Mosaic Information Session
A look at the finance and research finance systems launching in
December 2013
Introduction
Agenda
General Ledger, Chart of Accounts Commitment Control and Value-Added Tax
Purchasing, Accounts Payable, andReimbursements to Employees
BREAK Customer Billing and Accounts Receivable Project Costing Grants (Research Post-Award)
Goals today
Provide clarity about what is changing and answer your questions
Provide you the information you need to speak confidently about Mosaic with your colleagues
Encourage you to begin conversations with your teams
Overall Project Timeline
December Launch Timeline
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Finance & Research Finance (Post) Timeline13-May 13-Jun 13-Jul 13-Aug 13-Sep 13-Oct 13-Nov 13-Dec 14-Jan
6 13 20 27 3 10 17 24 1 8 15 22 29 5 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 2 9 16 23 30 6 13 20 27Design
Config Rice
Build Integration Testing
Cycle 1 (100% H + 75% M) Cycle 2 (Security + Portal) Cycle 3 (Conversion + Interfaces) Operational Testing
Performance Testing Including Stress Test (3x per test) Security Vulnerability scan
User Acceptance TestingCycle 1 Cycle 2
TrainingPrepare Training Materials Deliver Training
GoLive PreparationTechnical Readiness Business Readiness
Production Cutover
Hyperion Timeline
Planning & Budgeting
Reporting
Draft - For Discussion Purposes Only
GL/COA/KK/VAT
General LedgerChart of Accounts
Commitment ControlValue Added Tax
GL module of PeopleSoftreplaces FAS and Oracle journal entry
GL-010: Create and Process Journals Journals will be processed via the following methods:
Online (manual) Journals • Journals entered directly into the system• Volume should decrease!
PeopleSoft Excel Journal Entry upload• Replaces current ‘uploads’ now but checks data validity upfront vs.
having to go through data control Journal Generator
• automatic journals from submodules or other suites or interfaces• Raw data sent to Journal generator and processed in GL
Import Journals • External system interface journals • Already a completed journal by the time it gets to GL
On line Journal
Journal Entry Approvals - Workflow Journal approvals similar to today’s system Depending on the data in the journal entry, will go through a
different approval workflow path Project related Journals
Project Mgr. Capital, then Capital Accountant Project Mgr. Trust, then Trust Accountant Project Mgr. Research, then Research Office approval
Journal Approvals (Dept., Program) If Program manager is different from Department manager,
Program Manager approves Other Special Journals
• PDA Journals – approval to Department Manager• Balance Sheet accounts will go to central finance approval• Transfer accounts will go to central finance approval• Student account journals go to Student AR approval
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GL-030: Review Financial Information Different methods to review financial information in
PeopleSoft Delivered reports (like delivered e-reports now) Online within GL Online income statement within KK (like screen 32/44)
• Drill down capability within each of the above! Queries
GL Online Inquiry
KK – summarized income statement
GL: Changes to Current Processes
Use of adjustment periods for month end/year end
closing
Automated management of PDA via use of Open items
Petty Cash process – new process – more in AP – use
of Open Items
COA Design McMaster COA group of Experts and GL team have
defined: characteristics of each Chartfield, its structure, detailed definitions, values
Worked with envelope managers from across the university to convert old COA department account numbers to new PeopleSoft Departments and Programs
Old to New Mapping Reminder
Research/Capital/Trust: 5/7/8-xxxxx
OLD vs NEW COA Terminology
FAS PEOPLESOFTLEDGER FUNDACCOUNT DEPARTMENTor
DEPARTMENT + PROGRAM
or DEPARTMENT + PROJECTSUBCODE ACCOUNTor
PROGRAM (e.g. in our 9000’s series now)
or
PROJECT ACTIVITY (only for Projects)
NEW Chartfield String
Operating/ Ancillary/Specifically FundedFund (2) Account(6) Department(5) Program (5) = 18 e.g. 20 600001 10003 30006
Capital/ Trust/ResearchFund (2) Account (6) Department(5) Project (8) Project Activity (15) = 36 e.g. 85 600001 10858 10889805 Supplies
COA Chartfields Business Units – 5 GL BU’s
e.g. McMaster (MAC01), Divinity(DIV01) Funds - 14
e.g. Operating, Research, Ancillary Account
currently over 2000 subcodes reduced to less than 1000 more standardized structure required field and available for all to use
Account Examples:
110000 – Accounts Receivable
600001 – Materials & Supplies Expense
450000 – Sales Revenue
COA Chartfields cont. Department
Uniquely identified responsibility unit of the University Approx. 500 reduced number due to introduction of the Program chartfield and
more standardized use of accounts One ‘definition’ – no more multiple department codes throughout the
university! Program
New dimension available for recording activities within departments Approx. 20 Generic Programs and 500-600 for Unique Programs E.g. Conference, Grad Support, Solar Car
Project (Capital, Research, Trust) Converted projects will maintain old number with ‘10’ in front of it
Project Activity Defines the processes or actions necessary to complete the Project Other project chartfields include: PC BU, Source Type, Analysis Type
Translation Table for COA
Pulp&Paper Research
KK (Commitment Control)
Limited knowledge of the actual module itself necessary for most
users
Commitment transactions are generated out of other systems (eg.
AP, HR) and most users will just see two commitment amounts on
their online or static reports (pre-encumbrance/encumbrance)
Capital budgeting process will be done through Commitment
Control – all other budgeting done in Hyperion
Hyperion will update the Commitment Ledger in GL
VAT (HST)
Main decision: use generic GST/HST and Provincial values
Many manual calculations and j/e’s done currently for HST – will
be automated in PeopleSoft System will track taxes by Province
Internal vs external sales percentages used to calculate ITC and
rebates upfront
Less manual journal entries should be necessary
Purchasing, Accounts Payable, andReimbursements to Employees
Purchasing Requisition Entry in PeopleSoft
by Requester System validates information; e.g. chartfield, supplier, etc. Automated Approval workflow tied to EOI and Strategic Procurement
thresholds
Vendor Set-up and Management To be performed by Strategic Procurement New Vendor Request form being created
Purchasing Procurement Contracts to be handled by Strategic
Procurement Involve SP at the beginning of the process
Formal Process within PeopleSoft to handle RTV’s (Returns to Vendor) that will be tied back to original PO
Purchasing System will auto source PO from the Requisition and
auto dispatch PO to supplier Threshold to be determined
Three way matching (PO, Receiving, Invoice) performed on all purchases greater than $2,500. Two way matching (Invoice, PO) on purchases less than $2,500
Accounts Payable Voucher Processing – Non PO Invoices (e.g. Cheque
Requisitions) File upload (i.e. flat file) Excel spreadsheet upload (Bookstore, Hospitality Services, Student
Awards and Refunds) Decentralized voucher entry
Voucher Processing – PO Invoices Accounts Payable
Accounts Payable Payments Terms
From net 45 to net 30
Payment Processing PO invoices
• cheque and EFT (Cdn $) = Monday All other payments
• Cheque = Tuesday and Thursday• EFT (Cdn $) = Wednesday and Friday• Drafts/Wires (i.e. foreign currencies) = Monday
Accounts Payable Acquisition Card (Pcard) – BMO MasterCard
Feed from BMO to PeopleSoft Reconciliation within PeopleSoft
Petty Cash replenishment Process will not change significantly Will use “internal bank” as opposed to journal entry
Employee Reimbursement Travel Authorization
To be used for pre approval of exceptions to policy (i.e. business class airfare)• Use not mandatory
Cash Advance No accountable advances; expenses reimbursed as they are
incurred Encourage cash withdrawals using Diners card Exceptions: research study subjects, group travel, athletic team
travel and where access to ATM not possible
Employee Reimbursement Expense Report
Encourage self service Use of corporate credit card (Diners MasterCard) Daily feed from Diners to simplify data entry Payment by EFT to employees bank account on record in
Payroll AP can pay Diners by EFT on behalf of cardholders
Non Employees and Visitors Non PO Voucher
Employee Reimbursement
Approval workflow to be utilized Feed of reporting hierarchy from HR Compliance review at beginning of workflow
Tax (HST) calculations and rebates to be calculated within PeopleSoft Preparer can override if tax calc. incorrect
General End user will be able to query all transactions Document imaging to be utilized Automated workflow and notifications Ability to view where transaction is in approval workflow Ability to inquire entire payment cycle Data validation Overall – greater transparency
Break
Customer Billing and Accounts Receivable
Finance Solution Overview
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Detail Design Approach – Billing / ARUnique approach for AR BI due to remote and diverse business needs Each business area is unique and we met with all of the larger
groups. Three general groups emerged:1) May have entrenched business systems that can not be replaced by
PeopleSoft BI• Inventory Management, POS systems, scheduling or other specialties• E.g. Bookstore, Athletics & Recreation, Media & Print Services (TBD)• Solution becomes improved GL distribution
More granular, more detailed descriptions, approvals2) May have business systems that CAN be replaced
• Nuclear3) No system, or does not produce a bill, and can adopt PeopleSoft BI / AR
• Catering• Any University business area that needs to produce a Bill• Smaller volume operations
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Key Design Decisions Business units are where transactions are stored, The following
will be setup in AR/BI : Research Health Sciences Research General Nuclear Reactor Parking Finance – General Health Sciences Print Services UTS Bookstore Athletics & Recreation Conference Services & Hospitality Library
There will be two invoice (bill) layouts: Research layout Common McMaster layout40
Key Design Decisions The Cashiering function will be replicated using PeopleSoft AR,
financial coding details receipt generation.
Similar to today, the distributed nature of receiving payments will continue however with greater autonomy, responsibility and accountability in the distributed business areas.
The deposit entries will be completed locally, as well as the preparation of the physical deposit bag for the bank. Central finance will no longer need to recount or amalgamate the deposits.
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Customizations
Customizations Invoice layout Receipt layout Sponsor award number in AR Payment application Moneris ecommerce file load Bank Statement load
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Issues Student Interim Process
Student related transactions including receiving payments Will use online cashiering and maintain that process until Student
Administration goes live
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Key Process Changes Deposits not amalgamated, central finance does not check/close
batch
Where manual, bills migrate to PeopleSoft
Payment application to detailed open items as opposed to an AR account
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Process Improvements Billing!
Centrally recorded AR, distributed process
Improvements in internal cost transfer details (GL Interface)
Bank reconciliation more automated
Greater visibility of AR details
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Billing Solution
46
Accounts Receivable (AR) Terminology PeopleSoft AR is created from a bill and represents an ‘item’ to be
paid Similar to, but not to be equated to an AR Balance Payment Application – taking an individual payment and paying a
specific item(s) Direct Journal – taking a payment and creating a revenue journal Cashiering – at the University cashiering is the function of
receiving payments and recording the accounting for those payments. PeopleSoft does not have ‘Cashiering’ but does have places to record payments received in either detail or summary, and in a two-step process payments are applied.
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AR Solution
48
Cashiering Walk up
Enter deposit Direct Journal to revenue accounting Generate receipt
Moneris Ecommerce centrally entering Moneris sales data to a revenue clearing account for
each merchant Remote business areas
Enter deposit (summary or detail as necessary) Apply payment either to open items or direct journal Create deposit slip Pickup for banking
Central Finance Arranges delivery to bank Reconciles bank statement49
Conversion Re-key customers where necessary No open AR item conversion
Old systems will be closed out without converting open items No GL Impact No Bill conversion
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Project Costing
PeopleSoft Project Costing Three purposes for this module
Capital projects Trusts Research ( next presentation)
Primary users: Capital : facility services Trusts : TFAIS users
PeopleSoft Project Costing What does it do ?
This module captures information related to a project , bringing all the information together in one place.
It will receive information from the GL, P2P, travel and expense, AR and also allow entry of budgets and project attributes at the module level.
Compensation will also flow from PeopleSoft HR when live.
PeopleSoft Project Costing Team has worked closely with key stakeholders to configure the
system to receive the historical information from TFAIS and AiM Key stakeholders are currently completing System Integration
Testing
PeopleSoft Project Costing Reporting Reports will be available from PeopleSoft but any report that will
require information from other sources will be provided through the Data Warehouse
Other user may view the status of their projects as now linked in the ERP
Research
Review StatusInquiry
Expend against award
Perform Adjustments
Allocate IndirectCosts
Manage Billing
Negotiate andAccept
Receive AwardNotice
Create Project/ Award
Authorize Pre-AwardSpending
Submit StatusReports
Monitor FundingLimits
Review Account ActivityEnter Basic Information
DevelopNarratives
Develop Budget
Identify Need for Special Reviews
Comply with Assurances& Certifications
Route ForInternal Approval
Submit to Sponsor
Post-Award(Accounting)
Pre-Award(Proposal)
ProposalDevelopment
Review &Submission
AwardsProcessing
AwardManagement Compliance Close-Out
Submit FinalReport
Comply with Cost
Allowability
PeopleSoft Grants Management
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To be Process Flow
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Training
Training Training
Will begin in mid-October and run through December Detailed training schedule will be made available at the end of
September Multiple Training Styles
Classroom Small Group Drop-in Online (delivered via Avenue to Learn) Written Documentation
CoursesWork stream Total Number of CoursesA/P 4A/R Billing 9ALL Modules 2Commitment Control 2General Ledger 12PeopleSoft Overview 1Procurement 4Project costing 2Research 5Travel & Expense 2Grand Total 43
Next Steps
Next Steps User Validation – late August
We will be conducting a ‘user validation’ exercise to confirm security access for each user of the new system
The Security and OCM team will distribute two documents to facilitate this process:• An Excel spreadsheet containing users and PeopleSoft
access based on current roles and current FAS access• An accompanying instruction / information package to help
complete the exercise
McMaster University - Mosaic
Closing