BGSU/PeopleSoft

1
BGSU/PeopleSoft

• Introducing
• Financial Management Solutions
• Enterprise Performance Management

2
Learning Objectives

• Identify the key drivers governing BGSUs
  decision to purchase a new enterprise software
  system
• List the six modules of the Financial Management
  Solution system (FMS) and recall the business
  processes associated with each
• Discuss how each of FMS modules integrate and
  communicate with one another

3
Learning Objectives

• List the two modules associated with the
  Enterprise Performance Management System (EPM)
  and recall the business process associated with
  both
• Discuss how both of the EPM modules integrate and
  communicate with each other
• Identify the two PeopleTools that authorized
  users can use to execute or to create reports

4
Learning Objectives

• Explain how permission lists, roles, and user
  profiles work together to create FMS system
  security
• Discuss the role of user preferences in FMS
  application security
• Identify and discuss several of the key benefits
  of PeopleSoft FMS that were presented during Fit
  Gap sessions

5
The Need for a New System

• Easier Navigation
• Quicker Data Access Reporting
• Better Security
• Streamlined Workflow

6
The Need for a New System

• On-Demand System Access
• Self-Service Access
• Less Paper

7
Financial Management Solutions

• General Ledger (GL)
• Commitment Control (CC)
• Purchasing (PO)
• Asset Management (AM)
• Accounts Payable (AP)
• Accounts Receivable (AR)
• Grants Management (GM)

FMS
8
General Ledger
9
General Ledger Business Processes

• Create, approve, and process journal entries
• Create, approve, edit, and post journals to
  appropriate ledgers
• Create, approve, and maintain standard budgets

10
Making a Journal Entry
11
General Ledger Integrations

• Purchasing
• Asset Management
• Accounts Payable
• Accounts Receivable
• Grants Management

12
Purchasing
13
Purchasing Business Processes

• Request quotes
• Manage procurement cards and contracts
• Create requisitions and purchase orders
• Manage vendor rebates and returns

14
Creating a Requisition
15
Purchasing Integrations

• Asset Management
• Accounts Payable
• Accounts Receivable
• General Ledger

16
Asset Management
17
Asset Management Business Processes

• Add, maintain, and retire assets
• Adjust, transfer, and evaluate assets
• Perform asset physical inventory
• Define and process
• depreciation

18
Adding an Asset
19
Asset Management Integrations

• Accounts Payable
• Purchasing
• General Ledger
• Planning and Budgeting (EPM)

20
Accounts Payable
21
Accounts Payable Business Processes

• Create vouchers and payments
• Match vouchers with purchase orders and receipts
• Post vouchers and payments
• Create drafts, single-voucher payments,
  prepayments, and self-billed invoices

22
Creating a Voucher
23
Accounts Payable Integrations

• Accounts Receivable
• Asset Management
• Purchasing
• General Ledger
• Human Capital Management (HCM) (Payroll)

24
Accounts Receivable
25
Account Receivables Business Process

• Enter and track receivables
• Receive and apply payments
• Manage outstanding receivables
• Manage payment disputes and deductions
• Document and track customer conversations
• Create billing accounting entries

26
Entering a Payment
27
Accounts Receivable Integrations

• Accounts Payable
• Purchasing
• General Ledger
• Grants Management

28
Grants Management
29
Grants Management Business Processes

• Prepare, submit, and manage proposals
• Process grants-related payments
• Document and amend human and animal protocols for
  research
• Capture profile data about BGSU, its sponsors and
  its faculty, for each proposal, project, budget
  or award

30
Creating a Proposal
31
Grants Management Integrations

• Accounts Receivable
• Accounts Payable
• Purchasing
• General Ledger
• Human Capital Mgmt (HCM)

32
Enterprise Performance Management System

• Planning and Budgeting (BD)
• Enterprise Performance Management Warehouse

EPM
33
Planning and Budgeting Business Processes

• Prepare and analyze budget plans in real time
  w/out moving data between applications (FMS, HCM)
• Distribute, review, and approve budgets

34
Selecting Planning Methods
35
Exporting to General Ledger
36
Planning and Budgeting Integrations

• FMS (Financial Management Solution
• HCM (Human Capital Management System
• SAS (Student Administration System)

37
Enterprise Performance Management Warehouse
Enterprise Financials Warehouse For All Your
Financial Data Needs
38
Visit These Exciting Data Marts!
General Ledger Mart
Payables Mart
Receivables Mart
39
PeopleTools

• PeopleSoft Query
• PeopleSoft Crystal Reports

40
PeopleSoft Query Users and Uses

• May be used by authorized users
• Used to create Microsoft Excel spreadsheets
  containing desired data

41
PeopleSoft Crystal Reports Users and Uses

• May be used by select authorized users
• Used to generate easy-to-read printed reports and
  forms
• Checks and Invoices

42
BGSU/PeopleSoft
FMS
HCM
PeopleSoft Application Server
Web Server
SAS
EPM
Web Browser
43
PeopleSoft Security Administration

• System Security
• Permission Lists
• Roles
• User Profiles
• Application Security
• User Preferences

44
Voucher Entry and Correction Permission List
45
Permission Lists Assigned toAccounts Payable
Manager Role
46
Roles Assigned to User M. Mashad
47
Fit Gap Feedback

• What is Fit Gap?

48
Fit Gap Feedback Participants Comments

• Jena Ault, Accounting Manager, Business Office
• The accounting staff will benefit from
  PeopleSoft because the reporting functions are
  enhanced, compared to what we currently have
  available.

49
Fit Gap Feedback Participants Comments

• Jim Stainbrook, Director of Financial Accounting,
  Business Office
• PeopleSoft FMS will provide various ways to
  access data and tools to create your own
  spreadsheets and reports.

50
Fit Gap Feedback Participants Comments

• Bill Wheelock, Director, Purchasing
• PeopleSoft FMS will allow users to enter
  requisitions from friendly Web-based screens.

51
Fit Gap FeedbackProduct Features Benefits

• Speed Typing Speed Charts
• Customized Menus and Pages
• Notification
• Trees

52
Account Rollup Tree
53
Fit Gap FeedbackProduct Features Benefits

• Mass Processing
• Scheduled processing
• Powerful Reporting
• Drill-Down Functionality

54
Summary

• The Need for a New System
• The Financial Management Solution
• The Enterprise Performance Management system
• Companion Products
• PeopleSoft Security Administration
• Fit Gap Feedback

55
Questions
56
For Inquiring Minds

• Ciber (2005). BG_at_100 Fit Gap Session (GL, AM, PO,
  AP, Budgets, Grants 2005), Meeting Minutes
  retrieved November 14, 2005, from Bowling Green
  State University, T\BGat100\FMS\Fit Gap
• Executive Steering Committee (2004). Executive
  Strategic Outline. Retrieved November 14, 2005,
  from Bowling Green State University, BG _at_ 100 Web
  site http//www.bgsu.edu/downloads/bgsu/file5364.
  pdf

57
For Inquiring Minds

• Oracle (2004, February). Learn Oracle from Oracle
  
• ( General Ledger and Commitment Control Student
  Guides). Redwood Shores, CA Author.
• Oracle (2005). PeopleSoft Enterprise 8.46
  PeopleTools PeopleBook (Crystal Reports, Query,
  PS/nVison, SQR). Retrieved November 14, 2005 from
  Bowling Green State University Web site
  http//finbooks.bgsu.edu/PSOL/finbooks/eng/psbooks
  /index.htm

58
For Inquiring Minds

• Oracle (2005). PeopleSoft Enterprise 8.9
  PeopleBooks (Asset Management, Commitment
  Control, General Ledger, Grants, Payables,
  Receivables, Purchasing). Retrieved November 14,
  2005, from Bowling Green State University Web
  site
• http//finbooks.bgsu.edu/PSOL/finbooks/eng/psbook
  s/index.htm

59
For Inquiring Minds

• Oracle (2005). PeopleSoft Enterprise Planning and
  Budgeting 8.9 PeopleBook. Retrieved November 14,
  2005, from Bowling Green State University Web
  site
• http//epmbooks.bgsu.edu/PSOL/epmbooks/eng/psbook
  s/index.htm

60
For Inquiring Minds

• Oracle (2005). PeopleSoft Enterprise Performance
  Management Warehouse 8.9 PeopleBook. Retrieved
  November 14, 2005, from Bowling Green State
  University Web site
• http//epmbooks.bgsu.edu/PSOL/epmbooks/eng/psbook
  s/pfwh/book.htm

61
For Inquiring Minds

• Oracle (2005). PeopleSoft Purchasing Data Sheet.
  Retrieved November 14, 2005, from Oracle Web
  site http//www.oracle.com/applications/peoplesof
  t/srm/ent/module/purchasing.html
• Oracle (2005). PeopleSoft Planning and Budgeting
  Data Sheet. Retrieved November 14, 2005, from
  Oracle Web site http//www.oracle.com/application
  s/performance-management/ent/module/biz_plan_budge
  t.html

62
For Inquiring Minds

• BG_at_100 Project Training Email Address
• BGat100trn_at_bgsu.edu
• BG_at_100 Email Address
• BGat100_at_bgsu.edu