May 24, 2011

PeopleSoft Financials 9.0Review

Final Presentation

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Agendao Review Summary

o Review Findings, Recommendations and Estimates

o General Ledger and Commitment Controlo Purchasingo Accounts Payableo Billing o Accounts Receivable

o Supplier Contract Management

o EBMS/PeopleSoft Integration

o Questions

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Review Summary

• Conducted analysis of existing business processes and customization within PeopleSoft Financials 9.0

• General Ledger and Commitment Control• Purchasing• Accounts Payable• Billing• Accounts Receivable• WorkFlow

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Review Summary - Continued

• Presented functionality of Supplier Contract Management module and high-level estimates for base implementation

• Presented recommendations on MERC’s EBMS integration to PeopleSoft

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GL/KK Review Findings

• Metro would like to implement Journal WorkFlow

• Metro will need to determine what key items initiate workflow and approval levels

• Workflow can grow out of control without proper planning

• Med/High complexity to implement• Estimate: 4-6 weeks depending on requirements

• Open Item Accounting is not used at Metro

• Feature could prove useful in tracking employee travel advances

• Low complexity to implement• Estimate: 2 weeks

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GL/KK Review Findings

• British Pounds transaction in ledger

• Transaction can only be cleared by a SQL update

• Special attention needs to be placed on testing and documentation

• Medium Complexity due to sensitivity• Estimate: 1 week

• MERC currently only records personal service in the general ledger

• Recommendation: all transactions for MERC be held in PeopleSoft

• PeopleSoft/EBMS Integration estimates provided. Discussed in later slide

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GL/KK Review Findings• Chartfield1 is activated, but is not used

• Recommend deactivating Chartfield1• Low Complexity• Base Financials Setup – requires “Power User” access• Estimate: 1 day

• Significant number of active Trees in the current system

• Recommend identifying and saving Trees as draft• Draft trees won’t be used by the system• After 1 year draft trees can be exported to disk and then

deleted• Can be re-imported into Production if need arises in the

future• Low Complexity• Estimate: 1 week

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GL/KK Review Findings• Metro considering restructuring ChartFields

• Potential significant impact on all reports and queries• Atypical for a client to change their ChartFields and

put them under a new SetId• May run two sets of ChartFields for a period (i.e.: as

you close a year and begin a new one)• Potential significant impact on all interfaces

• Translates (“Black boxes”) can be overwhelming • ChartField restructure is best done across the board

in all systems that feed PeopleSoft• Data conversion requirements for open items (PO’s,

etc.)• High Complexity• Estimate: 6-8 week timeline. Multiple resources.

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Purchasing Review Findings

• “Notify” button used in lieu of WorkFlow for Contracts & PO’s

• Approval of Procurement Card transactions is not automated

• Recommendation: Implement approval WorkFlow for Purchase Orders, Procurement Cards and Contracts

• Careful planning is key• High Complexity to implement• Estimate: 340 hours• Assumes a maximum of three layers of

workflow

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Purchasing Review Findings

• Customizations done to allow multi-year Contracts and multi-year liability. However, it does not address the pre-encumbrance of funds across those future fiscal years

• Recommendation: Enhance customization to post pre-encumbrances for the budget Ledgers

• Med/High Complexity to implement• Estimate: 200 hours

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Purchasing Review Findings• Procurement Card transactions are journalized

instead of Vouchered

• Recommendation: Use delivered PeopleSoft functionality to upload transactional data from Credit Card companies

• Use data to create Vouchers • Facilitates the preparation of 1099-MISC • Med/High Complexity to implement• Estimate: 180 hours

• Vendor discounts and rebates may provide savings

• Metro should address through internal procedures • Estimates were not developed

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Accounts Payable Review Findings• Invoice handling involves manual travel of

paper from desk to desk creating potential for late payments

• Recommendation: Log invoices in PeopleSoft upon receipt for accurate tracking

• Metro can explore Imaging technology to scan/image invoices

• Medium Complexity to change business process• Estimate: 280 hours for basic imaging

functionality

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Accounts Payable Review Findings• Vouchering function in Metro is semi-automated.

• Recommendation: Implement Voucher Approval• Delays could be eliminated by applying the

“Reminder” and “Delegation” features in PeopleSoft Workflow

• Coupled with Imaging/Scanning, would significantly streamline the process

• Medium Complexity to implement• Estimate: 140 hours

• Single Payment Vouchers

• Recommendation: Create a “dummy” vendor to pay vouchers using this Vendor

• Low Complexity to implement• Estimate: 24 hours

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Accounts Payable Review Findings• Archiving of Payable Data

• Delivered functionality can yield performance improvements

• Low Complexity to implement• Estimate: 40 hours

• Inactive vendors in Vendor Master table

• Related to previous finding• PeopleSoft delivers a function to eliminate Inactive

Vendors• Recommendation: Implement this feature with basic

functionality & archiving criteria• Low Complexity to implement (assuming simple archiving

criteria )• Estimate: 40 hours

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Billing Review Findings• Automation of Event Management Revenue should

be reexamined

• Separate recommendations are provided for EBMS/PeopleSoft integration

• eBill Payments Module for SWISS and Event Management

• Recommendation: Bring SWISS and Event Management transactions into PeopleSoft through the Billing Interface

• Credit Card Revenue/Payments could be processed using the eBill Payments (e-Billing) Module

• Medium Complexity to implement• Estimate: 320 hours

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Accounts Receivable Review Findings• US Bank file could be further automated

• Layout of file could be slightly modified to match the PeopleSoft Deposit Table format and then imported into PeopleSoft using the new delivered Excel Upload Feature

• Medium Complexity to implement• Estimate: 168 hours

• Accounts Receivable Data Archiving

• Can yield performance improvements• Low Complexity to implement• Estimate: 24 hours

• Miscellaneous Changes in Business Processes

• Metro Store, Zoo and Parks send data in different formats

• If data can be extracted into Excel, this can be uploaded directly

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Supplier Contract Management

• Conducted software Demo of base functionality

• Identified and discussed business requirements

• Provided recommendations on scope and benefits

• Provided timeline/estimates for base implementation

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EBMS / PeopleSoft Integration• The team evaluated integration options for EBMS/PS

• Estimates provided and assumed that EBMS would be integrated to PeopleSoft in two ways:

• Purchasing level integration for the Accounts Payable side

• Billing level integration for the Accounts Receivable side

• Medium/High Complexity to implement

• Estimate: 14-week effort, multiple resources, 2000 hours

• Anticipated phases will include the following efforts:• Design - Identification of Reports, Tables, Interfaces and Additional

Online Pages in PeopleSoft for BI/AP for Audit Trail, Review Pages. • Development and Unit Testing – self explanatory• Testing - System, Integration, User Acceptance• GO-LIVE/Support - 2 Weeks of production support

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Questions & Answers

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