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Mosaic Information Session. A look at the finance and research finance systems launching in December 2013. Introduction. Agenda. General Ledger , Chart of Accounts Commitment Control and Value-Added Tax Purchasing, Accounts Payable, and Reimbursements to Employees BREAK

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Mosaic information session

Mosaic Information Session

A look at the finance and research finance systems launching in December 2013


Introduction

Introduction


Agenda

Agenda

  • General Ledger, Chart of Accounts Commitment Control and Value-Added Tax

  • Purchasing, Accounts Payable, andReimbursements to Employees

  • BREAK

  • Customer Billing and Accounts Receivable

  • Project Costing

  • Grants (Research Post-Award)


Goals today

Goals today

  • Provide clarity about what is changing and answer your questions

  • Provide you the information you need to speak confidently about Mosaic with your colleagues

  • Encourage you to begin conversations with your teams


Overall project timeline

Overall Project Timeline


December launch timeline

Draft - For Discussion Purposes Only

December Launch Timeline


Gl coa kk vat

GL/COA/KK/VAT

General LedgerChart of AccountsCommitment ControlValue Added Tax


Gl module of peoplesoft replaces fas and oracle journal entry

GL module of PeopleSoftreplaces FAS and Oracle journal entry


Gl 010 create and process journals

GL-010: Create and Process Journals

  • Journals will be processed via the following methods:

    • Online (manual) Journals

      • Journals entered directly into the system

      • Volume should decrease!

    • PeopleSoft Excel Journal Entry upload

      • Replaces current ‘uploads’ now but checks data validity upfront vs. having to go through data control

    • Journal Generator

      • automatic journals from submodules or other suites or interfaces

      • Raw data sent to Journal generator and processed in GL

    • Import Journals

      • External system interface journals

      • Already a completed journal by the time it gets to GL


On line journal

On line Journal


Journal entry approvals workflow

Journal Entry Approvals - Workflow

  • Journal approvals similar to today’s system

  • Depending on the data in the journal entry, will go through a different approval workflow path

    • Project related Journals

      • Project Mgr. Capital, then Capital Accountant

      • Project Mgr. Trust, then Trust Accountant

      • Project Mgr. Research, then Research Office approval

  • Journal Approvals (Dept., Program)

    • If Program manager is different from Department manager, Program Manager approves

  • Other Special Journals

    • PDA Journals – approval to Department Manager

    • Balance Sheet accounts will go to central finance approval

    • Transfer accounts will go to central finance approval

    • Student account journals go to Student AR approval


  • Gl 030 review financial information

    GL-030: Review Financial Information

    • Different methods to review financial information in PeopleSoft

      • Delivered reports (like delivered e-reports now)

      • Online within GL

      • Online income statement within KK (like screen 32/44)

        • Drill down capability within each of the above!

      • Queries


    Gl online inquiry

    GL Online Inquiry


    Kk summarized income statement

    KK – summarized income statement


    Gl changes to current processes

    GL: Changes to Current Processes

    • Use of adjustment periods for month end/year end closing

    • Automated management of PDA via use of Open items

    • Petty Cash process – new process – more in AP – use of Open Items


    Coa design

    COA Design

    • McMaster COA group of Experts and GL team have defined:

      • characteristics of each Chartfield,

      • its structure,

      • detailed definitions,

      • values

    • Worked with envelope managers from across the university to convert old COA department account numbers to new PeopleSoft Departments and Programs


    Old to new mapping reminder

    Old to New Mapping Reminder

    Research/Capital/Trust: 5/7/8-xxxxx


    Old vs new coa terminology

    OLD vs NEW COA Terminology


    New chartfield string

    NEW ChartfieldString

    Operating/ Ancillary/Specifically Funded

    Fund (2)Account(6) Department(5) Program (5) = 18

    e.g. 20 600001 10003 30006

    Capital/ Trust/Research

    Fund (2)Account (6) Department(5) Project (8) Project Activity (15) = 36

    e.g. 85 600001 10858 10889805 Supplies


    Coa chartfields

    COA Chartfields

    • Business Units – 5 GL BU’s

      • e.g. McMaster (MAC01), Divinity(DIV01)

    • Funds - 14

      • e.g. Operating, Research, Ancillary

    • Account

      • currently over 2000 subcodes

      • reduced to less than 1000

      • more standardized structure

      • required field and available for all to use

    Account Examples:

    110000 – Accounts Receivable

    600001 – Materials & Supplies Expense

    450000 – Sales Revenue


    Coa chartfields cont

    COA Chartfields cont.

    • Department

      • Uniquely identified responsibility unit of the University

      • Approx. 500

      • reduced number due to introduction of the Program chartfield and more standardized use of accounts

      • One ‘definition’ – no more multiple department codes throughout the university!

    • Program

      • New dimension available for recording activities within departments

      • Approx. 20 Generic Programs and 500-600 for Unique Programs

      • E.g. Conference, Grad Support, Solar Car

    • Project (Capital, Research, Trust)

      • Converted projects will maintain old number with ‘10’ in front of it

    • Project Activity

      • Defines the processes or actions necessary to complete the Project

      • Other project chartfields include: PC BU, Source Type, Analysis Type


    Translation table for coa

    Translation Table for COA

    Pulp&Paper Research


    Kk commitment control

    KK (Commitment Control)

    • Limited knowledge of the actual module itself necessary for most users

    • Commitment transactions are generated out of other systems (eg. AP, HR) and most users will just see two commitment amounts on their online or static reports (pre-encumbrance/encumbrance)

    • Capital budgeting process will be done through Commitment Control – all other budgeting done in Hyperion

    • Hyperion will update the Commitment Ledger in GL


    Vat hst

    VAT (HST)

    • Main decision: use generic GST/HST and Provincial values

    • Many manual calculations and j/e’s done currently for HST – will be automated in PeopleSoft

      • System will track taxes by Province

      • Internal vs external sales percentages used to calculate ITC and rebates upfront

      • Less manual journal entries should be necessary


    Purchasing accounts payable and reimbursements to employees

    Purchasing, Accounts Payable, andReimbursements to Employees


    Purchasing

    Purchasing

    • Requisition Entry in PeopleSoft

      • by Requester

      • System validates information; e.g. chartfield, supplier, etc.

      • Automated Approval workflow tied to EOI and Strategic Procurement thresholds

    • Vendor Set-up and Management

      • To be performed by Strategic Procurement

      • New Vendor Request form being created


    Purchasing1

    Purchasing

    • Procurement Contracts to be handled by Strategic Procurement

      • Involve SP at the beginning of the process

    • Formal Process within PeopleSoft to handle RTV’s (Returns to Vendor) that will be tied back to original PO


    Purchasing2

    Purchasing

    • System will auto source PO from the Requisition and auto dispatch PO to supplier

      • Threshold to be determined

    • Three way matching (PO, Receiving, Invoice) performed on all purchases greater than $2,500. Two way matching (Invoice, PO) on purchases less than $2,500


    Accounts payable

    Accounts Payable

    • Voucher Processing – Non PO Invoices (e.g. Cheque Requisitions)

      • File upload (i.e. flat file)

      • Excel spreadsheet upload (Bookstore, Hospitality Services, Student Awards and Refunds)

      • Decentralized voucher entry

    • Voucher Processing – PO Invoices

      • Accounts Payable


    Accounts payable1

    Accounts Payable

    • Payments Terms

      • From net 45 to net 30

    • Payment Processing

      • PO invoices

        • cheque and EFT (Cdn $) = Monday

      • All other payments

        • Cheque = Tuesday and Thursday

        • EFT (Cdn $) = Wednesday and Friday

        • Drafts/Wires (i.e. foreign currencies) = Monday


    Accounts payable2

    Accounts Payable

    • Acquisition Card (Pcard) – BMO MasterCard

      • Feed from BMO to PeopleSoft

      • Reconciliation within PeopleSoft

    • Petty Cash replenishment

      • Process will not change significantly

      • Will use “internal bank” as opposed to journal entry


    Employee reimbursement

    Employee Reimbursement

    • Travel Authorization

      • To be used for pre approval of exceptions to policy (i.e. business class airfare)

        • Use not mandatory

    • Cash Advance

      • No accountable advances; expenses reimbursed as they are incurred

      • Encourage cash withdrawals using Diners card

      • Exceptions: research study subjects, group travel, athletic team travel and where access to ATM not possible


    Employee reimbursement1

    Employee Reimbursement

    • Expense Report

      • Encourage self service

      • Use of corporate credit card (Diners MasterCard)

      • Daily feed from Diners to simplify data entry

      • Payment by EFT to employees bank account on record in Payroll

      • AP can pay Diners by EFT on behalf of cardholders

    • Non Employees and Visitors

      • Non PO Voucher


    Employee reimbursement2

    Employee Reimbursement

    • Approval workflow to be utilized

      • Feed of reporting hierarchy from HR

      • Compliance review at beginning of workflow

    • Tax (HST) calculations and rebates to be calculated within PeopleSoft

      • Preparer can override if tax calc. incorrect


    General

    General

    • End user will be able to query all transactions

    • Document imaging to be utilized

    • Automated workflow and notifications

    • Ability to view where transaction is in approval workflow

    • Ability to inquire entire payment cycle

    • Data validation

    • Overall – greater transparency


    Break

    Break


    Customer billing and accounts receivable

    Customer Billing and Accounts Receivable


    Finance solution overview

    Finance Solution Overview


    Detail design approach billing ar

    Detail Design Approach – Billing / AR

    Unique approach for AR BI due to remote and diverse business needs

    • Each business area is unique and we met with all of the larger groups. Three general groups emerged:

      • May have entrenched business systems that can not be replaced by PeopleSoft BI

        • Inventory Management, POS systems, scheduling or other specialties

        • E.g. Bookstore, Athletics & Recreation, Media & Print Services (TBD)

        • Solution becomes improved GL distribution

          • More granular, more detailed descriptions, approvals

      • May have business systems that CAN be replaced

        • Nuclear

      • No system, or does not produce a bill, and can adopt PeopleSoft BI / AR

        • Catering

        • Any University business area that needs to produce a Bill

        • Smaller volume operations


    Key design decisions

    Key Design Decisions

    • Business units are where transactions are stored,  The following will be setup in AR/BI : 

      • Research Health Sciences

      • Research General

      • Nuclear Reactor

      • Parking

      • Finance – General

      • Health Sciences

      • Print Services

      • UTS

      • Bookstore

      • Athletics & Recreation

      • Conference Services & Hospitality

      • Library

    • There will be two invoice (bill) layouts:

      • Research layout

      • Common McMaster layout


    Key design decisions1

    Key Design Decisions

    • The Cashiering function will be replicated using PeopleSoft AR,

      • financial coding details

      • receipt generation. 

        Similar to today, the distributed nature of receiving payments will continue however with greater autonomy, responsibility and accountability in the distributed business areas. 

        The deposit entries will be completed locally, as well as the preparation of the physical deposit bag for the bank.  Central finance will no longer need to recount or amalgamate the deposits.


    Customizations

    Customizations

    Customizations

    • Invoice layout

    • Receipt layout

    • Sponsor award number in AR Payment application

    • Monerisecommerce file load

    • Bank Statement load


    Issues

    Issues

    • Student Interim Process

      • Student related transactions including receiving payments

      • Will use online cashiering and maintain that process until Student Administration goes live


    Key process changes

    Key Process Changes

    • Deposits not amalgamated, central finance does not check/close batch

    • Where manual, bills migrate to PeopleSoft

    • Payment application to detailed open items as opposed to an AR account


    Process improvements

    Process Improvements

    • Billing!

    • Centrally recorded AR, distributed process

    • Improvements in internal cost transfer details (GL Interface)

    • Bank reconciliation more automated

    • Greater visibility of AR details


    Billing solution

    Billing Solution


    Accounts receivable ar terminology

    Accounts Receivable (AR) Terminology

    • PeopleSoft AR is created from a bill and represents an ‘item’ to be paid

    • Similar to, but not to be equated to an AR Balance

    • Payment Application – taking an individual payment and paying a specific item(s)

    • Direct Journal – taking a payment and creating a revenue journal

    • Cashiering – at the University cashiering is the function of receiving payments and recording the accounting for those payments. PeopleSoft does not have ‘Cashiering’ but does have places to record payments received in either detail or summary, and in a two-step process payments are applied.


    Ar solution

    AR Solution


    Cashiering

    Cashiering

    • Walk up

      • Enter deposit

      • Direct Journal to revenue accounting

      • Generate receipt

    • Moneris  Ecommerce

      • centrally entering Moneris sales data to a revenue clearing account for each merchant

    • Remote business areas

      • Enter deposit (summary or detail as necessary)

      • Apply payment either to open items or direct journal

      • Create deposit slip

      • Pickup for banking

    • Central Finance

      • Arranges delivery to bank

      • Reconciles bank statement


    Conversion

    Conversion

    • Re-key customers where necessary

    • No open AR item conversion

      • Old systems will be closed out without converting open items

    • No GL Impact

    • No Bill conversion


    Project costing

    Project Costing


    Peoplesoft project costing

    PeopleSoft Project Costing

    • Three purposes for this module

      • Capital projects

      • Trusts

      • Research ( next presentation)

      • Primary users:

      • Capital : facility services

      • Trusts : TFAIS users


    Peoplesoft project costing1

    PeopleSoft Project Costing

    • What does it do ?

      • This module captures information related to a project , bringing all the information together in one place.

      • It will receive information from the GL, P2P, travel and expense, AR and also allow entry of budgets and project attributes at the module level.

      • Compensation will also flow from PeopleSoft HR when live.


    Peoplesoft project costing2

    PeopleSoft Project Costing

    • Team has worked closely with key stakeholders to configure the system to receive the historical information from TFAIS and AiM

    • Key stakeholders are currently completing System Integration Testing


    Peoplesoft project costing3

    PeopleSoft Project Costing

    • Reporting

    • Reports will be available from PeopleSoft but any report that will require information from other sources will be provided through the Data Warehouse

    • Other user may view the status of their projects as now linked in the ERP


    Research

    Research


    Peoplesoft grants management

    PeopleSoft Grants Management

    Pre-Award(Proposal)

    Post-Award(Accounting)

    Review &Submission

    ProposalDevelopment

    AwardsProcessing

    AwardManagement

    Compliance

    Close-Out

    Enter Basic

    Information

    Submit Status

    Reports

    Negotiate and

    Accept

    Route ForInternal Approval

    Review Account Activity

    Expend against award

    Submit Final

    Report

    DevelopNarratives

    Monitor Funding

    Limits

    Receive AwardNotice

    Perform Adjustments

    Submit to Sponsor

    Develop Budget

    Create Project/ Award

    Allocate Indirect

    Costs

    Comply with Cost Allowability

    Authorize Pre-Award

    Spending

    Manage Billing

    Identify Need for Special

    Reviews

    Review Status

    Inquiry

    Comply with Assurances& Certifications


    To be process flow

    To be Process Flow


    Training

    Training


    Training1

    Training

    • Training

      • Will begin in mid-October and run through December

      • Detailed training schedule will be made available at the end of September

    • Multiple Training Styles

      • Classroom

      • Small Group

      • Drop-in

      • Online (delivered via Avenue to Learn)

      • Written Documentation


    Courses

    Courses


    Next steps

    Next Steps


    Next steps1

    McMaster University - Mosaic

    Next Steps

    • User Validation – late August

      • We will be conducting a ‘user validation’ exercise to confirm security access for each user of the new system

      • The Security and OCM team will distribute two documents to facilitate this process:

        • An Excel spreadsheet containing users and PeopleSoft access based on current roles and current FAS access

        • An accompanying instruction / information package to help complete the exercise


    Closing

    Closing


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