Spectrum Plus Financials Upgrade and Research Implementation Project General Ledger (GL) Business Fit Re-engineering Wo

1. Spectrum Plus Financials Upgrade and Research Implementation Project General Ledger (GL) Business Fit Re-engineering Workshop

2. Agenda • Introductions • Purpose of Business Fit Re-engineering • Purpose of GL • What Happens in GL? • Demo • Conversion

3. Purpose of Business Fit Re-engineering • Present 8.9 business process changes • Solicit feedback and support from key Users • Involve you in the change management process

4. Purpose of GL • GL serves as the core of the PeopleSoft Financial System • GL is a collection of the institution’s accounts • Summary of all transactions that occur. • The GL is where posting to the accounts occurs. Posting is the process of recording amounts as debits and credits.

5. Purpose of GL • There are five basic categories in which all accounts are grouped: • Assets • Liability • Owner’s Equity/Fund Balance • Revenue • Expense

6. What Happens in GL? • Chartfields/SpeedTypes/Combo Edits • Ledgers (Budget and Actuals) • Journals • Open Item Accounting • Period End Processing • Reports, Queries and Inquiries

7. Chartfields - Changes Bd Per SpeedTypeFundDepartmentProgClassBd RefProjectPCBUAct Non-Projects 7.5 BUD10 10 612500000 1620 11000 2009 N/A N/A N/A 8.9 BUD10 10000 612500000 16200 11000 2009 N/A N/A N/A Projects 7.5 J2565 20 110600000 1220 64000 N/A J2565 N/A N/A 8.9 SP000J2565 20000 110600000 12200 64000 2009SP000J2565 GSUFS PROJ

8. Chartfields in 8.9

9. SpeedTypes/SpeedCharts • SpeedTypes/Charts will be used as they currently are in 7.5 • Will be cross-walked from 7.5 to 8.9 to reflect new Chart of Accounts • Non-Project SpeedTypes/Charts will be converted as is • Project SpeedTypes/Charts will be 10 characters and equal Project ID • Future SpeedTypes/Charts can use up to 10 characters instead of just 5

10. Fund Codes • Going from 2 to 5 characters • More “General/Operating” Funds (10000, 10010, 10020, 10500, 10510, 10520, 10600, 10610, 10620) • More “Auxiliary” Funds (12210, 12220, 12230, 12240, 12250, 12260, 12270, 12280) • New “Departmental Sales and Services” Fund (14100) • New “Sponsored” Funds (20000, 20010, 20100, 20200, 20300, 20400) • New “Capital” Funds (50000, 50100, 50200)

11. Department IDs • Will remain at 9 Characters • Coordinate with College Administrative Officers to streamline Department values where possible • No more “Companion” Departments for Cost Share – The Department will be the main Department ID with the new Fund Code and the Project ID will be the same as the Sponsored Project • Now using Projects (rather than Departments) for University Grants and Internal Awards

12. Program Codes • Going from 4 characters to 5 characters • Most 7.5 Programs will have a ‘0’ put at the end in 8.9

13. Class Field (Sub-Class) • Will remain at 5 Characters • Most Class values will stay the same

14. Budget Reference • No longer called Budget ‘Period’ • Represents Fiscal Year of a transaction (e.g. Purchase Order, Voucher, Journal) • Will be defaulted to Fiscal Year on transaction – based on Accounting Date • Users will not be able to change the defaulted value

15. PC Business Unit • Required for Project Costing module • Used with Project ID ONLY • Will always be ‘GSUFS’ • Not required for General Funds

16. Project ID • Project ID will be going from 5 to 10 Characters • Existing projects will keep old project number as the last 5 characters • J2565 (7.5) -> SP000J2565 (8.9) • New projects will be auto numbered using the new Project Prefixes

17. Project ID – SpeedTypes • FLxxxxxxxx = Capital Lapsing (xxxxxxxx = Facilities Project ID) • FNxxxxxxxx = Capital Non-Lapsing (xxxxxxxx = Facilities Project ID) • CExxxxxxxx = Continuing Education (xxxxxxxx = auto numbered) • GCxxxxxxxx= Cost Share Accounts (xxxxxxxx = numbered by RFS) • GFxxxxxxxx = GSU Foundation (xxxxxxxx = auto numbered) • GRxxxxxxxx = GSU Residuals (xxxxxxxx = auto numbered) • ORxxxxxxxx = Other Restricted (xxxxxxxx = auto numbered) • RRxxxxxxxx = GSURF Residuals (xxxxxxxx = auto numbered) • SAxxxxxxxx = Student Financial Aid (xxxxxxxx = auto numbered) • SPxxxxxxxx = GSU Sponsored Research (xxxxxxxx = auto numbered) • TFxxxxxxxx = Tech Fees (xxxxxxxx = auto numbered) • URxxxxxxxx = University Research (xxxxxxxx = auto numbered)

18. Activity ID • Required for Project Costing module • Used with Project ID ONLY • Will always be ‘PROJ’ • Not required for General Funds

19. Combination Edits • Fund Required • Fund/Project • Account/Program • Account/Fund • Fund/Account • Fund/Class • Account/Class

20. Ledger Groups • Commitment Control (KK) = Budget Ledgers • APPROP • ORG • DETAIL • PRMST_EXP • PROJ_GRT • REVEST • Standard Ledgers • ACTUALS • CAPITAL • GAAP • See diagram on next page

22. Journals • Journal Source (online Journals) • DRG • PRJ • ISO • Fund Balancing • Processing (Edit, Budget Check, Post) • Delete/Reversals • Interface Journals (HR/Payroll, Banner, WORKS) • Policy and Procedure • Documentation • Workflow • Posting

23. Open Item Accounting • Open Item Account Codes • 132100 – Pre Paid Expenses (Emp) • 132300 – Travel & Other Employee Advanc (Emp) • 132400 – Travel Advance – Students (Ven) • 132900 – Other Advances (Emp) • 132910 – Petty Cash Advances(Emp) • 132920 – Project Advances (Emp) • Open Item Processing • Cash Advance / Expense Report (EX module) • Voucher (AP module) • Journal (GL module) • Cashier (Banner/Core)

24. Period End Processing • Month-end • Complete all transactions • Post Journals • Close the Period • Run/Distribute Reports • Year-end • Same as Month-end (Period 12) • Close/Undo Ledger • Make Adjustments • Financial Reporting • Audit

25. Reports, Queries, and Inquiries • Monthly Expenditure Report • Revenue Reports • Budget Reports and Inquiries • BOR Reports and Queries • Who develops GSU Queries?

26. PeopleSoft 8.9 Demo • Journal Entries • Regular Journal • Fund Balancing Journal • Budgets Overview • Journal Inquiry • Ledger Inquiry

27. Conversions • Chartfield Values • Crosswalks • SpeedTypes/SpeedCharts • Ledger Balances • ACTUALS / GAAP / CAPITAL • APPROP / ORG • PRMST_EXP / PROJ_GRT • REVEST