HRIS Labor Cost Distribution - California State University

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Transcript HRIS Labor Cost Distribution - California State University

PeopleSoft 8.4

Purchasing Module Demo March 26, 2003

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Agenda



High Level Project Overview



Purchasing Fit Gap Team



New 8.4 Look and Feel



Functional Overview



Helpful Information



Questions and Answers March 26, 2003 2 FIS 8.4 Demonstration

Jan 2002 Common Management Systems PeopleSoft 8.4 Purchasing Demo

Project Overview

Mar 2002

Project Milestones



Documentation/Retrofitting Modifications Sept 2002 Oct 2002 – Ongoing Jan 2003



FIS 8.4 Upgrade Complete Mar 2003 Apr 2003 May 2003 Jun 2003 July 2003



Project Gemini Focus Group



Initial 8.4 Testing in Pleasanton



FIS 8.4 Upgrade Planning March 26, 2003

 

Fit/Gap Analysis Sessions Integration Testing Sessions

 

System Testing Sessions Integration Testing Sessions 3 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Project Overview

Purchasing Fit/Gap Team

Cecilia Hoang – San Jose Charlie Hughes – Long Beach Val Miajala – San Luis Obispo Linda Mikowicz – Sonoma Matt Roberts – San Luis Obispo Barbara Sainz – San Marcos Stephen Smith – San Francisco Beth Stanton – San Bernardino Kathy Villa – Bakersfield Cindy Oberbroeckling – SOSS Chau Nguyen – SOSS

March 26, 2003 FIS 8.4 Demonstration 4

Common Management Systems PeopleSoft 8.4 Purchasing Demo

New 8.4 Look and Feel

FIS 8.4 Highlights

 Web browser based (HTML) – Accessible from any location  Combination of the Commercial & Educational/Gov Products  Panels are now called Pages  Navigation through the Web Portal  Hot-Keys or Tool Bar Buttons replaced with Hyperlinks  Panel scroll bars replaced with Toggle Buttons  Row insert/delete now done using a ‘+’ or ‘-’ button

March 26, 2003 5 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

New 8.4 Look and Feel

March 26, 2003

Password now case sensitive

6 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

New 8.4 Look and Feel

March 26, 2003

Search Box Navigate through the Portal

7 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

New 8.4 Look and Feel Larger List Box with the ability to sort data

March 26, 2003 8 FIS 8.4 Demonstration

March 26, 2003 Common Management Systems PeopleSoft 8.4 Purchasing Demo

New 8.4 Look and Feel Opens new browser session Hyperlinks to access additional pages

9 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

New 8.4 Look and Feel

March 26, 2003 10

Panel scroll bars are replaced with Toggle buttons

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

New 8.4 Look and Feel

March 26, 2003 11

Adding/Deleting Rows

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Functional Overview

Requisitions – Change Highlights

 Requisition reduced from 5 panels to 2 pages  Requesters are stored by Operator ID verses by name  Ability to retrofit changes to multiple lines/distribution lines  No longer Edit Requisitions  No longer Post Requisitions  Req Accounting Entries are created through the BCM process. Entries post directly to the Ledger KK. REQ_LINE_ACCTG table no longer exists.

March 26, 2003 FIS 8.4 Demonstration 12

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Functional Overview

Requisitions – Change Highlights

 No longer Journal Generate Requisition Accounting Entries  Entries post immediately to the Ledger KK through BCM – Real Time  Reconciliation Workbench  Provides the ability to complete actions, such as Approve, Cancel or Close, from one page  Ability to re-open closed Requisitions

March 26, 2003 FIS 8.4 Demonstration 13

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Pages Reduced to 2 Pages Panels/Sub-panels are now hyperlinks

March 26, 2003 14 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Requesters

March 26, 2003

Requesters are store by Operator ID

15 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Retrofit Changes

March 26, 2003

Add a New Line

16 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Retrofit Changes Retrofit Changes from Header Defaults page

March 26, 2003 17 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Retrofit Changes

March 26, 2003 18

Select the fields to Retrofit to the lines/distrib lines

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Accounting Lines Only see Expense

March 26, 2003

BCM process posts the Req Acctg Lines to the Ledger KK tables

Journal ID = Trans ID

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Recon Workbench

March 26, 2003

Select Requisition and Click on the Action

20 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Recon Workbench View the Exception by clicking on the Log

March 26, 2003 21 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Recon Workbench

March 26, 2003 22

The Log provides an explanation why the Req was not Qualified.

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Recon Workbench

March 26, 2003 23 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Recon Workbench

March 26, 2003 24

Status is Updated

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Reopening Reqs

March 26, 2003

Process sets the Req back to the status it was prior to running the Recon Process

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Requisitions – Reopening Reqs

March 26, 2003

Status is Reset back to Approved

26 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Functional Overview

Purchase Orders – Change Highlights

 Purchase Order reduced from 5 panels to 2 pages  Buyers are stored by Operator ID verses by name  Ability to Copy Requisitions onto Purchase Orders (bypass PO Build!)  PO Build process consists of the PO Calculations Process and the PO Create Process  Ability to retrofit changes to multiple lines/distribution lines  No longer Edit Purchase Orders

March 26, 2003 FIS 8.4 Demonstration 27

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Functional Overview

Purchase Orders – Change Highlights

 No longer Post Purchase Order  PO Accounting Entries are created through the BCM process. Entries post directly to the Ledger KK. PO_LINE_ACCTG table no longer exists  No longer Journal Generate Purchase Order Accounting Entries  Entries post immediately to the Ledger KK through BCM – Real Time   Finalization process simplified Ability to undo Finalization process

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Functional Overview

Purchase Orders – Change Highlights

 Reconciliation Workbench  Provides the ability to complete actions, such as Approve, Cancel,Close or Dispatch from one page  Ability to re-open closed Purchase Orders  Ability to Reserve PO Numbers in a Block

March 26, 2003 FIS 8.4 Demonstration 29

March 26, 2003 Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Pages Reduced to 2 Pages Buyers are stored by Operator ID

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Copying Reqs

March 26, 2003

Vendor ID is Required to Copy A Requisition onto a PO

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Copying Reqs

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March 26, 2003 Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Copying Reqs Buyer ID does not copy over

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March 26, 2003 Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – PO Calc

PO Calculations process prepares a Purchase Order for creation

FIS 8.4 Demonstration

March 26, 2003 Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – PO Create

PO Create process builds the PO using rows in the staging table that have been processed by PO Calculate

FIS 8.4 Demonstration

March 26, 2003 Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Retrofit Changes

Retrofit feature for Purchase Orders is the same functionality as Requisitions

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Accounting Entries Only see Expense

March 26, 2003

BCM process posts the PO Acctg Lines to the Ledger KK tables

Journal ID = Trans ID

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Finalization

Simplified Process

Step 1:

Create PO for Less than Requisition

Step 2:

User determines they do not want to spend the remaining money

Step 3:

Finalize the Purchase Order or Purchase Order Line

Step 4:

BCM the Purchase Order

Step 5:

Validate the Accounting Entries

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Finalization

March 26, 2003 39

Finalize Document icon appears when Finalization is applicable

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Finalization

March 26, 2003

Requisition Acctg Entries prior to Finalization

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Finalization

March 26, 2003

Requisition Acctg Entries after Finalization

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Undo Finalization

March 26, 2003 42 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Undo Finalization

March 26, 2003

Requisition Acctg Entries after undoing the Finalization

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Recon Workbench Same functionality as Req Recon Workbench

March 26, 2003 44 FIS 8.4 Demonstration

March 26, 2003 Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Recon Workbench Displays Additional Statuses

Takes you back to the PO

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Reopening POs

March 26, 2003 46

Process sets the PO back to the status it was prior to running the Recon Process

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Purchase Orders – Reserving POs

March 26, 2003

Can Reserve a Block on Purchase Order Numbers

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Functional Overview

Receiving – Change Highlights

 New Functionality – Can Receive by Amount. The new functionality accommodates situations when it may take several receipts to complete a service or project.

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Receiving – By Amount

March 26, 2003 49

“Amount Only” checkbox must be selected on the PO

FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Receiving – By Amount Qty is set to 1, and unavailable for entry

March 26, 2003 50 FIS 8.4 Demonstration

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Functional Overview

Return to Vendors – New in 8.4

PeopleSoft 8.4 delivers the ability to track items that have been returned to a vendor online through the Return to Vendor (RTV) process. For more detailed information on the RTV process refer to the

PO-v84 Business Process-Return to Vendor (RTVs)

document located on the CMS website.

March 26, 2003 FIS 8.4 Demonstration 51

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Return to Vendor

Return to Vendor Process

Step 1:

Receive Item in the system.

Step 2:

User determines the item is damaged.

Step 3:

Create an RTV for the damaged item.

Step 4:

Ship the item back to Vendor.

Step 5:

Close the RTV in the system.

Step 6:

Receive Credit or Re-Receive Item in the system.

March 26, 2003 FIS 8.4 Demonstration 52

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Return to Vendor

Type of RTV’s



Return for Credit –

Returning the items without requesting replacement.



Return for Exchange –

A different item is being substituted in exchange for the original item. Can receive the new item against the existing PO or a new PO.

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Return for Replacement –

The Vendor is shipping the same item to replace the damaged item. The item is received against the same PO.

March 26, 2003 FIS 8.4 Demonstration 53

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Return to Vendor

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Return to Vendor

March 26, 2003

Option to automatically create a credit memo from the RTV. Defaults are set up at the Business Unit level, but may be overridden on the RTV.

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Common Management Systems PeopleSoft 8.4 Purchasing Demo

Functional Overview

Retrofitted Modifications

 PO99003 - NIGP Code Category Setup  PO99005A Remove “RFQ Required” from Requisition Item Details Panel  PO99006 – Buyer Assignment Workbench  PO99007 – Disabled Veteran Business Enterprise Report (DVBE)  PO99008 – Small Business/Microbusiness Report

March 26, 2003 FIS 8.4 Demonstration 56

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Functional Overview

Retrofitted Modifications

  PO99009 – Recycled Product Report PO99010 – Contract Award Report – Std form 16   PO99011 – Purchase Order Form PO99012 – Public Works Contract Award Report – DAS Form 13   PO99013 – RFQ Bid Form Modification PO99015 – RFQ Evaluation Workbench an nVision Reports

March 26, 2003 FIS 8.4 Demonstration 57

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Helpful Information

CSU Website – http://cms.calstate.edu

PO List Serve Email Address – [email protected]

Cindy Oberbroeckling [email protected]

(562) 951-4248 Mark Asdikian [email protected]

(562) 951-4246

March 26, 2003 FIS 8.4 Demonstration 58

Common Management Systems PeopleSoft 8.4 Purchasing Demo

Q & A

March 26, 2003 59 FIS 8.4 Demonstration