Wesleyan Financial System Training WFS Implementation June/July 2009

Today’s Training The system is still in “implementation” mode. We are using a training database, which might not be up-to-date with fixed errors User ID’s and chart-of-account security has been setup. Help documents are posted on the WFS Blog, accessible through Employee Portfolio

WFS – Wesleyan Financial System Go-Live is early July. System will be available for transactions July 6. Most transactions will be paperless Electronic work-flow will send information to an approver Data will be entered one-time and flow through the system New business processes New chart of accounts

New Chart of Accounts FUNDDEPARTMENT PROGRAM OR PROJECT ACCOUNT 3-Digits Indicates source of funds 4-Digits Based on HRMS departments, but some new departments 10-Digits Combines fund and dept with a 3-digit sequential num. 5-Digits Based on FRS object codes with 1 additional digit Research ACTIVITY Only for projects and grants Examples:

Fund Code Examples 100 – Operating 101 – Faculty Research 501/502 – Grant 601/602 – Gifts 651/652 – Endowment 710 – Major Maintenance 730 – Construction Projects

Activity Only required for grants and projects Usually a word (e.g. Research). If the grant has only one activity (which they usually do), that activity will default in and will not need to be changed. If the grant has more than one activity, “Clearing” will default in and must be changed to one of the other activities.

Smart Key The Smart Key + Account are all you need to remember for most transactions The Smart Key is the same as the Program chart field A look-up for Smart Key is available in WFS; enter the FRS account number and you can find the Smart Key for WFS. Smart Key’s can also be found based on department number.

New Business Processes All transactions must be budget checked  Process is initiated on the transaction page  Transactions against operating budgets are “tracked”; transactions will not be stopped but there will be a warning if budget is inadequate All purchases greater than $5,000 must be pre- approved by completing a Purchase order All approvals will be electronic using work-flow

Smart Doc Common Functionality Ability to make comments about the entries Ability to attach documents to the transaction Can save and return to complete your work before submitting A print button Electronic messaging and workflow built in to eliminate duplicate data entry

Purchase Order Fully integrated into the financial system and will encumber budget Required for all single purchases of $5,000 or more Can be used as a requisition to Olga Bookas to find the best price for an item Each executive level can set more strict guidelines for the use of P.O.’s P.O. can be copied to an AP voucher to reduce data entry

AP Voucher Except for payments to individuals, vouchers < $500 go directly to AP Office (some exceptions by budget center) Payments to individuals and amounts > $500 require some approval within the executive area Amounts over $5,000 require Fiscal Manager and Executive approval Invoice and documentation still required, but scanning and electronic attachments are encouraged ▫All Wesleyan copiers are scanners. ITS will provide documentation on using copiers as scanners ▫Originals must be retained for a specified period based on a soon to be developed policy

AP Voucher, continued Vendor must be setup in WFS for the voucher to be submitted; new vendor request form will be part of the process. AP payments will be changed to electronic methods as much as possible (payments to individuals will use the direct deposit information from payroll). Payments will still be once per week on Thursdays

Workflow Actions Approve: sends to the next step Reject: sends back to the originator Push Back: sends back one level Comments can always be entered by an approver to explain a Reject or Push Back The originator can see who has the document for action Once submitted, originator cannot change the document (unless rejected or pushed back)

Getting to the Training Database Go to Employee Portfolio Click link: WFS – Training Database