Spectrum PlusFinancials Upgrade and Research

Implementation Project

General Ledger (GL)Business Fit Re-engineering

Workshop

Agenda

• Introductions• Purpose of Business Fit Re-engineering• Purpose of GL• What Happens in GL?• Demo• Conversion

Purpose of Business Fit Re-engineering• Present 8.9 business process changes• Solicit feedback and support from key Users• Involve you in the change management process

Purpose of GL

• GL serves as the core of the PeopleSoft Financial System

• GL is a collection of the institution’s accounts

• Summary of all transactions that occur.

• The GL is where posting to the accounts occurs. Posting is the process of recording amounts as debits and credits.

Purpose of GL

• There are five basic categories in which all accounts are grouped:– Assets– Liability– Owner’s Equity/Fund Balance– Revenue– Expense

What Happens in GL?

• Chartfields/SpeedTypes/Combo Edits• Ledgers (Budget and Actuals)• Journals• Open Item Accounting• Period End Processing• Reports, Queries and Inquiries

Chartfields - Changes Bd Per SpeedType Fund Department Prog Class Bd Ref Project PCBU Act

Non-Projects

7.5 BUD10 10 612500000 1620 11000 2009 N/A N/A N/A

8.9 BUD10 10000 612500000 16200 11000 2009 N/A N/A N/A

Projects

7.5 J2565 20 110600000 1220 64000 N/A J2565 N/A N/A

8.9 SP000J2565 20000 110600000 12200 64000 2009 SP000J2565 GSUFS PROJ

Chartfields in 8.9

Charfield Characters (7.5) Characters (8.9)

SpeedType 5 Up to 10

Account 6 6

Fund 2 5

Department 9 9

Program 4 5

Class 5 5

Budget Period 4 N/A

Budget Reference N/A 4

PC Business Unit N/A 5

Project 5 10

Activity N/A 4

SpeedTypes/SpeedCharts• SpeedTypes/Charts will be used as they

currently are in 7.5• Will be cross-walked from 7.5 to 8.9 to reflect

new Chart of Accounts• Non-Project SpeedTypes/Charts will be

converted as is• Project SpeedTypes/Charts will be 10 characters

and equal Project ID• Future SpeedTypes/Charts can use up to 10

characters instead of just 5

Fund Codes• Going from 2 to 5 characters

• More “General/Operating” Funds (10000, 10010, 10020, 10500, 10510, 10520, 10600, 10610, 10620)

• More “Auxiliary” Funds (12210, 12220, 12230, 12240, 12250, 12260, 12270, 12280)

• New “Departmental Sales and Services” Fund (14100)

• New “Sponsored” Funds (20000, 20010, 20100, 20200, 20300, 20400)

• New “Capital” Funds (50000, 50100, 50200)

Department IDs

• Will remain at 9 Characters• Coordinate with College Administrative Officers

to streamline Department values where possible• No more “Companion” Departments for Cost

Share – The Department will be the main Department ID with the new Fund Code and the Project ID will be the same as the Sponsored Project

• Now using Projects (rather than Departments) for University Grants and Internal Awards

Program Codes

• Going from 4 characters to 5 characters• Most 7.5 Programs will have a ‘0’ put at the end

in 8.9

Class Field (Sub-Class)

• Will remain at 5 Characters• Most Class values will stay the same

Budget Reference

• No longer called Budget ‘Period’• Represents Fiscal Year of a transaction (e.g.

Purchase Order, Voucher, Journal)• Will be defaulted to Fiscal Year on transaction –

based on Accounting Date• Users will not be able to change the defaulted

value

PC Business Unit

• Required for Project Costing module• Used with Project ID ONLY• Will always be ‘GSUFS’• Not required for General Funds

Project ID

• Project ID will be going from 5 to 10 Characters • Existing projects will keep old project number as

the last 5 characters– J2565 (7.5) -> SP000J2565 (8.9)

• New projects will be auto numbered using the new Project Prefixes

Project ID – SpeedTypes

• FLxxxxxxxx = Capital Lapsing (xxxxxxxx = Facilities Project ID)• FNxxxxxxxx = Capital Non-Lapsing (xxxxxxxx = Facilities Project ID)• CExxxxxxxx = Continuing Education (xxxxxxxx = auto numbered)• GCxxxxxxxx= Cost Share Accounts (xxxxxxxx = numbered by RFS)• GFxxxxxxxx = GSU Foundation (xxxxxxxx = auto numbered)• GRxxxxxxxx = GSU Residuals (xxxxxxxx = auto numbered)• ORxxxxxxxx = Other Restricted (xxxxxxxx = auto numbered)• RRxxxxxxxx = GSURF Residuals (xxxxxxxx = auto numbered)• SAxxxxxxxx = Student Financial Aid (xxxxxxxx = auto numbered)• SPxxxxxxxx = GSU Sponsored Research (xxxxxxxx = auto numbered)• TFxxxxxxxx = Tech Fees (xxxxxxxx = auto numbered)• URxxxxxxxx = University Research (xxxxxxxx = auto numbered)

Activity ID

• Required for Project Costing module• Used with Project ID ONLY• Will always be ‘PROJ’• Not required for General Funds

Combination Edits

• Fund Required• Fund/Project• Account/Program• Account/Fund• Fund/Account• Fund/Class• Account/Class

Ledger Groups• Commitment Control (KK) = Budget Ledgers

– APPROP

– ORG

– DETAIL

– PRMST_EXP

– PROJ_GRT

– REVEST

• Standard Ledgers– ACTUALS

– CAPITAL

– GAAP

• See diagram on next page

Journals• Journal Source (online Journals)

– DRG– PRJ– ISO

• Fund Balancing• Processing (Edit, Budget Check, Post)• Delete/Reversals• Interface Journals (HR/Payroll, Banner, WORKS)• Policy and Procedure

– Documentation– Workflow– Posting

Open Item Accounting• Open Item Account Codes

– 132100 – Pre Paid Expenses (Emp)

– 132300 – Travel & Other Employee Advanc (Emp)

– 132400 – Travel Advance – Students (Ven)

– 132900 – Other Advances (Emp)

– 132910 – Petty Cash Advances(Emp)

– 132920 – Project Advances (Emp)

• Open Item Processing– Cash Advance / Expense Report (EX module)

– Voucher (AP module)

– Journal (GL module)

– Cashier (Banner/Core)

Period End Processing

• Month-end– Complete all transactions– Post Journals– Close the Period– Run/Distribute Reports

• Year-end– Same as Month-end (Period 12)– Close/Undo Ledger– Make Adjustments– Financial Reporting– Audit

Reports, Queries, and Inquiries

• Monthly Expenditure Report• Revenue Reports• Budget Reports and Inquiries• BOR Reports and Queries• Who develops GSU Queries?

PeopleSoft 8.9 Demo

• Journal Entries– Regular Journal– Fund Balancing Journal

• Budgets Overview• Journal Inquiry• Ledger Inquiry

Conversions

• Chartfield Values• Crosswalks• SpeedTypes/SpeedCharts• Ledger Balances

– ACTUALS / GAAP / CAPITAL– APPROP / ORG– PRMST_EXP / PROJ_GRT– REVEST