End User Training By Role April 21, 2004 Role UF_AM_Custodian UF_AP_Inquirer UF_AP_VCHR_Processor Description Available Training Course Descriptions Holds physical custody (Instructions will be provided) and bears accountability for a capital asset. Access AP inquiry (Instructions will be provided) pages like voucher inquiry, Payment inquiry, Document status inquiry Receive invoices, Enter Introduction to An Introduction to Purchasing and Payables Training in Invoices into Purchasing/Payables PeopleSoft PeopleSoft as approved, Enter ID transfers as Purchasing and Payables: Required: UF_PO_Initiator and UF_AP_VCHR_Processor approved, Budget check Paying Your Vendors online vouchers Designed for employees who initiate, enter, or approve requisitions Maintain and or Both are required for as well as request payments for vendors, this certification workshop forward vendor invoice certification covers: and supporting documentation to --The "life-cycle" of the requisition to payment approval process Central Payables area, in PeopleSoft --How to create, manage, and approve a requisition electronically --How to receive items or merchandise in PeopleSoft --What a voucher is and how to use one to request payment for a vendor Purchasing and Payables: Paying Your Vendors Required: UF_PO_Initiator, UF_AP_VCHR_Processor After attending Introduction to Purchasing and Payables, employees who need the UF_PO_Initiator or UF_AP_VCHR_Processor roles will need to attend this hands-on workshop to complete their certification. In this hands-on session, you will learn how to complete an: 1 --Unencumbered Voucher [Payment Authorization] --Interdepartmental Requisition [ID Requisition/Encumbrance] --Expense to Revenue Voucher [ID Invoice]
UF_CR_AR_Cashier UF_CR_AR_Collector Manages the deposit business process by collecting payments from customers and applying them to open items via worksheets or directly journaling them to the General Ledger as cash. Performs tasks related to the Collections business process, including monitoring receivables, sending dunning letters and customer statements, assessing and waiving late charges; reconciles and applies funds placed on account; enters and resolves deductions; enters invoice item adjustments and fee waivers. Accounts Receivable/Billing Accounts Receivable/Billing --Expense to Expense Voucher [Inter-Departmental Expense Refund] This workshop is a follow-up session to our Introduction workshop; attendance at both is required for security certification. Introduction to Purchasing and Payables must be taken before Paying Your Vendors. Before attending these sessions, participants should review the following online web tutorials: UF PeopleSoft Navigational Tutorial at www.bridges.ufl.edu/hr/navigation-tutorial.shtml ChartFields PreClass Tutorial at www.bridges.ufl.edu/training/webtutorials.shtm UF_CR_AR_Reviewer Runs, views and prints Accounts 2
UF_CR_AR_Manager UF_CR_BI_Manager UF_CR_BI_Reviewer UF_CR_BI_Specialist reports related to invoice, payment, collection and deposit transactions. Provides overall direction and oversight to the AR team; validates process output; runs processes as necessary. Monitors chartfield coding accuracy; authorizes changes such as write offs and refunds to the AR subsystem, the General Ledger and other subsystems; makes adjusting entries in the AR subsystem and/or General Ledger. Provides overall direction and oversight to the BI team; validates process output; runs processes as necessary. Monitors chartfield coding accuracy; authorizes changes to the BI subsystem, the General Ledger and other subsystems; makes adjusting entries in the BI subsystem and/or General Ledger. Runs, views, and prints reports related to bills, invoices, and adjustments. Enters bills and makes any adjustments; uses system functions such as bill copy and Receivable/Billing Accounts Receivable/Billing Accounts Receivable/Billing Accounts Receivable/Billing Accounts Receivable/Billing 3
UF_EX_Analyst UF_EX_Approver UF_EX_Inquirer UF_EX_Originator installment billing. May also run the Generate Invoice and Reproduce Invoices processes. Review of Cost Center GL should be performed periodically to verify that travel has been appropriately charged and is within budget constraints. Runs, views and prints reports related to T&E transactions. Authorize and approve or reject official business travel; A Budget Authority Delegation Letter must be on file for designee Inquires on Travel and Expense transactions and supporting information, in readonly mode. Authorize user to prepare a travel authorization and an expense report (reimbursement voucher) on a traveler s behalf. Web Based Tutorial will be made available. Currently in development. No hands-on training required. Web Based Tutorial will be made available. Currently in development. No hands-on training required. Travel/Expense Web Tutorial will be made available www.bridges.ufl.edu/training/web-tutorials.shtm Web Tutorial will be made available www.bridges.ufl.edu/training/web-tutorials.shtm (Instructions will be provided) Get Up and Go: Travel and Expense in PeopleSoft Required: UF_EX_Originators Optional: UF_EX_Traveler Designed for departmental representatives who will assist travelers in their areas, this hands-on certification workshop will introduce travel and expense processes in PeopleSoft. Along with a brief review of related policies and procedures, participants will: --Review the PeopleSoft travel process --Submit a Travel Authorization (formerly TAR) --Request a Cash Advance (formerly Travel Advance ) --Complete an Expense Report (formerly -- Voucher for Reimbursement for Travel Expenses ) 4
Approval and report procedures also will be briefly addressed. While designed for departmental representatives, this session also is appropriate though not required for university travelers who are interested in learning about travel and expense in a hands-on environment. Before attending, participants are required to review the following pre-class web tutorials: UF PeopleSoft Navigational Tutorial at www.bridges.ufl.edu/hr/navigation-tutorial.shtml ChartFields PreClass Tutorial at www.bridges.ufl.edu/training/webtutorials.shtm UF_EX_Traveler UF_GL_Fiscal_Functions Submits request for reimbursement for official business travel expenditure. We are making the assumption that all employees could possibly be potential travelers Inquires on product transactions and supporting information, in read-only mode. Inquires on available balances Web Based Tutorial (also optional to attend Get Up and Go: Travel and Expense workshop) Introduction to Budget and Commitment Control When available will be at www.bridges.ufl.edu/training/webtutorials.shtm Introduction to Budget and Commitment Control Required: UF_KK_Budget_Inquiry, UF_KK_Budget_Transfer, UF_GL_Fiscal_Functions Attend this certification workshop to learn about UF s approach to budgeting in PeopleSoft. Commitment Control is an accounting methodology that identifies and reserves (or commits ) funds for future payment obligations. In this hands-on session, you ll learn about Commitment Control as well as: -- Available Spending Authority --Ledger Groups Used in Commitment Control Budget Inquiry By reviewing ledger groups and completing exercises designed to illustrate the budget inquiry process, participants will learn how to inquire about their departmental budget transactions, budget checking exceptions, and net available balances. Before attending, participants are required to review the following 5
pre-class web tutorials: UF PeopleSoft Navigational Tutorial at www.bridges.ufl.edu/hr/navigation-tutorial.shtml ChartFields PreClass Tutorial at www.bridges.ufl.edu/training/webtutorials.shtml UF_GL_Research_Reporting Runs, views and prints reports related to journal and ledger activity. Runs, views and prints reports related to chartfields (Instructions will be provided) Inquires on chartfield information, in readonly mode. UF_GM_DEPT/COLL Finance & Accounting Controller's office - this is distributed to several staff members; College and Unit fiscal offices Provides pre and post award support and assistance to PI's including but not limited to creation of proposals and budgets. Inquires on Sponsored Program activity Proposals, Awards, Projects, in read-only mode. Conducts preand post-award audits to ensure compliance with established grant and project management guidelines; approves grants proposals and monitors award process. Inquires Creating and Submitting Grant Proposals: Getting Started Creating and Submitting Grant Proposals: Advanced Features Post-Award Management of Grants Creating and Submitting Grant Proposals in PeopleSoft: Getting Started Required: UF_GM_DEPT/COLL Optional: UF_GM_PI_CI_Oth_Per Attend this certification workshop to get an overview of how to create grant proposals in PeopleSoft. This session assumes a working knowledge of the current grant proposal process. In this session, you will learn about navigating in PeopleSoft and how to use the UF Start Proposal Page. You ll also learn about budget line summary as well as how to submit a proposal. By the end of this session, participants will be able to: --Create a grant proposal using the UF Start Proposal Page --Create a proposed budget for a grant using the budget line summary Submit a completed proposal After attending Getting Started, participants will need to attend the 6
on Sponsored Program activity Proposals, Awards, Projects. Inquires on workflow activity and supporting information, in readonly mode. Advanced Feature workshop for certification. Both workshops are held on the same day, so participants may choose to attend them back-to-back for a full day of training or participants may choose to attend the workshops on separate days. Getting Started must be taken before Advanced Features. Creating and Submitting Grant Proposals in PeopleSoft: Advanced Features Required: UF_GM_DEPT/COLL Optional: UF_GM_PI_CI_Oth_Per In this Advanced Features certification workshop, participants will learn how to edit grant proposals and budgets associated with grant proposals. This session assumes a working knowledge of the current grant proposal process. By the end of this session, participants will be able to: --Add projects, personnel, sub-recipients, and other resources to a proposal --Change Facilities and Administrative (indirect costs) set up and enter cost-sharing information --Copy a proposal and budget --Copy budget periods This Advanced Feature is a follow-up session to our Getting Started workshop; attendance at both is required for security certification. Both workshops are held on the same day, so participants may choose to attend them back-to-back for a full day of training or participants may choose to attend the workshops on separate days. Getting Started must be taken before Advanced Features. UF_GM_Inquirer UF_GM_PC Inquiry Inquires on Sponsored Program activity Proposals, Awards, Projects, in read-only mode. Inquires on projectsrelated transactions and supporting information, in read-only mode. Post-Award Management of Grants () (Instructions will be provided) (Instructions will be provided) 7
UF_GM_PI_CI_Oth_Per UF_KK_Budget_Inquiry Creates Proposals, performs analysis of pre- and post-award activity on Sponsored Programs Proposals, Awards, Projects. PI and Co-PI also approve Proposals on which they are listed. Inquires on budget transactions, budget checking exceptions, net available balances and unfavorable variances in budget to actuals comparisons, in read-only mode. Creating and Submitting Grant Proposals: Getting Started and Advanced Features (Optional hands-on sessions) Web Based Tutorial also will be made available. Currently in development. No hands-on training required. Introduction to Budget and Commitment Control Web Tutorial will be made available www.bridges.ufl.edu/training/web-tutorials.shtm Introduction to Budget and Commitment Control Required: UF_KK_Budget_Inquiry, UF_KK_Budget_Transfer, UF_GL_Fiscal_Functions Attend this certification workshop to learn about UF s approach to budgeting in PeopleSoft. Commitment Control is an accounting methodology that identifies and reserves (or commits ) funds for future payment obligations. In this hands-on session, you ll learn about Commitment Control as well as: -- Available Spending Authority --Ledger Groups Used in Commitment Control Budget Inquiry By reviewing ledger groups and completing exercises designed to illustrate the budget inquiry process, participants will learn how to inquire about their departmental budget transactions, budget checking exceptions, and net available balances. Before attending, participants are required to review the following pre-class web tutorials: UF PeopleSoft Navigational Tutorial at www.bridges.ufl.edu/hr/navigation-tutorial.shtml ChartFields PreClass Tutorial at www.bridges.ufl.edu/training/webtutorials.shtml UF_KK_Budget_Transfer Enters state appropriation control budget transfers. Introduction to Budget and Commitment Control Introduction to Budget and Commitment Control Required: UF_KK_Budget_Inquiry, UF_KK_Budget_Transfer, UF_GL_Fiscal_Functions 8
Attend this certification workshop to learn about UF s approach to budgeting in PeopleSoft. Commitment Control is an accounting methodology that identifies and reserves (or commits ) funds for future payment obligations. In this hands-on session, you ll learn about Commitment Control as well as: -- Available Spending Authority --Ledger Groups Used in Commitment Control Budget Inquiry By reviewing ledger groups and completing exercises designed to illustrate the budget inquiry process, participants will learn how to inquire about their departmental budget transactions, budget checking exceptions, and net available balances. Before attending, participants are required to review the following pre-class web tutorials: UF PeopleSoft Navigational Tutorial at www.bridges.ufl.edu/hr/navigation-tutorial.shtml ChartFields PreClass Tutorial at www.bridges.ufl.edu/training/webtutorials.shtml UF_PC Project Support Provides general support to project team members; enters and corrects project journals to record or reclassify receipts and expenditures where appropriate; runs project- and assetrelated processes. Participants have been narrowly targeted and have been contacted directly by Bridges staff Participants have been narrowly targeted and have been contacted directly by Bridges staff UF_PC Reporting UF_PO_Department Approver Runs, views and prints reports related to projects transactions. Monitors chartfield coding accuracy; authorizes changes to Participants have been narrowly targeted and have been contacted directly by Bridges staff Web Based Tutorial will be made available. Currently in development. Participants have been narrowly targeted and have been contacted directly by Bridges staff Web Tutorial will be made available www.bridges.ufl.edu/training/web-tutorials.shtm 9
UF_PO_EPRO_Inquiry UF_PO_Initiator epro subsystem transactions and posted records; approves transactions for the further processing; monitors and resolves unfavorable budget variances; runs, views, prints reports on requisitions, purchase orders, change orders, receipts, and payments. Inquires on epro requisitions and purchase order activity in read-only mode. Enters and corrects requisitions used to purchase goods and services. No hands-on training required. Introduction to Purchasing/Payables Purchasing and Payables: Paying Your Vendors Both are required for certification (Instructions will be provided) An Introduction to Purchasing and Payables Training in PeopleSoft Required: UF_PO_Initiator and UF_AP_VCHR_Processor Designed for employees who initiate, enter, or approve requisitions as well as request payments for vendors, this certification workshop covers: --The "life-cycle" of the requisition to payment approval process in PeopleSoft --How to create, manage, and approve a requisition electronically --How to receive items or merchandise in PeopleSoft --What a voucher is and how to use one to request payment for a vendor Before attending, participants should review the following online web tutorials: UF PeopleSoft Navigational Tutorial at www.bridges.ufl.edu/hr/navigation-tutorial.shtml ChartFields PreClass Tutorial at www.bridges.ufl.edu/training/webtutorials.shtm UF_PO_PCard_Analyst Review of Cost Center GL should be 10
UF_PO_PCard_Approver UF_PO_PCard_Holder UF_PO_PCard_Inquirer UF_PO_PCard_Reconciler performed periodically to verify that travel has been appropriately charged and is within budget constraints. Runs, views and prints reports related to T&E Pcard transactions. Reviews transactions to ensure appropriateness of the purchasing activity and timely processing of charges and/or credits. Uses a Procurement Card issued by the University, to make authorized purchases of goods and services within preset limits, on behalf of the issuing agency. Inquires on Procurement Card transactions and supporting information, in read-only mode. Loads Procurement card activity reports and reconciles activity; identifies processing errors and assists in resolution of differences between provider and book balances; monitors employee reimbursement; sets default accounting codes and applies the restrictions or spending limitations prescribed by the university. Web Based Tutorial will be made available. No hands-on training required. Web Tutorial will be made available www.bridges.ufl.edu/training/web-tutorials.shtm Web Tutorial will be made available www.bridges.ufl.edu/training/web-tutorials.shtm (Instructions will be provided) 11
UF_PT Query Viewer UF_WF Approver_Chair UF_WF Approver_Dean This role provides access to the PeopleSoft Query Viewer. This enables the user to view pre-defined public queries of records made available through Query Access Groups/Trees assigned to the user. Approves proposals at the Dept level. Monitors workflow set up accuracy and completeness; authorizes changes to workflow set up; authorizes additions and changes in user authority, roles and routings; authorizes alternate user designations; monitors expiration of alternate user designations; overrides workflow exceptions and resolves processing errors. Approves proposals at the College level. Monitors workflow set up accuracy and completeness; authorizes changes to workflow set up; authorizes additions and changes in user authority, roles and routings; authorizes alternate user designations; monitors expiration of alternate user designations; Approval Process is discussed in the Grants Proposal training. Approval Process is discussed in the Grants Proposal training. (Instructions will be provided) Instructions on the administrative functions are pending Instructions on the administrative functions are pending 12
UF_WF Approver_DSR UF_WF Approver_PI_COPI UF_WF_Inquiry UF_WF Reporting overrides workflow exceptions and resolves processing errors. Approves proposals at the DSR level. Monitors workflow set up accuracy and completeness; authorizes changes to workflow set up; authorizes additions and changes in user authority, roles and routings; authorizes alternate user designations; monitors expiration of alternate user designations; overrides workflow exceptions and resolves processing errors. Approves proposals as PI or CoPI only. Monitors workflow set up accuracy and completeness; authorizes changes to workflow set up; authorizes additions and changes in user authority, roles and routings; authorizes alternate user designations; monitors expiration of alternate user designations. Inquires on workflow activity and supporting information, in readonly mode. Runs, views and prints reports related to WF Approval Process is discussed in the Grants Proposal training. Approval Process is discussed in the Grants Proposal training. Establishes workflow. No training required. Establishes workflow. No training required. Instructions on the administrative functions are pending Instructions on the administrative functions are pending 13
UF PeopleSoft User UF Standard Non-Page Role UF_BN_Department Leavekeeper transactions. This role gives default permissions that are the same for all PeopleSoft users. This Role is used to link a collection of non-page permissions to users. These non-page permissions would include signon times, process groups, query access groups, component interfaces, web libraries and mass change permissions. This role is for the department leavekeeper (often the same person as the timekeeper) who will serve as the on-site expert in leave policies and procedures and who will review (approve) leave input by employees and handle corrections. Current role is leavekeeper. The leavekeeper may be: administrative assistant, office manager, office assistant, program assistant as it is more of a function than job title.. Time and Labor Administration Time and Labor Administration Required: UF_BN Department Leavekeeper and/or UF_TL Payroll Processor Designed for the payroll processor and leavekeeper security role in PeopleSoft, this certification session will prepare you to assist approvers in ensuring employees are paid timely and accurately. This session also covers the payroll processor role when a department must require timecards of its employees. In this hands-on session, you will: --Review leave policy and practices as well as time-worked rules -View and practice processes for supporting time and labor: -Process timecards -Manage workgroups -Manage exceptions -Approve time Before attending, participants should review the following online web tutorials (http://www.bridges.ufl.edu/training/webtutorials.shtml): --UF PeopleSoft Navigational Tutorial --Time and Labor Overview Time Reporting Tutorials 14
UF_BN Employee SS UF_Faculty Level 1 Apprv UF_HR Applicant UF_HR Department Hiring This role provides access to Benefits Self- Service functions for employees. All benefiteligible employees will have this role. This role is in designated offices involved with faculty recruitment, usually the Deans or VP offices, and is involved with Recruitment processes such as posting positions and routing an applicant to the Interview Team. Relevant population: Faculty This role is for people who are not affiliated with UF but who are interested in applying for UF jobs. This role grants access to job postings and the application process. This role is assigned to an employee who has the resp. for transactions related to hiring, rehiring, adding additional jobs, creating requisitions and creating new positions. Web Based Tutorial will be made available. No hands-on training required.. Hiring/e-Recruit Distributions/Additional Pay Add a Position (Web Tutorial) --Web Clock --Weekly Punch Time --Weekly Elapsed Time --Regular Compensatory Time --FMLA (www.hr.ufl.edu/training/fmla/) (Instructions will be provided) Web Tutorial will be made available www.bridges.ufl.edu/training/web-tutorials.shtm Hiring/e-Recruit training is currently in development. In Distributions/Additional Pay training, participants will learn about: Payroll Distributions --State --Grant Special Pay Procedures 15
--Discretionary Bonuses --Non-Wage Payables --Non-Resident Alien --Independent Contractors --Honorariums --Royalties --Scholarships --Fellowships --Academic Personnel Awards UF_HR Employee UF_HR Level 1 Apprv UF_HR Manager/Dept Admin This role provides employee self-service access for the HRMS system. All UF employees and affiliates (NWG, Courtesy Faculty, NRAI) will need access to selfservice functionality. This role is responsible for reviews and approvals of HR actions submitted by departments. This role would typically be at the college level or comparable administrative units. This role serves as the administrative coordinator for a department or comparable unit or as an HR manager. This role requires broad access to HR views and transaction capability.. Web Based Tutorial will be made available. No hands-on training required. Job/Position Actions Distributions/Additional Pay A web tutorial will be available for Add a Position functionality. Web Tutorial will be made available www.bridges.ufl.edu/training/web-tutorials.shtm Job/Position Actions training is pending In Distributions/Additional Pay training, participants will learn about: Payroll Distributions --State --Grant Special Pay Procedures --Discretionary Bonuses --Non-Wage Payables --Non-Resident Alien 16
UF_PT Query Viewer UF_PY College Level Approver UF_PY Department Admin This role grants access to Query Manager and allows the user to create, run and save both public and private queries. Private queries are only visible to the creating user. Public queries will be visible for all users who have access to either Query Viewer or Query Manager. In addition to having the same access as the departmental administrators, these employees will have approval responsibility for any Payroll data entered by departmental administrators. Although these approvers will not have the primary responsibility for answering the payroll questions of the employees in their colleges/departments, they will need an understanding of the employee screens and navigation. The titles of these employees will vary Web Based Tutorial will be made available. Currently in development. No hands-on training required. Distributions/Additional Pay --Independent Contractors --Honorariums --Royalties --Scholarships --Fellowships --Academic Personnel Awards (Instructions will be provided) Web Tutorial will be made available www.bridges.ufl.edu/training/web-tutorials.shtm In this workshop, participants will learn about: 17
UF_TL Approver depending on the department. However, this role will be assumed by the person in each department across campus and across the State responsible for the initial input of Payroll data. These employees will have Update/ Display for Create Additional Pay. In addition, these employees will have Display Only access for employee payroll data such as W-4, deductions, commitment accounting, balances and retro pay and should be knowledgeable about the information provided since they will be the first resource for payroll questions from employees in their departments. This is the role each approving Supervisor will receive that will enable Time Approvals. Time and Labor for Supervisors and Approvers (Optional Hands-on Session) Web Based Tutorial also will be made available. Currently in development. No hands-on training required. Payroll Distributions --State --Grant Special Pay Procedures --Discretionary Bonuses --Non-Wage Payables --Non-Resident Alien --Independent Contractors --Honorariums --Royalties --Scholarships --Fellowships --Academic Personnel Awards Time and Labor for Supervisors and Approvers Optional: UF_TL_Approver Designed for supervisors and approvers at UF, this session will prepare you to use PeopleSoft to ensure employees are paid timely and accurately. In this hands-on session, you will: Review leave policy and practices as well as time-worked rules Discuss the process for reporting time in PeopleSoft Practice approving time, including: 18
--Managing exceptions--how do you identify and fix errors that may occur? --Approving time--how do you ensure employees in your area get paid? --Using Time and Labor tools--how do you get helpful information about employees in your area? Before attending, participants should review the following online web tutorials (http://www.bridges.ufl.edu/training/webtutorials.shtml): --UF PeopleSoft Navigational Tutorial --Time and Labor Overview Time Reporting Tutorials --Web Clock --Weekly Punch Time --Weekly Elapsed Time --Regular Compensatory Time --FMLA (www.hr.ufl.edu/training/fmla/) For those who are unable to attend the hands-on session, a web tutorial summarizing the content will be available soon. UF_TL Employee UF_TL Payroll Processor This is part of the basic Employee Self Service role that all employees will receive. This role is assigned to End Users in the traditional TKL roles. This role is the 'parent' to the department approvers as well as the backup approvers. Web Tutorials Time and Labor Administration Web Tutorials are available www.bridges.ufl.edu/training/webtutorials.shtm Time and Labor Administration Required: UF_BN Department Leavekeeper and/or UF_TL Payroll Processor Designed for the payroll processor and leavekeeper security role in PeopleSoft, this certification session will prepare you to assist approvers in ensuring employees are paid timely and accurately. This session also covers the payroll processor role when a department must require timecards of its employees. In this hands-on session, you will: --Review leave policy and practices as well as time-worked rules -View and practice processes for supporting time and labor: -Process timecards 19
-Manage workgroups -Manage exceptions -Approve time Before attending, participants should review the following online web tutorials (http://www.bridges.ufl.edu/training/webtutorials.shtml): --UF PeopleSoft Navigational Tutorial --Time and Labor Overview Time Reporting Tutorials --Web Clock --Weekly Punch Time --Weekly Elapsed Time --Regular Compensatory Time --FMLA (www.hr.ufl.edu/training/fmla/) 20