Common Financial Systems (CFS) PeopleSoft 9.2 and Data

Warehouse 11g Overview

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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

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Agenda

Why Are You Here?Chartfields & DOAGeneral AccountingAccounts Payable and Tax ServicesPurchasingORSPSupport ServicesCFS PeopleSoft & Data Warehouse UpgradesTraining Opportunities AvailableUpgrade Impacts & ContingenciesQuestions?

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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

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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

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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

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Chartfields & DOA

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10

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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

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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

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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

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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

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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

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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

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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.

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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

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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

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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

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General Accounting & Financial Reporting

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Manual Journal Entries

Manual On-line Journal Entries - Features

• New: Attachments• Virtually new: “Notify” and Edit Journal

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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.

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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.

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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

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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.

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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

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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

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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

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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

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Accounts Payable System Tips

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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

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Navigation: Main Menu>Accounts Payable>Vouchers>Add/update>Regular Entry

Click on the desired Invoice

Accounts Payable System Tips

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Navigation: Main Menu>Accounts Payable>Vouchers>Add/update>Regular Entry

Check # or if

blank = not paid

Accounts Payable System Tips

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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

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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

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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

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Campus web page: http://daf.csulb.edu/offices/financial/controller/accounts_payable.html

Purchasing

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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

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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

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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

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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

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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)

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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

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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/

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Support Services

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Support Services Departments

Support Services Departments:

• Receiving & Mail Services• Departmental Copier Program• Print Shop• Property Department/Lost & Found

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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’.

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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’.

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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’.

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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”.

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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’.

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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.

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CFS PeopleSoft & Data Warehouse

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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!

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CFS 9.2 PeopleSoft Interface

PS User Interface • Overall look and feel is different.

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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.

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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

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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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Contact Us

fishelpdesk@csulb.edu

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Questions ?

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