The implementation of the Financials Management Modules (Budget and Finance) is moving forward to the “go live” date of June 1, 2014. During bi-weekly meetings of representatives from the Budget office, Chancellor’s Office, Controller’s Office and IS&T, discussions address next steps and review progress towards goals. A detailed timeline has been developed which specifies tasks and decisions that must be made to ensure a smooth transition to the PeopleSoft system.
Testing is on-going in multiple areas including:
· Purchasing (entering requisitions, requisition approvals, creating purchase orders, workflow approvals, etc.)
· Accounts Payable (wires/ACH, budget checking, check printing, etc.)
· Asset Management (creating assets, depreciation, etc.)
· Travel and Expense (creating travel authorizations, cash advances, expense reports, etc.)
· Commitment Control (budget journals, budget checking, ledger entries, etc.)
· General Ledger (creating journal entries, allocations, year-end close, etc.)
The business functions of the budget and finance offices will continue as usual but with a different look and feel in the PeopleSoft environment. Staff throughout the Chapman community will continue to submit purchase requisitions, expense reports, use assigned P-Cards and many other tasks associated with budget and finance. There will be some new methods for submitting financial requests since tasks will be automated and streamlined in PeopleSoft.
Many budget and finance processes will be improved as we migrate to PeopleSoft. Here are some examples:
1. The policy of requiring purchase orders for all purchases will continue with the implementation of PeopleSoft. One benefit of the new system is that funds will be encumbered in your budget based on the total amount of the purchase order. You will see the total amount in your budget line even if the vendor submits multiple invoices against the P.O. Since the current system only reflects invoices paid - this new process will assist in budget management since the funds are set aside at time of P.O. approval.
2. Approving purchase requisitions will have increased security. Requisitions can still be approved via email however you will need to enter your login credentials.
3. Processing travel authorizations and expenses will be streamlined in PeopleSoft. Authorizations will be on-line and line items will default to the expense report – the more detailed you are at the time of requesting a travel authorization the easier it will be to finalize your expense report. In addition, per diem will be calculated automatically based on the location of travel; staff will no longer have to determine if the destination is a “high cost” city.
Submitting purchase requisitions, purchase approvals, receiving, travel expense documents and managing budgets are all critical functions to the Chapman community. To ensure these processes are handled accurately, training is critical. A detailed spring training schedule for Budget and Finance functions is being formulated in the next two weeks. The schedule will be posted on the PeopleSoft Implementation site on MyWindow. Staff will be notified via email when the schedule is posted and also receive invitations to specific training dates/times. We project we will begin to offer training the first week of April and continue after “go live” in June 2014. The timing of the initial training is “just in time”; allowing sufficient time before the system goes live to assist in retention of the new procedures.
Several training methods will be offered: larger classroom style, small groups and one-on-one as needed by departments. In the training environments individuals will have access to the “test system” and be able to work through the procedures “hands on”. There will also be reference tools available for staff on the various processes. We anticipate establishing an on-going training schedule which will continue throughout summer and fall after go-live in June.Throughout the PIP we will keep you updated on our progress in “This Week at CU”. Each article will feature a different element of the project and discuss how it will impact the Chapman community.
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