Enterprise Financial System Certified Approver User Group

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Enterprise Financial System Certified Approver
User Group

• Kristen Berning October 25, 2007
• www.finsys.umn.edu

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EFS and Transforming the U

• EFS connected through Administrative Task Force
  and organizational design
• Adopt shared services model for delivery of
  some financial processes
• Promote single enterprise use of the system
• Implement best practice solutions
• Enhanced financial competencies component
  supports investments in people and staff

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Grants, Projects, Contracts Features

• Commitment to Enterprise Systems Approach
• Provide better reporting
• Cost sharing captured in financial system
• Ability to see daily FA distribution and revenue
  transactions
• Custom sponsor invoice and report forms available
  in system
• Commitment control features

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PeopleSoft Grants Integration
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Proposal Phase

• EGMS
• Core functionality will remain the same
• Minor retrofits for new EFS terminology
• Departments still responsible for PRF
• SPA will continue to review and approve
• EGMSi replaced by EFS functionality
• Cost Sharing
• Actively managing cost sharing throughout life
  cycle

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Award Phase

• Award
• Central creates award, project, and contract
  records in EFS
• NOGA
• Currently in technical design (existed in EGMSi)
• Potentially sent via e-mail, campus mail, or user
  generated
• More inception-to-date record of activity

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Management Phase

• Personnel
• Department will continue to set up in HRMS
• Cost-sharing combo codes entered into HRMS
• Effort Certification
• Will continue to be done in ECRT
• Cost-sharing feature eliminates cost-sharing
  database entry by effort coordinator
• Minor changes to statement

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Management Phase

• Purchase supplies, equipment, services
• Departments will continue to prepare
• Processes will be done in other modules
• Ability to see daily FA transactions
• Identifying cost-shared commitments at initiation
  of transaction
• Approvals Department, CA, and SPA where
  appropriate

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Certified Approvers

• Approves sponsored transactions
• Requisition and non-PO vouchers lines for
  1,000
• No dollar limit on General Ledger or Expenses
• Certified Approver per DeptID
• One per DeptID, not per module
• Includes an Alternate Certified Approver
• Use during vacation or if main CA does not
  approve in X days
• One per DeptID, not per module
• May choose to route transaction on to SPA
• Ad-hoc CAs only available on Purchasing
  Requisition

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Approval Routing Summary

• Notice via worklist and e-mail unless alternate
  configuration is used
• Split Distribution 1 notification per
  transaction
• Approval is done in financial system
• Screens are available to view approval history

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Management Phase

• Manage Program Income
• Department
• Completes online UM Prepare Deposit page
• Provides specific reference information for
  Sponsored Program Income
• Totals all checks and prints deposit form
• Submits deposit form and checks/cash to the
  campus Bursar Office
• SFR
• Runs query to identify deposited Sponsored
  Program Income
• Applies the Sponsored Program Income to the
  Sponsored Project (revenue account)

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Management Phase

• Award Modify
• Department submits change request to SPA
• SPA/SFR reviews when appropriate, enters in
  system
• Rebudgeting
• Department will perform any FA calculations
• Request will route to CA or SPA for approval
• Depending on change, CA or SPA will enter

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Management Phase Reports

• Tools for Monitoring and Reconciling
• Delivered, customized, or user created
• Reporting Timeline
• Currently building technical architecture to
  support strategy
• Testing occurs Nov 2007 to April 2008
• All delivered and custom reporting will be
  available at go-live in July 2008

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Building the Reporting Infrastructure
Strategic Reporting
Analytics track business trends, enterprise
activities
Enterprise Analysts
Ad hoc queries reports developed /or run as
needed
Super Users
Parameterized choose among parameters/options
End Users
Static canned queries/reports needed daily
Transactional Reporting
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End Users
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Super Users
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Enterprise Analysts
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PeopleSoft Reports

• Use delivered and customized reports for each
  module
• Set report criteria, which varies by report
• Set report display type and format (Web, PDF,
  etc)
• Set report to dispatch to others via e-mail

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PeopleSoft Query

• Query viewer available to all users
• Extract the precise information you need using PS
  Query
• Display data in a grid
• Run queries as separate processes
• Schedule queries at predefined times
• Download query results to Excel
• Serve as data source for Crystal reports

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PeopleSoft Query

• Query Manager has additional options available to
  super users
• Add criteria and filter data
• Create joins and subqueries
• View/write SQL directly
• Create queries that can be saved and shared with
  other users

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nVision Reports

• Available to all users
• Powerful tool for data analysis and financial
  report generation
• Deliver tabular and matrix-type reports into an
  Excel spreadsheet
• Use Excel commands to format and analyze data
• Drill down to detail and back to source
  transaction data
• Use trees, runtime prompts, predefined
  parameters, etc.
• Can be scheduled similar to query

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Crystal Reports

• Available to all users
• Generate clear, easy-to-read printed reports
  based on query
• Built-in report expert that guides user
  step-by-step
• Common tools include formulas, cross tabs,
  subreports, conditional formatting
• Result usually PDF format
• Can be e-mailed directly

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XML Publisher

• Available to super users and analysts
• Flexible approach to report design
• Leverages standard, well-known tools (Word,
  Excel, PDF)
• Design and control how report outputs will be
  presented
• Filled-out third-party-provided PDFs
• Flat text files to exchange with business
  partners (Electronic Data Exchange)

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Demonstration Reporting Tools

• PeopleSoft provides three primary methods to
  access information
• Inquiry/search pages
• Delivered canned reports
• Query tools and reporting capabilities
• The demonstration will give examples of these
  methods

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Advanced Search
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Advanced Search (cont.)
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Delivered Report
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Delivered Report (cont.)
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Delivered Report Distribution
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PS Delivered Report
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Customized Report (Draft)Sponsored Award
Summary by PI
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PS Query
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PS Query (cont.)
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Query Manager (Super Users)
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PS Query Manager (cont.)
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nVision Report Example
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Management Phase

• Billing and Receivables
• Contracts and Projects modules integrate with
  Billing and Receivables
• Accrual basis of accounting
• Letter of Credit draws
• SFR will continue to facilitate sponsored billing
  and receivables
• Revenue recognized daily

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Closeout Phase

• Department
• Initiate closeout (request, reconciliation)
• Responsible for administrative and technical
  requirements
• SFR will generate final financial report
• Central will prepare award closeout

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Resources

• Web www.finsys.umn.edu
• E-mail finsys_at_umn.edu