1. Controller’s Office www.brandeis.edu/controller Departmental Information Session Financial Systems May 25, 2004 Modified November 2009

2. Financial Systems Who We Are Tony Chiefe Associate Controller x64488 Ofer Ben-Gai Assistant Directorx64471 Matthew Snell Technology Coordinatorx64260 Gary Rose Sr Data Control Coordinatorx64499

3. What are our basic responsibilities? Process financial transactions Ensure data integrity Administer Peoplesoft security access for financials Run Reports

4. Process Flow Chart INPUT  PeopleSoft Modules  Feeds  Accounting Forms PROCESS in PEOPLESOFT  Journal Generate  Validate Chartfields  Budget Check  Post  Run Allocation  Close Accounting Period OUTPUT  Financial Data for Reports

5. What do we do ? Process financial inputs to PeopleSoft Financials from the following sources : ‣ PeopleSoft Modules Purchasing Accounts Payable Grants HRMS/Payroll SAGE

6. ‣ Interfaces/Feeds Copy Corporate Express Development Federal Express Facilities Fisher Scientific Lab Supplies Mail Pcard Travel ‣ Accounting Forms Journal Entry Cash Receipts Grant Transfer Request

7.  Journal generator  Journal edit (validate chartfield values)  Budget checking  Posting  Allocation  Close the accounting period (month & year) What processes do we run to produce financial data?

8. How do we maintain data integrity? Validate chartfield values (Edit) Chartfield combination rules Interfaces/feeds : Data control totals for lines and amounts Budget check Journals posted before starting closing process No postings to closed periods Reconcile and balance data tables

9. How do we administer access to Web reports? Fill out a request form (http://www.brandeis.edu/controller/forms/webaccess.html) –Identify department(s) –Select reports (Summary, Transactions, Open Commitments, Labor Distribution) Approved by Budget Manager Reviewed by Financial Systems –Request consistent with user’s responsibilities –Confidentiality LTS updates PeopleSoft report access