Overview of PeopleSoft

PeopleSoft Training

2014

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Course Objectives

The main objective of this course is to provide a basic introduction and overview

of the PeopleSoft System.

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A relational database application, which

provides enterprise-wide business solutions

Finance Human Resources Student Administration

Module 1:

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What is PeopleSoft?

• Single system of record entry and reporting capabilities for all financial transactions across all UMBC units.

• End-users initiate transactions and data into the system once and make it accessible for multiple purposes. (Finance, Human Resources, Reports)

• Processing and tracking of transaction status is available online

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PeopleSoft Features

 

PeopleSoft Finance

PeopleSoft Financial Retriever and

Reports

Campus SolutionsHR / Student

Administration

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PeopleSoft Databases

General Ledger Accounts Payable Billing Purchasing Projects Grants

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Finance Modules

• Time and Attendance

• Payroll

• HRMS

• Base Benefits

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HR Modules

A UMBC specific database designed to be used specifically for generating reports

Comparable reports from PeopleSoft Finance, but dedicated database for efficiency

Retriever may be replaced by TREX by FY15

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PeopleSoft Retriever

• Recruitment

• Admissions

• Student Records

• Financial Aid

• Student Billing

• Academic Advisement (Degree Audit)

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Student Administration

• Teaching Schedule

• Class Permissions

• Advising Authorizations

• Online Grading

• Student Reports

• Advising Notes and History

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Faculty Self Service

• Register for Classes

• Drop a Class

• Swap a Class

• View Class Schedule

• View Student Reports

• View Grades

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Student Self-Service

Chartfield:

An informational field that aids in segregating and categorizing

transactions and budgets in PeopleSoft

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PeopleSoft Terms

Chartfield String:

A series of Charfields brought together

(Charfield String = Chartstring)

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PeopleSoft Terms

Generate reports Access data Perform transactions in PeopleSoft Complete forms Allocate expenses

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How are Chartstrings used?

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What chartfields do I need to know?

X

 

PeopleSoft Finance

PeopleSoft Financial Retriever and

Reports

Campus SolutionsHR / Student

Administration

Data is shared between

HR and Finance

Financial Retriever is updated from

PeopleSoft Finance nightly

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PeopleSoft Databases

Human Resources

Finance

A new Chartstring is entered into the PeopleSoft Finance database, and a Program is run, which automatically moves the Chartstring to PeopleSoft HR where an Combination Code is generated.

ChartstringThe new Combination Code is transmitted back to the Finance Database for the posting of HR transaction data to the General Ledger.

Combination Code

Combination Codes = Chartstring = Funding Source

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How the HR and Finance Databases Share Information

Examples and definitions of ChartfieldsChartfield Examples (not inclusive) DEFINITION Example

Business Unit

UMBC1 (default and only choice at this time)

It represents a set of financial records, business practices, and reporting requirements for an independent entity.

The default business unit for UMBC is UMBC1.

Department ID

10118 – New Media It denotes an organizational unit responsible for business transactions. The unit will have employees and usually has a budget.

E.g. English Department’s code is 10113

Fund 1111 – Current Unrest Unall SS E&G 1112 - Current Unrest Un-All SS Aux 1113 - Current UnR UnA Self Supt E&G 1253 - Curr Restr Sponsored Self Supp 1263 - Curr Restr Fin Aid Self Supp

It identifies the source of funds. EXAMPLES: 1111 = State Funds 1113 = Self-support (DRIF) 1253 = Grant Funds

By default, 0000 is selected, which denotes all funds.

Account (former FAS Sub-code)

Revenue 4876000 – Misc Revenue 4876310 – Rents 4876344 – Services Income Personnel Accounts 6010101 – Regular Faculty 6010102 – Regular Exempt 6010103 – Regular Non-exempt 6010104 – Graduate Assistants/Fellows 6010111 – Contractual Faculty 6010112 – Contractual Exempt 6010113 – Contractual Non-exempt 6012000 – Student Operating Costs 7000000 – Operating Costs 7020000 - Special & Technical 7070000 - Motor Vehicles 7080000 - Contractual Services 7090000 – Supplies 7110000 - EQUIPMENT Capital or Sensitive

It classifies business transactions by categories that include assets, liabilities, net asset (fund balance), revenue and expenditures.

Personal expenses = salary/fringes/etc Operating Costs = purchases

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Chartstring Terminology

Reminder about Roll-Up

Accounts

*

Examples and definitions of Chartfields 

Prog Fin (Program Financial)

011 - Instruction – General 012 - Instruction – Special 021 - Research - Institutes/Centers 022 - Research – Individual 041 - Academic Support – Library 042 - Academic Support - Comput Supp 043 - Academic Support – Admin 044 - Academic Support – Other 051 - Student Services 061 - Institutional Supt - Gen Admin 062 - Institutional Supt - Admin Com 071 - Operation & Main of Plant-Oper 081 - Auxiliary Enterprises

It is an ongoing, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. The Prog Fin further categorizes your spending!

Assigned to an operation unit’s normal activities. (i.e., if you typically do Instruction, but have a one time event of research, you would still use your normal Prog Fin for instruction.) A Department’s Budget has the appropriate Prog. Fin’s for a Department.

Chartfield Examples (not inclusive) DEFINITION Example Tcode [412] - Expenditure Adjustment

Decrease [413] - Expenditure Adjustment Inc(DR)

Denotes the type of transaction.

E.g. receipts, disbursements, adjustments, payables and receivables.

Budget Year 2006 = (7/1/05 – 6/30/06) The Budget Year corresponds to UMBC’s fiscal calendar and denotes a fiscal year.

Budget Year will always default to current fiscal year.

Project/Grant i.e., 00000444 CASPR “CV” = pre PeopleSoft Grant

This Chartfield provides the link for financial transactions to the project/grants management software modules.

Project number Grant Number

Program OP 065 - Summer Salaries 066 - ITT 067 - Exempt Staff Development 068 - Non-Exempt Development 071 - Academic Initiatives 072 - International Programs 073 - Reallocated Monies

It is an on-going, specific, regular activity or event and business transactions may cross funds, departments, and sources of funds. Operational Programs will be developed and designed for campus purposes.

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Chartstring Terminology

Term Definition Job Data Information used to identify an employee’s title,

status, compensation, classification, and benefits eligibility required to generate pay for services rendered, as well as other on/off campus reporting activities.

Personnel Data Key information outlining employee personal attributes such as name, address, race, birthplace, social security number, citizenship and visa status, veteran’s status, etc. required for University, State and Federal reporting as well as payroll taxation.

Time Entry Mechanism used by departments to record hourse worked, leave taken and other exceptions to employee which ultimately result in payment to the employee.

New Hire Personnel Action Request (PAR) Document used to gather personnel and job data for new employees.

Change PAR On-line mechanism used by departments to request changes to personnel and job data for existing employees.

Combination Code A PeopleSoft generated number used by the HR database to encapsulate the Chartfield String used in PeopleSoft Finance and identify funding source for positions/jobs.

Position Management A term to describe the actions related to the classification and compensation activities within the university.

Department Budget Earnings Identifies how current and future payroll funds for a position are to be distributed financially across fund sources.

Retro Refers to the Retroactive Change Form, which is used to modify how payroll was distributed historically.

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HR Terminology

Term Definition

General Ledger The final ledger in the financial system which holds all financial transactions used for external and summary financial reporting and financial management.

Commitment Control Finances that have been reserved for a specific financial transaction, prior to final approval and posting to the General Ledger.

P-card Procurement Card – similar to a credit card used for purchases

Project An event or activity that has a specific beginning and end date.

Grants/Contract Money awarded to departments by a Sponsor for the purpose of providing products and/or services for a specific project.

State Funded Money appropriated to UMBC by the State of for the purpose of administering education services to students.

Retriever Inquiry A reporting tool designed specifically for UMBC to generate state funded budget reports.

Retriever The UMBC Finance Reporting Instance

Pre-encumbrance Money requested to be used for a specific purpose – a Requisition.

Encumbrance Money approved and reserved to be used for a specific purpose – a Purchase Order.

Journal Entry Adjustment made directly in the General Ledger

Journal ID Transaction identification number used to identify Journal Entries. This number appears on budget detail reports and is used to research budget line item details. 21

Finance Terminology

QuestionsQuestions

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