payroll redistribution changes · 2018-05-29 · payroll redistributions in workday. the detailed...

PeopleSoft: Redistribution Changes

Financial Management System

Recorded Session One: May 15, 2018

Note: Recordings of both Redistribution webinars are included so that you can review as you would like. The delivered content is the same; only the chat questions are different.

Recorded Session Two: May 23, 2018

Note: Recordings of both Redistribution webinars are included so that you can review as you would like. The delivered content is the same; only the chat questions are different.

Course Overview

The purpose of this course is to explain the Payroll Redistribution process in PeopleSoft and how the implementation of Workday will change this process.

• Course Purpose

• Course Structure

o Business Process Reviewo Facilitator Demonstrationo Additional Resources Availableo Conclusion

The intended audience of this course includes the following Workday roles:

• Role: Redistribution

Audience

Upon completion of this course, you should be able to:

• Describe the concept of the Foundation Data Model and how it impacts processes within PeopleSoft HCM.

• Explain the concept of a Driver Worktag, and how it impacts the selection of Worktags in PeopleSoft HCM.

• Explain how the Cost Center is related to Program, Project, Gift and Grant in PeopleSoft HCM.

• Demonstrate the steps necessary to create a Redistribution Entry in the revised PeopleSoft environment.

• Discuss the integrations between PeopleSoft HCM and Workday, including integration of FDM Worktags and integration of Account Signer users.

• Discuss how Payroll Redistributions post in Workday, and the report that can be used for identifying them.

Reminder: Introduction to the FDM is a prerequisite to accomplishing the Learning Objectives above.

Learning Objectives

• Foundation Data Model in PeopleSoft HCM• Payroll Redistributions• Integrations between PeopleSoft HCM and Workday• Redistribution Journals in the FMS

Agenda

Foundation Data Model in PeopleSoft HCM

Process Overview

Legacy Value FDM Value

Agency/Org or Account

Combination of Worktags (Cost Center and Program, Project, Gift or Grant)

Advantage Agency Code

Cost Center

Non-gift, non-grant, and non-capital project Agency/Orgs

Program

Sponsored Agency/Org Grant

Capital project Agency/Org Project

Gift Agency/Org Gift

• Today’s Agency/Org, or Account, will be replaced by a series of FDM values

• FDM values will be used to determine the appropriate place to charge payroll expenses, and the appropriate workflow approver for HR transactions.

Additional terminology is available within the Financial ManagementSystem Training Blackboard course.

What is the Foundation Data Model? A multidimensional structure that combines ledger

accounts, organizations, and dimensions called Worktags: The FDM replaces Advantage’s chart of accounts.

Where will I see the FDM in PeopleSoft HCM? FDM Worktags will take the place of any previous

mention of an agency/org, including within PeopleSoft HCM.

What Worktags will replace the Agency/Org? The Agency/Org will be replaced by a Cost Center and

one of the four Driver Worktags: a Program, Project Gift or Grant.

Comprehension Check

• For a local or general operating agency/org with a third digit of 1 or 5, such as WV11003, you’ll select a Cost Center and Program. Programs will include the funding source in the name, such as FS-Tempe Operations-GOT.

• For a sponsored agency/org with a third digit of S, such as ECS0163, you’ll select a Cost Center and Grant. Grants will be set up in ERA and will integrate to Workday.

• For a gift agency/org with a third digit of 9, you’ll select a Cost Center and Gift. Gifts are a one-to-one match with the Advantage Gift Agency/Org and Scholarship Item Type.

• For a capital project agency/org that begins with PL6, such as PL64568, you’ll select a Cost Center and Project.

Use Cases

Change Impact Table

Business Process Change Description Change Reason


The Agency/Org will be replaced by a combination of Worktags, including Cost Center and one of four Driver Worktags.

The FDM replaces today’s account structure and allows for more flexibility.


There will now be the potential to pick up to six different Worktags, rather than selecting one Agency/Org.


• When an approver is required, transaction will route to Cost Center/Grant Manager rather than Agency/Org signer.

• If a combination of Worktags includes a Grant, it will route to Grant Manager.

• If a combination of Worktags includes a Program, Gift or Project, it will route to Cost Center Manager.

Results

• How many Worktags will need to be selected in every instance where an Agency/Org was previously selected? Two Worktags will need to be selected: a Cost Center,

and one of the four Driver Worktags. As a reminder, the Driver Worktags are Program, Project, Gift and Grant.

• How many Worktags can be selected in every instance where an Agency/Org was previously selected? Six Worktags can be selected: in addition to the two

required Worktags, the optional Worktags include Department Reporting, Department Reporting Roll, Academic Employee and ASU Audit.

Comprehension Check

Payroll Redistributions

• Users will enter a combination of Worktags in place of Agency/Org in creation of Redistribution.

• The Redistribution search page will remain the same, but the ASU Acct search field is no longer useful. Users will need to search by Employee ID and/or Pay Period, rather than account.

• Approvals for sponsored Redistributions will route to PeopleSoft HR Grant Manager rather than Agency/Org Signer.

• Redistributions will continue to post in a two-day timeframe.

Process Overview

• The situations in which a redistribution requires approval will be the same, if it is sponsored.

• In these instances, it will route to a Grant Manager, which will be similar to an agency/org signer but specific to sponsored accounts.

• After this approval, the redistribution will still route to ORSPA for approval, like today.

Use Cases

Facilitator Demonstration

Cost Center and Program Demonstration

Cost Center and Grant Demonstration

• How do you identify the FDM Worktag values from the Redistribution search results? The Reference ID for each Worktag associated with the

distributed payroll line appears in the Redistribution search results. To see the Worktag description, select the result.

Comprehension Check

Change Impact Table


Payroll Redistributions Users will need to search for distributed payroll lines to redistribute by Pay Period Date and Employee ID, rather than the combination of Worktags related to the pay.

The many possible combinations of Worktags associated with the FDM eliminates the ability to search in this manner.

Payroll Redistributions Sponsored payroll redistributions will route to a Grant Manager rather than an agency/org signer.

PeopleSoft HCM transaction approvers will be assigned in Workday as PeopleSoft HR Cost Center Manager or PeopleSoft Grant Manager. Transactions will then route to Cost Center Manager or Grant Manager accordingly.

Payroll Redistributions After position funding is converted to FDM values, payroll redistributions will not be able to be completed on agency/org values.

After the PeopleSoft environment has converted, only FDM values will be available for selection.

• The approval process will vary slightly, routing to the appropriate Grant Manager for sponsored Redistributions.

• After approval, the Redistribution will post in a similar timeframe as today, in approximately two business days.

Results

Integrations Between PeopleSoft HCM and Workday

• There are two key types of data that PeopleSoft will receive from Workday on a nightly basis: Worktags and account signers.

o Worktags and relationships will integrate from Workday to PeopleSoft on a nightly basis.

o Account Signers (PeopleSoft HR Grant Manager (ASU) and PeopleSoft HR Cost Center Manager (ASU)) will integrate from Workday to PeopleSoft on a nightly basis.

o There is no effective dating associated with either of these integrations.

Process Overview

• The Worktag request process will replace today’s Agency/Org request process. New Worktags may need to be requested any time a new account is needed. Once the daily integration process occurs, they’ll be available for use in PeopleSoft.

• PeopleSoft users that approve transactions will request the PeopleSoft HR Grant Manager (ASU) and PeopleSoft HR Cost Center Manager (ASU) roles in place of completing the Advantage Form A for establishing authorized signers on an account.

Use Cases

Change Impact Table


Integrations between PeopleSoft HCM and Workday

Upon completion of integration from Workday to PeopleSoft HCM, Worktags that are inactivated in Workday will no longer be selectable throughout PeopleSoft.

Worktags do not integrate from Workday to PeopleSoft with an included effective date.


Upon completion of integration from Workday to PeopleSoft HCM, Account Signers that are deprovisioned in Workday will no longer have approval access in PeopleSoft.

Account Signers do not integrate from Workday to PeopleSoft with an included effective date.

Redistribution Journals in the FMS

• Payroll Redistributions will post in Workday as AccountingJournals, with a Journal Source of Integration – PSHCM Payroll Redistributions.

• You can view these in Workday using various reports depending upon your security access.

• One option for visibility is the Detailed Revenue andExpense Transactions report, which is filterable by Worktags and by Journal Source.

Process Overview

• Like today, redistributions will post to the FMS after the integration runs, within a two-business day timeframe.

• You might use the Detailed Revenue and ExpenseTransactions report to confirm that your redistributions posted accurately, in the same way that you would use one of the prebuilt Advantage Web Reports or the SuperReporttoday.

Use Cases

Facilitator Demonstration

• How will Payroll Redistributions post in Workday? Payroll Redistributions will post in Workday as

Accounting Journals with the Journal Source of Integration – PSHCM Payroll Redistributions. This will occur within the same two-business day timeframe as it does today.

• How can posted Payroll Redistributions be identified within Workday? This will depend upon a user’s security access and role,

but the most common report will be Detailed Revenueand Expense Transactions, which can be filtered by Worktags and Journal Source.

Comprehension Check

Change Impact Table



Payroll Redistributions will post in Workday as Accounting Journals with the Journal Source of Integration – PSHCM Payroll Redistribution.

Journal Source will be used to identify the source of the transaction in the FMS.


Users can use the Detailed Revenue and Expense Transactions report to easily identify posted Payroll Redistributions in Workday.

The Detailed Revenue and Expense Transactions report is filterable by both Worktags and Journal Source.

Conclusion



The Agency/Org will be replaced by a combination of Worktags, including Cost Center and one of four Driver Worktags.



There will now be the potential to pick up to six different Worktags, rather than selecting one Agency/Org.


Payroll Redistributions Users will need to search for distributed payroll lines to redistribute by Pay Period Date and Employee ID, rather than the combination of Worktagsrelated to the pay.

The many possible combinations of Worktags associated with the FDM eliminates the ability to search in this manner.

Conclusion


Payroll Redistributions Sponsored payroll redistributions will route to a Grant Manager rather than an agency/org signer.

PeopleSoft HCM transaction approvers will be assigned in Workday as PeopleSoft HR Cost Center Manager or PeopleSoft Grant Manager. Transactions will then route to Cost Center Manager or Grant Manager accordingly.

Payroll Redistributions After position funding is converted to FDM values, payroll redistributions will not be able to be completed on agency/org values.

After the PeopleSoft environment has converted, only FDM values will be available for selection.


Upon completion of integration from Workday to PeopleSoft HCM, Worktags that are inactivated in Workday will no longer be selectable throughout PeopleSoft.

Worktags do not integrate from Workday to PeopleSoft with an included effective date.

Conclusion



Upon completion of integration from Workday to PeopleSoft HCM, Account Signers that are deprovisioned in Workday will no longer have approval access in PeopleSoft.

Account Signers do not integrate from Workday to PeopleSoft with an included effective date.


Payroll Redistributions will post in Workday as Accounting Journals with the Journal Source of Integration – PSHCM Payroll Redistribution.

Journal Source will be used to identify the source of the transaction in the FMS.


Users can use the Detailed Revenue and Expense Transactions report to easily identify posted Payroll Redistributions in Workday.

The Detailed Revenue and Expense Transactions report is filterable by both Worktags and Journal Source.

• Visit the FMS website at https://cfo.asu.edu/system-communications for key dates, deadlines and important communications.

Next Steps

• Outstanding Questions• Additional Resources• Thank You

Conclusion

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payroll redistribution changes · 2018-05-29 · payroll redistributions in workday. the detailed...

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