Introduction to PeopleSoft PeopleSoft Training v4.0 2010 1

Introduction to PeopleSoft

PeopleSoft Training v4.0

2010

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Course Objectives

The main objective of this course is to provide a basic introduction and overview of the PeopleSoft System as implemented

by UMBC.

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What is PeopleSoft? How do I gain access to PeopleSoft? What is the Finance Database? What is the Campus Solutions Database? What learning resources are available to

help me?

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AGENDA

A relational database application, which provides enterprise-wide business solutions

Finance Human Resources Student Administration

Module 1:

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What is PeopleSoft?

Ensure department’s payroll unit has obtained your employee ID# (10 digits)

Approval of your immediate Manager Use your Employee Identification Number

to obtain a UMBC Login ID, and Password. Determine what access level you will need

to perform your job specific PeopleSoft responsibilities (supervisor)

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What are the first steps?

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How do I gain access to PeopleSoft?

Finance Human Resources

Student Administration

Security Access

Forms X X

RT Ticket X

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No Access

View Only Access

Edit Access

User Security Rights for Accessing Databases

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The Peoplesoft website

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Where can I locate the Security Forms?

• New hire • Roles/job change:

– remove access to areas you no longer need access – gain access to areas of PeopleSoft you need for

your new role– change the department(s) you have access to view

in PeopleSoft

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Why would I complete a Security Access Form?

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Finance Security Access Form

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HR Security Access Form

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At this time, there is no form.

1) Open RT Ticket

2) Indicate what module or access you need

3) Route the ticket to Student Administration

4) Student Administration will assign ticket to appropriate departments

Student Administration Security Process

The I Will Attend button is located here.

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How to register for training

• Single system of record entry and reporting capabilities for all financial transactions across all UMBC units.

• End-users initiate transactions and data into the system once and make it accessible for multiple purposes. (Finance, Human Resources, Reports)

• Processing and tracking of transaction status is available online

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PeopleSoft Features

• Transaction approvals have been simplified.

(Pcards, Purchase Orders, etc.)

• Some transactions can be approved and submitted online, while meeting internal controls.

• The number of signatures required for normal business processes has been reduced, while keeping in line with State policies.

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PeopleSoft Features

PeopleSoft Finance

PeopleSoft Financial Retriever and

Reports

“Campus SolutionsHR / Student

Administration

Data is shared between

HR and Finance

Financial Retriever is updated from

PeopleSoft Finance nightly

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PeopleSoft Databases

General Ledger Review Journal Entry transactions Generate various General Ledger summary or

detail reports Accounts Payable

Review voucher data Journal drill down Purchase Order Inquiry Review payment information for a vendor

Billing Review billing information by journal ID View invoices to other parties Off-campus billing

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Finance Modules

Purchasing Requisitions Purchase Orders Receiving

Procurement cards (Pcards) Review Pcard charges Allocate Pcard charges Approve Pcard charges

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Finance Modules

Projects Project activity, collect and analyze non-financial

project information

Grants Enter Grant Proposal View Grant award profile and project data Generate reports

Effort Reporting Review and approve effort reports for grants Generate effort reports on Grants

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Finance Modules

Generate budget reports Request Requisitions Manage Requisitions Manage Purchase Orders View Pcard charges Allocate Pcard charges Reconcile your

department activities

Enter Grant proposals Generate Grant reports Approve Grant Effort

Reports Research activity View original transactions

online

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Available in PeopleSoft Finance:

PeopleSoft Finance


Reports


Administration


HR and Finance



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A UMBC specific database designed to be used specifically for generating reports

Comparable reports from PeopleSoft Finance, but dedicated database for efficiency

Retriever may be replaced by REX / iStrategy by FY12

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PeopleSoft Retriever

PeopleSoft Finance


Reports


Administration


HR and Finance



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• Time and Attendance– Print Employee Timesheets– Enter Employee Time and Leave Taken– Review Leave balances for faculty and staff

• Payroll– Processing departmental payroll– Paycheck Generation– Payroll Reporting (bi-weekly paycheck data and

departmental payroll charges)– Visa and Tax Treaty tracking

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HR Modules

• HRMS– Position Management (establishing and modifying

position data)– Processing New Hires– Processing Changes to employee personal and job

data• Base Benefits

– Track and view employee benefit plan information (health, retirement, etc.)

– View leave accruals for faculty and staff– View levels of coverage and deduction information

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HR Modules

• Maintaining employee personal, personnel and payroll information for electronic transmission to the State Payroll Office to generate pay for employees;

• Eliminating manual efforts relating to the calculation of payroll, leave, etc. by departmental staff;

• On-line tracking of HR transactions and elimination of many hard-copy documents;

• Integrating/sharing payroll and job data with the PeopleSoft Finance Database

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HR portion of Campus Solutions

PeopleSoft Finance


Reports


Administration


HR and Finance



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• Recruitment

• Admissions

• Student Records

• Financial Aid

• Student Billing

• Academic Advisement (Degree Audit)

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Student Administration

• Teaching Schedule

• Class Permissions

• Advising Authorizations

• Online Grading

• Student Reports

• Advising Notes and History

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Faculty Self Service

• Register for Classes

• Drop a Class

• Swap a Class

• View Class Schedule

• View Student Reports

• View Grades

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Student Self-Service

PeopleSoft Finance


Reports


Administration

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Human Resources

Finance

A new Chartstring is entered into the PeopleSoft Finance database, and a Program is run, which automatically moves the Chartstring to PeopleSoft HR where an Combination Code is generated.

ChartstringThe new Combination Code is transmitted back to the Finance Database for the posting of HR transaction data to the General Ledger.

Combination Code

Combination Codes = Chartstring = Funding Source

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How the HR and Finance Databases Share Information

Chartfield:

An informational field that aids in segregating and categorizing

transactions and budgets in PeopleSoft

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PeopleSoft Terms

Chartfield String:

A series of Charfields brought together

(Charfield String = Chartstring)

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PeopleSoft Terms

Generate reports Access data Perform transactions in PeopleSoft Complete forms Allocate expenses

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How are Chartstrings used?

CHARTSTRING

Understand purpose Understand the components Know, define and give examples Explain and give examples of how

Chartstrings are used in PeopleSoft

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PeopleSoft Terms

Designed to meet the following objectives:

• Comply with external financial reporting requirements (State, GAAP, OMB,etc.)

• Improve access to financial info in support of faculty and staff

• Integrate with Human Resources and Student Admin Systems

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Chart of Accounts

Indicates whose money you are using

Indicates which entity is holding funds

Indicates from which account to pull funds

Date/timeline

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Comparison for Chartstring

Indicates from which account to pull funds

Date/timeline

Indicates whose money you are using

Indicates which entity is holding funds

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Comparison for Chartstring

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What chartfields do I need to know?

Examples and definitions of ChartfieldsChartfield Examples (not inclusive) DEFINITION Example

Business Unit

UMBC1 (default and only choice at this time)

It represents a set of financial records, business practices, and reporting requirements for an independent entity.

The default business unit for UMBC is UMBC1.

Department ID

10118 – New Media It denotes an organizational unit responsible for business transactions. The unit will have employees and usually has a budget.

E.g. English Department’s code is 10113

Fund 1111 – Current Unrest Unall SS E&G 1112 - Current Unrest Un-All SS Aux 1113 - Current UnR UnA Self Supt E&G 1253 - Curr Restr Sponsored Self Supp 1263 - Curr Restr Fin Aid Self Supp

It identifies the source of funds. EXAMPLES: 1111 = State Funds 1113 = Self-support (DRIF) 1253 = Grant Funds

By default, 0000 is selected, which denotes all funds.

Account (former FAS Sub-code)

Revenue 4876000 – Misc Revenue 4876310 – Rents 4876344 – Services Income Personnel Accounts 6010101 – Regular Faculty 6010102 – Regular Exempt 6010103 – Regular Non-exempt 6010104 – Graduate Assistants/Fellows 6010111 – Contractual Faculty 6010112 – Contractual Exempt 6010113 – Contractual Non-exempt 6012000 – Student Operating Costs 7000000 – Operating Costs 7020000 - Special & Technical 7070000 - Motor Vehicles 7080000 - Contractual Services 7090000 – Supplies 7110000 - EQUIPMENT Capital or Sensitive

It classifies business transactions by categories that include assets, liabilities, net asset (fund balance), revenue and expenditures.

Personal expenses = salary/fringes/etc Operating Costs = purchases

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Chartstring Terminology

Examples and definitions of Chartfields

Prog Fin (Program Financial)

011 - Instruction – General 012 - Instruction – Special 021 - Research - Institutes/Centers 022 - Research – Individual 041 - Academic Support – Library 042 - Academic Support - Comput Supp 043 - Academic Support – Admin 044 - Academic Support – Other 051 - Student Services 061 - Institutional Supt - Gen Admin 062 - Institutional Supt - Admin Com 071 - Operation & Main of Plant-Oper 081 - Auxiliary Enterprises

It is an ongoing, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. The Prog Fin further categorizes your spending!

Assigned to an operation unit’s normal activities. (i.e., if you typically do Instruction, but have a one time event of research, you would still use your normal Prog Fin for instruction.) A Department’s Budget has the appropriate Prog. Fin’s for a Department.

Chartfield Examples (not inclusive) DEFINITION Example Tcode [412] - Expenditure Adjustment

Decrease [413] - Expenditure Adjustment Inc(DR)

Denotes the type of transaction.

E.g. receipts, disbursements, adjustments, payables and receivables.

Budget Year 2006 = (7/1/05 – 6/30/06) The Budget Year corresponds to UMBC’s fiscal calendar and denotes a fiscal year.

Budget Year will always default to current fiscal year.

Project/Grant i.e., 00000444 CASPR “CV” = pre PeopleSoft Grant

This Chartfield provides the link for financial transactions to the project/grants management software modules.

Project number Grant Number

Program OP 065 - Summer Salaries 066 - ITT 067 - Exempt Staff Development 068 - Non-Exempt Development 071 - Academic Initiatives 072 - International Programs 073 - Reallocated Monies

It is an on-going, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. Operational Programs will be developed and designed for campus purposes.

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Chartstring Terminology

Term Definition Job Data Information used to identify an employee’s title,

status, compensation, classification, and benefits eligibility required to generate pay for services rendered, as well as other on/off campus reporting activities.

Personnel Data Key information outlining employee personal attributes such as name, address, race, birthplace, social security number, citizenship and visa status, veteran’s status, etc. required for University, State and Federal reporting as well as payroll taxation.

Time Entry Mechanism used by departments to record hourse worked, leave taken and other exceptions to employee which ultimately result in payment to the employee.

New Hire Personnel Action Request (PAR) Document used to gather personnel and job data for new employees.

Change PAR On-line mechanism used by departments to request changes to personnel and job data for existing employees.

Combination Code A PeopleSoft generated number used by the HR database to encapsulate the Chartfield String used in PeopleSoft Finance and identify funding source for positions/jobs.

Position Management A term to describe the actions related to the classification and compensation activities within the university.

Department Budget Earnings Identifies how current and future payroll funds for a position are to be distributed financially across fund sources.

Retro Refers to the Retroactive Change Form, which is used to modify how payroll was distributed historically.

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HR Terminology

Term Definition

General Ledger The final ledger in the financial system which holds all financial transactions used for external and summary financial reporting and financial management.

Commitment Control Finances that have been reserved for a specific financial transaction, prior to final approval and posting to the General Ledger.

P-card Procurement Card – similar to a credit card used for purchases

Project An event or activity that has a specific beginning and end date.

Grants/Contract Money awarded to departments by a Sponsor for the purpose of providing products and/or services for a specific project.

State Funded Money appropriated to UMBC by the State of for the purpose of administering education services to students.

Retriever Inquiry A reporting tool designed specifically for UMBC to generate state funded budget reports.

Retriever The UMBC Finance Reporting Instance

Pre-encumbrance Money requested to be used for a specific purpose – a Requisition.

Encumbrance Money approved and reserved to be used for a specific purpose – a Purchase Order.

Journal Entry Adjustment made directly in the General Ledger

Journal ID Transaction identification number used to identify Journal Entries. This number appears on budget detail reports and is used to research budget line item details.

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Finance Terminology

• Include the Database you are using, i.e., Finance, HR, Retriever and Reporting Instance;

• Include EXACTLY what you are trying to do in PeopleSoft, and what happened when you performed the task;

• State your PeopleSoft experience (i.e., new to PeopleSoft, using for 6 months, etc),

• State for what purpose you were performing the task in PeopleSoft (i.e., to retrieve monthly operating expenses for my State budget).

• State the best way to reach you, and during what hours you can be reached.

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Requesting Help

QuestionsQuestions

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Documents

Introduction to PeopleSoft PeopleSoft Training v4.0 2010 1