Overview of PeopleSoft PeopleSoft Training

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

A relational database application, which provides enterprise-wide business solutions  Finance  Human Resources  Student Administration Module 1: 3 What is PeopleSoft?

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 4 PeopleSoft Features

PeopleSoft Finance PeopleSoft Financial Retriever and Reports Campus Solutions HR / Student Administration 5 PeopleSoft Databases

 General Ledger  Accounts Payable  Billing  Purchasing  Projects  Grants 6 Finance Modules

Time and Attendance Payroll HRMS Base Benefits 7 HR Modules

 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 TREX by FY15 8 PeopleSoft Retriever

Recruitment Admissions Student Records Financial Aid Student Billing Academic Advisement (Degree Audit) 9 Student Administration

Teaching Schedule Class Permissions Advising Authorizations Online Grading Student Reports Advising Notes and History 10 Faculty Self Service

Register for Classes Drop a Class Swap a Class View Class Schedule View Student Reports View Grades 11 Student Self-Service

Chartfield: An informational field that aids in segregating and categorizing transactions and budgets in PeopleSoft 12 PeopleSoft Terms

Chartfield String: A series of Charfields brought together (Charfield String = Chartstring) 13 PeopleSoft Terms

 Generate reports  Access data  Perform transactions in PeopleSoft  Complete forms  Allocate expenses 14 How are Chartstrings used?

15 What chartfields do I need to know? X

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 16 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 17 How the HR and Finance Databases Share Information

Examples and definitions of Chartfields 18 Chartstring Terminology Reminder about Roll-Up Accounts *

Examples and definitions of Chartfields 19 Chartstring Terminology

20 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. 21 Finance Terminology

Questions ?’ s 22