PeopleSoft Financials Production Support Quarterly Update Wimba

When: Thursday, May 23rd, 2013, 2:00 p.m. – 2:45 p.m.

The GeorgiaFIRST PeopleSoft Financials Production Support team held a Production Support Quarterly Update Wimba on Thursday, May 23rd, 2013 at 2:00 p.m. The agenda for this Update Wimba included:

• PeopleSoft module-specific information for Release 2.70 • Fiscal year-end reminders • Administrative Services updates

To View the Archive

// Archive Info Name: GeorgiaFIRST PeopleSoft Financials - 05/23/2013 14:00 URL: http://gbor.wimba.com/launcher.cgi?room=PSFIN_IR_2013_0523_1400_19 Room ID: PSFIN_IR

PSFIN v8.9 Production Support Update

May 23, 2013

• Administrative Services New Faces • Module Specific Information & Release Items • Fiscal Year-End Reminders • Georgia Summit and Updates • Q & A

Agenda

New Faces in Administrative Services

Berni Johnson – Developer

Berni recently transferred to Administrative Services from the Data Warehouse team at ITS. Prior to joining ITS, she worked for UGA as a programmer. Berni has an Master of Arts degree in English with a concentration in Humanities Computing from UGA.

Cheng-Yu Ouyang – Accounts Payable

Prior to joining ITS, Cheng-Yu was the Assistant Director of System Management at the Office of Student Financial Aid at UGA. Cheng-Yu has a Bachelors in Management Information Systems and an MBA in Operations Management, both from UGA.

Wanda Aldridge – Application Integration

Prior to joining ITS, Wanda worked at the University of North Georgia in Business and Finance. Wanda has a Bachelor of Arts in Business Administration from Georgia Southwestern State University.

• The PS_DEPT_TBL is now being replicated from F89PRD to F89RPT on a near real time basis.

BOR Reporting Instance F89RPT

• Rel 2.70: Banner to AP Interface BORIF003 – Address Line 4 date will be noted as an exception

and will not be populated into the Vendor tables – Review the Interface report for errors

(Addresses, PAYPARENT, SSN) – Make any needed changes in PeopleSoft

Accounts Payable

• Rel 2.70: Banner to AP Direct Deposit Interface BORIF035 – The PS_BNR_DIR_DEP_BOR table was altered to so

that maximum field lengths match maximum field lengths from Banner.

– The imported data will be exactly as it was in Banner – The data will then be copied into the PeopleSoft AP

tables and trimmed as needed. – Review the Interface report for exceptions – Make any needed changes in PeopleSoft

Accounts Payable

• Salary/Travel: −Due August 16, 2013

• Vendor Payment / Obligation: −Due October 18, 2013

• Updated User Guides will be posted within the next few weeks.

• Reminder re: file formats

DOAA / TIGA Reporting

• Peoplecode where BUSINESS_UNIT and OPRCLASS from PSOPRDEFN and PS_SEC_BU_CLS was modified to allow search default to be the new business unit – Note: this was required for the new Consolidated

Business Units • Schedule G1 updated to correct issue where

report runs to Error when multiple error statuses are listed in the footer section

Budget Prep

• Rel 2.70 – New Query BOR_VCHR_PO_NOTRECV will assist

users in identifying PO lines that have been vouchered, but not received

Purchasing

• 7:00am Wednesday, June 12 – ITS will cutoff ePro Requisition entry for the following

roles: • BOR_EP_REQUESTER_YE_CUTOFF • BOR_EP_MAINT_REQ_YE_CUTOFF • BOR_EP_MAINT_REQ_SCI_YE_CUTOFF

Note: Institutions that do not wish to have the ePro Requisition entry cut off on this date should use the regular BOR roles without the YE_CUTOFF ending.

Purchasing Year-End Reminders

• Refer to the Year-End Manual – How to identify encumbrance issues – Helpful reports – Clean up processes http://www.usg.edu/gafirst-fin/documentation/category/fiscal_year_end

Purchasing Year-End Reminders

• Changing Budget and Accounting Dates – Multiple Fiscal Years Open – PO’s budget checked with incorrect Accounting Date

• Cancel using the same incorrect Accounting Date that was used when PO was created. Then create a new PO, using a correct Accounting Date.

• Refer to Announcement A11-033 dated June 6, 2011 for additional information

– PO’s budget checked with incorrect Budget Date • Change and re-budget check by user with BUDG_DT_PO KK

Security Rule

Purchasing Year-End Reminders

• 16 Institutions live • Over 8700 PO’s created in the last year • 64 Suppliers, currently working to add Lenovo

as a Catalog supplier • Approximately 2,060 users registered

GeorgiaFIRST Marketplace

• Summit Session: Getting more from your PeopleSoft ePro investment and the GeorgiaFIRST Marketplace

• Athens training sessions scheduled: – Shopper and Requester training on October 8th

• Register online at http://gfmrequesteroct8.eventbrite.com

– Buyer training on October 9th • Register online at http://gfmbuyeroct9.eventbrite.com

GeorgiaFIRST Marketplace

• The GASB Note 4 Inventories nVision report (INV) was created. The total for this report ties back to Statement of Net Position – Inventories line.

General Ledger/KK

• The following GASB nVision reports have been updated to include 2013 year-end mapping changes. In addition to the mapping changes, all occurrences of “Net Assets” have been updated to “Net Position”.

General Ledger/KK

• SNP - GASB Statement of Net Position • SRECNP - GASB Statement of Revenues, Expenses, and Changes in Net Position • CASHFLOW - GASB Cashflow • CAPASS - GASB FootNote 6 - Capital Assets • NAT - GASB FootNote 15 - Natural vs Functional • AUXSNP - GASB Auxiliary Statement of Net Position • AUXSREC - GASB Auxiliary Statement of Revenue Expenses and Changes in Net Position • UNP - GASB Note for Unrestricted Net Position • RNP - GASB Restricted Expendable Net Position • SACSSNP - SACS Statement of Unrestricted Net Position • SACSSREC - SACS Statement of Changes in Unrestricted Net Position

• The following GASB nVision report IDs, report descriptions, report titles, and report layouts have been updated to reflect the following “Net Assets” to “Net Position” changes:

General Ledger/KK

Old Report ID New Report ID SNA SNP SRECNA SRECNP AUXSNA AUXSNP AUXSREC AUXSREC UNA UNP RNA RNP SACSSNA SACSSNP SACSSREC SACSSREC ----- INV

• Note: the GL Reports Manual is being updated to reflect these changes and will be posted soon.

• The Budgetary Compliance nVision report (BCRPT) has been modified in accordance with the Fiscal Year-End 2013 mapping document.

• Updates include: – Adding the surplus return account, 480100, to the

Teaching- Revenue section (lines 1 – 7) – Removing the Additions and Deletions section

(previously lines 324 a – l )

General Ledger/KK

General Ledger/KK • Queries

– The security record has been updated in the BOR_JE_PENDING and BOR_CHK_JE_PENDING queries to ensure that both primary and B business unit transactions will be selected when the query is run for the GL business unit.

• The 3rd Party Staging Purge (BORRG050) process was modified to default the Journal Template value based on the Payroll Accounting Definition name. The Journal Template value is grayed out for payroll processes to prevent the field from being left blank.

• Valid values: – PYRENCPROJ – ENC_PROJ – PYRLENCDEF – PAYROLL_EN – PYRLEXPDEF – PAYROLL_EX

General Ledger/KK

• Changes that will be in place this year-end: – AP Voucher Budget Check after Match – Journal Generation Request Dates

Configuration Changes

• AP Matching during Month/Fiscal Year-End – Scenario:

• Voucher Budget Checked – entries in KK • Matching has been run, but voucher has Match

Exceptions • Cannot be Posted until Match Exceptions cleared

– Issues: • Encumbrance liquidated by budget check but expense

not yet recorded.

Configuration Changes – AP

• Configuration change to only allow vouchers to budget check after they are Matched – Only vouchers with a status of M ‘Matched’ or N

‘No Match Required’ will be selected in the Budget Checking Process.

– This will greatly reduce the time between the liquidation of encumbrance (in KK) and the recording of the expense (in ACTUALS) for these vouchers.

Configuration Changes – AP

• This configuration change was applied as part of the 2.70 release on May 18, 2013.

• We have updated the nightly BORDAILY job to run Matching prior to Budget Checking for Accounts Payable.

• Any vouchers that had both a Match Exception and a Budget Exception at the time of release must have the Match Exception cleared before the Budget Checking Exception can be cleared.

Configuration Changes – AP

• Every year in the July to August timeframe, we see tickets come in concerning journal generation.

• One of two scenarios : – A transaction from the previous fiscal year did not

get journal generated to the General Ledger, or – A transaction from the new fiscal year gets journal

generated into the prior fiscal year

Configuration Changes – GL

• Due to two configuration settings: – BORDAILY run control

Configuration Changes – GL

– Journal Generator Template

Configuration Changes – GL

• ITS runs a script every year to update to the new fiscal year

BORDAILY run control

• A voucher with a 6/15/2013 accounting date doesn’t get posted until 7/20/2013 – Normally, if June is closed, this voucher would get

journal generated with a 7/31/2013 journal date, – But, if ITS has already run the script to update the

request dates, this voucher would not get picked up in BORDAILY at all, and the institution would have to manually journal generate.

Case 1

• An institution has already started working in the new Fiscal Year and has entered a voucher with an accounting date of 7/15/2013 – Normally, July would be open and the voucher would

journal generate with a journal date of 7/15/2013. – Sometimes, if an institution needs to go back and

make an entry in June, they will close July and reopen June to prevent crossover. If BORDAILY runs during this time, the voucher dated 7/15/2013 will get picked up and journal generated with a journal date of 6/30/2013, due to the Alternate Date setting.

Case 2

• Needed a beginning date set far back enough to catch the stragglers, and an end date not so far ahead as to cause transactions to get journal generated “backwards” into a prior fiscal year.

BORDAILY run control – What are our options?

• BOR Menus -> BOR Utilities -> BOR Security -> Commitment Control Security – This query replaces the Security Report that is

listed under Commitment Control > Define Budget Security.

– This report is designed to list all users at a specific institution that has budget security access.

Security

• Expense Focus Group established • Release 2.70 Improvements:

– BOR_KK_OPEN_TAUTH_ENC_CLS Query improved for performance issues

– Added Business Unit prompt to several Expense Queries

Expenses

• 7:00am Thursday, June 13 – ITS will cutoff Travel Authorization & Cash

Advance entry in Self Service • 7:00am Thursday, June 20

– ITS will cutoff Expense Sheet Entry in Self Service

Expenses Year-End Reminders

• FY2013 Institution Cutoff Dates: – Friday, June 21

• Deny all unapproved Travel Authorizations

– Wednesday, June 26 • Liquidate TAuth hanging encumbrances

– Friday, June 28 • Process final Expense pay cycle • Reconcile account 211500 (-0- balance)

Expenses Year-End Reminders

• Very helpful tool this time of year to see remaining budget, open encumbrances, etc.

• Institution Administrator Contact List is located at http://www.usg.edu/gafirst-fin/istrategy. – Can assist with setting up new users, resetting

passwords, etc.

iStrategy

• Just a reminder – as we move closer to fiscal year-end please keep the FDM submissions moving forward.

Financials Data Mart

• Benefit Retiree Accounting – updated to populate Surviving Spouse Plan ID

• 7/5THS Reconciliation Jan-Jul (formerly Fac Recon Jan-Jul) - updated to include Paygroups J and X and to exclude Paygroup Y

• ERS Summary Report – updated to correctly state the ERSCON amount line 4b, New Plan amount line 4c and classify prior period adjustments

• Add Contribution Row functionality – updated to allow additional adds for the same emplid in future periods

• Retirement Work Table Load process – updated to address the issue of omitted Payline Adjustments

Application Integration

• New Retirement Reports delivered – – Retirement Benefit Plan Summary – Retirement Provider Summary – Termination_Reasons

• The nightly data feed BORADPINC has been modified to change Country Codes not equal to USA to be USA to prevent the PS_PERS_NID table from causing errors when processing the Financial Data Mart data.

Application Integration

• 2 GeorgiaFIRST Birds of a Feather Sessions this year: – Procure-to-Pay – Financial Control and Reporting

• Do you have ideas/questions/feedback for one of these BOF sessions? Would you like to help lead the discussion? – Email donna.wooddell@usg.edu

Georgia Summit

• Effective July 1, 2013 • ALL Service/Construction related work above

$2,500 (previously only PWC) • Must verify vendor uses E-Verify

ITS is looking at options for capturing the E-Verify Company ID and effective date within PeopleSoft Financials.

SB160 E-Verify Requirements

• Query Cleanup Needed in F89RPT – To improve integrity of Reporting Database – Remove obsolete queries – Pre-upgrade preparation

• ITS will provide each institution a list and instructions within the next couple of weeks

• Provide Query Admin contact for your institution to: donna.wooddell@usg.edu

Query Maintenance

• Known Issues http://www.usg.edu/gafirst-fin/known_issues/ • Announcements http://www.usg.edu/gafirst-fin/announcements/ • Release Notes http://www.usg.edu/gafirst-fin/release_info/ • Business Processes http://www.usg.edu/gafirst-fin/documentation/

Documentation on GeorgiaFIRST Website

• Please submit your questions at this time

Q & A