
•Tier training: learn from colleagues
•Take time now to learn basics, there
will be more time to learn more after
go-live
Training Pyramid
Advanced
Report Writers
Query writers
All users
Training Courses
All Users
• Readiness Training
• Basic Training
– How to use Pre-defined Forms, Queries &
Reports
• Procurement Training
Training Courses
Query Writers
• Know Thy Data (prerequisite to Writing
Queries) web resource
• Write Your Own Queries
Training Courses
Advanced Report Writers
•
•
•
•
Crystal Class
Creating Trees
nVision Class
SQL Class
What can you do now?
preparing
•Seek more understanding of the Chart
of Accounts (use Web or discussions)
•Keep an open mind – things are
changing, but the goal is to improve
processes and systems
What can you do now?
preparing
•Talk with your PS Communications
Team representative about
expectations or training plans
•Label file folders with new PS Purpose
Keep an eye on our Web site
for future training dates and
information:
http://www.udel.edu/UDFS/info/