october 11, 2005 - university of iowa · pdf fileoctober 11, 2005 • peoplesoft ... •...
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October 11, 2005
• PeopleSoft Update • Inst Report Screen Shots • Process Improvement Workgroups • Top Nine Reasons you Want to Know More • DSP NIH web site on electronic submission
PEOPLESOFT GENERAL LEDGER IMPLEMENTATION
UPDATE
October 11, 20051:00-3:00
2117 MERF
Agenda
• Go-Live Date• GL Implementation Website• Overview of System/Anticipated Changes• Highlights of Schedule
GL Implementation Web Site
http://www.uiowa.edu/%7efsi/GLTeam/index.htmlLinks include:
• Overview of System• Info About Changes• GL Journal Entry Application• Data Warehouse• Presentations• Team Members• News and Updates
Overview of System/Anticipated Changes• Overview • Getting Entries Into the System• Getting Data/Reports Out of the System• Data Warehouse
OverviewChartfields:
• PS Chartfields include: Fund, Organizational Unit, Department, Grant/Program, Institutional Account, Organizational Account, Departmental Account, Function, Cost Center, Budget Reference Field and Subledger ID/Subledger Account
• Corporation Code will no longer exist• Department and Sub-department are considered
one field instead of two• Every department must be set up with a
sub-department of 00000
Overview
Chartfields:• Descriptions
• Long Descriptions will change from 35 spaces to 30 spaces
• Short Descriptions will change from 15 spaces to 10 spaces
• All descriptions will change to a combination of upper case and lower case instead of all caps
Overview
Combo Checking:• For all Hospital Units, a departmental account
of all zeros will be required• Other minor modifications to combo checking
OverviewGrant Flipping:
• When a budget period changes, the first character of the grant will no longer switch between “1” and “2”
• A new chartfield, called the budget reference field (BRF) will be used
• New transactions will automatically default to the current BRF
• Central staff will have the capability to move entries between different BRF
• Grant reports (TDS, SGRE, FMS) will be updated to include the BRF
OverviewJournal ID/Sequence Numbers:
• Journal IDs will no longer be assigned to individuals
• Journal Sequence Numbers will no longer exist • Feeder systems will maintain current Journal
IDs• A list of Journal IDs will be maintained by
Accounting Services
Getting Entries Into the System
Online Journals:• Current online journals available through the
mainframe (ADP/M3LL screens) or a web version (Original Entry CV on Employee Self Serv)
• These will be replaced with a new application called the GL Journal Entry
Getting Entries Into the System
Online Journals:• Proof sheets will no longer be printed and
distributed• Journal IDs will not be assigned to individuals• Sequence numbers will not be assigned to
individuals• Output can be submitted daily• Available through Employee Self Serv• GL Journal Entry training guide and training
schedule will be distributed to campus
Getting Entries Into the System
Feeder System journals: • Most automated journals are categorized as
“feeder systems” • These entries will continue to have unique
Journal IDs • For areas submitting feeder system journals
• Format and structure of these journals will not change
Getting Entries Into the System
Central web applications: • Will continue to be used• Some will require minor modifications (Web
CV and Pay CV)• Modifications will be described on the GL
Implementation web site when they are finalized
Getting Entries Into the System
Excel Spreadsheets: • Current Excel spreadsheet (QF) upload will be
replaced• Finalizing the various tools that replace this• Users should have been notified
Getting Data/Reports Out
Reports:• Current UWRs will continue to be printed and
distributed. These include SA3, TDS, SGRE, FMS reports.
• May not continue to print MS reports• Other reports will see minor changes • When these changes are finalized, they will be
added to the GL Implementation website
Getting Data/Reports Out
Hospital Report2Web:• Paper distribution will be eliminated
Getting Data/Reports Out
GL DSS Reports:• Similar to the hard copy reports, there will be
minor changes
Other GL DSS applications:• Query will be reviewed for changes
Getting Data/Reports Out
Operational Data Store (ODS):• New PeopleSoft GL tables will be available
Getting Data/Reports Out
GL DSS Data:• Every table has been examined to determine
how to map the data from PeopleSoft to the current structure of the GL DSS tables
• Most of the tables will have additional fields• Some will require changes• Go live strategy – load historical data to
PeopleSoft for FY05 and FY06• We will be re-loading GL DSS data for
FY06 accounting periods
Data Warehouse
• Will also be minor changes to Grant DSS and Cum Comp DSS
• These will be documented on the GL Implementation web site when changes are finalized
• All tables will need to be relinked or have links refreshed
Data Warehouse
GL DSS:Tables that will be retained in the Data Warehouse, but will
not be populated from the implementation date onward:GL_CORPGL_JRNL_AMT_CLASSGL_JRNL_POST_PRD_TYPEGL_MFK_ACCT_TYPEGL_RPT_CATGL_SUBLEDGER_IDGL_JRNL_CHARGE_BACK_MFKGL_JRNL_ID
Data WarehouseGL DSS:These tables will be modified:GL_COST_CTR, GL_FUNCTION,
GL_INST_ACCT:All cost centers will be loaded for Corp 10 and 30
GL_GL_FUND:New field GL_FUND_IFAS_CD
GL_GRANT_PGM, GL_WHOKEY:New field BUDGET_REF
Data WarehouseGL DSS:GL_DTL, GL_DTL_ADJ, GL_DTL_DAILY,
GL_DTL_DAILY_ENC, GL_DTL_DEPTL_BUDG
New field SOURCENew field LEDGERNew field USERIDNew field BUDGET_REFNew field GL_PS_ACCTG_PRDNew field ADJUSTMENT_INDGL_JRNL_SEQ_NBR default to all zerosSOURCE_CD will be blank
Data WarehouseGL DSS:GL_DTL_DAILY, GL_DTL_DAILY_ENCNew field SOURCENew field LEDGERNew field USERIDNew field BUDGET_REFNew field GL_PS_ACCTG_PRDNew field ADJUSTMENT_INDNew field GL_POSTED_DATEGL_JRNL_SEQ_NBR default to all zerosSOURCE_CD will be blank
Data WarehouseGL DSS:GL_MFK_SUMRY, GL_MFK_SUMRY_DAILY:New field LEDGERNew field BUDGET_REFNew field GL_PS_ACCTG_PRDNew field ADJUSTMENT_INDMFK_DESC will be blankMFK_OPEN_DT will be blankMFK_CLOSE_DT will be blankMFK_ACTV_STAT_CD will be blank
Data WarehouseGL DSS:GL_FUND_IACT_SUMRY,
GL_FUND_ORG_DEPT_IACT_SUMRYNew field GL_PS_ACCTG_PRDNew field ADJUSTMENT_IND
Data WarehouseGL DSS:GL_WHOKEY_IACT_SUMRY,
GL_WHOKEY_SUMRY:New field BUDGET_REFNew field GL_PS_ACCTG_PRDNew field ADJUSTMENT_IND
Data WarehouseGL DSS:Summarization of Summary Tables:• The summary tables will be impacted by the addition of
new columns; they will force a new summary level• BUDGET_REF, GL_PS_ACCTG_PRD and
ADJUSTMENT_IND will result in a potentially lower level of summarization
• Any MFK summary row that has a corresponding adjustment will result in multiple rows in the summary table.
• Use of BUDGET_REF with multiple budget ref periods will have multiple summary rows
Go-Live Schedule Highlights• September-October
• Complete functional/technical workplan issues.• Week of Oct 17th: Journal Entry application training guide and schedule distributed.
• November• Training sessions for Journal Entry application.• Additional stress testing• Resolve outstanding issues• Potential parallel testing• Training of central staff
Go-Live Schedule Highlights• December
• Training of central staff continues• Parallel testing• Week of December 19th: Chartfield maintenance freeze.
• January• Conversion-Cutover
• APPO-AM-GL-Data warehouse down.• Other applications (Pro-Trav, PReq, etc.)
Institutional Reports (SPRIE)The institutional reports are used to show the applications and awards received for selected college(s) within any given fiscal year (fiscal year 1999+). Details on how to utilize these reports are shown in the following examples.
First, select the college from the drop-down list (only one can be selected at a time).
Select the College:
Page 1 of 3
Then, select the fiscal year from the drop-down list (only one can be selected at a time).
Select the Fiscal Year:
Page 2 of 3
The applications submitted and awards received for the selected college/fiscal year are in separate tables as shown above. Award detail for each department can be viewed by clicking on the link for the department (only one can be viewed at a time).
Once the detail for the selected department is shown, award detail for each investigator can be viewed by clicking on the link provided for the Investigator Name (only one can be viewed at a time). For further details for each award, click on the Sequence# link provided.
College/Fiscal Year: Applications and Awards Tables:
Page 3 of 3
PROCESS IMPROVEMENT WORKGROUPSDivision of Sponsored Programs
• Advance/Renewal Accounts
• Delinquent Reports
• DSP/GAO (Division of Sponsored Programs/Grant Accounting Office)
• DSP/UIRIS (Division of Sponsored Programs/UI Research InformationSystem)
• Export Control DSP Tracking
• Export Control UI Sponsored Research
• F & A Reduction and Cost Sharing Requests
• Grant Transfers
• Unfunded Agreements
• Customer Satisfaction Survey
10/11/05 Research Administrators’ MeetingTwila Reighley
TOP NINE REASONS YOU WANT TO KNOW MORE ABOUT EXPORT CONTROL:
#9 The study involves:Shipping equipment to a foreign country,Collaborating with foreign colleagues in foreign countries,Training foreign nationals to use equipment,Working with a country subject to a US boycott.
#8 The RFP is marked “Export Controlled.”#7 The Sponsor is demanding pre-approval rights over publications or the
participation of foreign national students#6 Because heavy fines (up to $1,000,000) for the University and/or
individuals and prison terms (up to ten years) for individuals can be imposed for violations.
#5 There are repercussions for “side deals” between the PI and sponsor.#4 Dissemination of information is included in these regulations. Do you
know why this is important to know if someone wants to take a laptop to a foreign country?
#3 The definition of export is expansive.#2 It is important to know the boycotted countries.#1 It’s the law.
TOP NINE REASONS YOU WANT TO KNOW MORE ABOUT EXPORT CONTROL: #9 The study involves: Shipping equipment to a foreign country, Collaborating with foreign colleagues in foreign countries, Training foreign nationals to use equipment, Working with a country subject to a US boycott. #8 The RFP is marked “Export Controlled.” #7 The Sponsor is demanding pre-approval rights over publications or the
participation of foreign national students #6 Because heavy fines (up to $1,000,000) for the University and/or
individuals and prison terms (up to ten years) for individuals can be imposed for violations.
#5 There are repercussions for “side deals” between the PI and sponsor. #4 Dissemination of information is included in these regulations. Do you
know why this is important to know if someone wants to take a laptop to a foreign country?
#3 The definition of export is expansive. #2 It is important to know the boycotted countries. #1 It’s the law. To schedule training on export controls as it relates to research, please contact Erin Brothers, 335-2127 or [email protected]. Questions on export controls as it relates to research, can be directed to Lisa Leff, 335-2120 or [email protected]. Senior-level administrator responsible for oversight of UI's export control compliance activities related to research: Twila Fisher Reighley 335-2110 or [email protected]. 10/11/05 Research Administrators’ Meeting Adapted from list developed by Leon Burmeister and Kathy Hicklin, UI College of Public Health
University of Iowa October, 2005
DSP's new website concerning the NIH transition to electronic submission through Grants.gov is at:
http://research.uiowa.edu/dsp/main/index.php?get=nih1
The Division of Sponsored Programs will use this website to keep the UI research community informed of any updates to the NIH application system and associated procedures.