1. ConnectND NDUS Financials Update ______________________________________________________________________ 2-4-04

2. 2 Agenda PeopleSoft Assets PeopleSoft Assets Questions Questions

3. 3 What Is PeopleSoft Assets? System to record and track fixed assets and certain non-capital assets System to record and track fixed assets and certain non-capital assets Replacing our legacy Fixed Assets module Replacing our legacy Fixed Assets module

4. 4 PeopleSoft Assets

5. 5

6. 6

7. 7

8. 8

9. 9

10. 10 PeopleSoft Assets

11. 11 PeopleSoft Assets

12. 12 PeopleSoft Assets

13. 13 PeopleSoft Assets

14. 14 PeopleSoft Assets

15. 15 PeopleSoft Assets

16. 16 PeopleSoft Assets

17. 17 What information will be converted?

18. 18 What are the challenges? Cost is required for PeopleSoft Assets Cost is required for PeopleSoft Assets Some of our assets don’t have cost Some of our assets don’t have cost Will use cost, then capitalization, then insurance value Will use cost, then capitalization, then insurance value Some of our assets have none of these values Some of our assets have none of these values Convert with cost and accumulated depreciation of $1 Convert with cost and accumulated depreciation of $1

19. 19 What are the challenges? Some funding information is obsolete Some funding information is obsolete Can’t convert unreliable information Can’t convert unreliable information

20. 20 What are the challenges? PeopleSoft uses Location to identify where asset is PeopleSoft uses Location to identify where asset is Location is very broadly used field Location is very broadly used field

21. 21 What are the challenges? Some fields that we have currently don’t exist Some fields that we have currently don’t exist Federal use and title Federal use and title Investigating how to use existing fields Investigating how to use existing fields

22. 22 What about…? Is it possible to not convert assets under $5,000 (Type 08)? Is it possible to not convert assets under $5,000 (Type 08)? Yes. The asset conversion will only convert assets that have not been tagged for deletion. Any assets tagged for deletion will be skipped. Yes. The asset conversion will only convert assets that have not been tagged for deletion. Any assets tagged for deletion will be skipped.

23. 23 What about…? Do I need to go into HECN and delete these assets? Would it be possible to run a job to update the status to "delete"? Do I need to go into HECN and delete these assets? Would it be possible to run a job to update the status to "delete"? When the capitalization limit went to $5,000, a program was developed to convert capital assets under $5,000 to non-capital assets. That program (JCLFA900) can be used to tag the non-capital assets for deletion. When the capitalization limit went to $5,000, a program was developed to convert capital assets under $5,000 to non-capital assets. That program (JCLFA900) can be used to tag the non-capital assets for deletion.

24. 24 What about…? Our departments maintain Excel spreadsheets with additions, deletions and transfers of minor equipment. We would prefer that this process remain in place and the assets not be converted to PeopleSoft with a status of 'TRACK'. Our departments maintain Excel spreadsheets with additions, deletions and transfers of minor equipment. We would prefer that this process remain in place and the assets not be converted to PeopleSoft with a status of 'TRACK'. While I don't have the authority to require campuses to convert non-capital assets, I would strongly encourage campuses to consider it. While I don't have the authority to require campuses to convert non-capital assets, I would strongly encourage campuses to consider it.

25. 25 What about…? All capital assets over $5,00 converted (equipment, land, etc.). HECN doesn’t track all these. Can we add these? All capital assets over $5,00 converted (equipment, land, etc.). HECN doesn’t track all these. Can we add these? All capital assets except buildings (Type 03) will be converted All capital assets except buildings (Type 03) will be converted Current system does have other assets Current system does have other assets PS Assets can be used for all assets PS Assets can be used for all assets

26. 26 What about…? Will assets with only an insured value be converted? Will assets owned by foundation be converted to campus or foundation? Will assets with only an insured value be converted? Will assets owned by foundation be converted to campus or foundation? Yes, according to rules above Yes, according to rules above Yes, if the department in HECN system is mapped to foundation business unit Yes, if the department in HECN system is mapped to foundation business unit

27. 27 What about…? Will existing tag numbers, serial numbers, title and all current information in HECN be converted to the PeopleSoft system? Will existing tag numbers, serial numbers, title and all current information in HECN be converted to the PeopleSoft system? Tag numbers will convert Tag numbers will convert Old UND 12345 will be CNV****12345 Old UND 12345 will be CNV****12345 Serial number will convert Serial number will convert “All current information” won’t be “All current information” won’t be Exceptions noted already Exceptions noted already

28. 28 What about…? Will I be able to query the system with only a tag number? Will I be able to query the system with only a tag number? Yes, by using the conversion scheme Yes, by using the conversion scheme

29. 29 What about…? Will the building number stay the same in PeopleSoft? Will the building number stay the same in PeopleSoft? No. PeopleSoft uses Location for “places” No. PeopleSoft uses Location for “places” We will use an available field for Room We will use an available field for Room

30. 30 What about…? Can PeopleSoft maintain different cost, capitalization, and insurance values? Can PeopleSoft maintain different cost, capitalization, and insurance values? Capitalization is based on cost in PeopleSoft Capitalization is based on cost in PeopleSoft Cost should equal capitalization Cost should equal capitalization Replacement cost field used for insurance Replacement cost field used for insurance

31. 31 What about…? We have one non-capitalized asset per department that’s a composite total for insurance purposes. Can we convert those? We have one non-capitalized asset per department that’s a composite total for insurance purposes. Can we convert those? Yes, if only those, tag non-capital assets for deletion and then “undelete” those specific assets Yes, if only those, tag non-capital assets for deletion and then “undelete” those specific assets

32. 32 What about…? Currently HECN tracks funding source and agency for Grants and Contracts reporting purposes. Will this be retained in PeopleSoft? If not, can a report be run to capture that information or will they have access to HECN after the conversion? Currently HECN tracks funding source and agency for Grants and Contracts reporting purposes. Will this be retained in PeopleSoft? If not, can a report be run to capture that information or will they have access to HECN after the conversion? As noted, there is no reliable way to convert some of this info As noted, there is no reliable way to convert some of this info Archival reports will need to be produced Archival reports will need to be produced

33. 33 What about…? Could we merge the archived records with Peoplesoft to retain the integrity of historical funding, federal funding, etc? Could we merge the archived records with Peoplesoft to retain the integrity of historical funding, federal funding, etc? As noted, because there is no way to ensure the integrity of converted data, we are recommending that the old records be archived in a manner that allows them to be accessed if needed in the future. As noted, because there is no way to ensure the integrity of converted data, we are recommending that the old records be archived in a manner that allows them to be accessed if needed in the future.

34. 34 What about…? We need the ability to include the funding source an item was purchased with, and to indicate if the asset was purchased with federal funds. We need the ability to include the funding source an item was purchased with, and to indicate if the asset was purchased with federal funds. For converted assets, the issues identified above apply. For converted assets, the issues identified above apply. For new assets in PeopleSoft, there is no limit to the funding information that can be maintained on an asset. For new assets in PeopleSoft, there is no limit to the funding information that can be maintained on an asset. We will use a PeopleSoft delivered field to indicate whether Federal funds were involved in the acquisition. We will use a PeopleSoft delivered field to indicate whether Federal funds were involved in the acquisition.

35. 35 Questions Anyone?