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Common Financial Systems (CFS) PeopleSoft 9.2 and Data
Warehouse 11g Overview
1
CFS Overview
Presented by: – Sharon Taylor, AVP Business and Finance – Elaine Kist, Director of CMS Finance – Shirleen Noonan, General Accounting Manager – Kathy Burgos, Accounting Manager – Carol Monson, Accounts Payable Manager – Cathy Bishop, Purchasing Supervisor – Kim Mowl, Purchasing Assistant – Maria Reyes, SP Grants and Contracts Administrator – Susan Ransom, Support Services
2
Agenda
Why Are You Here?Chartfields & DOAGeneral AccountingAccounts Payable and Tax ServicesPurchasingORSPSupport ServicesCFS PeopleSoft & Data Warehouse UpgradesTraining Opportunities AvailableUpgrade Impacts & ContingenciesQuestions?
3
Why Are You Here?
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Shared Services
• Shared Services initiative at CSULB?• What changed?
– LBCMP – Campus– LBFDN – Research Foundation– LB49R – 49R Foundation
• Business variations?– Scholarships– Endowments– Fund Raising– Grants– Centers
• Outcomes?– Shared Processes– Shared Forms
• Shared Resources
5
CFS
What is CFS? • Common Financial Systems
–PeopleSoft - Finance Applications • Process Transactions:
– Requisitions/Purchase Orders – Vendor Invoice Processing – Journal Entries – Billing and Accounts Receivable – Asset Management – Other
• Inquiry & Reports
6
CFS
–Data Warehouse - Reporting • Manage My Budget • Trial Balances • Supporting Transaction Details
• Common systems are managed by the Chancellor’s Office
• There are 22 Campuses using CFS 7
CFS Upgrades
• CFS PeopleSoft will be upgraded from version 9.0 to version 9.2 – COB April 15th – 8:00 am April 22nd
• CFS PeopleSoft will be UNAVAILABLE
• CFS Data Warehouse will be upgraded from version 10g to version 11g – Mid May – June 30th
• CFS Data Warehouse will be available
8
Chartfields & DOA
9
10
•
Business Units
What is a Business Unit?
Represents an Operational Entity • Required on a financial transaction
Business Unit
Description Purpose
LBCMP California State University, Long Beach
Main Campus transaction processing and reporting
LBFDN CSULB Research Foundation
Research Foundation transaction processing and reporting
LB49R CSULB 49er Foundation Endowments and Scholarships transaction processing and reporting
Chartfields
What are Chartfields?
• Chartfields are components that make up theUniversity’s Chart of Accounts in CFSPeopleSoft
• Chart of Accounts is the backbone of CFS– Provides a common language for classifying and
grouping business transactions– Chartfields used together on a transaction are
referred to as a “Chartfield String”. ie:Fund/Dept/Account
11
Chartfields
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Basic Characteristics of Chartfields Fund Account DeptID Program Class Project Scenario
Identifies Where What Who Report Report Report Budget
Length 5 6 5 5 5 10 >=10
Required Yes Yes Yes Maybe No Maybe Yes
Example: LBCMP GF001 660003 00220 10572 C9001 00113SS075 ORIGINAL LBFDN G1263 660003 00269 G126310100 ORIGINAL LB49R B0109 660003 00361 P0001 ORIGINAL
Fund
BU Definition
LBCMP LBFDN LB49R
• Each Business Unit has its own list • Identifies the “Where” of the transaction and its source and use of dollars being held • Tracks spending restrictions and designations • The lowest level at which the system will generate a Trial Balance • Delegation of Authority (DOA): If the fund has one owner
authorizing transactions, then the DOA is at the fund level (e.g., ERXXX)
• Required on all transactions • Characters 5 = Alpha numeric
LBFDN • Represents a Sponsored Program Award. A unique fund code is set up for every Sponsored Program Award.
Examples • LBCMP = GF001 – CSU Operating Fund • LBFDN = G1263 - Dibner Research Fellowship • LB49R = B0109 - Heritage Language & Culture En
13
Account
Business Unit Description
LBCMP LBFDN LB49R
• Shared by all three Business Units • Identifies “What” is the nature of the transaction • Captures the detailed breakdown of a financial transaction that
is entered into the system. • Account type starts with:
1=Assets 2=Liabilities 3=Fund Equity 5=Revenues 6=Expenses
• Required on all transactions • Characters = 6 numeric
Examples • LBCMP/LBFDN/LB49R = 660003 – Supplies and Services
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Department
Business Unit Description
LBCMP LBFDN LB49R
• Shared by all Business Units • Identifies “Who” is the department affected by the
revenue/expenditure transaction. • Represents the detailed breakdown of the Business Unit
organization structures. • Budgets are allocated at this Chartfield. • Delegation of Authority (DOA): If the fund has been
authorized for many Departments to use (e.g., GF001) then the DOA is at the Department level.
• Required & used only for revenue and expenditure accounts. • Characters = 5 numeric • No numbering logic. Sequentially numbered.
Examples • LBCMP/LBFDN/LB49R = 00325 - Physics and Astronomy
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Program
Business Unit Description
LBCMP LBFDN LB49R
• Each Business Unit has its own list • Tracking type – available campus wide - Used to define a set of
ongoing accounting activities for which revenues and/or expenditures need to be tracked at a campus wide level
• May be used for special reporting needs at an organizational unit spanning more than one department, divisional area, division or campus
• Track reimbursable activities • Does not have strict start and end dates • Optional & used only for revenue and expenditure accounts • Characters = 5 alphanumeric
LB49R • Required for Endowments (E, B, Q, T Funds)
Examples • LBCMP = E0100 - Global Jazz Inc. (KKJZ) • LBFDN = ER001 – Japanese Garden Fund Program • LB49R = S0001 – Endowment - Scholarships
16
Project
Business Unit Description
LBCMP • Shared list by all Business Units • Identifies a discrete set of activities that occur within a finite
time period (defined start and end date) • Primarily used for identifying construction projects • Activities associated with the Project Chatfield may span
multiple funds, accounts and/or departments • Revenues and Expense cross multiple years (required PTD
reporting). Balances can be requested to roll forward • Optional & used only for revenue and expenditure accounts • Characters = 10 alphanumeric
Examples • LBCMP = 05012DM074 - VEC Roof Hatch Replacement
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Project
Business Unit Description
LBFDN • Shared list by all Business Units • Identifies a discrete set of activities that occur within a finite time
period (defined start and end date) • Activities associated with the Project Chatfield may span multiple
funds, accounts and/or departments • Revenues and Expense cross multiple years (required PTD
reporting). Balances are rolled forward. • Required on all Sponsored Programs Funds, G1xxx. Begins with
the Fund number, G1xxxxxxxx & used only for revenue and expenditure accounts
• Unique Project for every Sponsored Award set up • Characters = 10 alphanumeric
Examples • LBFDN = G126310100 - DIBNER RESEARCH FELLOWSHI 2010
18
Class
Business Unit Description
LBCMP LBFDN LB49R
• Each Business Unit has its own list• Used for any special reporting needs a department or other
organizational unit may have• Fifty user designated class values of C9001 through C9050 (with
description left blank in PS) have been made available for anyactivity the department may want to track
• Activities associated with class may span multiple departments,funds and/or accounts
• Optional & used only for revenue and expenditure accounts• Characters = 5 alphanumeric
Examples • LBCMP/LBFDN/LB49R = C9001
19
Scenario
Business Unit Description LBCMP LBFDN LB49R
• Shared list by all Business Units• Used to track budget scenarios: Original, New, Carry Forward,
and Project to Date• Required for all Budget Ledger transactions expenditure
accounts• Characters = Up to 10 alphanumeric
Example • LBCMP/LBFDN/LB49R = ORIGINAL – Original Budget
20
Signature Authority
• Signature Authority GuidelineThe University has provided signature authority to certain individuals based on their level in the organization to approve various transactions. Signature authority is granted by department and fund.
21
Authority Levels
• Level Definitions– Level 1 = President– Level 2 = Direct reports to the Level 1, typically (but not
limited to) Provost, Vice President, Athletic Director– Level 3 = Direct reports to Level 2, typically (but not
limited to) Deans, Associate Vice Presidents, Assistant VicePresidents
– Level 4 = Management Personnel or Academic Equivalent,typically (but not limited to) Associate Deans, DepartmentChairs, Directors, ASMs, Division Fiscal Officers, Managers
– Level 5 = Non management personnel, typically (but notlimited to) Assistant ASMs, PI’s
22
Delegation of Authority
• Financial Transaction Examples– Budget Transfer Requests– Establish Funds, Departments, Account, Project,
Class, or Program– Journal Entry Request– Campus Services – Facilities, Print Shop, Mail
Services, Copier– Purchases – Requisitioning/Direct Pay/P Card– General Expenses
23
Chartfields & DOA
Additional Information • Chartfield Request Form:
http://daf.csulb.edu/forms/financial/controller/RequestChartfield.html
• Send requests to: fiscoa@csulb.edu• Definitions of commonly used accounts are included in the
Commonly Used Account list:http://daf.csulb.edu/offices/financial/controller/reporting.html
• Signature Authority Policy and Guidelines: – http://daf.csulb.edu/admin_guidelines/policies/sig_auth.html– http://daf.csulb.edu/offices/financial/sig_auth_overview.html
24
General Accounting & Financial Reporting
25
Manual Journal Entries
Manual On-line Journal Entries - Features
• New: Attachments• Virtually new: “Notify” and Edit Journal
26
Journal Entry Processing
Manual On-line Journal Entries – Attachments Feature
1. Input, save, and edit the journal entry2. Click on “attachments” hyperlink to browse in folder and select the supporting
document file related to the journal:
3. The selected file is attached to the journal entry and is ready for review/approval.Do not attach sensitive information.
27
Manual Journal Entries
Manual On-line Journal Entries – Notify Feature
1. Click “Notify” button. In the Send Notification page type email addressof reviewer/approver and reference the journal ID and the action you arerequesting in the subject field.
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Manual Journal Entries
Manual On-line Journal Entries – Notify Feature (cont’d)
2. The DOA for the Dept/Fund must be the one using the “Notify”button for a request to post Journal.
Send to: fisgl@csulb.edu (LBCMP) or fnd-gl@csulb.edu (LBFDN & LB49R).
3. General Accounting receives email. They will review journal andsupporting documents, validate DOA, and post.
29
Manual Journal Entries
Manual On-line Journal Entries – Edit Feature
Combination Edits: • Fund/Account combinations(“stateside” or campus)• Department is required on revenue & expense transactions• Grant/Project required with Foundation grant funds• Program chartfield required with Foundation 49er E, B, Q, T funds
30
Reimbursed Activities
Reimbursement Between Campus & Related Parties and 3rd Parties
All invoicing/billing/reimbursements must be done through the General Accounting (Accounts Receivables) department .
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Reimbursed Activities
Reimbursement Between Campus & Related Parties and 3rd Parties
Processes for reimbursement: • Services/Payments between campus depts - journal entries• Services/Payments between or among CSU campuses and/or CO -
processed through a CPO (Cash Posting Order). For instruction:http://daf.csulb.edu/offices/financial/controller/reporting.html
• Services/Payments between campus and CSULB auxiliary organizations orwith 3rd parties - journal entries or system entries (HR) using Rxxxx orExxxx program chartfields or manual invoice requests– The auxiliary organization's account/fund/dept of where the expense will be charged
must be provided in the campus' transaction. This information will appear on the invoice.
32
Reimbursed Activities
Reimbursement Between Campus & Related Parties (cont’d)
The key for campus Rxxxx program chartfields to use for billings to Foundation funds may be found on the following website: http://daf.csulb.edu/offices/financial/controller/general_accounting.html
33
General Accounting
Contact List:
Campus Journal Entries: fisgl@csulb.edu Foundation Journal Entries: fnd-gl@csulb.edu
Campus Reimbursed Activities: Robert Dan – robert.dan@csulb.edu Foundation Reimbursed Activities: Claudia Santos – claudia.santos@csulb.edu
Cash Posting Orders (CPO): Edward Garcia – edward.garcia@csulb.edu
Campus General Accounting: Shirleen Noonan – shirleen.noonan@csulb.edu Foundation General Accounting: Kathy Burgos – kathy.burgos@csulb.edu
34
Accounts Payable & Tax Services
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Where to find information
Accounts Payable
• Administrative Guidelines – “The Rules”
• Forms
• Accounts Payable Module
• Tax Services
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Accounts Payable – Web References
AP’s Big 8 - Administrative Guidelines
• Delegation of Purchasing Authority• Direct Payment• Independent Contractors• Campus Travel Policy• Travel Procedures• Hospitality Expense• Gifts to Employee• Gifts to non-employees
37
Accounts Payable
When requesting a payment - think about
• As an Adminstrator approving expenses it is yourresponsibility to ensure what you are authorizing to be paid iscompliant to the relevant guidelines
• Documentation must explain an expenditure’s businesspurpose – use plain language, anticipate questions
• You are creating public record - expect public display ofinformation
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Accounts Payable FORMS
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Controller's Office Procedures and Forms – Financial Management
Accounts Payable
Accounts Payable Module in PeopleSoft
40
Accounts Payable System Tips
41
Navigation: Main Menu>Accounts Payable>Vouchers>Add/update>Regular Entry
Enter Business Unit
Enter what you know: Voucher # Invoice #
Wild Card = % Hit
HIT Search know
in 9.2 vendor = supplier
Accounts Payable System Tips
42
Navigation: Main Menu>Accounts Payable>Vouchers>Add/update>Regular Entry
Click on the desired Invoice
Accounts Payable System Tips
43
Navigation: Main Menu>Accounts Payable>Vouchers>Add/update>Regular Entry
Check # or if
blank = not paid
Accounts Payable System Tips
44
The first section on the Payments tab
Payment terms
When the payment is due
based on the terms
Accounts Payable System Tips
Main Menu>Accounts Payable>Vouchers>Add/update>Regular Entry
• The bottom section of the Payments tabcontains the payment date.
• Reference = check number
45
Check Date & Check #
Tax Services
Tax Services is part of the AP Department
• Assist with payments to:Non-California residents for services
Foreign Vendors Foreign Nationals - Treaty Benefits
• These payments may require specialtax treatment, forms
• Contact tax services, Kris Russell ext. 5-8306 forguidance – DAY ONE
46
Accounts Payable
Contact List:
Campus AP Supervisor: Brenda Penrod – brenda.penrod@csulb.edu Foundation AP Supervisor: Annette Harris – annette.harris@csulb.edu
Campus Tax Specialist: Kris Russell – kris.russell@csulb.edu Delegation of Authority module: Annabelle Siongco – annabelle.siongco@csulb.edu
Campus and Foundation Travel email inbox - ap-travel@csulb.edu
University AP Manager: Carol Monson – carol.monson@csulb.edu
47
Campus web page: http://daf.csulb.edu/offices/financial/controller/accounts_payable.html
Purchasing
48
Purchasing Requisitions
Reminders & Resources • Purchasing must review and approve all contracts• PO number is not to be distributed to a supplier
(vendor) until it is in a Dispatched status withinPeopleSoft
• Delegation of Purchasing Authority for guidelines on all purchases– http://daf.csulb.edu/admin_guidelines/policies/del_pur
chase_auth.html– This and more information at
www.csulb.edu/purchasing
49
Purchasing Requisitions
Types of Attachments • Quote and/or Scope of work• Proposed Contract (submitted with a requisition)• If applicable, these items will be acquired by
Purchasing (requestor may opt to submit tospeed processing times)– Vendor 204– Accessible Technology Initiative E&IT Checklist– Sole source/brand justification– Additional quotes– Other supporting documentation
50
CFS 9.2 Purchasing Enhancements
NEW Features • Vendor is now called Supplier• Requisition Name• Attention To• Pre-Encumbrance balance displays on
Requisition• Encumbrance balance displays on Purchase
Order• Combo Edit message more specific
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CFS 9.2 PO Enhancements
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VENDOR is called SUPPLIER
CFS 9.2 PO Enhancements
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Requisition Name • Free form field to enter department reference number instead of
entering data into the Requisition Header Comments• Searchable field from Requisition Add/Update and Requisition
Inquiry screens• If not utilized, field will default to Requisition ID
Requisition Name: Add/Update
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Requisition Name: Inquiry
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Note: A percent symbol (%) can be used as a wildcard in many fields within PeopleSoft
CFS 9.2 PO Enhancements
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Attention To • Communicates to Receiving the target recipient of the package• Receiving uses the Attention To field, used in conjunction with the
Location field, to provide the necessary details for delivery• Field auto-populates with the Requestor name
CFS 9.2 PO Enhancements
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Pre-Encumbrance Balance = Requisition Balance • Displays on Requisition• As requisition lines are sourced to a PO, pre-encumbrance balance
decreases• Links to transaction/accounting line details
CFS 9.2 PO Enhancements
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Encumbrance Balance = PO Balance • Displays on Purchase Order• As payments are made, encumbrance balance decreases• Links to transaction/accounting line details
CFS 9.2 PO Enhancements
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Combo Edit Message • Occurs when a chartfield combination does not match with the chart of
accounts (COA)• The message provides more detail – what line has the chartfield error
Purchasing
Contact List:
Campus Purchasing Supervisor: Cathy Bishop – cathy.bishop@csulb.edu
Foundation Purchasing Assistant: Kim Mowl – kim.mowl@csulb.edu
General Purchasing email: purchasing@csulb.edu
Purchasing Web Page: http://www.csulb.edu/purchasing
Office Location: Brotman Hall 346 (BH-346)
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ORSP Office of Research and Sponsored Programs
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ORSP Services
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Professional Services Provided Through ORSP • Provide information on grant and contract opportunities.• Assessing research infrastructural needs, strategic goals.• Expediting proposal submission, financial and safety/risk
assessment.• Liaison with external sponsor, negotiating and accepting
awards.• Processing expenditures, financial transactions and reporting.• Promoting ethical conduct of research.• Assuring compliance with Federal, State, University
regulations.• Support for audit functions for internal or external oversight.• Reports to sponsors, government and University
administration.
ORSP Services
Other Services Offered through ORSP
• Promoting interdisciplinary collaborations.• Fostering strategic alliances with community partners
and funding agencies.• Supporting models that integrate research in teaching.• Providing professional training in grantsmanship and
research skills.• Administrative oversight for Research Centers and
Institutes.
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ORSP Partners
Our Partners
• Faculty, Staff, Students and Administration
• University Research Foundation
• Deans and Associate Deans for Research
• Faculty Center for Professional Development
• Office of University Relations and Development
• University Research Advisory Council
64
65
ORSP Awards
ORSP Organization AVP for Research & Sponsored Programs
Dr. Andrew “Zed” Mason, x54633, Zed.Mason@csulb.edu
Senior Director, Sponsored Programs Sandy Shereman, x57619
Sandra.Shereman@csulb.edu
Executive Assistant & Business Administrator Mae DeBruin, x54633
Mae.DeBruin@csulb.edu
Henry Wu Admin Services Manager
x54646, Henry.Wu@csulb.edu
Director, Research Integrity & Compliance Nancy Lewis, x52502
Nancy.Lewis@csulb.edu
Pre-award Proposal developmentPre-award reviewG&C submittalCayuse, FASTLANE &Grants.Gov operationsGenius/Smarts admin
Post-award • Grant management• Purchase review• Grant closeout
Neria Myers G&C Administrator
x51694 Neria.Myers@csulb.edu
David Smith Pre-award Specialist
x55330 David.Smith@csulb.edu
Nora Momoli Pre-award Specialist
x51567 Nora.Momoli@csulb.edu
Charles Greenwood Sr. G&C Administrator
x52444 Charles.Greenwood@csul
b.edu
Barbara McClinton G&C Administrator
x52009 Barbara.Mcclinton@csulb.
edu
Maria Reyes G&C Administrator
x58051 Maria.Reyes@csulb.edu
Vacant
••••
•
Business & Research Support • Monthly grant reports & data analysis• Award summary• Research opportunities & information• Training & training workshops• Special events
IACUC IRB
Research Compliance • Regulatory committees• Effort reporting• Institutional guidelines & policies• COI/COC, RCR, Export controls, etc.
Paulette McIntosh Sr. Associate Director
x55316 Paulette.Mcintosh@csulb.
edu
Natalie Goza Animal Facility Asstnt
x55483 Natalie.Goza@csulb.edu
Dr. James Amirkhan IRB Chair
Tracy Dolan
Res Facility Coord
x55483
Tracy.Dolan@csulb.edu Dr. John Young
V.M.D. x58147
John.Young@cshs.org
John de la Cuesta IACUC Chair
x57542 John.delaCuesta@csulb.edu
Patti Folsom Admin Coordinator
x58147 Patti.Folsom@csulb.edu
Sofia Batshoun Admin Support Coord
x52478 Sofia.Batshoun@csulb.ed
u
Dr. Mary Walker Compliance Specialist
x55314 Mary.Walker@csulb.edu
Carmen Flores Faculty Liaison
x52202 Carmen.Flores@csulb.edu
66
ORSP Funds
ORSP Funds
• Business Unit: LBFDN• G funds = sponsored grants and contracts• C funds = officially recognized
Centers/Institutes• RS funds = Research Stimulation (F and A
Return and Fixed Price Residuals)
67
ORSP Highlights
Highlights • G, C and RS Signature Authorityhttp://www.csulb.edu/divisions/aa/research/our/conversion/2012/documents/12_18sig_authority_grants_contracts_res_stim_funds.pdf
• Allowable, Allocable, Reasonable, & Consistent• LBFDN Business Unit-GL, AR, AP, Purchasing, HR• Data Warehouse
– PI Reports, Training– Contact your college/division GCA
68
ORSP Contact Information
Where to find us Office of Research & Sponsored Programs • Office location: FO5-111
• Office hours: Monday - Friday, 8am - 5pmPhone: (562) 985-8147Fax: (562) 985-8665
• Mailing address:1250 Bellflower Boulevard (MS-4509) Long Beach, California 90840-0118
• Website: http://www.csulb.edu/divisions/aa/test/evan/orsp/
69
Support Services
70
Support Services Departments
Support Services Departments:
• Receiving & Mail Services• Departmental Copier Program• Print Shop• Property Department/Lost & Found
71
Support Services Receiving & Mail
Receiving & Mail Services
• Are responsible for mailing out and receiving in all mail and packages for Universitybusiness only.
• It is very important that mail is addressed properly, by including a contact person’sname, department, and mailstop:
On campus: Claudia Nunez Print Shop MS 6601
Off campus: Claudia Nunez CSULB Print Shop 1250 Bellflower Blvd. Long Beach, CA 90840-6601
• Mail Services is able to set-up a UPS account for you (over the phone) to maintainand track shipments online, & payment can be made with your P-card.
• For more information visit the webpage by clicking on ‘R’ at the bottom of theCSULB webpage site index & then select ‘Receiving and Mail Services’.
72
Support Services Copier Program
Departmental Copier Program (DCP) • Campus program that provides multifunctional copiers (copying, printing,
scanning and optional faxing) for faculty and staff at a cost-per-copy thatincludes all service, supplies and 8-1/2 X 11” recycled white paper.
• Also sells recycled 8-1/2 X 11” white copy paper at cost.• Provides incentives in the form of giveaways that promote sustainability on
campus & in the community to all staff & faculty that dispose of energy-wasteful personal printers & transfers printing to a DCP copier:
less printers = more prints on existing DCP equipment = lower carbon footprint & lower Program prices for all!
• For more information visit the webpage by clicking on ‘D’ at the bottom ofthe CSULB webpage site index & then select ‘Departmental CopierProgram’.
73
Support Services Print Shop
Print Shop
• Provides professional printing, copying and binderyservices to University staff and faculty, includingbusiness cards, letterhead, envelopes, posters, specialprojects and marketing materials.
• Ordering is done online at: www.csulb.edu/printshop -place an order – online ordering system.
• For more information visit the webpage by clicking on‘P’ at the bottom of the CSULB webpage site index &then select ‘Print Shop’.
74
Support Services Property
Property Department
• Is responsible for the accurate accounting, control, use, safeguarding& disposal of University property.
• All inventory (capital equipment & sensitive items) must be ‘tagged’by the Property Mgmt. Office (PMO).
• All property must be disposed of through the PMO, and a PropertySurvey/Transfer Request form must be submitted for all taggeditems; an email to the PMO is sufficient for all non-tagged items.
• For more information visit the webpage by clicking on ‘P’ atthe bottom of the CSULB webpage site index & then select‘Property Management”.
75
Support Services Lost & Found
Lost & Found Office
• Provides for the care, restitution, sale and destructionof unclaimed, lost or abandoned property.
• Property that is unclaimed is sold at auction, which isheld on-campus every year in September.
• The Lost & Found office is located in the Receivingwarehouse, and there are several additional drop-offlocations around the campus. For these locations andmore information visit the webpage by clicking on ‘L’ atthe bottom of the CSULB webpage site index & thenselect ‘Lost and Found’.
76
Support Services Contacts
Contact List: • Support Services: Supervisor is Susan Ransom at x.51957• Receiving & Mail Services: Lead is Miguel Guzman at
x.54828, or email receivingandmailservices@csulb.edu• Departmental Copier Program: Lead is Sandra Monaco at
x.55329, or email copierprogram@csulb.edu• Print Shop: Supervisor is Claudia Nunez at x.54501, or
email printshop@csulb.edu• Property: Supervisor is Natalie Nguyen at x.54880, or email
property@csulb.edu• Lost & Found: Coordinator is Gary Corbin at x.51579; or
email lostandfound@csulb.edu.
77
CFS PeopleSoft & Data Warehouse
78
CFS Upgrades
• CFS PeopleSoft – Will be upgraded from version9.0 to version 9.2 .– Upgrade will occur COB April 15th – 8:00 am
April 22nd
• The System Will Not Be Available!
• CFS Data Warehouse – Will be upgraded fromversion 10g to version 11g.– Upgrade will occur Mid May – June 30th
• Users will transition from ver 10 to ver 11. No downtime required!
79
CFS 9.2 PeopleSoft Interface
PS User Interface • Overall look and feel is different.
80
CFS 9.2 PeopleSoft
Things to Know • Login the same way• 9.0 Favorites will remain• Previous Run Controls will remain• Personalization's will need to be reestablished
– In 9.0 it was called Customizations– We will roll out defaults for most commonly used
pages.
81
CFS 9.2 PeopleSoft
CSULB CFS PS92 Overview of Changes Training Manual Review prior to April 22nd
– This guide provides an overview of the CFSPeopleSoft 9.2 User Interface Features as well asnew features.
– Located at:http://www.csulb.edu/divisions/af/cms/end_user/FIS/quick_reference_guides/index.html
82
CFS 9.2 PeopleSoft New
Chargeback Application – What?
• Automates the distribution of charges for the goods and servicesprovided by various campus service providers.
• Allows for charges to be recorded in all 3 BU’s: LBCMP, LBFDNand LB49R.
– Who?• Campus Service Providers - Telecommunications, Postage/Mail
Services, Print Shop, Copier Program, Copy Paper, and FacilitiesManagement.
– Impact on you?• A SpeedChart will be used when requesting goods or services
from one of the campus service providers. It replaces the chartfieldString currently being used. Currently being used for Office Max.
– When?• July 1, 2014 Implementation Date. Contact your ASM, GCA,
and/or Fund/Dept owner for more details.83
CFS Data Warehouse 11g
DWH User Interface • Overall look and feel is different.
– New User Interface Functions• Search Features/Column Sorts/Pivots/Report Sections
• NO new reports/formats84
CFS Data Warehouse 11g
CSULB CFS DWH 11g Overview Training Manual Review prior to June 27th
– This guide provides an overview of the CFS DataWarehouse 11g version. It reviews the InterfaceFeatures as well as new features.
– Located at:http://www.csulb.edu/divisions/af/cms/end_user/FIS/quick_reference_guides/index.html
85
CFS Data Warehouse 11g
DWH Access • Transition from 10g to 11g starting in May.
86
Training Opportunities
87
CFS Training
• Training Classes (Online Guide or In Person)– CFS General Session – You are here
– CFS 9.2 PeopleSoft• Overview of CFS 9.2 PeopleSoft Changes & New Features – Online Guide - Available
now - CSULB CFS PS92 Overview of Changes Training Manualhttp://www.csulb.edu/divisions/af/cms/end_user/FIS/quick_reference_guides/index.html
• Requisition Entry – In Person – Target July 2014• Requisition Approver – Online• Journal Entry – In Person – Target August 2014• Inquiry & Reports – In Person – Target July 2014
– CFS Data Warehouse• CSULB DWH 11g Overview Changes & New Features – Online Guide - Available May
- CSULB CFS DWH 11g Overview Training Manualhttp://www.csulb.edu/divisions/af/cms/end_user/FIS/quick_reference_guides/index.html
• DWH Reporting 11g – Various Reporting – In Person – Target June 2014
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Training
• How to Sign Up?http://www.csulb.edu/divisions/af/cms/training/index.html
• Where Documentation is located?http://www.csulb.edu/divisions/af/cms/end_user/FIS/quick_reference_guides/index.html
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Impacts & Contingencies
COB April 15th – 8:00 am April 22nd
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Impacts & Contingencies - Acctg
CFS PeopleSoft Unavailable during Upgrade COB April 15th – 8:00 am April 22nd
General Accounting Impacts (All BU’s): • For Urgent invoices/billings needed during April 15th and 22nd Contact
General Accounting/Accounts Receivable• Deposits will continue to be posted in CashNet but will not go into PS
until April 22nd
• Chartfield Requests – FISCOA will continue to accept requests. Noupdates until April 22nd
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Impacts & Contingencies - AP
CFS PeopleSoft Unavailable during Upgrade COB April 15th– 8:00 am April 22nd
Accounts Payable Impacts (All BU’s): • Friday 4/11 – Last production check run• Monday 4/14 - Last student check run• Tuesday 4/15 noon - Closed to any new
campus activity
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Impacts & Contingencies – AP
CFS PeopleSoft Unavailable during Upgrade COB April 15th– 8:00 am April 22nd
Accounts Payable Impacts (All BU’s): • During shutdown - true emergency payments
contact– LBCMP - Tammy ext. 54054– LBFDN/LB49R - Annette ext. 55430– All BU’s – Carol ext. 58301
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Impacts & Contingencies - PO
CFS PeopleSoft Unavailable during Upgrade COB April 15th– 8:00 am April 22nd
Purchasing Impacts (All BU’s): • Tuesday 4/15 Purchasing will begin pre-upgrade
activities• Use of P-Card during PeopleSoft down time for
commodities is strongly recommended• Contact Purchasing for urgent PO transactions
between 4/15 – 4/22• 9.2 closure will have no impact on the April 14, 2014
expenditure closing calendar due dates
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Impacts & Contingencies - ORSP
CFS PeopleSoft - Unavailable during Upgrade COB April 15th– 8:00 am April 22nd
• ORSP Impacts (LBFDN):
• No impact related to CFS• Data Warehouse-Data as of Midnight April 16th
• Resumes Refresh schedule April 22nd Midnight
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Impacts & Contingencies
CFS PeopleSoft - Unavailable during Upgrade COB April 15th– 8:00 am April 22nd
Support Services Impacts: • None: Receiving will continue to
receive and deliver campus goods.
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Impacts & Contingencies – DWH
CFS Data Warehouse - Available during Upgrade
• Data as of Midnight April 16th
• Resumes Refresh schedule April 22nd
Midnight• Scheduled for Mid May – June 30th
• No downtime impact to you• More details to follow
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2013/14 FM Calendar
The following link will get you to the 2013/14 Expenditure Calendar: http://daf.csulb.edu/offices/financial/expenditure_calendar1314.html
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Questions ?
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