fit gap sessions state of kansas general ledger january 2015
TRANSCRIPT
Fit Gap Sessions
State of Kansas
General LedgerJanuary 2015
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Agenda● Introductions● Objectives● Schedule ● Fit Gap
– Global Enhancements with 9.2● Enterprise Search (Confirm the areas where it will be utilized)
– Business Process Deltas between 9.0 and 9.2 ● Online Review / Offline Review● Confirm new functionality that should be explored for system design
– Workflow ● If applicable – Confirm whether AWE or Virtual Approver will be used
– Interfaces● Retrofit / Eliminate
– Customizations● Retrofit / Eliminate
– Reports● Retrofit / Eliminate
– Security– Batch Schedule
● Discussion
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Introductions
● Name● Functional Area● Role
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Objectives
● Analyze the deltas between current Business processes and version 9.2.– Identify Gaps– Confirm Inventory of Interfaces, Customizations and Reports.
● Facilitate the next stage – Design and Configuration
● A list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.
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Schedule
Date Time Topics
1/13/2015 1:30 PM – 4 PM General Ledger
1/15/2015 1:30 PM – 4 PM General Ledger
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Global Enhancements
● Secure Enterprise Search● Use with mobile devices (will show with workflow demo) ● Work centers are available for each module area● Pivot Grids
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Global Enhancements
● Oracle Secure Enterprise Search (SES)– Provides global search capabilities that enables the user to take
action from search results without navigating through the menus thereby increasing productivity
– SES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applications
– SES indexing is available in these areas of PS FSCM● Assets, Expenses, Journals, Payments, Procurement Contracts, Purchase
Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers
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Global Enhancements
● Example
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Global Enhancements
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Global Enhancements
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Global Enhancements● GL WorkCenters
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Global Enhancements● GL Work centers
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Global Enhancements
● Pivot Grids– Based on PS Query results that display results in an Excel-like pivot
table, chart, or grid. ● Interactive analytical grids and charts
– Accessible through pagelets added to a users Home Page, Work Center and Dashboards
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Global Enhancements
● Embedded Help– Use Help Icon (?) – Explains how to perform a specific task– Message modal window can be moved
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Business Processes
● Chartfield MaintenanceBusiness Process
Feature
Chartfield Maintenance
Chartfield Maintenance can be requested and approved through an online request page.
Chartfield Maintenance
Chartfields other than account, are maintained in separate SetIDs by business unit and copied to the main setid, SOKID (FD_GL002).
Pain Point: SetID on the COA set up fields is SOKID. Kansas would like for this to default to Agency specific setid for COA Maintenance people.
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Business Processes ● Chartfield Requests entry page
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Business Processes ● Chartfield Requests entry page
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Business Processes
● Enter and Process Journal Entries – on-line entry
ENTER JOURNAL HEADER INFORMATION
ENTER JOURNAL LINE INFORMATION
ENTER JOURNAL ENTRY TOTALS
ASAVE JOURNALINCOMPLETE? No
MARK JOURNAL AS INCOMPLETE
Yes
Cen
tral G
L Pr
oces
sor
Agen
cy G
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oces
sor
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Business Processes
● Deltas 9.0 vs 9.2
Business Process Feature
Enter and Process Journal Entries
ChartField Security provides a flexible mechanism for configuring and maintaining data level security. When enabled, ChartField Security prevents user access to online transactions containing unauthorized ChartField values; access to accounting data containing unauthorized ChartField values in the inquiry components; and access to unauthorized ChartField values during data entry.
Enter and Process Journal Entries
Financials Audit Framework (audit logging) provides efficient tracking of transaction processing that results in enhanced visibility and detailed audit trails. Audit logging is available for GL Journal Processing. It is also available for Payables vouchers, drafts and payments, Receivables items, drafts and payments.
Enter and Process Journal Entries
Project Costing ChartFields are added to the SpeedType functionality. Create SpeedTypes to quickly enter GL journals with Project Costing distribution lines. (Kansas does not currently use SpeedTypes. However, AR/Billing and Expenses have been retrofitted to use Speedcharts.)
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Business Processes ● Chartfield Security on Dept Field restricted to Depts beginning with 70
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Business Processes ● Audit Logging Event Set up
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Business Processes ● Audit Logging Search Results
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Business Processes
● Enter and Process Journal Entries – Spreadsheet Journal Entries
UPLOAD IMPORT FILE ENTER JOURNAL
HEADERENTER JOURNAL LINES CREATE IMPORT FILE
PREPARE SPREADSHEET
ENTRIES
GenerateBatch JE
Cen
tral
GL
Pro
cess
orA
genc
y G
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roce
ssor
A
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Business Processes
● Deltas 9.0 vs 9.2
Business Process Feature
Enter and Process Journal Entries
Now provides new alternate Spreadsheet Journal upload files (JRNL1.xlsm and JRNLMCRO.xlam to accommodate Excel 2007 functionality as well as Microsoft Vista functionality. This feature was backported from 9.1 to 9.0.
Enter and Process Journal Entries
PeopleSoft 9.1 enhances Spreadsheet Journal online and batch import edits as well as Flat File journal import edits by adding an option to check decimal position. If selected, the Spreadsheet Journal and the Flat File journal imports check the decimal position for invalid journals and log a message that provides details of journals with invalid decimal positions on Amount values. This enables you to find and correct the errors before they are imported to General Ledger.
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Business Processes ● Check for decimal position on Spreadsheet Upload
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Business Processes ● Check for decimal position on Spreadsheet Upload
– Message after attempt to upload journal with more than two decimal places
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Business Processes
● Enter and Process Journal Entries - Edit
A
If edit ing a single journal
If edit ing specific groups of journals
If edit ing all journals
CHECK FOR ERRORS
JOURNAL EDIT ERROR REPORT
BEDIT ERRORS EXIST? No
Yes
F
EDIT SINGLE JOURNAL
EDIT SPECIFIC GROUPS OF JOURNALS
EDIT ALL JOURNALS
(GLPJEDIT.CBL)
GENERATE ERROR REPORT
Cen
tral
GL
Pro
cess
or
Age
ncy
GL
Pro
cess
orB
atch
Pro
cess
or
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Business Processes
● Deltas 9.0 vs 9.2
Business Process Feature
Edit Journals Consistent Combination Editing in error messaging across all applications that support combination editing. The error messages supply the Combination Group that is being violated by the ChartField combination in error.
Edit Journals In order to increase process efficiency and performance, PeopleSoft Financials 9.2 provides the ability to perform combination editing for a process group by transaction source. Users can associate a transaction source with a process group so that during combination edit processing, only the data for the designated transaction source is processed for that group of rules rather than processing all data for all sources.
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Business Processes ● Combo Edits by Transaction Source
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Business Processes ● Combo Edits by Transaction Source
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Business Processes
● Enter and Process Journal Entries – Edit Corrections
FCOMBINATION EDIT
ERRORS?
Yes
QUERY VALID COMBINATIONS
CORRECT JOURNAL ERRORS
ASAVE JOURNAL
Yes
Maintain ChartFields
/ Combo Edits
A
NEW COMBINATION EDIT REQUIRED?
Cen
tral
GL
Pro
cess
orA
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Cen
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Cha
rtFie
ld
Mai
nten
ance
DELETE JOURNALNo No
DELETE JOURNAL
Yes
No
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Business Processes ● Enter and Process Journal Entries- Budget Checking
B
If budget checking a single journal
If budget checking all journals
CHECK FOR BUDGET FAILURES
JOURNAL BUDGET CHECKING ERROR
REPORT
C
BUDGET CHECK SINGLE
JOURNAL(FSPKBDP3.CBL)
BUDGET CHECK SPECIFIC
GROUPS OF JOURNALS
BUDGET CHECK ALL JOURNALS
GENERATE ERROR REPORT
Cen
tral
GL
Pro
cess
orA
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roce
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Bat
ch P
roce
ssor
BUDGET CHECKING ERRORS EXIST?
G
No
Yes
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Business Processes
● Enter and Process Journal Entries – Correct Budget Errors
GCORRECT JOURNAL
ERRORSASAVE JOURNAL
CORRECT TRANSLATION ERROR
BUDGET TRANSLATION ERROR?
Yes
ANALYZE BUDGETS
DELETE JOURNAL
DELETE JOURNAL
Cent
ral G
L Ap
prov
erAg
ency
GL
Appr
over
TRANSFER BUDGET? No
Yes
Enter and Process Budget
Journals
A
No
Yes
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Business Processes
● Enter and Process Journal Entries - Approvals
C No APPROVED? Yes
No
D
ROUTE DENIED
JOURNAL TO ORIGINATOR
ROUTE JOURNAL
ENTRY FOR APPROVAL
ACORRECT JOURNAL
ERRORS
Cen
tral G
L Ap
prov
erAg
ency
GL
Appr
over
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Business Processes
● Deltas 9.0 vs 9.2
Business Process Feature
Approve Journals Approval Framework provides workflow approval for actuals journal processing that is configurable for easier implementation of multiple rules, while accommodating constantly changing business and regulatory conditions.
Approve Journals PeopleSoft General Ledger 9.1 leverages the Mobile Approval Framework, allowing approvers the flexibility to approve journal entries on the go. For example, you can log into the PeopleSoft system from a mobile device, such as a tablet or smart phone, and approve, deny, or push back journals that are pending your approval. You are able to preview a graphical representation of the transaction approval flow, view other approvals, and see comments that previous approvers have entered.
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Workflow
● AWE (Approval Workflow Engine) replaces Virtual Approver● FD_GL001
– Workflow notifications appear on the worklist only (no email). – There are three approver roles – GL Journal approvers 1, 2 and 3
and a DoA role called GL Auditor. The journal will route to approver 1 for their agency BU. If an approver 1 does not exist, it will route to approver 2, if 2 does not exist it will route to approver 3.
– THIS NEEDS TO BE RETROFITED
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Business Processes ● AWE Workflow
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Business Processes ● AWE Mobile App for Approval
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Interfaces
ID Name Business Reason Retro/Fit (Y/N)
FD_INF06 Inbound GL Journal Interface Inbound interface of standard GL Journals from satellite systems
Y
FD_INF15 Daily Outbound Chartfield Extract
Outbound interface of ChartFields for agency external systems and documentation
Y
FD_INF19 Module Transaction Interface Outbound interface of GL Journal transactions for agency external systems
Y
FD_INF64 DOB Chartfield Interface Outbound interface of ChartFields like the INF15, but a detailed copy of all Business Units for Division of Budget
Y
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Customizations
ID Description Business Reason Retro/Fit (Y/N)
FD_GL001 Journal Approval Workflow Configuration to allow for maximum of 3 levels of agency approval and one level within Department of Administration
Y
FD_GL002 Multiple SetIDs Allows for all ChartFields, except for account, to be maintained under a separate, agency-specific SETID
Y
FD_GL003 Journal Source Field To prevent the journal source from being changed to a pre-approved source that automatically post and does not process through workflow
Y
FD_GL004 Secure Central SOKID Trees from Update Change by Agency User
To prevent agencies from accessing/ modifying trees that are not agency specific
Y
FD_GL005 Gray Out the Post Check Box on the Edit Journals Page
To prevent a journal from posting without completing the approval process
Y
FD_GL006 Allocation Temporary Table Agency specific allocation process N
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Reports
● Crystal, SQR, nVision, Queries, XML - Confirm Tools● Delivered Reports that were customized – Confirm List● New custom reports created by SOK – Confirm List
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Catalog of Reports, Queries, & Inquiries
http://
smartweb.ks.gov/home/reporting
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Security
● Current State – Custom Permission lists and Roles used. – Row level security used – BU/SETID/LEDGERS – Some security design changes will be needed during
system design.
● This will be further discussed with SOK security team separately.
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Open Discussion & Questions