Towson University PeopleSoft Implementation Success Stories

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Towson University PeopleSoft Implementation
Success Stories

• Using Desktop Applications With PeopleSoft Data
  Tables
• USM PeopleSoft Regional Conference
• June 11, 2004
• Jay Taffel

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Desktop Applications PeopleSoft
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Additional Pay Processing

• Used primarily for Contingent Faculty, Resident
  Assistants and Retroactive Pay
• Imports spreadsheets from departments
• Ability to check / edit requests
• Exports text file to unique drive that is seen by
  both UNIX (PSFT) and NT (Windows).
• Much easier data entry than PSFT pages

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Additional Pay Processing
Submitted spreadsheet has a mix of FRS and PSFT
codes
Exported file ready for PSFT
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Additional Pay Processing
Wow! Thats a lot of typing saved!
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Additional Pay Processing
Payroll staff can review and edit the additional
pay request
Same Person, Diff. EmplRec
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Additional Pay Processing
Final review before exporting
Unique drive that is seen by both Windows and
PeopleSoft
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Monthly Tuition Plan (AMS)

• Text file from vendor - AMS
• Match SSN to TU EmplID
• Can have Fall Spring, Debits Credits on same
  line!
• Can have unknown / wrong SSN!!
• Exports five (5) text files for each semester -
  New Student, Change /- Student, New Org, Change
  (Net) Org!!!
• Hold Spring activity until January!!!!

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Monthly Tuition Plan (AMS)
FTP text file from vendor
Fall Spring Acad. Year. Can change earlier
activity. N New Account C More from
Student - C Less From Student
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Monthly Tuition Plan (AMS)
Needs to become these Item Types
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Monthly Tuition Plan (AMS)
Main Page of MS Access Application
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Monthly Tuition Plan (AMS)
Get list of student SSNs and EmplIDs
Source is PSFT Query saved as Excel file
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Monthly Tuition Plan (AMS)
Get latest text file from AMS
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Monthly Tuition Plan (AMS)
Review all entries from AMS
lt All the dates so far.
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Perkins Loan Management

• University managed Federal Financial Aid Program
  - Perkins Loans
• Schools disperse loans to students
• Federal government chosen bank manages
  collections and repayments back to schools

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Perkins Loan Management

• Bank needs to know
• New borrowers
• New loans for existing borrowers
• Verify enrollment full / part time
• Graduating students
• School needs to know
• Previous loans for student
• Repayment status

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Perkins Loan Management
Variations of a theme
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Perkins Loan Management
Old Promissory Note process for each semester To
be replaced with once only Master Promissory Note
Quick filters
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Perkins Loan Management
Combined history of SIS and PSFT activity
Current semesters loan activities
PSFT is semester 1034 SIS is 20032, 20024
Current semesters distributions
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Reconciliation

• Back-office accounting issues
• Boring, low interest, afterthought, minimal
  support
• The usual
• TU has to reconcile PSFT to FRS and FRS to
  RSTARS
• Cash and Accounts Receivable affected by PSFT
  implementation

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Reconciliation Cash
Two divergent paths for payments
Non-student payments
FRS
Payments summarized into large SF batches.
Individual detail lost.
Student payments
å
FRS
PSFT
10,000s transactions
10s transactions
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Reconciliation Cash
Two divergent paths for payments
Do you worry about the 0.35 difference? (Hint
MS Access cant do math very well.)
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Reconciliation Cash
A look into the ODBC details
Combine FRS non-student payments with PSFT
student details.
FRS ODBC and SQL extract results
PSFT SQL extract results Item_SF with
Item_Line_SF
Direct FRS payments with added PSFT student
payment details
PSFT ODBC tables
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Reconciliation Accounts Receivable

• PSFT AR tables are always on
• ITEM_SF is main table
• Over night processes
• On-line web payments 24/7
• Need to freeze AR data for reconciliation
• TU made three snapshot tables based on
  delivered items (exact copies)
• SF batch feed process to FRS
• Stop feeds into PSFT processes, web, etc.
• Run GL posting, SF batch processing to FRS
• Make snapshots

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Labor Distribution Payroll Reallocation

• Blend of reporting payroll expenses by
  organization and moving charges between
  departments
• Added file of all payroll items 500,000 recs.
• Automatic e-mail report files based on wide range
  of grouping possibilities
• Ad-hoc payroll review DeptID or EmplID
• Reconciliation with states grouping Program
  Fund
• Manage reallocation with automatic feed to FRS of
  changes (but no changes in PSFT)

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Labor Distribution Payroll Reallocation
Main page
Different ways to group departments for reporting
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Labor Distribution Payroll Reallocation
Ad hoc reports by EmplID or DeptID
Choose what to see
And get a report.
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Labor Distribution Payroll Reallocation
Reallocation
An employees record
gets reallocated.
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Towson University PeopleSoft Implementation
Success Stories

• Using Desktop Applications With PeopleSoft Data
  Tables
• USM PeopleSoft Regional Conference
• June 11, 2004
• Jay Taffel