ConnectND at NDSU

1
ConnectND at NDSU

• Weekly Information Session
• Finance
• Gary Wawers, Controller
• 12-03-04

2
Whats in PeopleSoft Finance

• Vendors
• Purchasing
• Accounts Payable
• Commitment Control
• General Ledger
• Asset Management
• Grants Management

3
Today

• Whats happening in Finance
• Cutoff and Conversion plans
• Purchasing/Accounts Payable business processes
• Accounting Office web site updates
• Review Inquiries, Reports, Queries

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Whats happening in Finance

• The challenge of NDSUs decentralized processes
• Access for NDSU users submitted to the ConnectND
  team
• 358 system users at NDSU
• Round 3 testing of Fund Mapping and Budget
  Conversions went well
• Final Fund Mapping for Go-Live begins December
  6th due December 8th

5
Training of Central Admin Offices

• Central Admin Offices trained by ConnectND
  Project Team
• Completed 3 rounds of testing-Accounting
  Purchasing Offices
• Purchasing office completed training session
• Weeks of Dec 6 Dec 13 - Grants training
• Week of Dec 13 General Ledger training
• January 10th - Asset Management training
• Accounting Office staff received special training
  on vendor setup/maintenance
• Accounting Office staff has setup over 50 of
  its frequently used vendors in PeopleSoft

6
End-User Training

• About 20 end-users have participated in testing.
  THANK YOU!
• About 100 end-users given hands on training on
  Purchasing/Accounts Payable, Financial Reporting
  by ConnectND Project team
• A start, but a need for PRACTICE, PRACTICE,
  PRACTICE
• NDSU needs to train about 250 more end-users

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End-user Training

• PeopleSoft navigational tutorials
• Web-ex videos
• Training manuals
• Weekly information sessions
• Finance/HR Systems Trainer

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End-User Training

• Ehly Hall, Room 119 available in January for help
  with actual transactions
• Inadequacy of end-user training will put stress
  on the Ehly Hall training piece

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Legacy Cutoff Dates

• December 3
• Last day to add new funds to Legacy (CICS) system
• December 17
• Deadline for RFPS, IDBs, JEs, to be in Accounting
  Office
• December 20 22
• JB40 available to redistribute SI JB
  transactions
• December 21 22 (noon)
• Redistribute Procard transactions
• December 22
• Last day to enter vendor invoices on-line (AP82)
• December 23
• Payroll transactions are finalized and posted
• December 27
• Month-end Grant Billing processes run for
  December
• Month-end accounting reports run for December

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Conversions Legacy to PeopleSoft

• December 28 January 4
• Legacy system frozen
• Conversions
• Funds, Departments, Projects, Programs
• Adjusted Budgets current
• Balance Sheet accounts June 30, 2004
• Actual financial transactions July December
  2004
• January 5
• PeopleSoft GO-LIVE

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Fund Mapping

• Check out the Accounting Office web site for
  final fund mapping mid-December
• Print your departments funds save
• Note the PeopleSoft Ledger Group for your
  departments funds
• After Go-Live, use PeopleSofts Budget Overview
  Inquiry to find your departments new PeopleSoft
  funds/projects and compare budgets to the legacy
  system

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PeopleSoft Inquiries, Reports, Queries

• Cheat Sheet on Accounting Office Web site
• Shows navigation of some of the more useful
  inquiries and reports

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NDSU Department Purchasing/Accounts Payable
Process Flowchart
PeopleSoft Screens
Updates Commitment Control
Paper Requisition Form
Receive
Copy to AP Voucher
Purchases gt 2,500
Budget Check
Create AP Voucher
Purchases lt 2,500
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New Rubber Stamp for Vendor Invoices

• Recommended
• Request from Accounting Office
• 15 - 20 charge

15
Procurement Card Process Changes

• Redistributing transactions in the Procard web
  site wont help in January
• Default PeopleSoft Account, Fund, Department,
  Program, Project is setup in PeopleSoft
• Journal Voucher prepared by end-users may be
  available to redistribute the charges

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Questions?