Updates on requisitions, PCard processes, justifications

Expense Preparers
If you are an Expense Preparer, please start in the Expense Report (skip My Wallet). My Wallet is designed for people who are cardholders only—those who are not Expense Preparers.

Expense Preparers can print a step-by-step guide on how to reconcile PCard transactions using the Expense Report. This Job Aid can be found here.

Description Field

PCard transaction justifications should be added in the Description field either in My Wallet (by the cardholder) or in the Expense Report (by the Expense Preparer). The Description field allows 254 characters and the justification should focus on the Why. Special characters should not be used in the Description field because it will cause the printing of the PDF Expense Report to fail.

Attaching Backup Documentation or Additional Justification

Both My Wallet (for cardholders) and the Expense Report (for Expense Preparers) will accept multiple attachments. If 254 characters of description are not enough for a “why” justification and any ChartField strings, attach a document containing the additional information along with the receipt.

Processing Credit Transactions

Credit transactions require that a description be entered into the Credit Reference field so the activity will process. Please enter information about the original transaction in this field and click <Ok>. The credit transaction will already be added to a new Expense Report and will no longer show in the list of My Wallet transactions. Once you return to the list of My Wallet transactions you can select additional transactions and click <Done>. You will now have the credit and any other selected transactions on an Expense Report for you complete and submit for approval. A Job Aid on credit transactions can be found here.

Finding Lost Transactions

Anytime a PCard transaction is brought into an Expense Report (ER) the ER is saved and a number is added. If you decide to process the transaction at another time, that transaction is still assigned to an ER.

• If you are a cardholder and think you are missing transactions, you can search for all transactions in My Wallet by clicking on <Transaction Status> changing it to <All Transaction Status> and click <Search>. If the transaction has been assigned to an ER there will be an ER number in the ID field on the right side.
• If you are an EX Preprarer and need to search for missing transactions for a specific cardholder you should go to Employee Self-Service > Travel and Expense Center > Expense Reports > Create/Modify and search for an Existing Value and search by Empl ID. Most likely the missing transaction will be on a blank ER.

Supply & U Market Ordering

We are resolving problems with the requisition process regarding U Market orders and requisitions for non-U Market suppliers. Caused by a system defect, these issues are made worse by the high transaction volume. The two main issues are:

• "Page data inconsistent" errors when attempting to save/submit a requisition
• Invalid row number on requisition lines

Representatives from Oracle (the PeopleSoft software supplier), SciQuest (the U Market software supplier), and University staff are working around the clock to resolve these problems.

We have a large number of help tickets open for these issues and cannot respond to each individual inquiry. Once the issues are resolved, we will send an email to everyone.

Other known issues

Printing orders

Right now, no one other than a procurement specialist may print a PO. The email confirmation to Requisition Preparers has a broken link to print the PO. We are researching how to best address the issue.

The "missing" Modify Line Shipping Accounting button

We decided to remove this button from the system because Oracle replaced this feature with a new "mass change" button. Unfortunately, this does not work for any Oracle customers so they are working on fixing this as soon as possible. Once Oracle provides the update, we will roll it out to all requisition preparers so you can again modify more than one line at a time. We apologize for this inconvenience, affecting approximately 5% of University orders (even though it’s a small percentage, it is a large number of orders).

Catalog information not passing to supplier on PO

Please be aware that for a small number of orders, the catalog item number from the supplier is not being included on the PO. We are actively working on this issue. If additional steps are needed related to any of these orders, you will be contacted directly.

Lost U Market Carts

Helpful Tip: If you have lost a cart in U Market, log in to U Market, and then look for the shopping cart icon in the left-hand maroon bar. Select the cart, then select My Carts and Orders, then select View My Orders (Last 5 Orders). A list will appear of your last five orders.

Thank you for your patience while we resolve these issues related to our Upgrade.

Status messages for these and any other Upgrade-related issues are posted on upgrade.umn.edu.

Q&A: My Wallet for EX Preparers and cardholders

Update: On April 26 a fix was put in place to address part of the problem of people being able to see unreconciled activity in My Wallet but not being able to see it on the Expense Report. There are two steps needed to address this, one is finished but there is one more step that is scheduled to take place on April 27 to complete the fix. If you are able to see unreconciled activity in My Wallet but not on the Expense Report, this should be resolved fully by April 28. Thank you for your patience.

Q: I know there are six transactions in My Wallet for a cardholder but the I (EX Preparer) can only see one transaction, why?

EX Preparers will not be able to see My Wallet transactions if the cardholder has checked any of the boxes (on the left side of each transaction) in My Wallet.  If this happens EX Preparers should contact the cardholder and ask them to uncheck all of the boxes.  

Q:  I am a cardholder and am wondering what is the checkbox for in My Wallet?

Cardholders should not check any of the boxes in My Wallet.  If any of the boxes are checked the EX Preparer will not be able to see the transaction to bring into an expense report to reconcile and submit for approval.

Once the boxes have been unchecked, the cardholder may need to click on the Expense Type icon and type in the description field in order to update and save the transaction.  The cardholder should click Return to Search and go back to My Wallet to ensure the check box is still unchecked.

Download a pdf detailing the fix. 

Prepare for Cutover

Since The Upgrade involves updating several complex systems in sequence, the systems cutover period will be longer than previous upgrades. Scheduled for April 10 - 20, PeopleSoft and related systems will be unavailable or in view-only mode. Here is how to prepare:

Human Resource Systems

• Review HRMS cutover guide, timeline, and blog on HR systems impact.
• Take HR systems training as appropriate.

Finance Systems

• See cutover details for Finance Systems, such as purchasing and budget deadlines, urgent PCard purchases, and department procedure changes.
• Take Finance Systems training as appropriate.

Student Systems

• See Student Systems Cutover FAQs, which include information on registration, admissions, and transcripts.
• See student-related Key Dates & Deadlines and systems interruption details.
• Take Student Systems training as appropriate.

Portal (myU and MyU)

• The current myU will be available during cutover, but some linked systems may be down.
• View MyU training materials.

Reporting

• Read what to know about reports before, during, and after The Upgrade.
• View Reporting training materials.

Important Notice

The systems may be temporarily slow during the early days after launch because they are pulling in upgraded access profile information. Plus, the backlog of work will likely cause high traffic. So, expect things to take longer, and be patient as you learn new navigation and processes.

Brown Bags for FSUN members during cutover

The Financial Systems User Network (FSUN) will be hosting three brown bags during the Upgrade cutover. All three of these brown bags will be available to see in person or online. FSUN members can register online at z.umn.edu/fsun.

April 13, 2015 Uniform Guidance

Nicole Pilman, Uniform Guidance Implementation Coordinator, will be speaking from 1-2 pm on Monday, 4/13/15. This brown bag will be held at Anderson Hall RM 270. Some topics to be discussed include:

• Background on purpose of Uniform Guidance
• Overall implementation plan of Uniform Guidance
• Status of federal rollout of Uniform Guidance
• Uniform Guidance terms with greatest impact to University
• Review of proposal and sub award PI Quick Guides

April 14, 2015 Effort Certification 101

Don Hammer, a Grants and Contract Professional in SPA, will be speaking from 10-11am on 4/14/15 about Effort Certification. It will be held at Anderson Hall RM 270. Some topics to be discussed include:

• Basic Introduction: Effort 101
• Updated salary cap information
• Three email warning policy around effort certification
• Q&A

April 14, 2015 Accounts Receivable

David Laden, Director of Nonsponsored Accounts Receivable, will be speaking from 1:30-2:30pm on 4/14/15. It will be held at Molecular and Cellular Biology RM 2-122. Some topics to be discussed include:

• Accounts Receivable tips and reminders
• Best practices
• Accounts Receivable monitoring
• Collection process
• How up-front EFS entries affect the entire Accounts Receivable process.
• Upgrade changes

Finance Advance Team Spotlight: Madonna Monette

This spotlight is on Finance Advance Team member Madonna Monette, Chief Financial Manager for U of M Extension. Advance Team members are unit-specific people who have volunteered to receive advance materials and information to help their colleagues during The Upgrade transition.

Is The Extension ready for The Upgrade?

With regard to Finance, I would say we are “near-ready.” MN Extension has more than 500 employees, many of whom wear a lot of different hats, so getting our organization prepared for The Upgrade is a daunting task. There’s a lot of information to absorb, and people just want what is specific for them. This is why The Upgrade website has been so helpful – it’s organized so you can find useful information relevant to you. I believe many folks are informed on what The Upgrade is and entails but they still need time to take their training.

How are you helping the Extension prepare?

I feel privileged to be part of the Advance Team, a role I take very seriously. There’s a real benefit to being on the front line of discovery and preparation. I can give voice to ideas and concerns on behalf of my community.

We have focused on keeping things as easy as possible. We aim for clear, streamlined organizational processes with local implementation and individual accountability.

It’s important for us to be knowledgeable about how The Upgrade will impact the people we serve. I’ve been a human sponge (in addition to my regular job), soaking up information, figuring out how it applies to our area, and then making sure we know how to help people when the time comes.

How has the process been going?

The partnerships with the Extension Human Resources and The Upgrade have been great. We couldn’t be successful without people like Carrie Meyer in EFS. We process about 800 travel reimbursements every month and manage PCard activities. We’ve worked specifically with Purchasing and HR to deliver a great webinar with targeted, applicable information, on PCard, My Wallet and MyU. Extension Finance, HR and Communications are teaming together to continue to provide targeted communication to our community.

Any advice?

We think we know how it will all work but going live can bring new challenges. People are going to have different needs. We need to be prepared to be flexible and patient as we will likely experience difficulties. For myself, I try to have a calm demeanor, convey a sense of urgency without panic, and share a lot in translating what is applicable to our Extension community.

Easily Download All Job Aids for Financial and HR Training & Education

Downloading all the job aids for a course, or a dropdown category:

Handy “all-in-one” PDFs have been added for each course with multiple job aids. Look for this link toward the bottom of each course description or drop-down category. Simply click on the link to begin downloading these materials.

Sample location of a link to download all the job aids for a course

Sample location of a link to download all the job aids for a dropdown category

You can also easily download all of the job aids for Financial and H.R. education and training sections. Look for the link at the top of the tab. Clicking on the link will initiate the download of a .zip file.

Sample location of a link to download all the job aids for the Human Resource Systems tab

MyU Preview: U Finance Tab

MyU Preview is a series giving a peek into pages within the new MyU. Keep in mind that MyU content is in development and some things will be updated between now and Go Live.

Staff with access to EFS will see the U Finance tab. This tab provides direct access and information to many finance functions. It’s here where one can also find quick links to access the EFS workcenters. Click image to enlarge.

Previously:

• MyU Homepage (revised)
• Research Tab
• Faculty Career Tab
• Academics Tab 
• My Finances Tab
• HR Tabs
• Purchasing Tab
• Reporting Center

Purchasing during cutover

Plan ahead - make April purchases now

People will not be able to record purchasing transactions in the financial system during the cutover period of The Upgrade. For the upgrade to Finance, EFS transaction processing must cease on April 8. Specific deadlines for transaction processing are here: http://controller.umn.edu/upgradecutover. 

All faculty and staff with purchasing responsibilities must work together to review their area’s business needs and calendar for the entire month of April to ensure you have ordered the any equipment, adequate supplies, and needed services ahead of time. Order before the April 8 deadline, and have enough on hand to last through April 22 to be safe (April 22 is a few days after the planned April 20 Go Live for The Upgrade).

The good news: the University's Purchasing Card (PCard) can be used to buy things during the cutover period. 

If emergency purchasing needs arise during cutover and the supplier does not accept PCards, contact Purchasing Services at 612-624-2828.

Since approvers need time to review and complete the purchase process, make your orders in advance (orders must be fully processed in EFS on April 8; your unit may have more specific directions for you so please check with your local finance staff). 

How to prepare

During cutover for The Upgrade the financial system will be unavailable for ordering. Here are questions every department should ask:

• U Market: Do we have enough office or lab supplies to last through the period? Shoppers will be able to shop within U Market during the cutover period but no carts can be pulled into EFS until after Go Live. Requisition preparers in EFS cannot pull carts into EFS until Go Live on April 20.
• Equipment: Is there a need for new equipment in April? Can we get it ordered before April 9 or can it wait until after April 20?
• Professional Services: Will all approvals be obtained before the contract’s start date, if it falls between April 9 and 20?
• POs: Should a PO or blanket order be created for suppliers that will not accept a PCard OR for purchases that do not comply with the PCard policy? 
• Purchases $50,000+: Has Purchasing Services been contacted for orders requiring a bid? Do any existing POs that total $50,000 or greater need additional dollars added to them?
• PCard: Does someone in the department have an active PCard to use in case of an emergency?
• Payments: Does the department need to pay any PO suppliers during the cutover period? (In which case, get payment transactions entered into EFS by the deadline. The University will ensure all scheduled payments that have been fully processed in EFS are made to vendors in a timely manner.)
• Speakers and entertainers: If you have a speaker or entertainer scheduled to appear between April 9 and April 20, work with your unit finance staff to ensure payment terms are known and payment transactions entered into the system by the deadline. If the speaker or performer agreement states that the University must provide payment on the date of the appearance, you will need to take steps to produce the check prior to any payment processing deadline.
• Patients, research, or lab animals: Take action to ensure critical supplies like patient care items, oxygen, dry ice, or food and bedding for lab animals are on hand.

PCard / My Wallet and the Upgrade

As part of the Upgrade we are changing where PCard reconciliation happens in the system. We are not changing what the PCard can be used for or who might hold a PCard. People will still buy things with their card, retain/image their receipts, provide business justifications for each purchase, account for the activity, and review/approve the reconciled activity in our financial system.

What is new for PCard cardholders? Cardholders will be able to access their transactions after the Upgrade via the new MyU > Purchasing tab > My Wallet. All cardholders will receive access to My Wallet automatically. An optional, brief training video is available for cardholders here: http://z.umn.edu/mywallet. 

What can cardholders do in the new My Wallet after the Upgrade? 

• View details of transactions made with their cards
• Provide business justifications (view job aid here)
• Attach images of receipts

Cardholders should check in with their department's finance staff to see how things will work in their area, as each college will determine which process will work best for them, having cardholders:

• Use My Wallet to provide justifications and attach images
• Use My Wallet to provide justifications only & turn in paper receipts
• Continue today's process of turning in everything via paper process

Options for obtaining cardholder signatures (check with your unit finance person to see how it will work in your college):

• Cardholder can sign each individual receipt; if cardholder signs each receipt, no additional signatures are needed from the cardholder later in the process
• Cardholder can sign a "page" of receipts to be scanned into the system
• Cardholder can sign a report at the end of the process, similar to today's process

The purpose of the cardholder’s signature is to document that they’ve seen the receipt and acknowledge they are responsible for the charge and that it is for University business. Physical or electronic “signature stamps” are not acceptable unless the cardholder personally applies the stamp.

HR Stars, Help Desk Staff Participate in Incident Management, Service Training

More than 100 HR Stars and Help Desk staff members recently attended in-depth incident management and customer service training sessions to help prepare for The Upgrade. The training sessions were organized by the Office of Human Resources and the Office of Budget and Finance and were led by Polly Ligon O’Grady of Ready Ink Communications, a training and communications consulting firm.

Susan Diekman (Communications Director, OHR) presents to a room full of attendees.

During The Upgrade Incident Management System and You training, participants reviewed possible questions and participated in a simulation to learn how to analyze and escalate issues that arise. As part of the Managing Issues and Calming Concerns training, those attending reviewed best practices for customer service and communicating in stressful situations. The session included several opportunities for role-playing to practice principles learned.

Participants listen to expert presentations and participate in customer service role-playing.

Feedback from the participants was that the sessions were extremely helpful in their preparations for The Upgrade, as well as for their roles in supporting colleagues across the University.

As part of the training, participants received comprehensive binders with Upgrade information that they can use as a reference, or to share with colleagues. The binders included frequently asked questions and answers, a summary of online training courses available by role, key messages about each HRMS PeopleSoft module, and other information.

MyU Preview: Purchasing Tab

MyU Preview is a series giving a peek into pages within the new MyU. Keep in mind MyU content is still in development and some things will be updated between now and Go Live.

After the new MyU launches, faculty and staff will see a Purchasing tab. Not everyone has purchasing authority, but now everyone can see the information on how to appropriately buy things, in case they need it. This tab provides easy access to procedures, tools, and contract (best overall) pricing, making the purchasing process more transparent for everyone. Click the image to view more detail.

Previously:

• MyU Homepage (revised)
• Research Tab
• Faculty Career Tab
• Reporting Center

Questions? Contact esup@umn.edu.

New UM Reports List web page

What’s happening to the reports you use to do your job?

Following up on the blog post entitled ‘ESUP Questions...Is UM Reports Going Away?’, ESUP has published a new web page to help faculty and staff find out what’s happening to their favorite UM Reports.

The UM Reports List web page includes background content about the connection between reports and their associated business process and a link to a spreadsheet listing reports affected by ESUP with:

• Tabs for UM Reports from the Finance, HRMS, and Student systems
• Report numbers and descriptions
• Information about what’s happening to each report as a result of ESUP
• Where to find the report after the scheduled systems launch in April 2015*

“The UM Reports list begins to answer the questions many UM Report users have been asking - Which reports are staying? Which reports are being replaced with new PeopleSoft tools? and Which reports are being retired?,” said Mary Keenan, UMD director of Strategic Enrollment and Institutional Research and member of the Enterprise Data Management and Reporting Steering Committee. “Like most UM Report users, I have my go-to reports. It’s helpful to review the list to check on their status,” added Keenan.

Additionally, visitors to the page will find two short videos and a job aid about the new Reporting Center including:

• a two-minute sneak peek introducing the new center as a consolidated catalog of reports coming from UM Reports, UM Analytics, and PeopleSoft
• a nine-minute demonstration giving a deeper view into how people will access the center and find the reports they need
• a one-page job aid with call-outs highlighting its features 

Please visit the new page to learn more about what’s happening to UM Reports and email esup@umn.edu if you have any questions.

*This article was updated on 02/04/2015 to reflect the most recent timing information.

Nearly 400 attend ESUP update at All-HR meeting on Twin Cities campus

University of Minnesota All HR Get-Together

Nearly 400 people, including 188 online, participated in the All HR Get-Together: An Enterprise Systems Upgrade Program Update for HR Professionals on Aug. 7 on the Twin Cities campus. The three-hour meeting gave human resources, finance and other professionals from the University’s five campuses a comprehensive update about ESUP, which is scheduled to go live in April 2015*. Participants also had the opportunity to ask detailed questions of several panelists.

The Get-Together included a welcome by Human Resources Vice President Kathy Brown, as well as an overview of ESUP by Executive Program Director Dennis Wenzel. The gathering also featured presentations by representatives of the three major workstreams -- Lori Lamb (Human Resources Management System), Susan Van Voorhis (Student) and Mike Volna (Finance). It also included presentations highlighting the major PeopleSoft 9.2 upgrade changes that will affect the Human Resources Management System (HRMS), including the areas of position management, recruiting solutions, appointment structure, benefits, payroll accounting, electronic time and absence reporting, and the reporting center.

Those attending also heard an update about the new MyU portal that plans to launch in April as part of the upgraded systems. Amanda Wolford of Leadership and Talent Development provided an overview of the training plan and how-to resources that will be available to all employees before, during and after Go Live.

Vice President Kathy Brown addressing
the audience.

Vice President Brown thanked the entire ESUP team and noted that it’s due to their dedication, hard work and collaboration that the upgrade remains on budget and on time for its planned April launch. She also highlighted the important contributions that several groups have made to the HRMS Upgrade, including Subject Matter Experts, Functional Steering Committee members, HR Stars and HR Leads.

“This major technology upgrade will touch virtually all areas of our University and its five campuses,” Brown said. “It’s a critically important effort that will improve how we conduct business, how we serve students, and how we contribute to Minnesota and beyond. We have a great team, and I know the HRMS and ESUP initiatives will continue to more forward successfully. Keep up the great work!”

To see a video recording of the meeting, or the presentation slides, click here to go to the HRMS news and updates web page.



All HR Get-Together sketch notes created by Jen Mein.

What's Changing in Finance - General Ledger

When the Enterprise Systems Upgrade Program plans to go live in April 2015*, many employees' processes will be streamlined, including those for around 700 Journal Entry preparers and approvers working in the General Ledger module of the financial system. The changes coming to the General Ledger will not be drastic but they will be welcome. 

Highlights include:

• For those authorized to use spreadsheet upload, being able to directly import Journal Entries from the spreadsheet template (versus requiring navigation in PeopleSoft). 

• An option for Journal Entry preparers to create and use shortcut alpha-numeric codes that represent a chartstring to facilitate faster journal line entry. These codes are called SpeedTypes.

According to Molly Koewler, a business analyst on the EFS Module Support Team, “Improvements will save the GL preparers time when entering GL journals, and will be especially welcome for those that prepare frequent journal entries.” Overall, the changes will streamline processes across the Finance workstream and will maximize efficiency.

The General Ledger is a summary of all the University's budgeting and financial transactions.

Below are the coming changes, in summary, for General Ledger.

For Journal Entry approvers:

• Approval actions will be standardized across all transaction types. In the 8.9 version of PeopleSoft Financials, each transaction type has different actions available and they can be confusing.

• Departments will have the ability to move from a single alternate approver to a pool of alternates for Journal Entries that require approvals. In the 8.9 version, there is only one primary and one alternate approver.

• Approval WorkCenter will reduce the need for complex navigation and bring all types of approvals to one place. In the 8.9 version, primary and alternate approvers may have to navigate to the same activity via different paths, and there are separate paths for each type of transaction.

For Journal Entry preparers:

• General Ledger WorkCenter will include components for many common journal entry-related tasks, associated links, queries, and reports/processes. In the 8.9 version, people have to know a wide variety of navigation paths.

• Import journals via spreadsheet with fewer steps. For those authorized to use spreadsheet upload features, the process to load transactions will be less complicated.

• SpeedType shortcuts allow a journal preparer to add, create, change alpha-numeric codes that represent chartstrings, reducing entry time. In the 8.9 version, people have to key the sometimes lengthy ChartField strings repeatedly. The upgrade will provide the ability to create shortcuts for data entry on Journal Entries.

• T-Accounts allow preparers to see effects each journal has on the balance for a chartstring, reducing the potential for errors. Today, if a Journal Entry is made that doesn’t have the intended impact, it can sometimes be difficult to correct. This new feature will allow people to check their work before submitting the entry for processing, which is especially helpful for large entries or for those less-experienced in accounting.

• Attach supporting documents feature available on journal header page. Documentation may be uploaded/attached to the Journal Entry for reference.

• Chartfield Request functionality within EFS to replace BPEL. This enables requests for ChartField values to be submitted through approval workflow and, if approved, will automatically update within EFS. The current BPEL tool has a number of areas where it performs in a manner that is less than ideal, for example, once approved, the information has to be manually keyed into PeopleSoft.

• Combo code edit error messages across all modules are more indicative of the error. Within the restrictions on length of message, we’ve re-done the error codes, and perhaps more importantly, we’ve published what the error messages mean.

• Unit finance leaders may update approval assignments themselves using ChartField Request functionality. In the 8.9 version, each change must be done by a central employee with workflow administration access.

• HR Entity and ZDeptID values have been synchronized. Prior to the upgrade, there were two separate values representing rollups of departments, making reporting on combinations of HR and Financial data difficult.

If you would like to read more click here.

*This article was updated on 02/04/2015 to reflect the most recent timing information.

Chartfield Updates - A Change for the Better

ESUP's update to the ChartField Request form process will be, “a welcome change that replaces

an outdated process," according to Anne Heugel, Business Analyst - EFS Module Support, who has been at the University for 14 years.

The current process used to request new or updates to ChartField values happens in the Business Process Execution Language (BPEL) tool, a system outside of PeopleSoft. ChartFields are the building blocks of the University’s Chart of Accounts and the Chart of Accounts is the backbone of the financial system. The news that the BPEL tool was being eliminated from the ChartField Request process caused cheering at a recent meeting of departmental finance folks.

Currently, around 400 University employees manually update and make changes to ChartFields in BPEL, route the changes for review, and then manually re-key the new information into the PeopleSoft Financial system. The process requires off-line spreadsheets to track requests and record updates, which is inefficient. 

ChartField values including workflow attributes and submit them for approval. Being able to process Chartfield requests and updates in PeopleSoft will be much easier and less frustrating for departments across the University."

For more information about this process or others coming to the Finance part of ESUP, visit the Potential for Change by Module in EFS web page. Please email questions to esup@umn.edu.

ESUP plans for launch: getting down to details

What happens to regular business activities during the upgrade itself?

During the upgrade period in February 2015, PeopleSoft systems will be available for inquiry only for a period of time while the new systems are brought online.

In advance of system upgrade activities next February, ESUP will share a set of detailed processing procedures and deadlines with the community. Here’s a small sample of the Finance fiscal year-end process to illustrate what will be available. 

Each year there are several days in June when purchase transactions may not be processed in the financial system. Purchasing activities cannot completely cease during this window, so there are special procedures ready for departments to use in case they need something during that time. This year the deadline to enter fiscal year 2014 purchases in the financial system is June 24 at 4:00 p.m. Data entry of purchasing activity must pause until July 1. What are people to do during the interim, if they need something immediately? There are a number of methods for emergency purchases during this window when transactions may not be processed in the financial system; detailed instructions are available in the fiscal year-end procedures. 

Processes similar to the example above will be available for key activities during the upgrade. This is just one example of the types of work adjustments we need to make to certain processes during the upgrade.

More detailed information on go-live activities, including impacts to tertiary systems, will be available in the future at upgrade.umn.edu!

***This blog post was updated since it's original post date to reflect new information.***

Sneak Peek: Financial WorkCenters

The Finance work stream recently released a sneak peek on Financial WorkCenters. The video explains how the University's financial community will use the new Financial WorkCenter functionality coming with ESUP. If you haven't yet seen this sneak peek, check it out! (And remember, all the videos and sneak peeks are on the Program's website.)

For more information about the financial system (EFS) upgrade, visit http://z.umn.edu/finance. If you have questions about coming changes as a result of ESUP, please email esup@umn.edu.

ESUP Question...Will I still be able to use DeptID after the ESUP systems launch?

This article is part of ESUP’s ongoing series addressing rumors and questions about the program. Please email us at esup@umn.edu with any questions or rumors you’ve heard.

I heard that with the conversion to ZDeptID from Entity Codes, I will lose the ability to pull detailed information down to the department level. Is this true and will I be able to use DeptID?

One of the main reasons for moving to the ZDeptID value is to enable better reporting at the department level, so yes, you will absolutely be able to use DeptID for reporting. As part of the upgrade work, many HR business processes have been redesigned. As a result, certain reports need to change in both form and function. Details about specifics of what is happening in the reporting world for HR will be available soon.

Until the details are available, it’s important to understand the background of Entity and ZDeptID: 

• ZDeptID is the name of the field used to roll-up departments (DeptIDs) in the financial system (PeopleSoft Financials, or “EFS”). DeptID values are rolled up to (or grouped by) ZDeptID values in Finance using a tree structure, similar to a simple organizational chart.  Entity Codes perform the same roll-up function in the human resources system (PeopleSoft HR, or “HRMS”). Both HR and Finance use the same set of DeptID values to indicate department, and they will use the same set of ZDeptID values for roll-ups after the upgrade.

• The Entity Codes of today are based on the old financial system (CUFS) values for departments and were never converted to the “new” financial department structure and values. The ZDeptID values built in EFS in 2008 were not mapped to the Entity Codes in use in HR. There were good reasons for not mapping them at the time EFS was implemented. People have since found the use of the two terms and two sets of values confusing, especially since they don’t map nicely to each other.

As part of ESUP, collegiate leaders responsible for the HR and Finance functions are working together to reconcile these two sets of values to come up with a shared value that represents both the HR and Finance roll-ups. The roll-up value for both functions will be the same going forward and will reside in a field called ZDeptID. This will enable better reporting for departments, as combined Finance and HR data will then be more easily reported on at the department level, as well as being easily rolled up to a college, campus, and University level.

ESUP Question...Is UM Reports going away?

With a project as large as the Enterprise Systems Upgrade Program (ESUP) there are bound to be questions and rumors about what’s changing and what’s really happening. Thank you to Stephanie Betterman, from the Department of Horticultural Science, who emailed the Program with a question around the topic of reporting. Stephanie wrote, “There are rumors in my department that with the implementation of the new portal, the University will be taking UMReports away. Is there any truth to this?”

This rumor is false. UM Reports is not going away as part of ESUP, however what is changing is how University faculty and staff will access reports contained in UM Reports.

The majority of current, individual UM Reports will be available in the new Reporting Center. Data for some reports will be delivered through new functionality like PS Reports or PS Pages. In the near future, a list of current UM Reports with information on what is happening to each report as a result of the upgrade, will be posted on ESUP’s web site.

When Finance, HRMS, and Student launch their upgraded systems in spring 2015, users will access their UM Reports using the new Reporting Center, which will be available through the myU portal.

The Reporting Center will centralize reports people need to do their job. It won’t be the only place to find reports but it will provide a place that consolidates access to University reports from multiple reporting tools, including UM Reports, UM Analytics, and PeopleSoft (PS).

The Reporting Center will:

• categorize reports based on their function (i.e. finance, human resources, student)
• include search functionality
• allow users to bookmark their favorite reports
• offer a ‘Need Assistance’ feature to get help

Please watch this short ‘Sneak Peek’ video about the Reporting Center for an introduction to this new tool.

Thanks again to Stephanie for submitting her question and letting us use her name in this publication. Please email other questions or rumors to esup@umn.edu. We will contact you before we use your name and question in any of our publications.