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San Marcos CFS Implementation/Migration. CFS Open Forum March 2011. Introduction. CFS – Common Financial System Database Consolidation 23 separate databases consolidated to one Software is still Oracle (PeopleSoft) System-wide Chartfield definitions San Marcos meets system-wide definition

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Presentation Transcript
introduction1

CFS – Common Financial System

  • Database Consolidation
    • 23 separate databases consolidated to one
    • Software is still Oracle (PeopleSoft)
  • System-wide Chartfield definitions
    • San Marcos meets system-wide definition
  • Common modifications
    • Chargeback, Procard, Fiscal Authority, AR Customer Billing Upload, Open PO Report,
  • Data Warehouse
    • Replace nVision
Introduction
general changes1

No Changes affecting Systems Users:

  • Chartfields
  • Procard
  • Requisitions
  • Fiscal Authority
  • Accounts Payable invoicing
  • Account Receivable customer invoicing
  • Fixed Asset tracking and reporting
General Changes
general changes2

Changes affecting Systems Users:

  • Logging into PeopleSoft
  • User ID’s have changed
  • Favorites
  • Run Controls
  • Reporting
General Changes
purchasing1

Purchasing Changes:

  • Manually re-enter open POs with balances
    • March 14th to 31st
    • Reentered POs in CFS (Data Warehouse) - same PO number as legacy (nVision)
  • Emergency Requisitions – email Procurement Services procurementservices@csusm.edu
  • Run Open PO Report
    • Legacy – April 1, 2011
    • CFS – April 1, 2011
Purchasing
accounts payable1

Accounts Payable Changes:

  • Invoice/voucher detail
    • Prior to April 1, 2011 – Legacy (nVision)
      • Direct pays submitted by noon March 28th
    • After April 1, 2011 – CFS (Data Warehouse)
Accounts payable
billing accounts rec

Billing/Accounts Receivables Changes:

  • Customer numbers
    • Leading zeros drop off in CFS
  • Customer invoice detail
    • Prior to April 1, 2011 – Legacy (nVision)
    • After April 1, 2011 – CFS (Data Warehouse)
Billing/Accounts Rec
general ledger actuals budget
General Ledger

Actuals / Budget

Liz Rojas

general ledger

Actuals / Budget Changes:

  • All transaction detail
    • Prior to April 1, 2011 – Legacy (nVision)
    • After April 1, 2011 – CFS (Data Warehouse)
  • Data Conversion
    • Legacy
      • Detail data prior to April 1, 2011
      • No transactions after April 1, 2011
    • CFS
      • Monthly summary totals July 2010 to March 31, 2011
      • Detail transactions after April 1, 2011
General Ledger
dw reports

Reporting Changes:

    • nVision will remain for the Legacy database only
    • Reports will be obtained through the Data Warehouse in the CFS database
DW Reports
dw definition

The Finance Data Warehouse is the term that refers to the new financial reporting system we will be using.

  • The Data Warehouse is comprised of several components:
    • The data warehouse data tables
    • The report development tool
    • The reports & dashboards
  • FYI: The Finance Data Warehouse will replace the existing nVision reports & drill downs
DW Definition
dw dashboards

Dashboard Overview:

  • The Finance data warehouse contains two dashboards:
    • Manage My Budget
    • Operations

FYI: This information will be covered in the Finance data warehouse training

DW Dashboards
dw homepage
DW Homepage

Finance data warehouse homepage

dfa in dw
dfa in dw

Sample of DFA (like) report (sign up for training to learn how to run this report)

dw training

Training registration - HR Training database – April 20th to May 13th

    • Sign up for training sessions by logging into HR and clicking on the Self Service link
Dw training
contacts

Who to Contact for Help:

  • Systems/Technical – sod@csusm.edu
    • System performance, locked processes, etc.
  • Accounting – accounting@csusm.edu
    • Expense transfers, salary adjustments, chargebacks, etc.
  • Budget – lrojas@csusm.edu or bmartin@csusm.edu
    • Budget transactions, etc.
  • Procard – pcard@csusm.edu
    • Access, purchase limits, lost/stolen cards, etc
Contacts
contacts1

Who to Contact for Help (continued):

  • Purchasing/Requisitions – procurementservices@csusm.edu
    • Requisitions, contracts, hospitality, etc.
  • Accounts Payable – accountspayable@csusm.edu
    • Travel, vendor invoices, payments, etc.
  • Data Warehouse – datawarehouse@csusm.edu
    • Reports, access, etc.
Contacts