San Marcos CFS Implementation/Migration 1

ModuleLeadsCo-Leads PurchasingDavid TaylorBella Newberg Accounts PayableBecky Henwood Billing/Accounts ReceivableAlma McFarland General Ledger – Actuals General Ledger – Budget Karen Baldyga Liz Rojas Diana Cumming Brenda Martin Data WarehouseLiz RojasTina Griffith Functional/Technical Support Rhyan RanaChris Manese Travis Honeycutt Project LeadChris LambertDan Zorn Io ConsultantBrenda MillerElaine Kist 2

CFS – Common Financial System  Database Consolidation  23 separate databases consolidated to one  Software is still Oracle (PeopleSoft)  System-wide Chartfield definitions  San Marcos meets system-wide definition  Common modifications  Chargeback, Procard, Fiscal Authority, AR Customer Billing Upload, Open PO Report,  Data Warehouse  Replace nVision 3

General Changes 4

No Changes affecting Systems Users:  Chartfields  Procard  Requisitions  Fiscal Authority  Accounts Payable invoicing  Account Receivable customer invoicing  Fixed Asset tracking and reporting 5

Changes affecting Systems Users:  Logging into PeopleSoft  User ID’s have changed  Favorites  Run Controls  Reporting 6

Purchasing 7

Purchasing Changes:  Manually re-enter open POs with balances  March 14 th to 31 st  Reentered POs in CFS (Data Warehouse) - same PO number as legacy (nVision)  Emergency Requisitions – Procurement Services  Run Open PO Report  Legacy – April 1, 2011  CFS – April 1,

Open PO Report 9

Accounts Payable 10

Accounts Payable Changes:  Invoice/voucher detail  Prior to April 1, 2011 – Legacy (nVision)  Direct pays submitted by noon March 28 th  After April 1, 2011 – CFS (Data Warehouse) 11

Billing/Accounts Receivable 12

Billing/Accounts Receivables Changes:  Customer numbers  Leading zeros drop off in CFS  Customer invoice detail  Prior to April 1, 2011 – Legacy (nVision)  After April 1, 2011 – CFS (Data Warehouse) 13

General Ledger Actuals / Budget 14

Actuals / Budget Changes:  All transaction detail  Prior to April 1, 2011 – Legacy (nVision)  After April 1, 2011 – CFS (Data Warehouse)  Data Conversion  Legacy  Detail data prior to April 1, 2011  No transactions after April 1, 2011  CFS  Monthly summary totals July 2010 to March 31, 2011  Detail transactions after April 1,

Data Warehouse 16

 Reporting Changes:  nVision will remain for the Legacy database only  Reports will be obtained through the Data Warehouse in the CFS database 17

 The Finance Data Warehouse is the term that refers to the new financial reporting system we will be using.  The Data Warehouse is comprised of several components:  The data warehouse data tables  The report development tool  The reports & dashboards  FYI: The Finance Data Warehouse will replace the existing nVision reports & drill downs 18

Dashboard Overview:  The Finance data warehouse contains two dashboards:  Manage My Budget  Operations FYI: This information will be covered in the Finance data warehouse training 19

Finance data warehouse homepage 20

Sample of DFA (like) report (sign up for training to learn how to run this report) 21

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 Training registration - HR Training database – April 20 th to May 13 th  Sign up for training sessions by logging into HR and clicking on the Self Service link 26

Who to Contact for Help:  Systems/Technical –  System performance, locked processes, etc.  Accounting –  Expense transfers, salary adjustments, chargebacks, etc.  Budget – or  Budget transactions, etc.  Procard –  Access, purchase limits, lost/stolen cards, etc 27

Who to Contact for Help (continued):  Purchasing/Requisitions –  Requisitions, contracts, hospitality, etc.  Accounts Payable –  Travel, vendor invoices, payments, etc.  Data Warehouse –  Reports, access, etc. 28

San Marcos CFS Implementation/Migration Questions? 29