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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

Enterprise Financial System Certified Approver User Group

Kristen Berning October 25, 2007


efs and transforming the u
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
grants projects contracts features
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
proposal phase
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
award phase
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
management phase
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
management phase8
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
certified approvers
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
approval routing summary
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
management phase11
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)
management phase12
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
management phase reports
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
building the reporting infrastructure
Building the Reporting Infrastructure

Strategic Reporting

Analytics: track business trends, enterprise activities



Ad hoc:queries & reports developed &/or run as needed

Super Users

Parameterized: choose among parameters/options

End Users

Static: canned queries/reports needed daily


peoplesoft reports
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
peoplesoft query
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
peoplesoft query20
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
nvision reports
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
crystal reports
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
xml publisher
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)
demonstration reporting tools
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
management phase37
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
closeout phase
Closeout Phase
  • Department
    • Initiate closeout (request, reconciliation)
    • Responsible for administrative and technical requirements
  • SFR will generate final financial report
  • Central will prepare award closeout
Web: www.finsys.umn.edu

E-mail: finsys@umn.edu