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C ommon F inancial S ystem

C ommon F inancial S ystem. Update CFS Leads June 15, 2011. Agenda. Background Known changes Sign-on / Run Controls User ID Favorites / Reports Purchasing Numbering Requisition- Printing/Saving PDF template Pro-card – Printing Statement Cut-over Issues Tips & Reminders.

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C ommon F inancial S ystem

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  1. CommonFinancialSystem Update CFS Leads June 15, 2011

  2. Agenda • Background • Known changes • Sign-on / Run Controls • User ID • Favorites / Reports • Purchasing • Numbering • Requisition- Printing/Saving PDF template • Pro-card – Printing Statement • Cut-over Issues • Tips & Reminders

  3. CFS – What is it? • Two distinct projects • Common Code systemwide • One database for all campuses

  4. 1st Project – Common Code • PS Finance 9.0 released September 2008 • Code Freeze implemented (no more mods) • Design teams met to determine common functionality / code • Adopted standardized business practices • Current PS code same as CFS

  5. 2nd Project – Migrate to one database • New to every campus • Requires conversion of data – haven’t done since going to PS 7.5 ten years ago! • Historical data reporting impacted • Shifts responsibility and control of functionality to central CMS (Chancellor’s Office) • Will impact end user

  6. 2nd Project – Migrate to one database • 3 campus’ Live July 2010 • 5 – Go-live January 2011 • 7 – Go-live April 2011 • 8 – Go-live July 2011 (SLO)

  7. What we’ve done • January – June • Configuration testing • Conversion testing • System testing – “Req to Check” • Acceptance testing – “Req to Check”

  8. What we’re doing • July 2011 • Close legacy in current PS system • Convert legal basis balances into new CFS environment • Budget & GL balances, PTD expenditures for capital projects, Open PO’s • No historical data in system: data warehouse via Dashboards = reporting solution

  9. How does this affect you? • Known changes • Single Sign-on / Run Controls • User ID • Favorites • Purchasing • Numbering • Requisition- Printing/Saving PDF template • Pro-card – Printing Statement • Cut-over Issues • Performance issues - unknown

  10. CFS Finance Sign On • Cal Poly Portal or CSU Portal problems, contact ITS Help Desk at x6-7000. • Security problems, contact Valerie Maijala at x6-1187 • For Finance Production support, contact Laurie Borello x6-6416 or Valerie

  11. Run Controls • Any process or report will require a new “Run Control” • Recommend taking a screenshot of existing run controls. • Run controls are unique to a specific User, not the process or report. • Examples: Printing a Requisition, PO/Requisition Xref, Procard Completed Inquiry

  12. Run Controls – continued The first time you run a report or process, click on the Add a New Value tab.

  13. Run Controls - continued Enter the Run Control name. The name cannot contain spaces or symbols; use an underscore between words. It is suggested to name your Run Control the name of the process or report. Click on the Add button.

  14. Run Controls - continued Add your report / process parameters, then save.

  15. User ID User ID will change Leading 15 (SLO id) followed by your emplID The Requestor on requisitions will be identified by your user ID – 15000009841

  16. My Favorites • All your favorites will be gone when you go into CFS so you will need the navigation to create them again • If you relied on your favorites for navigation in the past and you are unsure where the menu is located please follow the next steps to print the navigation

  17. My Favorites Open up your favorites navigation Click on the favorite you would like to know the navigation to Click on New Window

  18. My Favorites This will open up a new window that includes the navigation to the menu you are looking for Print screen this page and save for CFS

  19. Req and PO Numbering • CFS (New System) Numbering: • Requisition numbering: 1000000000 • Purchase numbering: 2000000000 • Receiving numbering: 300000000 • Existing PO’s from Legacy (Old System) manually entered into CFS and consist of a 2 followed by the last digit of the fiscal year the PO was issued and the last four digits of the legacy PO.

  20. CFS – Purchase Orders

  21. CFS – PO’s in Dashboards

  22. Requisition Print • CFS Process Monitor: for reviewing the status of the document processing on the servers. Requisitions cannot be printed from the Process Monitor. • To Print: Wait until the status of the document is “approved” in the Process Monitor. • Navigate in the menu to: Reporting Tools, Report Manager, PORQ***., PORQ****.PDF .

  23. Pro-Card Print Statement • CFS Process Monitor: for reviewing the status of the document processing on the servers. Pro-Card Statement cannot be printed from the Process Monitor. • To Print: Wait until the status of the document is “approved” in the Process Monitor. • Navigate in the menu to: Reporting Tools, Report Manager, CSUPO***, csupo****.PDF .

  24. PO Remaining Balance Inquiry • Enter in the PO Number you would like to research • Click on Search

  25. PO Remaining Balance Inquiry • This will show you any remaining balance as well as all vouchers that have been paid against this purchase order • If you would like to print this for your records you will need to click on the Printer Icon • Then go to Report Manager to print the PDF or save a copy

  26. Report Manager • Go to Report Manager • Click on the Report you ran • Then click on the PDF report

  27. PO Remaining Balance Inquiry Reminder: All Legacy information must be obtained from Dashboard There will be no history in CFS

  28. CSU PO Life Cycle Report • Find/Create your run control for PO Life Cycle Report then enter in the Purchase Order information you are looking for • Click on RUN then click on OK • Click on Report Manager

  29. Report Manager • Go to Report Manager • Click on the Report you ran • Then click on the PDF report

  30. Purchase Order Life Cycle Report Reminder: All Legacy information must be obtained from Dashboard There will be no history in CFS

  31. Cut-over Issues • Dashboards available throughout July for year end reporting & reconciliation of data through June 30 • Dashboards not updated with FY 2011 data until Legacy fully converted and all open PO’s have been entered • Approximate date – July 18th

  32. Tips & Reminders • Expenditure Transfers • Do not use commas • Do not use dollar signs on amounts • No blank lines or zero values • Ensure correct placement of Program, Class, and Project chartfields • Use accounts that begin with a “5” or “6” only • No longer use Dept Id, “CAPOLY,” in SL002 fund; use your numeric Dept Id • The line description field is 30 characters, this should be meaningful to you as the line is visible in Finance Dashboard • FY 2010/11 due by June 17th

  33. Tips & Reminders • Chartfield Structure • Fund: Five alphanumeric characters • Account: Six numeric characters • Dept Id: Six numeric characters • Program: Five alphanumeric characters • Project: Six alphanumeric characters • Class: Five alphanumeric characters • Details regarding the use of these chartfields can be found under Managing Department Finances – Managing Your Department Funds on the Customer Connection website

  34. Questions?

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