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New PeopleSoft modules being rolled out

9:37 a.m., July 1, 2004--Grants, nonstudent billing, accounts receivable, cash deposits and asset management are the latest PeopleSoft Financials modules to be released. These four modules, going live starting Thursday, July 1, will complete four years of dedicated effort by the University of Delaware Financial Systems Project Teams and many others to implement the full PeopleSoft Financials System.

Last July, PeopleSoft general ledger, purchase order and accounts payable modules went online.

Just as in the first phase, employees can use a combination of UD webforms and the PeopleSoft system to conduct financial tasks. For the first time, many of those who work with grants and billing will be using two different PeopleSoft databases, production (FIPRD) and report (FIPRT).

Roll-out schedule

Some items will be rolled-out later in July as indicated below. Specific
announcements will be made when they become available.

Grants

• PeopleSoft (FIPRD): Proposals, July 1
• PeopleSoft (FIRPT): Ad hoc pre-and post-award reporting and EZQs, later in July
• Webforms: Proposal approval summary, July 1; Journal voucher had been enhanced for effort reporting, available now; Budget revision for contracts and grants, later in July; Faculty biographic information included on the HR employee demographic data (EDD) form, second week in July
• GMS (legacy system): Available until July 30 for proposals (entry into PeopleSoft is required)

Cash deposits, July 1

• Webforms: Cash transmittal, the paper cash transmittal form will no longer be accepted after July 30
• PeopleSoft (FIRPT): Ad hoc reporting and EZQs, later in July

Nonstudent billing/accounts receivable, July 1

• Webforms: Bill nonstudent (miscellaneous) customers—this form replaces the ?999? billing accounts in SIS. FFAR forms (nonstudent) and the single-charge miscellaneous billing EZ Form will no longer be accepted after July 30.
• PeopleSoft (FIRPT): Ad hoc reporting and EZQ’s, later in July
• PeopleSoft (FIPRD): Accounts receivable inquiries and invoice reprints, later in July

Asset management, later in July

• UD Webforms: Equipment relocation and funding change (coming in July)—until this webform is released, equipment-funding changes should be done using the journal voucher webform.

Accessing the system

• The URL for the production database (FIPRD) is [www.udel.edu/grants] or [www.udel.edu/billing].
• The URL for the reporting database (FIRPT) is [www.udel.edu/financials].
• The URL for webforms is [www.udel.edu/webforms].
• Your PeopleSoft user ID and password are your UDelNet ID and password. (NOTE: Current PeopleSoft users don't need to make any changes; their user IDs and passwords will continue to work.)

Resetting passwords

If necessary, users should reset their UDelNet passwords to update their PeopleSoft Financials passwords by following the directions below:

• Go to [www.udel.edu/network].
• Enter your Social Security Number and PIN, or UDelNet ID and password.
• Select “Change your password.”
• Enter the new UDelNet password twice.
• Within a few minutes, the PeopleSoft Financials password will be updated in both the reporting database (FIRPT) and the production database (FIPRD).

Access problems

If you have PeopleSoft Financials login/password problems or do not have the correct access, contact Ellen Lepine at [ellell@udel.edu] or (302) 831-0269.

Webform issues

For help in addressing webforms issues, refer to the contact list below.

• Cash transmittal—Cashiers’ office: (302) 831-1242
• Grants, including proposal approval summary, budget revision for contacts and grants—OVPR: (302) 831-2136
• Journal voucher (with effort reporting)—General accounting: (302) 831-2175
• Employee demographic data—HR and payroll systems administration: (302) 831-8677
• Bill nonstudent customers—Billing services: (302) 831-1526
• Equipment relocation and funding change—Procurement services: (302) 831-8951 or [procurement@udel.edu].

Training

Campus training on the new modules began in April, with many employees attending detailed how-to training sessions in June for grants, nonstudent billing and cash transmittal.

More training sessions are planned for July. For more information about upcoming sessions, visit the PeopleSoft Financials web site “What’s New” section [www.udel.edu/UDFS/info/]. Look under the “Training” tab, for a listing of the training courses being offered during Phase II, along with downloadable training documents.

For more information, visit the UDFS information web site on training and contacts at [www.udel.edu/UDFS/info/].

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