BGSU/PeopleSoft Financial Management Solutions

1. BGSU/PeopleSoftFinancial Management Solutions Focus on FMS Features

2. The Benefits of FMS • User Driven Configuration and Processing: • Hierarchical Tree Design for Rollup • Effective Dated Tables • Easy Access to Historical Transactions • You Schedule the jobs to run when desired. • Menu Driven Navigation • Quicker Data Access & Reporting • User Friendly Reporting Tools • Drill Down to Details From Many Reports • Electronic Audit Trail • Workflow Approval in Purchasing • Other Universities to Look to for Solutions 2

3. Other Client Experiences • 80 CIBER Higher Education Implementations in the US & CAN • 25% of the Total Higher Education Implementations of PeopleSoft • Clients Who have been through this: • BYU – Hawaii • BYU – Provo • Clarkson University • University of New Orleans • Marquette • University of Maryland - University College • University of Houston • University of North Texas • West Chester University • Towson University • University of Baltimore • Cambridge University in the UK 3

4. Agenda • FMS Modules • Commitment Control • General Ledger • Purchasing • Accounts Payable • Grants Management • Asset Management • Questions and Answers 4

5. Commitment Control • Foundation of the FMS System. All activity flows through this sub-system for validation, spending authorization, and reporting. • Process is similar to present system with control at the parent level and tracking at the child level. • All transactions must pass budget checking. 5

6. AFIN Revenue Budget Expense Bud/ Appropriation PURCHASING Online Journals Interfaces CURR_BUD GENLED APP2 FMS Budget Journals PURCHASING Interfaces Online Journals CC_APPROP CC_PROJ ACTUAL BUDGET OVERVIEW 6

7. Compare and Contrast AFIN FMS 7

8. Significance of Changes • Budget Overview screen displays the summary at the operating level • Can drill down from the summary page to individual transactions • Allows user to specify the level of summarization and the detail values to be combined. • Reporting can be done from one ledger group. 8

9. NAVIGATION: Commitment Control > Budget Activities> Budget Overview To activate Overview Report 9

10. Navigation: Search from Overview Screen Drill Down 10

11. Navigation: Drill Down from Budget Details Screen 11

12. Budget Structure • The Budget Definition, Rule sets, and Translation tables provide a flexible framework to establish different variations of budgeting. • Three basic configurations: 3-Way, 2-Way, and 1-Way. • Setup based on account and department cost center trees. 12

13. AFIN 2401860F Full Time A/O Expense Budget ------------ 1010 2012 3010 2551907F Centralized Fringes 2401860O Operating • 3-WAY • Personnel • Fringes • Operating FMS Account Rollup DCC Exp Line Budget ------------ 51010 52012 53100 • 2-WAY • PERS • OPER Budget Definition Rulesets DCC Rollup • 1-WAY • ALL_EXPENSE 13

14. Compare and Contrast AFIN FMS 14

15. Significance of Changes • Pre-defined rules prevent setup errors. • More structure allows for consistency. • Structures: 3-WAY used for approved budgets with centralized fringe funding. 2-WAY used for Auxiliary budgets with fringes in the personnel appropriation. 1-WAY used for all other budgets. All expense accounts pooled into one appropriation. 15

16. Revenue Budgets with Associated Expense Budgets • As in our current system, FMS allows revenue to optionally increase the spending authority of the appropriation. • Although the end-result is similar, the mechanics and reporting in FMS are different. 16

17. AFIN Process at Month-end: Receipts = 8190 = Current Budgeted Rev Month-end Reports APP2 Opt=Y REV2 Map to APP2 EXP2 8190 System automatically Updates APP2 Spending authority Month-end Batch Program updates EXP2 and REV2 for Recognized Rev Revenue deposited and recognized 17

18. Month-end Reports FMS Process Daily/Monthly FMS Process Year-end Rev Budget Budget Overview Rev Budget Exp Budget Year-end Allocation updates Expense Budget for Recognized Rev System automatically Updates Spending authority Exp Budget 2007 Revenue deposited and recognized Year-end Close Carries forward Unobligated Budget Exp Budget 2008 18

19. Compare and Contrast AFIN FMS 19

20. Significance of Changes • Can use the FMS system as delivered while maintaining our practice of allowing additional spending authority based on generated revenue. • Eliminates the need for custom batch process that would have to be maintained with each system upgrade. • Ad hoc report writers using Query will have to be aware of the need to incorporate revenue budget data with expense data to arrive at an accurate remaining balance amount. 20

21. Budget Transfers • The Budget transfer process is used to redistribute budget dollars within a Department Cost Center to other accounts in the same appropriation. • It can also be used to transfer budget dollars to other Department Cost Centers. • Defaults to Adjustment type so the change does not affect the next year’s Original budget amount. 21

22. AFIN Process: Yes Same APPR ? Budget Admin initiates and signs Budget transfer Signed Paper Request No EB Reduce Donor Yes, forward form to Grants Office APP2 Grant Related ? EB Increase Recipient No Yes, forward form to VP Fin & Admin Personnel ? Approved ? No No Yes, return to Bus Office EB Reduce Donor APP2 EB Increase Recipient 22

23. FMS Process: Update Transfer Budget Activity Yes Budget Transfer Within Security ? No Email notification to transferee Grant Related ? Budget Transfer Security Error Email Grants Off Email BO Review Transfer With Security Errors Update Transfer Budget Activity Yes Yes, notify VP Fin & Admin Personnel ? Approved ? No Email notification to transferor/ee Email notification to transferor No Update Transfer Budget Activity 23

24. Compare and Contrast AFIN FMS 24

25. Significance of Changes • Eliminates paper processing and mailing. • Eliminates duplicate input. • Shortens update time lapse and notification. • Notification process is delivered functionality of FMS. • Provides department with ability to easily adjust their budget account distribution. 25

26. BUDGET TRANSFER HEADER Navigation: Commitment Control\Budget Journals\Enter Budget Transfer 26

27. BUDGET TRANSFER LINES Navigation: Commitment Control\Budget Journals\Enter Budget Transfer 27

28. BUDGET TRANSFER NOTIFICATION 28

29. Agenda • FMS Modules • Commitment Control • General Ledger • Purchasing • Accounts Payable • Grants Management • Asset Management • Questions and Answers 29

30. General Ledger Business Processes • Create, approve, and process journal entries from other FMS modules using the Journal Generator • Create, approve, and process journal entries from other BGSU feeder systems • Create, approve, and process journal entries imported from spreadsheets • Create, approve, and process journal entries online real-time • Post all journals to appropriate ledgers 30

31. General Ledger Integrations • Purchasing • Asset Management • Accounts Payable • Accounts Receivable • Grants Management • Payroll 31

32. General Ledger Feeder Systems • Bookstore (MBS) • Dining Services (CBord) • Telecommunications Services (Pyramid) • Parking Services (IPS) • Health Services (Media Highway) • Rec Sports (Class) • Purchasing Card (JP Morgan) • Office Depot • Student Information System (SIS) 32

33. EXPENSE TRANSFERS • White form sent to the Business Office by the majority of users • Business Office inputs from form and updates • IX document input and updated by selected power users 33

34. Signed Paper Request AFIN Process: Intra-Instit Voucher II Intra-Instit Cross Chrg IX Journal Voucher JV General Ledger General Ledger No No FMS Process: Enter Exp Trans Journal Inter-DCC ? Bus Off Review IX Source & Post Yes, email notification Other DCC Review Yes, email notification Approve ? 34

35. FMS LEDGER PROCESSES P-CARD HCM TELECOMM GRANTS SIS AR PARKING ASSET MGMT DINING SPREADHEETS AP BOOKSTORE PURCHASING Online Journals Decentralized IX JOURNAL GENERATOR JOURNAL HEADER/ LINES SPREADSHEET IMPORT Budget Check, Edit, Post CC_APPROP ACTUAL CC_PROJ 35

36. Compare and Contrast AFIN FMS 36

37. Significance of Changes • Eliminates paper processing and mailing. • Eliminates duplicate input. • Shortens update time lapse and notification. • Notification process is delivered functionality of FMS. • Provides department with ability to easily correct errors in account distribution and charge other departments for shared expenses, e.g., copier usage. 37

38. Agenda • FMS Modules • Commitment Control • General Ledger • Purchasing • Accounts Payable • Grants Management • Asset Management • Questions and Answers 38

39. AFIN PDQs Decentralized Purchase Orders for Purchases under $1,500 PO1s Paper Payment Orders for purchases under $1,500 not ordered on a PDQ RXQs An On Line Requisition for purchases P-Card Store Charge Travel & Business Entertainment Green & Yellow forms Bookstore & Dining Interface Manual vouchers created by Business Office FMS Quick Invoice On Line entry for purchases under $100 Store Charges Low Requisition On Line entry for purchases under $1,500 Requisitions/Purchase Order On Line entry for purchases over $1,500 ONL,CNF,BLK,SVC,CON P-Card Travel & Business Entertainment Forms still submitted to Business Office Bookstore & Dining Interface will continue Voucher will be built in PS during transmittal METHODS OF PURCHASING 39

40. DEFINITIONS OF APPROVERS • Requestor – Designated employee by the Departmental Senior Administrator • Budget Administrator – In Academic Units, most often the Chair, Administrative Unit, someone appointed by the Senior Admin • Senior Administrator – Dean, Director, Assistant or Associate Vice President or Vice Provost • Vice President – Departmental or Provost • President – University President, Senior Vice President of Finance & Administration, Provost 40

41. APPROVAL PROCESS • Requestor • Can enter & approve direct purchase requisitions up to $1,499 • Budget Administrator • Can approve purchase requisitions up to $9,999 • Senior Administrator • Can approve purchase requisitions up to $49,999 • Vice President • Can approve purchase requisitions up to $99,999 • President • Can approve any requisition with amount equal to or above $100,000 41

42. DOLLAR AMOUNT APPROVAL WORKFLOW 42

43. AFIN Computers Scanned/E-Mail from Purchasing to ITS for approval Audio-Visual Equipment Scanned/E-Mail from Purchasing to IMS for approval Radioactive Isotopes Paper form is sent through ENVHS to Purchasing allowing purchase FMS Computers Audio-Visual Radioactive Isotopes Lasers Alcohol Institutional Memberships All will be sent through electronic workflow before being sent through dollar amount approval. SPECIAL CATEGORY APPROVAL 43

44. SPECIAL CATEGORY WORKFLOW 44

45. AFIN Feasibility study is done If feasible, the process begins Paper requisitions are sent to Purchasing and purchase orders are created Purchasing creates physical construction files & data bases for tracking purposes Change orders are sent to purchasing by paper with all the proper signatures. Purchasing enters them Often, initial costs are not easily linked to projects and not able to be tracked FMS Feasibility study creates a Project ID and money is transferred Requisitions submitted on line by Design & Construction Purchasing creates purchase orders for all vendors/contractors involved Change orders will continue to be submitted as paper for the purchasing department to enter Tracking exists from feasibility to project termination within FMS by project number CONSTRUCTION 45

46. CONSTRUCTION WORKFLOW 46

47. PROJECT WORKFLOW 47

48. HOW TO APPROVE ON LINE • Sign on to PeopleSoft FMS • Open Worklist • Verify Chartfields • Fund/Dept Cost Center/Account • Approve/Recycle/Deny • After refresh, transaction no longer on worklist 48

49. VIEW OF WORKLIST 49

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