PS Training Communications II Team

Monday, February 2, 2004

Logistics:

Next Meeting: Monday, February 9, 2004

Minutes for next meeting: Cyndi Jumper

Minutes this time: Betsy Reigle

Attendees: Ellen Lepine, Al Fanjoy, Betty Dehel, Dee, Smith, Linda Somers, Trudy Riley, Sandi Dean, Dave McCarren, Rachel Strickland, Lisa Huber, Bob Rieman, Bill Spear, Shirley Becker, Linda Chriscoe, Cyndi Jumper, Betsy Reigle, Ginger Knutsen

UDFS/info website presence-how to present? Ellen and Al will figure out what to do with the list, i.e. one composite list or two separate lists, and how defined it will be.

PS Financial Databases explained: See attached file. Note: Up to now we have worked from the FIRPT database but, some of the grants processes will use the FIPRD database which is the database where actual entries and processes take place.

Update on progress, issues and decisions made by other teams

a. Grants –Ellen Lepine/Dave McCarren – See attached file for Overview of PeopleSoft Grants Process.

b. AR Billing-Ellen Lepine – See attached file for Overview of Misc. Billing Process.

c. Asset Management-Ellen Lepine – There will be two web forms, Change Purpose on Equipment and Equipment Relocation. There is a possibility that a customization will be developed as a bolt-on to PS for a space allocation module (SPAM).

d. Reporting-Linda Somers – Team is currently building a data dictionary and identifying key fields.

Other issues or concerns:

We might begin meeting weekly beginning March 2004 to start training ourselves.

Query Training for the new pool of people that will be using PeopleSoft.

PeopleSoft Financials Databases
Instance	Name	Function
FIPRD	Production	the database of record where the actual entries and processes take place, used primarily by processing offices
FIRPT	Report	the reporting database for campus users, data is updated from FIPRD once a day, monthly statements are generated here
FIDEV	Development	used for implementation phase, loaded with UD test data, control tables are moved to FIPRD as they are completed
FITST	Test	used for testing patches & fixes or customizations after go-live
FITRN	Training	used for training purposes with dummy UD data
FIDMO	Demo	used for demonstration purposes in early phase of implementations, loaded with PS dummy data

Overview of PeopleSoft Grants Process

Last updated 2/2/04

The general process is the same as in the legacy GMS system – departments do the pre-award input and OVPR does the post-award input. The Training/Comm II Team will train the departments and Grants team will train OVPR.

Process for Departments

Pre-Award

• Input done in PSoft FIPRD directly (“guts” of the proposal)
• Budget
• PI information
• Abstract (will be able to include attachments to be uploaded)
• Key Words – used to describe both PIs and research for reporting services
• Input done by Webforms
• Professional bio data (July 1, 2004)
• Proposal approval and routing (July 1, 2004) – replaces the Blue Sheet

• Forms and Reporting
• Printed proposal on sponsor’s form – will eventually be done through PS, but not July 2004
• Current & Pending Support - PS delivered, not pretty; UD will develop better one later
• Bio Sketch - PS delivered, not pretty; UD will develop better one later
• Ad hoc reporting – yet undecided if this will be in production (FIPRD) or reporting (FIRPT) data base
• PS inquiry pages will be available

Post-Award

• Input done by Webforms
• Budget Revision - will behave like a web JV (July 1, 2004)
• SAR/Effort Voucher input (July 1, 2004)
• SAR/Effort Voucher routing/reporting (January 2005)
• Reporting
• PI inquiry will likely be outside PS
• Ad hoc reporting – yet undecided if this will be in production (FIPRD) or reporting (FIRPT) data base
• Financial transactions – possibly additional tables in FIRPT

Data loaded into PS from legacy and other sources

• Proposals with a status of pending 18 month old and newer
• All active awards
• All active sponsors
• Professional data will be collected from departments on templates (Excel)

Overview of Misc. Billing Process

Last updated 2/3/04

Misc. Billing Defined: Misc. billings are invoices generated through the University accounts receivable system to companies and individuals for goods or services. In the legacy system they are “999” numbers. If a department is typing up invoices on letterhead and sending them out themselves, these should be included as misc. billing as well. (What they are NOT - payments for goods or services that are paid for on the spot and a cash transmittal is used to record the income.)

Process for Departments

Departments will continue to enter their own misc. billing activity for goods/services and customers. Account Services will print, send out the bills and work with units to manage accounts receivable. Departments using EBMS (Event Business Management System) will continue to use it for scheduling, though the billing piece is still being negotiated.

As of the end of January, the Exec Committee thinks that the AR-Billing module in the PS production database will be OPEN. This means that AR-Billing data will be available to everyone who logs into production (FIPRD). There will be no row level security by Purpose. Departments that do misc. billing will get limited login access to FIPRD.

Creating Customers

• Entering new customers and updating existing ones will be done by departments on a webform. (May be combined with Billing webform.)
• Customer Table is shared with Grants for their sponsors, OVPR will enter these.
• Naming conventions will be established that we will train the campus on.
• Account Services will be asking departments for a list of their active misc. billing customers in the near future. An Excel template will be used to collect this info.

Creating Bills/Invoices

• Input will be done on a webform that has approval/routing. This will replace FFAR form and Single-charge Miscellaneous Billing (EZ Form). Bill Types expected to be:
• Single charge
• Recurring (monthly)
• Installment (requires approval and setup by Account Services
• Billing Adjustments/Credits
• The accounting entries for revenues/reimbursed expenses will be done by one of two methods:
• Speedtype, account, other optional chartfields (similar to web JV)
• Charge Codes for recurring good/services (setup by Account Services)
• Account Services will approve, print and send out bills on a daily basis.
• Billing inquiry pages will probably be available in PS (FIPRD)

Accounts Receivable

• Inquires for payment/aging information will probably be available in PS (FIPRD)
• EZQ queries will be developed for aging reports by the Report Team