Monthly Financial Officers and Administrators … OF FINANCE Office of the Vice President for...

DIVISION OF FINANCE Office of the Vice President for Finance

MONTHLY FINANCIAL OFFICERS AND ADMINISTRATORS MEETING

Monthly Financial Officers and

Administrators Meeting JSOM 1.502

Wednesday, April 16, 2014



Agenda • Welcome – Dr. Reda Bernoussi

• PeopleSoft Academy for Staff – Dr. Reda Bernoussi

• PeopleSoft Forms – Dr. Reda Bernoussi

• Month-End Close Process Review – Dr. Reda Bernoussi

• Reconciliation Status Update – Dr. Reda Bernoussi

• Summer Payroll Information – Adam Cantwell

• Merit Process – Barbara Manzi

• Procurement Management Website Updates– Jené Janich

• eProcurement Phoenix User Interface – Jené Janich

• Training Available – Jené Janich

• New Automation Project– Jené Janich

• New Enhancement Coming – Jené Janich

• Travel Updates – Jené Janich

• Departmental Updates



Accounting and Financial

Reporting

• Dr. Reda Bernoussi



PeopleSoft Academy for Staff



PeopleSoft Academy for Staff - Overview

• Collaboration between various groups

Budget and Finance

Human Resources

Information Resources

Others

• Need for a cross-module PeopleSoft expertise

through a certification program in each department

• After the success of the PeopleSoft Academy for

Students

5



PeopleSoft Academy for Staff - Mission

To enhance the University of Texas at Dallas

staff with a certificate program that promotes

functional knowledge of the university’s ERP

system.

6



PeopleSoft Academy for Staff- Goals

• Create department PeopleSoft Team Leads

• Create Users that demonstrate proficiencies in

multiple areas of the ERP System; Procurement,

Finance, Budget, and HCM

• Help to establish a career development plan for

departments

7



PeopleSoft Academy for Staff- Topics

• General Ledger

• Commitment Control

• Procurement

Purchasing, Payables, Travel and Expense

• Asset Management

• Campus Solutions

• Accounts Receivable and Billing

• Project Costing

• Human Resources

HCM, Benefits, Payroll

• Reporting

• Systems Integration

8



PeopleSoft Academy for Staff- Delivery Method

• Both instruction and lab sessions over 10 weeks

• Pilot Group begins Thursday, April 24th – June

26th

• Presentations by Subject Matter Experts

Classes held every Thursday in the morning

• Three hours for instruction session one week

• Two hours for lab session the following week

• Assessment

9



Self Assessment

• Pre and Post Skills Inventory

Lecture

• 3 hour session

Lab

• 2 hour session

Post-Lab Assessment

• Online “test”



PeopleSoft Forms



PeopleSoft Forms

• PeopleSoft provides delivered functionality to create forms

and include workflow-based approvals.

• The following forms went live on April 7th

New Cost Center Request

Grant Cost Center Request

Endowment Cost Center Request

Attribute & Description Change Request

Cost Center Change Request

Grant Cost Center Change Request

Plant Cost Center Change Request



PeopleSoft Forms

are located in

Gemini Financials

Employee Self

Service in Galaxy.

PeopleSoft Forms Location







PeopleSoft Forms are also located in Gemini

Financials under Employee Self Service.



Month-End Close Process

Review



Month-End Close Process Review

In Progress

• Review of the timing of month-end feeds to the General

Ledger.

• Review of the timing of fund balance transfers resulting from

budget transfers.

Short-term solution: More frequent posting of fund balance

transfers.

Long-term solution: Daily posting of fund balance transfers.



Reconciliation Status Update



Reconciliation Status: Periods 1- 6 As of April 15, 2014

$12 million in expenses still needs reconciliation and/or approval

$5 million in revenue still needs reconciliation and/or approval



FlickBooks



Payroll and Data Management

• Adam Cantwell



Payroll Department Update

• Summer Payroll Employee Data

Timing

• E-Mail to Fiscal Officer the week of April 21 with active employees

• Data Due back to [email protected] by May 23rd

Reminders

• Distribution must equal 100%

• Use PAF to correct after submission of spreadsheet (note on PAF that it is a correction to spreadsheet submission)

22

mailto:[email protected]



Budget and Resource

Planning

• Barbara Manzi



Merit process

• Demo



Procurement Management

• Jené Janich



Procurement Management Website Updates



eProcurement Phoenix User Interface

• In the Phoenix interface, the tab navigation has been

replaced by a clean, slide‐out side menu that displays the

available menu options.

• In the new interface, menu items take up less space on the

screen and make room for other useful features.



eProcurement Training Available F2F

• Procurement will be providing a rotation of Face to

Face training on various topics including:

Procurement Management

Travel

eProcurement (in development)

• Departments and Schools are welcome to contact

Procurement Management about specific training

• Contact Jene Janich at [email protected] or x 2300.

mailto:[email protected]



New Automation Project – Travel & Expense using T&E module

• Working on the project plan now

• Will use existing PeopleSoft T&E module to permit self-

service

• Automated approvals

• Automated Budget check

• Faster reimbursement of expense report vouchers

• Establish pilot group then phase-in across campus in

2015

• Customize customer interface to simplify or delegate

entry of travel & expense items



New Enhancement Coming –

Check information import from PeopleSoft to

SciQuest/eProcurement

• You will be able to view payment information, including

check number, in eProcurement

• Requisition through check cycle detail to be available in

eProcurement



Travel Updates

• Ongoing training available

• Reminder – meal per diem is based on actual daily

expenditure and is not a flat per diem

• Receipts are not required by central Travel Office for out-of-

pocket meal expenditures, however, each department/school

can require receipts

• Promissory Note replace by Travel Fund Advance Request

Form – use of travel advance card is preferred and most

efficient. See here:

http://www.utdallas.edu/procurement/docs/TravelFundsAdvan

ceRequest042014.pdf

http://www.utdallas.edu/procurement/docs/TravelFundsAdvanceRequest042014.pdf






Departmental Updates

Human Resources, Ilyce Murray

Student Financial Services, Cheryl Friesenhahn

Development, Paula Bratt

Research, Lori Taccino

Facilities Management, Monnie Cates

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