Introduction to PeopleSoft PeopleSoft Training v

Course Objectives The main objective of this course is to provide a basic introduction and overview of the PeopleSoft System as implemented by UMBC. 2

 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? 3 AGENDA

 A relational database application, which provides enterprise-wide business solutions  Finance  Human Resources  Student Administration Module 1: 4 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) 5 What are the first steps?

6 How do I gain access to PeopleSoft? FinanceHuman Resources Student Administration Security Access FormsXX RT TicketX

7  No Access  View Only Access  Edit Access User Security Rights for Accessing Databases

8 The Peoplesoft website

9 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 10 Why would I complete a Security Access Form?

11 Finance Security Access Form

12 HR Security Access Form

13 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. 14 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 15 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. 16 PeopleSoft Features

PeopleSoft Finance PeopleSoft Financial Retriever and Reports “Campus Solutions HR / Student Administration Data is shared between HR and Finance Financial Retriever is updated from PeopleSoft Finance nightly 17 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 18 Finance Modules

 Purchasing  Requisitions  Purchase Orders  Receiving  Procurement cards (Pcards)  Review Pcard charges  Allocate Pcard charges  Approve Pcard charges 19 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 20 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 21 Available in PeopleSoft Finance:

PeopleSoft Finance PeopleSoft Financial Retriever and Reports “Campus Solutions HR / Student Administration Data is shared between HR and Finance Financial Retriever is updated from PeopleSoft Finance nightly 22 PeopleSoft Databases

 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 23 PeopleSoft Retriever

PeopleSoft Finance PeopleSoft Financial Retriever and Reports “Campus Solutions HR / Student Administration Data is shared between HR and Finance Financial Retriever is updated from PeopleSoft Finance nightly 24 PeopleSoft Databases

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 25 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 26 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 27 HR portion of Campus Solutions

PeopleSoft Finance PeopleSoft Financial Retriever and Reports “Campus Solutions HR / Student Administration Data is shared between HR and Finance Financial Retriever is updated from PeopleSoft Finance nightly 28 PeopleSoft Databases

Recruitment Admissions Student Records Financial Aid Student Billing Academic Advisement (Degree Audit) 29 Student Administration

Teaching Schedule Class Permissions Advising Authorizations Online Grading Student Reports Advising Notes and History 30 Faculty Self Service

Register for Classes Drop a Class Swap a Class View Class Schedule View Student Reports View Grades 31 Student Self-Service

PeopleSoft Finance PeopleSoft Financial Retriever and Reports “Campus Solutions HR / Student Administration 32 PeopleSoft Databases

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. Chartstring The 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 33 How the HR and Finance Databases Share Information

Chartfield: An informational field that aids in segregating and categorizing transactions and budgets in PeopleSoft 34 PeopleSoft Terms

Chartfield String: A series of Charfields brought together (Charfield String = Chartstring) 35 PeopleSoft Terms

 Generate reports  Access data  Perform transactions in PeopleSoft  Complete forms  Allocate expenses 36 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 37 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 38 Chart of Accounts

Indicates whose money you are using Indicates which entity is holding funds Indicates from which account to pull funds Date/timeline 39 Comparison for Chartstring

Indicates from which account to pull funds Date/timeline Indicates whose money you are using Indicates which entity is holding funds 40 Comparison for Chartstring

41 What chartfields do I need to know?

Examples and definitions of Chartfields 42 Chartstring Terminology

Examples and definitions of Chartfields 43 Chartstring Terminology

44 HR Terminology

TermDefinition General LedgerThe final ledger in the financial system which holds all financial transactions used for external and summary financial reporting and financial management. Commitment ControlFinances that have been reserved for a specific financial transaction, prior to final approval and posting to the General Ledger. P-cardProcurement Card – similar to a credit card used for purchases ProjectAn event or activity that has a specific beginning and end date. Grants/ContractMoney awarded to departments by a Sponsor for the purpose of providing products and/or services for a specific project. State FundedMoney appropriated to UMBC by the State of for the purpose of administering education services to students. Retriever InquiryA reporting tool designed specifically for UMBC to generate state funded budget reports. RetrieverThe UMBC Finance Reporting Instance Pre-encumbranceMoney requested to be used for a specific purpose – a Requisition. EncumbranceMoney approved and reserved to be used for a specific purpose – a Purchase Order. Journal EntryAdjustment made directly in the General Ledger Journal IDTransaction identification number used to identify Journal Entries. This number appears on budget detail reports and is used to research budget line item details. 45 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. 46 Requesting Help

Questions ?’ s 47