Preparing For PeopleSoft FSCM “Go-Live” July 2015 May 18, 2015

Page 1 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Agenda  Getting Ready For “Go-Live”  Training Plan for PeopleSoft users  Cutover Plan  PeopleSoft FSCM: Our Future

Page 2 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Getting Ready For “Go-Live” — PeopleSoft Financials & Supply Chain Management will “Go-Live” on July 1 st, 2015 — PeopleSoft Payroll, HCM and Travel & Expense will “Go-Live” on Jan. 1 st, 2016 — Finance and Supply Chain Transactions will be entered or interfaced into PeopleSoft, for example a Requisition will be created in PeopleSoft eProcurement by the individual department Requisitioners — Automated routings (Workflow) will be enabled for ePro Requisition Approval, Supplier Approval Notification & Payment Request Approval — Open Purchase Orders will be converted manually before, during & after “Go-Live” using the PeopleSoft Procurement Contract application — Projects & Grant information will be converted programmatically from USCeRA into PeopleSoft — GL Balances and Journals will be converted programmatically into PeopleSoft to allow historical reporting by USC Finance Department

Page 3 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Training Plan Training starts mid-- ‐ April Includes formal and informal training: – Formal: Instructor-- ‐ led hands-- ‐ on sessions using simulations of common transactions USC employees selected based on their roles List of training attendees vetted through their supervisors – Informal: Webinars, PowerPoints, quick guides or job aids, & UPKs

Page 4 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE User Productivity Kit (UPK) o UPK is a PeopleSoft simulation tool used for the training of PeopleSoft Users o The UPK’s have three different modes: - See It!: Runs a video simulation of a business process - Try It!: Guides the user to interact with the video simulation by completing prompts for information - Print It!: Prints step by step instructions on how to complete a business process o UPK’s will be available online so they can be used by the departmental users for additional training & practicing

Page 5 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Registration for Training Courses  Training is required to get access to PeopleSoft to create transactions like a ePro Requisition, Payment Request, setting up a new Supplier, etc.  Notifications to attend training will be sent in an to the user  Training will be based on a USC user’s Role

Page 6 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Cutover Planning What is Cutover? Cutover refers to processing deadlines or transactions that must be halted by a certain date from entry into the legacy USC Financials System Modeled after current business process that support year end Purchasing & Finance activities Cutover is required in order to prepare data for transfer into PeopleSoft There are cutover tasks for Projects/Grants, AP, GL & Purchasing

Page 7 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Cutover for Purchasing Requisitions The deadline for submission of paper requisitions and DEV’s to Purchasing will be June 12th, It is expected that these items will be processed through payment in Accounts Payable by the end of June. Note: No open AP liability balances will be converted. Any remaining open transactions will have to be keyed into PeopleSoft Requisitions will not be created in the old system (by Purchasing) after June 12th should be held by the department for entry on July, 6 th.

Page 8 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Cutover for Purchasing, cont. Open Purchase Orders Open Purchase Orders (including “Blanket” type Po’s) will be created as PO’s or Procurement Contracts in PeopleSoft There will be a “window” of approximately two weeks prior (on or about June 15 th ) to “Go-Live” in July to create a many open PO’s & Procurement Contracts as possible that will be used in the next fiscal year. Prioritization of these Contracts will be necessary because due to high volume of Blanket PO renewals it is not expected that all will get entered in.

Page 9 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Cutover for Purchasing, cont. Open Purchase Orders, cont. If a Procurement Contract is created in PeopleSoft, the following can occur: 1.) A recurring Voucher Contract w/ PO can be created to have vouchers released for paying items such as lease payments for fixed amount 2.) The ‘General’ Procurement Contract can be drawn down by departments creating requisitions to the suppliers. 3.) A single PO can be released from the Procurement Contract on July 1 st and funds can be encumbered

Page 10 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Cutover for Purchasing, cont. Open Purchase Orders, cont. If a Procurement Contract is created in PeopleSoft, the following can occur: 4.) Multiple PO’s can be released from the Procurement Contract on after July 1 st All Purchase Orders created prior to July 1 st will still have a July 1 st Accounting & Budget Date

Page 11 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Cutover for Purchasing, cont. Open Purchase Orders, cont. Partially received and/or vouchered PO’s prior to July 1 st, 2015 will have to be created as open PO’s in PeopleSoft after June 15 th with a amount of $1.00 using the old PO # in the PO Reference field. Once it is known what the remaining balance on the PO is after the legacy USC financial system is shut down on June 30 th (via report), then the PO’s can be updated with the dollar amount and Budget Checked as of July 1st.

Page 12 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Timeline 6/12/2015 (Friday) – Cutoff date for receiving paper requisitions for entry in old & new system 6/15/2015 (Monday) – Create open PO’s (Partially paid/received and New), new Suppliers and various types of Procurement Contracts in new system 6/30/2015 (Tuesday) – Run report of Open PO’s with remaining balances 7/06/2015 (Monday) – System available for departments to create ePro Reqs

Page 13 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Remaining Considerations What will be the cutoff be in AP for creating vouchers in the old system? Answer: June 19 th, 2015 for invoices (including DEV’s) Will it be necessary to create a open PO and Receipt in PeopleSoft before a voucher can be processed after July 1st? Or will AP process vouchers for payment by overriding the matching for old PO’s? Answer: Yes, it may be necessary to create a PO and receive it in PeopleSoft after July 1 st.

Page 14 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE USC’s Future w/ PeopleSoft FSCM  No More Paper Reqs!  transmission of PO’s to Suppliers  Easy access to information  Imaging System for Attachments  System Generated Workflow Approval Notifications

Page 15 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE USC’s Future w/ PeopleSoft FSCM, cont. There is only one place to start: With You!  While the system is intuitive, as with all new software, there is a learning curve.  We are committed to supporting your efforts.  We are all responsible for the success of the One Carolina PeopleSoft implementation.

Page 16 AIKEN BEAUFORT COLUMBIA LANCASTER SALKEHATCHIE SUMTER UNION UPSTATE Cutover & Deployment Planning for Purchasing Q & A Wrap-Up and Next Steps