Enterprise Financial System Certified Approver User Group

1. Enterprise Financial System Certified Approver User Group Kristen Berning October 25, 2007 www.finsys.umn.edu

2. 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

3. 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

4. PeopleSoft Grants Integration

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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)

12. 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

13. 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

14. Building the Reporting Infrastructure Strategic Reporting Analytics: track business trends, enterprise activities Enterprise Analysts Ad hoc:queries & reports developed &/or run as needed Super Users Parameterized: choose among parameters/options End Users Static: canned queries/reports needed daily TransactionalReporting

15. End Users

16. Super Users

17. Enterprise Analysts

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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)

24. 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

25. Advanced Search

26. Advanced Search (cont.)

27. Delivered Report

28. Delivered Report (cont.)

29. Delivered Report – Distribution

30. PS Delivered Report

31. Customized Report (Draft):Sponsored Award Summary by PI

32. PS Query

33. PS Query (cont.)

34. Query Manager (Super Users)

35. PS Query Manager (cont.)

36. nVision Report Example

37. 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

38. Closeout Phase • Department • Initiate closeout (request, reconciliation) • Responsible for administrative and technical requirements • SFR will generate final financial report • Central will prepare award closeout

39. Web: www.finsys.umn.edu E-mail: finsys@umn.edu Resources