ARC System Upgrade. What s New with 9.2. Presentations: January & February 2017

Transcription

1 ARC System Upgrade What s New with 9.2 Presentations: January & February 2017

2 Welcome and Introductions Presenters: Kate Sheeran, Executive Director, Finance HR, Training & Change Management Paul Reedy, AVP, Finance Service Management Michael Kerstan, Associate Controller John Hannon, Application Specialist, Finance Service Management Terry Park, Director, Application Support, Finance Service Management Mark Condoleo, Executive Director, Application Support, Finance Service Management 2

3 Training

4 ARC 9.2 Change Management Plan Live transition sessions focused on What s New with 9.2 at both Morningside and CUMC late January / early February Three web-based trainings focused on What s New with 9.2, with Training Acknowledgements o o Changes to General Ledger (approx. 30 minutes) for anyone with the following ARC roles: o o o o Internal Transfer Initiator / Approver General Journal Initiator / Approver Department Cash Account Initiator / Approver Grant (and Non-Grant) Recharge Center Initiator Changes to Procurement (approx. 90 minutes) and Asset Management Changes for Procurement (approx. 90 minutes) for anyone with the following ARC roles: o o o o o o o P-Card Holder / Reconciler / Approver Requisition Initiator / Approver Voucher Initiator / Approver Interface Voucher Initiator Receiver Travel Advance / TBER Approver Supplemental Voucher Approver / Ad-Hoc Voucher and Requisition Approver Web-based training roll-out: early February Go-Live: week of March 13 th,

5 Upgrade Overview

6 ARC System Upgrade Project Overview Oracle support for PeopleSoft v9.1 Financials and Supply Chain Management (FSCM) ends November 30, In order to remain current and vendor supported, Columbia University will upgrade PeopleSoft FSCM software from Version 9.1 to Version 9.2. Implementation led by Columbia with the assistance of Accenture as an implementation partner. Columbia personnel staffed in key project roles to provide institutional expertise and ensure continuity of knowledge to support ongoing operations. Advisory Committee representing key Schools / admin units met (and continues to meet) monthly to provide input into key project work products and deliverables. Complete: Planning and Assessment Design Build System Testing User Acceptance Testing: February Go-live: week of March 13,

7 ARC System Upgrade Scope Technical scope includes: Upgrade PeopleSoft FSCM from Version 9.1 to 9.2 Upgrade PeopleTools 8.54 to 8.55 Upgrade the Oracle database to version 12C Implementation of PeopleSoft Testing Framework and an automated testing tool (FasTest) Functional Scope includes: Implementation of the PeopleSoft Asset Management module. Will standardize processes for fixed assets and provide the ability to perform and automate fixed asset calculations and accounting entries within ARC. Retrofit of existing ARC customizations. In select cases, customizations will be retired because they are no longer actively used or no longer required due to 9.2 functionality. Business process enhancement to complete budget checking prior to approvals for procurement transactions. Re-engineering of the Procurement Change Order Business Process. 7

8 ARC System Upgrade Timeline 8

9 Key Changes to the General Ledger Modules 9

10 Key Changes to the General Ledger Modules Reviewing deleted journals Reviewing transactions using the Budget Detail Search Page New Spreadsheet Journal Upload Template 10

11 Reviewing Deleted Journals 11

12 New Journal Entry Logical Delete A new Logical Delete feature for journal entries allows users to retain the header, attachments and line information after deletion of a journal This will allow users to copy deleted journals, review deleted journals on-line, and query against deleted journal data

13 Searching for and Viewing Deleted Journal Entries

14 Reviewing Transactions from the Budget Detail Search Page 14

15 New Budget Detail Inquiry Search When reviewing transactions through the Budget Detail Inquiry page, users will now be prompted to initially search by Ledger Group. Ledger Groups define the processing rule for each budget ledger in order to implement various levels of control across the different types of budgets Users will then have the ability to search by ChartField on the subsequent page. Budget Details page will show any expense, encumbrance and pre-encumbrance charged against the budget.

16 New Spreadsheet Upload Template 16

17 Spreadsheet Upload Process The Spreadsheet Upload Process in ARC 9.2 Due to a security vulnerability that exists with the current process, we are modifying the business process for importing spreadsheet journals into ARC. The process of creating the spreadsheets and processing/approving the journals in ARC remains the same, only the method for importing the data from the spreadsheet into ARC is changing. New versions of the upload spreadsheet templates with modified functionality will be posted to the ARC portal for users to download at go-live. 17

18 Spreadsheet Upload Process (cont.) Modifications To The Spreadsheet Upload Process What is changing? Direct uploads from the tool are being disabled, requiring use of the File Import Tool. The buttons for direct import to ARC from the journal templates have been removed The following modifications have been made to the existing File Import Tool in order to improve usability: o o o Enabled use of Explorer so users can navigate to their preferred location to save their upload files The upload file s filename defaults to the name of the journal sheet Upload template defaults to the location of the last saved file as the default save location of future files 18

19 Spreadsheet Upload Process (cont.) 19

20 Spreadsheet Upload Process (cont.) The Write File button is also included on the Journal Sheet pages. 20

21 Spreadsheet Upload Process (cont.) A Columbia Specific page has been created in ARC for users to upload both ITF and General Journals 21

22 Spreadsheet Upload Process (cont.) Users upload the file they created in the Excel Template into ARC 22

23 Spreadsheet Upload Process (cont.) Once the file is uploaded, users click Import. The Check Status button refreshes the page until the journal is successfully imported. 23

24 Spreadsheet Upload Process (cont.) The page will provide a direct link to the journal so the user can complete processing (Edit and Submit for Approval). Clicking the link will open a new browser tab so that the user can come back to the Spreadsheet Journal Import Page in the browser tabs without navigating the menus in ARC and searching for the run control. 24

25 Spreadsheet Upload Process (cont.) Spreadsheet Upload Additional enhancement multiple journal upload Uploading multiple journals at the same time: the delivered journal templates allows for multiple journal sheets to be included in the same upload file. User will still click Write File to initiate the creation of an import file. Holding CTRL or SHIFT the User can click to select any number of existing journal sheets from the list in Write Journals to File pop-up. The User will then select the save location and can change the name of the upload file, or leave it as default. 25

26 Spreadsheet Upload Process (cont.) Spreadsheet Upload - Additional enhancement multiple journal upload Uploading multiple journals at the same time: The process is the same as uploading a single journal. We have modified the page such that a link will appear for each journal that is imported. Clicking each link will open a new browser tab so that the user can come back to the Spreadsheet Journal Import Page in the browser tabs without navigating the menus in ARC and searching for the run control. 26

27 Spreadsheet Upload Process (cont.) Failed journals will show either an error in the Log Messages box or a link will be provided to more information next to the Check Status button. Journal file imported but invalid data kept a journal from being created The Journal File was not imported and an error log file was created 27

28 Key Changes to the Procurement Modules 28

29 Key Changes to the Procurement Modules Term Vendor replaced with Supplier Minor updates to look and feel of the Requisition / Voucher Entry Page Layout Addition of PO Rollover Affirmation Page Procurement Budget Checking Configuration Change Purchasing Change Order Processing Asset Management Procurement Integration Ability to create Ship To Locations from pre-established building locations that can be selected on a requisition instead of having to enter one-time addresses 29

30 Term Vendor replaced with Supplier 30

31 Term Vendor replaced with Supplier The term Vendor has been replaced with Supplier on all applicable menus, labels and pages. 31

32 Requisition / Voucher Entry Page Layout 32

33 Requisition Entry Page Layout Ability to add Speed Charts on the Requisition Settings Page (previously known as Defaults Page) 33

34 Requisition Entry Page Layout Entering New Line Items 34

35 Requisition Entry Page Layout Review and Submit Page (Line Detail and Distribution Detail) 35

36 Voucher Entry Page Layout Invoice Totals are now consolidated in Voucher Header Save For Later Button Re-organization of date fields 36

37 Addition of PO Rollover Affirmation Page 37

38 Addition of PO Rollover Affirmation Page A new page called PO Rollover Affirmations will be provided where users can review PO Open Commitments and update the PO Rollover Flag as needed. 38

39 Procurement Budget Checking Configuration Change 39

40 Budget Checking in ARC: When Does it Currently Happen? The current Budget Checking Process in ARC: Vouchers: processed in batch by the system at the end of the approval cycle. Users are not able to budget check on-line. Requisitions and POs: budget checking can occur on-line at the request of the initiator prior to approval. Processed in batch by the system at the end of the approval cycle. On-line Journal Entries: are not able to be submitted for approval without a valid budget check. Budget Check is executed as part of the Journal Edit process. For items processed in batch (Requisitions, PO s, Vouchers), budget checking runs 5 times during the day (10 a.m., Noon, 3 p.m. 5 p.m. and 7 p.m.). 40

41 Budget Checking in ARC: What happens when a transaction fails budget check? If a transaction fails budget check: Transaction will not be processed until the budget check error is corrected. Initiator receives a one-time identifying transactions that failed budget check. Requisitions, POs and vouchers requiring resolution are also identified in a weekly e- mail to the initiator and selected departmental administrators. Initiator can view transaction on-screen (to see if it has been given a status of valid or error ). Or they can use the Budget Checking Exceptions pages in each module and/or run a query in ARC to view any transactions they initiated that resulted in budget check errors. Once the ChartString or budget is corrected, the transaction is available for budget checking and may be resubmitted for processing/approval. Pain Point: The correction re-triggers the approval process requiring approvers to re-approve transactions when no material change has been made. 41

42 Budget Checking in ARC: Change to the Procurement Budget Checking Process Remedy: Budget Checking for Requisitions, POs and Vouchers will now occur when the transaction is submitted to workflow, prior to the approval cycle starting. In most cases, this will prevent re-triggering of approvals for ChartField transactions which fail budget check. Initiators will also be able to budget check vouchers on-line (same as Requisitions and POs). As a result, users will have the ability to see if transactions pass budget check prior to submitting to workflow and will not be dependent on the batch processing schedule. Budget Check notifications to initiators will be generated one-time by the next primary intra-day batch instance (10 a.m., Noon, 3 p.m., 5 p.m. and 7 p.m.) following budget check of the transaction. The one-time notification generated by the nightly batch process will continue to be generated. 42

43 Budget Checking in ARC: Reporting Reporting Implications: Once procurement transactions are successfully budget checked, the outstanding commitment (pre-encumbrance, encumbrance and expenditure) balances are updated to reflect all transactions that have been successfully budget checked whether or not they have been approved. FDS reports reflect all vouchers that have been approved and posted. Transactions which have been budget checked but not approved will not be reflected (unless accrued as part of the normal month end process). This is unchanged from the current design. Users need to understand the reporting impact the of the time lag between voucher budget check and approval. As a result of the time lag, there is no visibility to in-flight vouchers, i.e. vouchers budget checked but not yet approved and posted. 43

44 Budget Checking in ARC: Reporting Reporting Solution: Open ( in-flight ) vouchers amount will be added to select FDS reports capturing vouchers (PO and Non-PO) which have been successfully budget checked but not approved and posted to the General Ledger. Determined there are 21 impacted FDS reports requiring 2 layout modifications across the 21 reports. Report Layout Changes: Addition of Open Vouchers column on select reports to reflect inflight transactions (budget checked but not approved or posted). Replace the Accrual column with Accruals or Open Vouchers. For current or future periods, the Open Voucher amounts will be displayed. For prior periods, the selected period Accrual amount will be displayed. Created an Open Voucher Reference drill through report linked to open voucher amount. 44

45 Budget Checking in ARC: Impacted FDS Reports ChartField Statements ChartField Summary Department Summary Project Summary Initiative Summary Segment Summary Site Summary ChartField Detail (Printable) ChartField Detail (Exportable) Project Lifecycle Reports SPFR Summary by Budget Category SPFR PayBEC Summary SPFR Quarterly Summary SPFR by Natural Account Project Cost Summary Overrun (Printable) Project Cost Summary Overrun (Exportable) Non-SPFR Quarterly Summary Non-SPFR Summary Endowment Reports Endowment Spending Detail Procurement Reports SAPO Budget vs. Encumbrance Purchase Order Open Commitment Fringe Benefit Reports Fringe Benefit Report - Summary Fringe Benefit Report - Detail 45

46 Report Example: Accrual Column Change SPFR Summary by Budget Category Accruals or Open Vouchers 46

47 Report Example: Open Vouchers Column - ChartField Summary Statement Open Vouchers Drill through Report 47

48 Report Example: Open Voucher Reference Drill through Report 48

49 Purchasing Change Order Processing 49

50 Purchasing Change Order Processing The change order process has been improved in an effort to streamline the procedural steps and the user experience. A new Jump Page has been created to assist users with navigation for Financial Change Orders versus Price / Quantity Change Orders. For Financial Change Orders, users will complete the transaction from the PO Maintain Distributions page. For Price / Quantity Change Orders (and Financial Change Orders which also require a Price / Quantity Change Order), users will complete the transaction using the Add / Update PO page as they do today. Minor enhancements are also being added to the Add / Update PO Page in order to improve usability. 50

51 Change Order Jump Page 51

52 Change Order Jump Page 52

53 Change Order Jump Page 53

54 Change Order Reason Code 54

55 Asset Management Procurement Integration 55

56 Asset Management Procurement Integration Defining Asset Information is the mechanism used to flag Procurement transactions so they are fed to Asset Management Asset Management Business Unit (AM BU) - One for each applicable GL Business Unit Asset Profile ID - Defines attributes such as Asset Category and associated depreciation criteria (e.g., useful life) Capitalize Flag - Identifies that the Asset will be Capitalized Asset Location - Physical Location where the Asset will reside Natural Account - Asset Accounts are defined as those between the range of If the Natural Account used is in the range then users will be required to populate Asset Information If the Natural Account used is not in the range then Asset information is not able to be populated Requisition, PO and Change Order Processing Selecting an Asset related Purchasing Category Code (defined with CAP suffix) will populate a default Natural Account (between the range of ) and Asset Profile ID (including Capitalize Flag) on the Requisition / PO Distribution Line AM BU will automatically be defaulted to COLUM, however, it should be changed to be the same as the GL BU if the value is other than COLUM Asset Location will default to a generic CU value and will need to be changed to the location where the Asset will reside Routing for Approval will be the same as today 56

57 Asset Management Procurement Integration New Category Codes have been created to utilize when purchasing capital assets which are $5,000 or greater Category Codes that should be utilized for Capitalized Assets will have a suffix of CAP e.g CAP, and the description will include Capital Category Codes for items purchased which are $5,000 or less will have a description which includes Minor 57

58 Asset Management Procurement Integration P-Card and Voucher Processing P-Card: Reconcilers will need to enter the AM BU, Asset Profile ID, Capitalize Flag and Asset Location on the distribution lines when the Natural Account is between the range PO Voucher: AM BU and Asset Profile ID will be inherited from the PO (Capitalize Flag and Asset Location do not need to be entered) Non-PO Voucher: Asset Flag, AM BU and Profile ID will be required on the distribution line when the Natural Account is between the range ; Non-PO Vouchers will now route to Capital Asset Accounting. Asset Form A link to the Asset Web Form is currently generated systematically and sent to the Voucher Initiator via Asset Web Form is used to capture information regarding the Asset including Contact Information and Asset Location for tagging purposes Current Asset Web Form is no longer required and will be decommissioned with the upgrade Asset Management will auto-populate Asset Contact Information Name and Address of the Voucher Initiator Asset Location for PO Vouchers will be based on the Asset Location from the PO Asset Location for Non-PO Vouchers will be populated by FR&O based on follow up with the Voucher Initiator 58

59 Asset Management Procurement Integration 59

60 Asset Management Procurement Integration - Locations ARC Locations will now be shared between the ARC Asset Management and Procurement modules. Users will be able to select full Ship To and Bill To Addresses (Address Lines 2,3 & 4) from pre-established Location Codes rather than enter one-time addresses when creating Requisitions and Purchase Orders. Department Name will no longer be a separate Address Line Field. Attention To field (30 characters) in the Requisition Settings will now be required to capture Name of Attention To Person, Department Name or a combination of both for Requisitions. Ship To Comments could also be utilized to define a specific Ship To contact which prints on the PO if the Send to Supplier checkbox is selected. Asset Location will need to be populated on Asset related Requisitions, Change Orders and P-Card Transactions. Requisitions and Change Orders - Asset Location will default to a generic CU value and will need to be changed to the location where the Asset will reside. P-Card - Asset Location will need to be defined on the distribution line (no default). 60

61 Asset Management Procurement Integration - Locations Locations we are planning to convert: Current Locations where Assets are tagged Ship To / Bill To Locations for the Top 100 Origins based on Requisition Count If the desired Ship To / Bill To Location is not available as a pre-established Location, users can request new Locations using a ServiceNow Location Request Form. The new Location Request Form will replace the current Procurement Service Catalog Ship To / Bill To Address Change Request Form. Purchasing will process new Location requests received via ServiceNow. We are targeting to send a list of the converted Locations to Senior Business Officers in each area for review in advance of go-live. Time permitting we will work to add new Locations in advance of go-live, per department request. 61

62 Asset Management Procurement Integration - Locations Location Code Naming Convention (10 Characters) 4 Character Site ChartField 2 Character Floor Number 4 Characters Room # Location Description Naming Convention (30 Characters) 19 Characters Street Address 4 Characters Floor # (FL ) 7 Characters Room # (RM _ ) Location Code for Foreign Addresses (10 Characters) 3 Character Country Code 7 Character sequential number Example: FRA , FRA , etc. 62

63 Asset Management Procurement Integration - Required Attention To 63

64 Asset Management Procurement Integration - Ship To Comments 64

65 Asset Management Procurement Integration - Ship To Comments 65

66 Asset Management Procurement Integration - Asset Location (Requisition) 66

67 Asset Management Procurement Integration - Asset Location (P-Card) 67

68 Q&A 68