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Chart of Accounts (CoA) Setup, Process General Ledger &
Budget Management Business Process Workshop
May 4, 2020
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Logistics for Today
• Mute your microphone when not speaking
• Be courteous of presenters and attendees
• State your name and department before speaking
• We will have Q&A breaks
• Use the chat box to write questions or comments
• Return promptly from breaks
• PowerPoint presentation was included in the meeting invite
• Today’s session will be recorded2
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Agenda
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• Welcome & Introduction
• Project Background
• Business Process Workshop Objectives
• Chart of Accounts (CoA) Setup, Process General Ledger & Budget
Management Business Process
• Process Overview
• System Walkthrough
• Key Changes
• ERP Roles
• Interfaces
• Additional Activities
• Tools to Support Departments
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EDGE Overview• EDGE is Miami-Dade County’s
Enterprise Resources Planning (ERP)
• EDGE will streamline and modernize the County’s business processes and technologies, so they operate more efficiently and support the County’s policies
• It will be the system of record for the County’s Financials, Supply Chain, Human Resources, and Payroll functions
FINANCIAL &
PROCUREMENT
TRANSACTIONS
REPORTING
ANALYTICS
TIME & LEAVE
BUDGET
HR &
PAYROLL
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Project Governance
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• Decision Making Body
o Support/validate decisions
o Confirmation of decisions made by EDGE Project
o Contribute to resolution of issues
o Escalate decisions, as necessary
• Two Way Information
o Gain understanding of Project and solution
o Push Project communications through department
o Provide input/information from departments
Business Leadership Councils Department Change Networks• Change Executives
• Change Agents
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Business Process Workshop (BPW) Objectives
BPWs will present county-wide business processes
Note: BPWs will cover county-wide process impacts. Each department will identify its own department-specific process impacts
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BPWs will… BPW will not…
• Help departments understand new
county-wide business processes
• Discuss key process changes
• Suggest potential impacts on
departments
• Prepare departments to adapt their
existing process/forms/operations to fit
now processes
• Discuss all new business process
changes and impacts
• Present department-specific processes
• Discuss department-specific impacts
• Provide a full system demonstration
• Provide system training
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Guiding Principles
• Challenge how the County does things today
• Perspective – Adopt a “County-wide” perspective
• Participate – Share your thoughts
• Question – Better to question, then assume
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Chart of Accounts (CoA) Setup, Process General Ledger &
Budget Management Business Process
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What You Should Take Away
• Process overview level understanding of the Chart of
Accounts (CoA) Setup, Process General Ledger & Budget
Management business processes. For this session, the
business processes are:
• Create and Maintain Chartfields
• Enter & Process Journal Entry
• Enter & Process Budget Journal
• Budget Overview
• Understanding of the EDGE end user roles to complete the
Role Mapping activity 10
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KK
Grants
Accounts Payable
eProcurement Sourcing Inventory (EAMS)
PurchasingPOs
Item Master
Project Costing
General Ledger / Commitment Control
ReceiptsE
ncu
mb
ran
ce
s
Suppliers Bidders
Cash Management
Contracts
HCM (intermittent mainframe)
Hyperion
Scorecard ERP R1 Solution
EAMS WASD/MDAD Documentum TAXSYS/ Banks/Other Integrating Systems
Pre
-en
cu
mb
ran
ces
Exp
en
ditu
res
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3-way
match
Asset Mgmt
Accounts Receivable
& Billing
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Key Terminology
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Today PeopleSoft Terminology
One GL Business Unit (self balancing)
Fund Structure Fund (self balancing)
Organization Department
Trees based on Department
Project Project field/or a Fund
Grant Grant field (self balancing)
GL, Subobject Code, Object
Code
Account
Function Expenses; Department Attribute
Program (Budget Reporting) Not Used
Subsidiary Other PeopleSoft module, Account
User Code: FEMA
Work Order
Project/Grant
It’s not a Chartfield, it will be a Project related field
Index Code (Multi purpose) Multiple Chartfields or sub module functionality; for example additional
Revenue Accounts, further breakdown of Department and usage of Project fields
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CoA Request, General Ledger Journal, Budget Business Journal Process Overview• The objective of the CoA Setup & Process General Ledger
process is:• Understanding the changes on the Chart of Account Chartfield request
and the processing of Journal Entries
• How Budget Journals will be processed in PeopleSoft
• How PeopleSoft enforces the Budget Controls
• Which user roles will take part in the new process
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General Ledger Scenario
Request Chartfield
Approve Chartfield
Process Journal Entry
Sample Query/Report
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•Approve a Grant Chartfield Request to allow the ability to charge transactions to a Grant
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Entry Points for GL Journals• Sub Module journals created
• Edit, Budget Check and Approval occur in sub module.
• No workflow approval in GL
• 3rd Party software integrations create journal entries
• Subject to Edit and Budget Check
• No workflow approval in GL
• Direct entry into GL through the following which are subject to workflow approval
• Spreadsheet Upload Excel based tool (will be shown during training)
• Manual online entry (will be shown here during BPW)
Majority of Journal Entries to be created from Sub Modules and 3rd Party software
integration
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Sample Report
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Budget Journals
• Annual Appropriation Budget
• Budgets developed in Hyperion will be interfaced into Commitment
Control to establish the necessary budgetary controls
• For budgets that need to be added during the
Fiscal Year, i.e. Grants, a Budget Journal will need to be
entered manually to add the budget in Commitment Control
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Commitment Control Scenario
Budget Journal
Budget Overview
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• Add Budget to a Project for a purchase and see the budget impact of the purchases & payments
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Reports
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Report Names
• Revenues and Expenditures by grant / department / fund
• Show a summary of transactions by month
• Ability to provide a similar inquiry capability for the project ledger that provides
life-to-date
• Budget, Actual, Encumbrances and Remaining Balance for Revenues and
Expenditures Reports
• Trial Balance Reports
• Income Statement
• Ability to generate a budget to actual variance report for current and prior years
• FAMR255A-A55 Attachment G All Years Revenues and Expenditures by Fund
Type / Fund / Subfund / Dep.
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County-wide Process – Moving Forward
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Key Changes• Index Code → Chartfield
• Individual Chartfield will now be entered into the transactions
• Chartfields are independent resulting in flexibility to create a unique combination
• All journal entries must include an attachment with supporting documentation justifying the reason for the Journals
• PeopleSoft journal entries will require separate debit and credit lines to be in balance
• PeopleSoft will have multiple combination edit rules• For example: all Capital Funds will require a Project ID
• End Users will need to know how to fix these types of error transactions
• PeopleSoft will use multiple budget checking ledgers• End Users will research errors and initiate the request to fix errors in either
the Appropriation Ledger or the Multiyear Capital Ledger if necessary24
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Key Changes• The new system will “Budget Check” transactions in sub modules
to record the appropriate entries in Commitment Control
• For example, an Encumbrance liquidated to an Expenditure when the
Voucher is processed
• PeopleSoft uses Budget Ledgers to manage different Budget
structures & Budget periods
• Knowing which Budget Ledger is impacted will be necessary when
addressing budget exceptions
• Budget journals will be routed to OMB for approval after it is
entered by the Departments
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Example of Roles TodayPeopleSoft
End-User RoleDescription
Department users who request
structures to be set up in FAMIS
Department
COA Processor
The Department Chart of Account (CoA) Processor is
responsible for chartfield requests.
Finance users who review and
approve the request
Central COA
Approver
The Central Chart of Account (CoA) Approver is
responsible for approving chartfield requests.
Finance users who set up the
structure in FAMIS
Central COA
Maintainer
The Central Chart of Accounts (CoA) Maintainer is
responsible for the setup of Chart of Account values, trees
and maintenance of combination edit definitions and
rules. The CoA Maintainer is responsible for
the maintenance of the CoA translation tables and rules.
Chart of Accounts (CoA) Setup Roles
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Process General Ledger Roles
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Example of Roles TodayPeopleSoft End-
User RoleDescription
Department users who
manually fill out a Journal
Entry Form or
create a Journal Entry in
FAMIS
Department GL
Journal Processor
The Department Journal Processor is responsible for the
creation of journals. A Department Journal Processor can
run online Edit, Budget Check and submit to
the journal approval process.
Financial individual who
signs the manual journal
entry or approves the
journal entry in FAMIS.
Department GL
Journal Approver 1
The Department GL Journal Approver 1 is responsible for
approving his/her department journal prior to applicable
Central approval. The approver has access to a pooled
worklist where they can approve the journals.
Capital section in Central
Finance approves Capital
journal entries.
Central GL Journal
Approver 2/3
The Central GL Journal Approver 2 is responsible for the
second level approval of Department journals. The
Central GL Journal Approver 3, if applicable, is responsible
for the third level approval of Department journals. Both
approvers have access to a pooled worklist where they
can approve the journals.
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Inquiry & Reporting General Ledger Roles
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Example of Roles TodayPeopleSoft End-
User RoleDescription
Users who need to view
financial screens to assist
with their work.
GL Viewer The GL Viewer has access to General Ledger and
Commitment Control online inquiry screens and read only
access to Create Journal Entry pages.
Cognos users have
access to run reports.
GL Reporter The GL Reporter has access to run reports and distribute
reports as required.
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Commitment Control – Budget Journal Roles
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Example Roles TodayPeopleSoft End-
User RoleDescription
Currently, this is a manual
process. Departments fill out a Budget
Entry form. The form has the creator's
signature and an approver's signature.
Department
Appropriation
Processor
The Department Appropriation Processor is
responsible for the creation of budget journal to
request or transfer budget for the department.
An individual with the FAMIS user
class BUDINPUT or DEPAPPR who
works in OMB and approves the
Budget Entry in FAMIS.
Central
Appropriation
Approver
The Central Appropriation Approver has access
to post a county-wide controlling budget
journals.
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Interfaces
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Interface Description
Inbound GL Journal Entry (INT-GL-012) Designed for Department External Systems to import
transactions directly to GL.
Outbound COA(EXT-GL-026) List of PeopleSoft Chartfields.
Inbound Hyperion Annual Budget load from Hyperion to PeopleSoft
Commitment Control
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Your World Tomorrow…
Budget, Finance, Supply Chain Management, and Human Capital Management working together to help support the
integrated ERP system
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Additional Activities
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Business Process Workshop ScheduleMonday Tuesday Wednesday Thursday Friday
Topic:
Chart of Accounts (CoA)
Setup, Process General
Ledger
& Budget Management
Central Source
to Pay
Department
Source to Pay
Central Accounts
Payable
Department
Accounts Payable
Date: May 4, 2020 May 5, 2020 May 6, 2020 May 7, 2020 May 8, 2020
Time: 9:00 AM – 1:00 PM9:00 AM – 4:00
PM
9:00 AM – 4:00
PM9:00 AM – 4:00 PM 9:00 AM – 4:00 PM
Topic: Projects, Customer
Contracts and Grants
Invoice to
Cash
Department Sour
ce to Pay
Date: May 11, 2020 May 12, 2020 May 13, 2020
Time:9:00 AM – 1:00 PM
9:00 AM – 1:00
PM
9:00 AM – 4:00
PM
Workshop(s) Completed33
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• Executing test scripts and create transactions using new business processes during Future State Simulation
User Acceptance Testing (UAT)
• Attend specified departmental end user training to understand the details of business processes that relate to the mapped roles
End User Training
• Change Network Meetings, Email(s) and/or EDGE Website
Communication
Upcoming Project Activities
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Tools to Support Departments
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Change Impact Tool
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As the Department/Office representative you will document Change Impacts in the fields below based on the information provided to you by the Project Team in the Column outlined in green
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ERP Role MappingObjective: Assign end users to new ERP system roles
• All users require at least one role to transact or view within the ERP
• One person may have multiple roles
• Departments will assign their resources to the ERP roles
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ERP Role Mapping Process
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Role Mapping Template
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Step 1: Submitter Information
• Enter the name(s) of the individual responsible for completing the worksheets and submitting the workbook on the 'Cover' tab
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Step 2: Review Instructions Guide
Thoroughly review the
'Instructions' tab before
completing the Role
Mapping Template. The
instructions outline step-
by-step how to complete
each field in the template
and define available
choices.
• Always use the dropdown
menu when available
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Step 3: Contact Information Complete the contact information for the end users within your department that will need access in the ERP system.
• For Non-County Employee(s), include the Employee ID Number assigned i.e., T01234, C01234 etc.
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Step 4: Review Available Roles• Review the list of roles with their associated description
• Below is a sample list of roles by their associated Business Area
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Step 5: Add End User Role(s)• Identify end user(s) role by selecting the Yes option from the drop-
down menu
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Step 6: Processor vs Approver• For end user(s) who are assigned Processor/Requestor role(s) should not have an
Approver role
• Row(s) within each Business Area will be highlighted in Red to prompt awareness
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• The EDGE Project Team will not accept submitted worksheet with these error(s) unless it
includes an Exception Request Email
• Exception Request Email must be submitted with your submission and approval from
Department Executive(s)
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Step 7: Workflow
• Roles which require additional end user information
• Requisition Processor
• PO Buyer
• Requisition & PO Approvers
• Any user assigned Requisition Processor, Purchase Order (PO) Buyer
and the Approver role will require additional information
• Enter user information on the "Requisition Processor“, "PO Buyer" and
“Approvers” tabs, as appropriate
• Always use the dropdown menu when available
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Step 8: Submit Department Role Mapping• The Role Mapping Instructions Guide includes a direct link to your department
submission
• Your complete Role Mapping Template should be emailed to [email protected] by May 19, 2020• Subject Line: Role Mapping – Department Name_Date
• i.e. Role Mapping - Fire_052020
• Once the Role Mapping is emailed to the EDGE Project Team
• A confirmation email will be sent from the EDGE Project Team to the Change Agent/Executive
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We Are Here For You
• Role Mapping Office Hours will be held daily May 14, 2020 –
May 22, 2020 at 11:00 AM – 12:00 PM
• Questions/Comments can be submitted to the EDGE Inbox
• The submitted Role Mapping will be reviewed by the Project
Team
• Only if necessary, will further feedback be provided
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Next Steps
• Share BPW materials with your department
• Complete the BPW Change Impact Tool
• Identify and work on updating internal department
policies, processes, and documentation
• Complete today’s survey
• Change Executives & Change Agents:
• Coordinate completion of Role Mapping to new ERP roles by
May 19, 2020
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Thank You for Your
Participation!