cfs open forum march 2011

San Marcos CFS Implementation/Migration

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Module Leads Co-Leads

Purchasing David Taylor Bella Newberg

Accounts Payable Becky Henwood

Billing/Accounts Receivable

Alma McFarland

General Ledger – ActualsGeneral Ledger – Budget

Karen BaldygaLiz Rojas

Diana CummingBrenda Martin

Data Warehouse Liz Rojas Tina Griffith

Functional/Technical Support

Rhyan Rana Chris ManeseTravis Honeycutt

Project Lead Chris Lambert Dan Zorn

Io Consultant Brenda Miller Elaine Kist

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CFS – Common Financial System Database Consolidation

23 separate databases consolidated to one Software is still Oracle (PeopleSoft)

System-wide Chartfield definitions San Marcos meets system-wide definition

Common modifications Chargeback, Procard, Fiscal Authority, AR

Customer Billing Upload, Open PO Report, Data Warehouse

Replace nVision 3

General Changes

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No Changes affecting Systems Users: Chartfields Procard Requisitions Fiscal Authority Accounts Payable invoicing Account Receivable customer invoicing Fixed Asset tracking and reporting

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Changes affecting Systems Users: Logging into PeopleSoft User ID’s have changed Favorites Run Controls Reporting

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Purchasing

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Purchasing Changes: Manually re-enter open POs with balances

March 14th to 31st

Reentered POs in CFS (Data Warehouse) - same PO number as legacy (nVision)

Emergency Requisitions – email Procurement Services procurementservices@csusm.edu

Run Open PO Report Legacy – April 1, 2011 CFS – April 1, 2011

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Open PO Report

Adobe Acrobat Document

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Accounts Payable

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Accounts Payable Changes: Invoice/voucher detail

Prior to April 1, 2011 – Legacy (nVision) Direct pays submitted by noon March 28th

After April 1, 2011 – CFS (Data Warehouse)

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Billing/Accounts Receivable

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Billing/Accounts Receivables Changes:

Customer numbers Leading zeros drop off in CFS

Customer invoice detail Prior to April 1, 2011 – Legacy (nVision) After April 1, 2011 – CFS (Data Warehouse)

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General LedgerActuals / Budget

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Actuals / Budget Changes: All transaction detail

Prior to April 1, 2011 – Legacy (nVision) After April 1, 2011 – CFS (Data Warehouse)

Data Conversion Legacy

Detail data prior to April 1, 2011 No transactions after April 1, 2011

CFS Monthly summary totals July 2010 to March 31,

2011 Detail transactions after April 1, 2011 15

Data Warehouse

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Reporting Changes: nVision will remain for the Legacy

database only Reports will be obtained through the Data

Warehouse in the CFS database

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The Finance Data Warehouse is the term that refers to the new financial reporting system we will be using.

The Data Warehouse is comprised of several components: The data warehouse data tables The report development tool The reports & dashboards

FYI: The Finance Data Warehouse will replace the existing nVision reports & drill downs

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Dashboard Overview: The Finance data warehouse contains

two dashboards: Manage My Budget Operations

FYI: This information will be covered in the Finance data warehouse training

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Finance data warehouse homepage

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Sample of DFA (like) report (sign up for training to learn how to run this report)

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Training registration - HR Training database – April 20th to May 13th

Sign up for training sessions by logging into HR and clicking on the Self Service link

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Who to Contact for Help: Systems/Technical – sod@csusm.edu

System performance, locked processes, etc. Accounting – accounting@csusm.edu

Expense transfers, salary adjustments, chargebacks, etc.

Budget – lrojas@csusm.edu or bmartin@csusm.edu Budget transactions, etc.

Procard – pcard@csusm.edu Access, purchase limits, lost/stolen cards, etc

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Who to Contact for Help (continued): Purchasing/Requisitions –

procurementservices@csusm.edu Requisitions, contracts, hospitality, etc.

Accounts Payable – accountspayable@csusm.edu Travel, vendor invoices, payments, etc.

Data Warehouse – datawarehouse@csusm.edu Reports, access, etc.

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San Marcos CFS Implementation/Migration

Questions?

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