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Enterprise Financial System Certified Approver User Group

Enterprise Financial System Certified Approver User Group. Kristen Berning October 25, 2007 www.finsys.umn.edu. EFS and Transforming the U. EFS connected through Administrative Task Force and organizational design Adopt “shared services” model for delivery of some financial processes

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Enterprise Financial System Certified Approver User Group

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  1. Enterprise Financial System Certified Approver User Group Kristen Berning October 25, 2007 www.finsys.umn.edu

  2. EFS and Transforming the U • EFS connected through Administrative Task Force and organizational design • Adopt “shared services” model for delivery of some financial processes • Promote single enterprise use of the system • Implement best practice solutions • Enhanced financial competencies component supports investments in people and staff

  3. Grants, Projects, Contracts Features • Commitment to Enterprise Systems Approach • Provide better reporting • Cost sharing captured in financial system • Ability to see daily F&A distribution and revenue transactions • Custom sponsor invoice and report forms available in system • Commitment control features

  4. PeopleSoft Grants Integration

  5. Proposal Phase • EGMS • Core functionality will remain the same • Minor retrofits for new EFS terminology • Departments still responsible for PRF • SPA will continue to review and approve • EGMSi replaced by EFS functionality • Cost Sharing • Actively managing cost sharing throughout life cycle

  6. Award Phase • Award • Central creates award, project, and contract records in EFS • NOGA • Currently in technical design (existed in EGMSi) • Potentially sent via e-mail, campus mail, or user generated • More inception-to-date record of activity

  7. Management Phase • Personnel • Department will continue to set up in HRMS • Cost-sharing combo codes entered into HRMS • Effort Certification • Will continue to be done in ECRT • Cost-sharing feature eliminates cost-sharing database entry by effort coordinator • Minor changes to statement

  8. Management Phase • Purchase supplies, equipment, services • Departments will continue to prepare • Processes will be done in other modules • Ability to see daily F&A transactions • Identifying cost-shared commitments at initiation of transaction • Approvals: Department, CA, and SPA where appropriate

  9. Certified Approvers • Approves sponsored transactions • Requisition and non-PO vouchers – lines for $1,000+ • No dollar limit on General Ledger or Expenses • Certified Approver per DeptID • One per DeptID, not per module • Includes an Alternate Certified Approver • Use during vacation or if main CA does not approve in X days • One per DeptID, not per module • May choose to route transaction on to SPA • Ad-hoc CAs only available on Purchasing Requisition

  10. Approval Routing Summary • Notice via worklist and e-mail unless alternate configuration is used • Split Distribution – 1 notification per transaction • Approval is done in financial system • Screens are available to view approval history

  11. Management Phase • Manage Program Income • Department • Completes online “UM Prepare Deposit” page • Provides specific reference information for Sponsored Program Income • Totals all checks and prints deposit form • Submits deposit form and checks/cash to the campus Bursar Office • SFR • Runs query to identify deposited Sponsored Program Income • Applies the Sponsored Program Income to the Sponsored Project (revenue account)

  12. Management Phase • Award Modify • Department submits change request to SPA • SPA/SFR reviews; when appropriate, enters in system • Rebudgeting • Department will perform any F&A calculations • Request will route to CA or SPA for approval • Depending on change, CA or SPA will enter

  13. Management Phase – Reports • Tools for Monitoring and Reconciling • Delivered, customized, or user created • Reporting Timeline: • Currently building technical architecture to support strategy • Testing occurs Nov 2007 to April 2008 • All delivered and custom reporting will be available at go-live in July 2008

  14. Building the Reporting Infrastructure Strategic Reporting Analytics: track business trends, enterprise activities Enterprise Analysts Ad hoc:queries & reports developed &/or run as needed Super Users Parameterized: choose among parameters/options End Users Static: canned queries/reports needed daily TransactionalReporting

  15. End Users

  16. Super Users

  17. Enterprise Analysts

  18. PeopleSoft Reports • Use delivered and customized reports for each module • Set report criteria, which varies by report • Set report display type and format (Web, PDF, etc) • Set report to dispatch to others via e-mail

  19. PeopleSoft Query • Query viewer available to all users • Extract the precise information you need using PS Query • Display data in a grid • Run queries as separate processes • Schedule queries at predefined times • Download query results to Excel • Serve as data source for Crystal reports

  20. PeopleSoft Query • Query Manager has additional options available to super users • Add criteria and filter data • Create joins and subqueries • View/write SQL directly • Create queries that can be saved and shared with other users

  21. nVision Reports • Available to all users • Powerful tool for data analysis and financial report generation • Deliver tabular and matrix-type reports into an Excel spreadsheet • Use Excel commands to format and analyze data • Drill down to detail and back to source transaction data • Use trees, runtime prompts, predefined parameters, etc. • Can be scheduled similar to query

  22. Crystal Reports • Available to all users • Generate clear, easy-to-read printed reports based on query • Built-in report expert that guides user step-by-step • Common tools include formulas, cross tabs, subreports, conditional formatting • Result usually PDF format • Can be e-mailed directly

  23. XML Publisher • Available to super users and analysts • Flexible approach to report design • Leverages standard, well-known tools (Word, Excel, PDF) • Design and control how report outputs will be presented • “Filled-out” third-party-provided PDFs • Flat text files to exchange with business partners (Electronic Data Exchange)

  24. Demonstration – Reporting Tools • PeopleSoft provides three primary methods to access information • Inquiry/search pages • Delivered “canned” reports • Query tools and reporting capabilities • The demonstration will give examples of these methods

  25. Advanced Search

  26. Advanced Search (cont.)

  27. Delivered Report

  28. Delivered Report (cont.)

  29. Delivered Report – Distribution

  30. PS Delivered Report

  31. Customized Report (Draft):Sponsored Award Summary by PI

  32. PS Query

  33. PS Query (cont.)

  34. Query Manager (Super Users)

  35. PS Query Manager (cont.)

  36. nVision Report Example

  37. Management Phase • Billing and Receivables • Contracts and Projects modules integrate with Billing and Receivables • Accrual basis of accounting • Letter of Credit draws • SFR will continue to facilitate sponsored billing and receivables • Revenue recognized daily

  38. Closeout Phase • Department • Initiate closeout (request, reconciliation) • Responsible for administrative and technical requirements • SFR will generate final financial report • Central will prepare award closeout

  39. Web: www.finsys.umn.edu E-mail: finsys@umn.edu Resources

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