San Marcos CFS Implementation/Migration

CFS OPEN FORUM MARCH 2011

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Module Purchasing Leads David Taylor Accounts Payable Becky Henwood Billing/Accounts Receivable Alma McFarland General Ledger – Actuals General Ledger – Budget Data Warehouse Functional/Technical Support Project Lead Io Consultant Karen Baldyga Liz Rojas Liz Rojas Rhyan Rana Chris Lambert Brenda Miller INTRODUCTION Co-Leads Bella Newberg Diana Cumming Brenda Martin Tina Griffith Chris Manese Travis Honeycutt Dan Zorn Elaine Kist 2

INTRODUCTION CFS – Common Financial System  Database Consolidation  23 separate databases consolidated to one  Software is still Oracle (PeopleSoft)  System-wide Chartfield definitions  San Marcos meets system-wide definition  Common modifications  Chargeback, Procard, Fiscal Authority, AR Customer Billing Upload, Open PO Report,  Data Warehouse  Replace nVision 3

General Changes

CHRIS LAMBERT

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GENERAL CHANGES No Changes affecting Systems Users:  Chartfields  Procard  Requisitions  Fiscal Authority  Accounts Payable invoicing  Account Receivable customer invoicing  Fixed Asset tracking and reporting 5

GENERAL CHANGES Changes affecting Systems Users:  Logging into PeopleSoft  User ID’s have changed  Favorites  Run Controls  Reporting 6

Purchasing DAVID TAYLOR

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PURCHASING

Purchasing Changes:

 Manually re-enter open POs with balances  March 14 th to 31 st  Reentered POs in CFS (Data Warehouse) - same PO number as legacy (nVision)  Emergency Requisitions – email Procurement Services [email protected]

 Run Open PO Report  Legacy – April 1, 2011  CFS – April 1, 2011 8

Open PO Report PURCHASING 9

Accounts Payable BECKY HENWOOD

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ACCOUNTS PAYABLE Accounts Payable Changes:  Invoice/voucher detail  Prior to April 1, 2011 – Legacy (nVision)  Direct pays submitted by noon March 28 th  After April 1, 2011 – CFS (Data Warehouse) 11

Billing/Accounts Receivable ALMA MCFARLAND

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BILLING/ACCOUNTS REC Billing/Accounts Receivables Changes:  Customer numbers  Leading zeros drop off in CFS  Customer invoice detail  Prior to April 1, 2011 – Legacy (nVision)  After April 1, 2011 – CFS (Data Warehouse) 13

General Ledger Actuals / Budget LIZ ROJAS

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GENERAL LEDGER Actuals / Budget Changes:  All transaction detail  Prior to April 1, 2011 – Legacy (nVision)  After April 1, 2011 – CFS (Data Warehouse)  Data Conversion  Legacy  Detail data prior to April 1, 2011  No transactions after April 1, 2011  CFS  Monthly summary totals July 2010 to March 31, 2011  Detail transactions after April 1, 2011 15

Data Warehouse

LIZ ROJAS 16

DW REPORTS  Reporting Changes:  nVision will remain for the Legacy database only  Reports will be obtained through the Data Warehouse in the CFS database 17

DW DEFINITION   The Finance Data Warehouse is the term that refers to the new financial reporting system we will be using. The Data Warehouse is comprised of several components:    The data warehouse data tables The report development tool The reports & dashboards  FYI: The Finance Data Warehouse will replace the existing nVision reports & drill downs 18

DW DASHBOARDS Dashboard Overview:  The Finance data warehouse contains two dashboards:  Manage My Budget  Operations FYI: This information will be covered in the Finance data warehouse training 19

Finance data warehouse homepage DW HOMEPAGE 20

DFA IN DW Sample of DFA (like) report (sign up for training to learn how to run this report) 21

TRIAL BALANCE IN DW 22

DRILL DOWN DETAIL 23

DRILL DOWN CNV DETAIL 24

DOWNLOAD TO EXCEL 25

DW TRAINING 

Training registration - HR Training database – April 20

th

to May 13

th  Sign up for training sessions by logging into HR and clicking on the Self Service link 26

CONTACTS Who to Contact for Help:  Systems/Technical – [email protected]

 System performance, locked processes, etc.

 Accounting – [email protected]

 Expense transfers, salary adjustments, chargebacks, etc.

  Budget – [email protected]

or [email protected]

 Budget transactions, etc.

Procard – [email protected]

 Access, purchase limits, lost/stolen cards, etc 27

CONTACTS Who to Contact for Help (continued):  Purchasing/Requisitions – [email protected]

 Requisitions, contracts, hospitality, etc.

  Accounts Payable – [email protected]

 Travel, vendor invoices, payments, etc.

Data Warehouse – [email protected]

 Reports, access, etc.

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San Marcos CFS Implementation/Migration

Questions?

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