Chart of Accounts (CoA) Setup, Process General Ledger &

Budget Management Business Process Workshop

May 4, 2020

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Logistics for Today

• Mute your microphone when not speaking

• Be courteous of presenters and attendees

• State your name and department before speaking

• We will have Q&A breaks

• Use the chat box to write questions or comments

• Return promptly from breaks

• PowerPoint presentation was included in the meeting invite

• Today’s session will be recorded2

Agenda

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• Welcome & Introduction

• Project Background

• Business Process Workshop Objectives

• Chart of Accounts (CoA) Setup, Process General Ledger & Budget

Management Business Process

• Process Overview

• System Walkthrough

• Key Changes

• ERP Roles

• Interfaces

• Additional Activities

• Tools to Support Departments

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EDGE Overview• EDGE is Miami-Dade County’s

Enterprise Resources Planning (ERP)

• EDGE will streamline and modernize the County’s business processes and technologies, so they operate more efficiently and support the County’s policies

• It will be the system of record for the County’s Financials, Supply Chain, Human Resources, and Payroll functions

FINANCIAL &

PROCUREMENT

TRANSACTIONS

REPORTING

ANALYTICS

TIME & LEAVE

BUDGET

HR &

PAYROLL

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Project Governance

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• Decision Making Body

o Support/validate decisions

o Confirmation of decisions made by EDGE Project

o Contribute to resolution of issues

o Escalate decisions, as necessary

• Two Way Information

o Gain understanding of Project and solution

o Push Project communications through department

o Provide input/information from departments

Business Leadership Councils Department Change Networks• Change Executives

• Change Agents

Business Process Workshop (BPW) Objectives

BPWs will present county-wide business processes

Note: BPWs will cover county-wide process impacts. Each department will identify its own department-specific process impacts

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BPWs will… BPW will not…

• Help departments understand new

county-wide business processes

• Discuss key process changes

• Suggest potential impacts on

departments

• Prepare departments to adapt their

existing process/forms/operations to fit

now processes

• Discuss all new business process

changes and impacts

• Present department-specific processes

• Discuss department-specific impacts

• Provide a full system demonstration

• Provide system training

Guiding Principles

• Challenge how the County does things today

• Perspective – Adopt a “County-wide” perspective

• Participate – Share your thoughts

• Question – Better to question, then assume

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Chart of Accounts (CoA) Setup, Process General Ledger &

Budget Management Business Process

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What You Should Take Away

• Process overview level understanding of the Chart of

Accounts (CoA) Setup, Process General Ledger & Budget

Management business processes. For this session, the

business processes are:

• Create and Maintain Chartfields

• Enter & Process Journal Entry

• Enter & Process Budget Journal

• Budget Overview

• Understanding of the EDGE end user roles to complete the

Role Mapping activity 10

KK

Grants

Accounts Payable

eProcurement Sourcing Inventory (EAMS)

PurchasingPOs

Item Master

Project Costing

General Ledger / Commitment Control

ReceiptsE

ncu

mb

ran

ce

s

Suppliers Bidders

Cash Management

Contracts

HCM (intermittent mainframe)

Hyperion

Scorecard ERP R1 Solution

EAMS WASD/MDAD Documentum TAXSYS/ Banks/Other Integrating Systems

Pre

-en

cu

mb

ran

ces

Exp

en

ditu

res

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3-way

match

Asset Mgmt

Accounts Receivable

& Billing

Key Terminology

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Today PeopleSoft Terminology

One GL Business Unit (self balancing)

Fund Structure Fund (self balancing)

Organization Department

Trees based on Department

Project Project field/or a Fund

Grant Grant field (self balancing)

GL, Subobject Code, Object

Code

Account

Function Expenses; Department Attribute

Program (Budget Reporting) Not Used

Subsidiary Other PeopleSoft module, Account

User Code: FEMA

Work Order

Project/Grant

It’s not a Chartfield, it will be a Project related field

Index Code (Multi purpose) Multiple Chartfields or sub module functionality; for example additional

Revenue Accounts, further breakdown of Department and usage of Project fields

CoA Request, General Ledger Journal, Budget Business Journal Process Overview• The objective of the CoA Setup & Process General Ledger

process is:• Understanding the changes on the Chart of Account Chartfield request

and the processing of Journal Entries

• How Budget Journals will be processed in PeopleSoft

• How PeopleSoft enforces the Budget Controls

• Which user roles will take part in the new process

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General Ledger Scenario

Request Chartfield

Approve Chartfield

Process Journal Entry

Sample Query/Report

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•Approve a Grant Chartfield Request to allow the ability to charge transactions to a Grant

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Entry Points for GL Journals• Sub Module journals created

• Edit, Budget Check and Approval occur in sub module.

• No workflow approval in GL

• 3rd Party software integrations create journal entries

• Subject to Edit and Budget Check

• No workflow approval in GL

• Direct entry into GL through the following which are subject to workflow approval

• Spreadsheet Upload Excel based tool (will be shown during training)

• Manual online entry (will be shown here during BPW)

Majority of Journal Entries to be created from Sub Modules and 3rd Party software

integration

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Sample Report

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Budget Journals

• Annual Appropriation Budget

• Budgets developed in Hyperion will be interfaced into Commitment

Control to establish the necessary budgetary controls

• For budgets that need to be added during the

Fiscal Year, i.e. Grants, a Budget Journal will need to be

entered manually to add the budget in Commitment Control

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Commitment Control Scenario

Budget Journal

Budget Overview

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• Add Budget to a Project for a purchase and see the budget impact of the purchases & payments

Reports

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Report Names

• Revenues and Expenditures by grant / department / fund

• Show a summary of transactions by month

• Ability to provide a similar inquiry capability for the project ledger that provides

life-to-date

• Budget, Actual, Encumbrances and Remaining Balance for Revenues and

Expenditures Reports

• Trial Balance Reports

• Income Statement

• Ability to generate a budget to actual variance report for current and prior years

• FAMR255A-A55 Attachment G All Years Revenues and Expenditures by Fund

Type / Fund / Subfund / Dep.

County-wide Process – Moving Forward

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Key Changes• Index Code → Chartfield

• Individual Chartfield will now be entered into the transactions

• Chartfields are independent resulting in flexibility to create a unique combination

• All journal entries must include an attachment with supporting documentation justifying the reason for the Journals

• PeopleSoft journal entries will require separate debit and credit lines to be in balance

• PeopleSoft will have multiple combination edit rules• For example: all Capital Funds will require a Project ID

• End Users will need to know how to fix these types of error transactions

• PeopleSoft will use multiple budget checking ledgers• End Users will research errors and initiate the request to fix errors in either

the Appropriation Ledger or the Multiyear Capital Ledger if necessary24

Key Changes• The new system will “Budget Check” transactions in sub modules

to record the appropriate entries in Commitment Control

• For example, an Encumbrance liquidated to an Expenditure when the

Voucher is processed

• PeopleSoft uses Budget Ledgers to manage different Budget

structures & Budget periods

• Knowing which Budget Ledger is impacted will be necessary when

addressing budget exceptions

• Budget journals will be routed to OMB for approval after it is

entered by the Departments

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Example of Roles TodayPeopleSoft

End-User RoleDescription

Department users who request

structures to be set up in FAMIS

Department

COA Processor

The Department Chart of Account (CoA) Processor is

responsible for chartfield requests.

Finance users who review and

approve the request

Central COA

Approver

The Central Chart of Account (CoA) Approver is

responsible for approving chartfield requests.

Finance users who set up the

structure in FAMIS

Central COA

Maintainer

The Central Chart of Accounts (CoA) Maintainer is

responsible for the setup of Chart of Account values, trees

and maintenance of combination edit definitions and

rules. The CoA Maintainer is responsible for

the maintenance of the CoA translation tables and rules.

Chart of Accounts (CoA) Setup Roles

Process General Ledger Roles

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Example of Roles TodayPeopleSoft End-

User RoleDescription

Department users who

manually fill out a Journal

Entry Form or

create a Journal Entry in

FAMIS

Department GL

Journal Processor

The Department Journal Processor is responsible for the

creation of journals. A Department Journal Processor can

run online Edit, Budget Check and submit to

the journal approval process.

Financial individual who

signs the manual journal

entry or approves the

journal entry in FAMIS.

Department GL

Journal Approver 1

The Department GL Journal Approver 1 is responsible for

approving his/her department journal prior to applicable

Central approval. The approver has access to a pooled

worklist where they can approve the journals.

Capital section in Central

Finance approves Capital

journal entries.

Central GL Journal

Approver 2/3

The Central GL Journal Approver 2 is responsible for the

second level approval of Department journals. The

Central GL Journal Approver 3, if applicable, is responsible

for the third level approval of Department journals. Both

approvers have access to a pooled worklist where they

can approve the journals.

Inquiry & Reporting General Ledger Roles

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Example of Roles TodayPeopleSoft End-

User RoleDescription

Users who need to view

financial screens to assist

with their work.

GL Viewer The GL Viewer has access to General Ledger and

Commitment Control online inquiry screens and read only

access to Create Journal Entry pages.

Cognos users have

access to run reports.

GL Reporter The GL Reporter has access to run reports and distribute

reports as required.

Commitment Control – Budget Journal Roles

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Example Roles TodayPeopleSoft End-

User RoleDescription

Currently, this is a manual

process. Departments fill out a Budget

Entry form. The form has the creator's

signature and an approver's signature.

Department

Appropriation

Processor

The Department Appropriation Processor is

responsible for the creation of budget journal to

request or transfer budget for the department.

An individual with the FAMIS user

class BUDINPUT or DEPAPPR who

works in OMB and approves the

Budget Entry in FAMIS.

Central

Appropriation

Approver

The Central Appropriation Approver has access

to post a county-wide controlling budget

journals.

Interfaces

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Interface Description

Inbound GL Journal Entry (INT-GL-012) Designed for Department External Systems to import

transactions directly to GL.

Outbound COA(EXT-GL-026) List of PeopleSoft Chartfields.

Inbound Hyperion Annual Budget load from Hyperion to PeopleSoft

Commitment Control

Your World Tomorrow…

Budget, Finance, Supply Chain Management, and Human Capital Management working together to help support the

integrated ERP system

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Additional Activities

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Business Process Workshop ScheduleMonday Tuesday Wednesday Thursday Friday

Topic:

Chart of Accounts (CoA)

Setup, Process General

Ledger

& Budget Management

Central Source

to Pay

Department

Source to Pay

Central Accounts

Payable

Department

Accounts Payable

Date: May 4, 2020 May 5, 2020 May 6, 2020 May 7, 2020 May 8, 2020

Time: 9:00 AM – 1:00 PM9:00 AM – 4:00

PM

9:00 AM – 4:00

PM9:00 AM – 4:00 PM 9:00 AM – 4:00 PM

Topic: Projects, Customer

Contracts and Grants

Invoice to

Cash

Department Sour

ce to Pay

Date: May 11, 2020 May 12, 2020 May 13, 2020

Time:9:00 AM – 1:00 PM

9:00 AM – 1:00

PM

9:00 AM – 4:00

PM

Workshop(s) Completed33

• Executing test scripts and create transactions using new business processes during Future State Simulation

User Acceptance Testing (UAT)

• Attend specified departmental end user training to understand the details of business processes that relate to the mapped roles

End User Training

• Change Network Meetings, Email(s) and/or EDGE Website

Communication

Upcoming Project Activities

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Tools to Support Departments

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Change Impact Tool

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As the Department/Office representative you will document Change Impacts in the fields below based on the information provided to you by the Project Team in the Column outlined in green

ERP Role MappingObjective: Assign end users to new ERP system roles

• All users require at least one role to transact or view within the ERP

• One person may have multiple roles

• Departments will assign their resources to the ERP roles

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ERP Role Mapping Process

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Role Mapping Template

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Step 1: Submitter Information

• Enter the name(s) of the individual responsible for completing the worksheets and submitting the workbook on the 'Cover' tab

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Step 2: Review Instructions Guide

Thoroughly review the

'Instructions' tab before

completing the Role

Mapping Template. The

instructions outline step-

by-step how to complete

each field in the template

and define available

choices.

• Always use the dropdown

menu when available

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Step 3: Contact Information Complete the contact information for the end users within your department that will need access in the ERP system.

• For Non-County Employee(s), include the Employee ID Number assigned i.e., T01234, C01234 etc.

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Step 4: Review Available Roles• Review the list of roles with their associated description

• Below is a sample list of roles by their associated Business Area

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Step 5: Add End User Role(s)• Identify end user(s) role by selecting the Yes option from the drop-

down menu

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Step 6: Processor vs Approver• For end user(s) who are assigned Processor/Requestor role(s) should not have an

Approver role

• Row(s) within each Business Area will be highlighted in Red to prompt awareness

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• The EDGE Project Team will not accept submitted worksheet with these error(s) unless it

includes an Exception Request Email

• Exception Request Email must be submitted with your submission and approval from

Department Executive(s)

Step 7: Workflow

• Roles which require additional end user information

• Requisition Processor

• PO Buyer

• Requisition & PO Approvers

• Any user assigned Requisition Processor, Purchase Order (PO) Buyer

and the Approver role will require additional information

• Enter user information on the "Requisition Processor“, "PO Buyer" and

“Approvers” tabs, as appropriate

• Always use the dropdown menu when available

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Step 8: Submit Department Role Mapping• The Role Mapping Instructions Guide includes a direct link to your department

submission

• Your complete Role Mapping Template should be emailed to EDGE@Miamidade.gov by May 19, 2020• Subject Line: Role Mapping – Department Name_Date

• i.e. Role Mapping - Fire_052020

• Once the Role Mapping is emailed to the EDGE Project Team

• A confirmation email will be sent from the EDGE Project Team to the Change Agent/Executive

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We Are Here For You

• Role Mapping Office Hours will be held daily May 14, 2020 –

May 22, 2020 at 11:00 AM – 12:00 PM

• Questions/Comments can be submitted to the EDGE Inbox

• EDGE@Miamidade.gov

• The submitted Role Mapping will be reviewed by the Project

Team

• Only if necessary, will further feedback be provided

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Next Steps

• Share BPW materials with your department

• Complete the BPW Change Impact Tool

• Identify and work on updating internal department

policies, processes, and documentation

• Complete today’s survey

• Change Executives & Change Agents:

• Coordinate completion of Role Mapping to new ERP roles by

May 19, 2020

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Thank You for Your

Participation!