Focus on FMS Features

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  • The General Ledger provides users with the ability to perform the following business processes:
  • The General Ledger integrates or communicates with the following modules. These modules share the same database: the Financial Management Solution database. The General Ledger can also communicate with other databases such as Human Capital Management through a special process called Application Messaging , which sends “data messages” from the Financial Management Solution application to the Human Capital Management system application and vice versa.
  • The General Ledger integrates or communicates with the following modules. These modules share the same database: the Financial Management Solution database. The General Ledger can also communicate with other databases such as Human Capital Management through a special process called Application Messaging , which sends “data messages” from the Financial Management Solution application to the Human Capital Management system application and vice versa.
  • The subtle difference between today and Go Live will be that all purchases must be in the Financial Management Solutions. The system provides many options for entry. An Invoice can not be paid without the purchase being entered into the system unless a P-Card is used. BGSU employees will still be able to “Charge” purchases at local stores like always. The difference will be that the receipt must be returned to the department and the designated person will enter this into FMS as a Quick Invoice or a CNF requisition (dependant on the $ amount). Sending the invoice to the Business Office for payment is not an option . The different type of on line transactions consist of: ONL – online requisition (normally above $1,500), CNF – confirming order for purchases made on the internet, purchased by phone (this will get it into the system without dispatching it to the vendor) BLK – blanket order that is dollar based to a single vendor that will encumber the funds and can have several receipts against it, SVC – service agreement that is qty based such as a maintenance agreement by month, and a CON – a construction requisition that has a project number and a project manager.
  • There will be five different levels of Approvals in FMS.
  • The Dollar Amount Approval remains the same. In the PeopleSoft system the person responsible for approving anything over $1,499 can not request. A division of duties is drawn. The Project team will develop a report to enable the Budget Administrator to produce a report for their Department Cost Centers that will show them a listing of all requisitions under $ 1,500. Monthly monitoring of the low purchases will be expected.
  • The Dollar Amount Approval will be exactly the same as the AFIN Approval. The major difference will be that every approval will be on line to ensure the University has an electronic workflow audit trail. In AFIN many signatures were gathered on paper before being sent to Purchasing. For absences from campus such as vacation time, an Approver will be able to reassign or forward their approver worklist to another authorized requisition approver. The system will apply all the system rules on the new approver.
  • FMS will be able to send these Special Categories that are purchased on our campus through a workflow of approval before the budget approval workflow. In AFIN today these are sent over via email to the appropriate approvers by the Purchasing Department before the Purchase Order is dispatched to the vendor. The approvals come back on paper with signatures to be attached to the physical purchase order and kept on file in the Purchasing Department. In FMS the approval process will happen BEFORE it reaches the Purchasing Department and the trail will be on line.
  • The Special Category approval will be the first approval of a workflow. Determined by the item category, the requisition will be sent directly to the person designated in ITS, IMS, ENVHS, PURCH, or SENIOR ADMIN (for institutional memberships) for approval, recycle or denial. If denied or recycled, the system will send a worklist and email back to the requester for their review and to make any necessary changes or updates. If approved the requisition will move to the amount workflow approval process.
  • The PeopleSoft Financial Management Solutions will allow the Purchasing Department and Design & Construction to electronically track a Project from the beginning to the completion. The above shows how it is today in AFIN and how it will become after “Go Live” in FMS. The Purchasing Department will be able to run Queries and Reports for the information needed for State Reporting and Auditing. Subsequent phases of FMS will hopefully bring up full functionality of the Project Costing Module.
  • Design & Construction receives approval for a feasibility study for a construction project. Financial Accounting creates the project id that will contain the budget chartfields and seed dollars. A requisition is entered into FMS to fund the feasibility study. If the study proves feasible and the project is a large project, it is now presented to the Board of Trustees for funding. If the Board approves, a single requisition is required to initiate the project. The requisition is sent to the assigned project manager for his/her approval and then on to purchasing for the insertion of all legal terminology, it is approved and sourced to purchase orders.
  • Once the system determines the requisition is a project, the initial approval will be by the Project Manager. The requisition is then sent to the Purchasing Department for final approval and creation and distribution of the purchase order.
  • Department Cost Center is equal to Agency in AFIN Account is equal to Organization in AFIN Program is equal to Sub-Org in AFIN
  • When the top Worklist link is clicked on it will bring up their user specific worklist. The links in the list will take the approver to the actual requisition to allow them to view and make their decision.
  • After the requisition is chosen and the link is clicked on, this screen will appear. The Approver now has a view of which Department Cost Center, Fund and Account is being charged, the Approver can also delve deeper to view a description of what was requested and decide on its’ appropriateness. There are three action options for the approver to choose from: Approve – which will continue the requisition on it’s path, Recycle – which will send it back one level with a note of what action they might want to be taken and Deny – which sends a message back to explain what action the approver wants the requester to take.
  • Presently in AFIN there are many sources requesting payment that are not coming into the Business Office electronically. In FMS almost every transaction on campus will come into the Business Office electronically. Two exceptions to this in Phase 1 implementation will be Travel & Business Entertainment and Cash Advances. These will continue to be requested on a paper form with a few minor updates. There will no longer be the Invoice that makes it to the Business Office without a requisition/purchase order. FMS is offering many choices to use to keep all transactions electronic.
  • The Bulk Scanning location will receive ALL invoices for purchases of the University. This group will scan every invoice, index it, and link it to the voucher in PeopleSoft FMS. The linking will enable all users to pull up voucher inquiry and click on a link to pull up a second window that will display the invoice associated with the voucher.
  • This is a sample of a voucher that has been linked with its scanned invoice. The user will be able to click on this link to open a new window.
  • Matching Workflow has been set up to recognize many matching exceptions. Two of the ones that will be the most likely to occur are Pricing Errors and No Receipt Found . The system will automatically send these errors to the appropriate user’s worklist who will then make the required action needed for the voucher to have a successful three way match.
  • This is the simplest form of the Accounts Payable Process. After the Purchasing Process is completed, a Voucher is created. After the voucher passes all Match Exceptions set up in the system, the voucher will enter the Pay Cycle. The Payment Cycle will be run each day pulling vouchers to be paid by invoice date with the majority of our vendors being paid Net 30 days. A Trial Registry of the Pay Cycle will be sent to the AP Supervisor who will have the responsibility of approving the cycle. The checks will be printed and the EFT Payment File and Positive Pay File for the Bank will be run. The Treasurers Office will access these files and initiate the file transfer.
  • Please forward any questions, comments, or suggestions for improvement to BGat100@bgsu.edu

Transcript

  • 1. BGSU/PeopleSoft Financial Management Solutions Focus on FMS Features
  • 2. The Benefits of FMS
    • User Driven Configuration and Processing:
      • Hierarchical Tree Design for Rollup
      • Effective Dated Tables
      • Easy Access to Historical Transactions
      • You Schedule the jobs to run when desired.
    • Menu Driven Navigation
    • Quicker Data Access & Reporting
      • User Friendly Reporting Tools
      • Drill Down to Details From Many Reports
    • Electronic Audit Trail
    • Workflow Approval in Purchasing
    • Other Universities to Look to for Solutions
  • 3. Other Client Experiences
    • 80 CIBER Higher Education Implementations in the US & CAN
      • 25% of the Total Higher Education Implementations of PeopleSoft
      • Clients Who have been through this:
        • BYU – Hawaii
        • BYU – Provo
        • Clarkson University
        • University of New Orleans
        • Marquette
        • University of Maryland - University College
        • University of Houston
        • University of North Texas
        • West Chester University
        • Towson University
        • University of Baltimore
        • Cambridge University in the UK
  • 4. Agenda
    • FMS Modules
      • Commitment Control
      • General Ledger
      • Purchasing
      • Accounts Payable
      • Grants Management
      • Asset Management
    • Questions and Answers
  • 5. Commitment Control
    • Foundation of the FMS System. All activity flows through this sub-system for validation, spending authorization, and reporting.
    • Process is similar to present system with control at the parent level and tracking at the child level.
    • All transactions must pass budget checking.
  • 6. APP2 Expense Bud/ Appropriation Revenue Budget CURR_BUD GENLED PURCHASING Online Journals Interfaces AFIN FMS Budget Journals Interfaces Online Journals CC_PROJ CC_APPROP ACTUAL BUDGET OVERVIEW PURCHASING
  • 7. Compare and Contrast AFIN FMS Budget Overview screen is customizable by value ranges and levels. It also provides drill down capability to the original transactions. APP2 screen shows one appropriation at a time. Can leap to another summary by account code screen (ASUM). All transactions stored in the KK ledgers. Budget transactions stored in the budget ledger. Accounting transactions are stored in the General Ledger. Budget and Actuals tracked by pre-defined account codes. Budget and Actuals tracked by pre-defined object codes. Spending controlled at the parent level, e.g. 025100 OPERATING Spending controlled at the Appropriation Level, e.g., 0250330O.
  • 8. Significance of Changes
    • Budget Overview screen displays the summary at the operating level
    • Can drill down from the summary page to individual transactions
    • Allows user to specify the level of summarization and the detail values to be combined.
    • Reporting can be done from one ledger group.
  • 9. NAVIGATION: Commitment Control > Budget Activities> Budget Overview To activate Overview Report
  • 10. Drill Down Navigation: Search from Overview Screen
  • 11. Navigation: Drill Down from Budget Details Screen
  • 12. Budget Structure
    • The Budget Definition, Rule sets, and Translation tables provide a flexible framework to establish different variations of budgeting.
    • Three basic configurations: 3-Way, 2-Way, and 1-Way.
    • Setup based on account and department cost center trees.
  • 13. 2401860F Full Time A/O Expense Budget ------------ 1010 2012 3010
    • 3-WAY
    • Personnel
    • Fringes
    • Operating
    AFIN FMS 2551907F Centralized Fringes 2401860O Operating DCC Exp Line Budget ------------ 51010 52012 53100 Budget Definition Rulesets
    • 2-WAY
    • PERS
    • OPER
    • 1-WAY
    • ALL_EXPENSE
    Account Rollup DCC Rollup
  • 14. Compare and Contrast AFIN FMS The type of budget is pre-determined and thereby eliminates errors. Setup errors occur, especially on the HR side, when the type of budget is not known. Predefined rules decide the structure of the parental controls – 1,2, or 3 spending control appropriations for a DCC. Each Agency/Org/Object combination can point to any appropriation. Department Cost Center and account are setup. Predefined rules establish the correct parent appropriation. Appropriation setup first. Then Expense budget setup by individual object code mapped to the correct appropriation.
  • 15. Significance of Changes
    • Pre-defined rules prevent setup errors.
    • More structure allows for consistency.
    • Structures:
    • 3-WAY used for approved budgets with centralized fringe funding.
    • 2-WAY used for Auxiliary budgets with fringes in the personnel appropriation.
    • 1-WAY used for all other budgets. All expense accounts pooled into one appropriation.
  • 16. Revenue Budgets with Associated Expense Budgets
    • As in our current system, FMS allows revenue to optionally increase the spending authority of the appropriation.
    • Although the end-result is similar, the mechanics and reporting in FMS are different.
  • 17. AFIN Process at Month-end: Revenue deposited and recognized System automatically Updates APP2 Spending authority Month-end Batch Program updates EXP2 and REV2 for Recognized Rev Receipts = 8190 = Current Budgeted Rev APP2 Opt=Y REV2 Map to APP2 EXP2 8190 Month-end Reports
  • 18. FMS Process Daily/Monthly Revenue deposited and recognized System automatically Updates Spending authority Year-end Allocation updates Expense Budget for Recognized Rev Month-end Reports Year-end Close Carries forward Unobligated Budget FMS Process Year-end Budget Overview Rev Budget Exp Budget Rev Budget Exp Budget 2007 Exp Budget 2008
  • 19. Compare and Contrast AFIN FMS Year-end budget allocation process updates the budget for associated revenue recognized. Year-end carry-over based on APP2 unobligated amount which includes revenue rotary. FMS month-end reports combine revenue and expense budgets to show available funding available. AFIN month-end batch process copies recognized revenue budget to expense object 8190 budget. Associated revenue automatically updates Budget Overview screen and spending authority. Revenue Rotary automatically updates APP2 screen and associated spending authority.
  • 20. Significance of Changes
    • Can use the FMS system as delivered while maintaining our practice of allowing additional spending authority based on generated revenue.
    • Eliminates the need for custom batch process that would have to be maintained with each system upgrade.
    • Ad hoc report writers using Query will have to be aware of the need to incorporate revenue budget data with expense data to arrive at an accurate remaining balance amount.
  • 21. Budget Transfers
    • The Budget transfer process is used to redistribute budget dollars within a Department Cost Center to other accounts in the same appropriation.
    • It can also be used to transfer budget dollars to other Department Cost Centers.
    • Defaults to Adjustment type so the change does not affect the next year’s Original budget amount.
  • 22. Signed Paper Request EB Reduce Donor AFIN Process: Grant Related ? Personnel ? No No Yes, forward form to VP Fin & Admin Yes, forward form to Grants Office Budget Admin initiates and signs Budget transfer EB Increase Recipient Same APPR ? Yes No Approved ? No Yes, return to Bus Office EB Reduce Donor EB Increase Recipient APP2 APP2
  • 23. FMS Process: Grant Related ? Personnel ? No Yes, notify VP Fin & Admin Within Security ? Yes No Approved ? No Budget Transfer Update Transfer Email notification to transferee Budget Transfer Security Error Review Transfer With Security Errors Update Transfer Yes Email notification to transferor Update Transfer Email notification to transferor/ee Email BO Email Grants Off Budget Activity Budget Activity Budget Activity
  • 24. Compare and Contrast AFIN FMS Security error prevents update if outside security list; Business Office will update if properly documented. Business Office inputs and updates two EB documents with a prefix of CVAT# (where CV is the inputers initials). The first document reduces the donor’s budget and the second increases the receiver’s budget E-mail notification to receiving department cost center administrator if different. Transferring Bud Admin emails Business Office. Pink form mailed to the Business Office Department inputs Budget Transfer. Department updates if within security list Pink form completed and signed by Bud Admin relinquishing budget dollars
  • 25. Significance of Changes
    • Eliminates paper processing and mailing.
    • Eliminates duplicate input.
    • Shortens update time lapse and notification.
    • Notification process is delivered functionality of FMS.
    • Provides department with ability to easily adjust their budget account distribution.
  • 26. Navigation: Commitment ControlBudget JournalsEnter Budget Transfer BUDGET TRANSFER HEADER
  • 27. Navigation: Commitment ControlBudget JournalsEnter Budget Transfer BUDGET TRANSFER LINES
  • 28. BUDGET TRANSFER NOTIFICATION
  • 29. Agenda
    • FMS Modules
      • Commitment Control
      • General Ledger
      • Purchasing
      • Accounts Payable
      • Grants Management
      • Asset Management
    • Questions and Answers
  • 30. General Ledger Business Processes
    • Create, approve, and process journal entries from other FMS modules using the Journal Generator
    • Create, approve, and process journal entries from other BGSU feeder systems
    • Create, approve, and process journal entries imported from spreadsheets
    • Create, approve, and process journal entries online real-time
    • Post all journals to appropriate ledgers
  • 31. General Ledger Integrations
    • Purchasing
    • Asset Management
    • Accounts Payable
    • Accounts Receivable
    • Grants Management
    • Payroll
  • 32. General Ledger Feeder Systems
    • Bookstore (MBS)
    • Dining Services (CBord)
    • Telecommunications Services (Pyramid)
    • Parking Services (IPS)
    • Health Services (Media Highway)
    • Rec Sports (Class)
    • Purchasing Card (JP Morgan)
    • Office Depot
    • Student Information System (SIS)
  • 33. EXPENSE TRANSFERS
    • White form sent to the Business Office by the majority of users
    • Business Office inputs from form and updates
    • IX document input and updated by selected power users
  • 34. Signed Paper Request Intra-Instit Cross Chrg IX Journal Voucher JV Intra-Instit Voucher II General Ledger AFIN Process: FMS Process: Enter Exp Trans Journal Inter-DCC ? Bus Off Review IX Source & Post Other DCC Review Approve ? No No Yes, email notification General Ledger Yes, email notification
  • 35. FMS LEDGER PROCESSES Budget Check, Edit, Post Decentralized IX Online Journals CC_PROJ CC_APPROP ACTUAL JOURNAL GENERATOR HCM GRANTS AR ASSET MGMT AP PURCHASING P-CARD TELECOMM SIS PARKING DINING BOOKSTORE JOURNAL HEADER/ LINES SPREADHEETS SPREADSHEET IMPORT
  • 36. Compare and Contrast AFIN FMS Business Office will post the journal if it is properly documented. Business Office inputs and updates a journal voucher with a prefix of CVIX# (where CV is the inputers initials). This document reduces the expense for the charging department and increases the receiver’s expense. E-mail notification to receiving department cost center administrator if different. Transferring Bud Admin emails Business Office. White form mailed to the Business Office Department inputs Expense Transfer using Journal with an IX source. White form completed and signed by Bud Admin relinquishing budget dollars
  • 37. Significance of Changes
    • Eliminates paper processing and mailing.
    • Eliminates duplicate input.
    • Shortens update time lapse and notification.
    • Notification process is delivered functionality of FMS.
    • Provides department with ability to easily correct errors in account distribution and charge other departments for shared expenses, e.g., copier usage.
  • 38. Agenda
    • FMS Modules
      • Commitment Control
      • General Ledger
      • Purchasing
      • Accounts Payable
      • Grants Management
      • Asset Management
    • Questions and Answers
  • 39. METHODS OF PURCHASING
    • AFIN
      • PDQs
        • Decentralized Purchase Orders for Purchases under $1,500
      • PO1s
        • Paper Payment Orders for purchases under $1,500 not ordered on a PDQ
      • RXQs
        • An On Line Requisition for purchases
      • P-Card
      • Store Charge
      • Travel & Business Entertainment
        • Green & Yellow forms
      • Bookstore & Dining Interface
        • Manual vouchers created by Business Office
    • FMS
      • Quick Invoice
        • On Line entry for purchases under $100
          • Store Charges
      • Low Requisition
        • On Line entry for purchases under $1,500
      • Requisitions/Purchase Order
        • On Line entry for purchases over $1,500
        • ONL,CNF,BLK,SVC,CON
      • P-Card
      • Travel & Business Entertainment
        • Forms still submitted to Business Office
      • Bookstore & Dining Interface will continue
        • Voucher will be built in PS during transmittal
  • 40. DEFINITIONS OF APPROVERS
    • Requestor – Designated employee by the Departmental Senior Administrator
    • Budget Administrator – In Academic Units, most often the Chair, Administrative Unit, someone appointed by the Senior Admin
    • Senior Administrator – Dean, Director, Assistant or Associate Vice President or Vice Provost
    • Vice President – Departmental or Provost
    • President – University President, Senior Vice President of Finance & Administration, Provost
  • 41. APPROVAL PROCESS
    • Requestor
            • Can enter & approve direct purchase requisitions up to $1,499
    • Budget Administrator
            • Can approve purchase requisitions up to $9,999
    • Senior Administrator
            • Can approve purchase requisitions up to $49,999
    • Vice President
            • Can approve purchase requisitions up to $99,999
    • President
            • Can approve any requisition with amount equal to or above $100,000
  • 42. DOLLAR AMOUNT APPROVAL WORKFLOW
  • 43. SPECIAL CATEGORY APPROVAL
    • AFIN
      • Computers
        • Scanned/E-Mail from Purchasing to ITS for approval
      • Audio-Visual Equipment
        • Scanned/E-Mail from Purchasing to IMS for approval
      • Radioactive Isotopes
        • Paper form is sent through ENVHS to Purchasing allowing purchase
    • FMS
      • Computers
      • Audio-Visual
      • Radioactive Isotopes
      • Lasers
      • Alcohol
      • Institutional Memberships
      • All will be sent through electronic workflow before being sent through dollar amount approval.
  • 44. SPECIAL CATEGORY WORKFLOW
  • 45. CONSTRUCTION
    • AFIN
      • Feasibility study is done
      • If feasible, the process begins
      • Paper requisitions are sent to Purchasing and purchase orders are created
      • Purchasing creates physical construction files & data bases for tracking purposes
      • Change orders are sent to purchasing by paper with all the proper signatures. Purchasing enters them
      • Often, initial costs are not easily linked to projects and not able to be tracked
    • FMS
      • Feasibility study creates a Project ID and money is transferred
      • Requisitions submitted on line by Design & Construction
      • Purchasing creates purchase orders for all vendors/contractors involved
      • Change orders will continue to be submitted as paper for the purchasing department to enter
      • Tracking exists from feasibility to project termination within FMS by project number
  • 46. CONSTRUCTION WORKFLOW
  • 47. PROJECT WORKFLOW
  • 48. HOW TO APPROVE ON LINE
    • Sign on to PeopleSoft FMS
    • Open Worklist
    • Verify Chartfields
      • Fund/Dept Cost Center/Account
    • Approve/Recycle/Deny
      • After refresh, transaction no longer on worklist
  • 49. VIEW OF WORKLIST
  • 50.  
  • 51. Summary
    • Entire process is now electronic
      • Travel & Business Entertainment will still be handled as it is today
    • History will be viewable on line
      • No more file cabinets to rummage through
      • Easily auditable
      • Reports & Queries can be run to find almost any information needed
  • 52. Agenda
    • FMS Modules
      • Commitment Control
      • General Ledger
      • Purchasing
      • Accounts Payable
      • Grants Management
      • Asset Management
    • Questions and Answers
  • 53. METHODS OF PAYMENT
    • AFIN
      • Forms
        • Blue, Green, Yellow, White encompassing many kinds of transactions
      • Invoices
        • Payments made for items ordered outside of AFIN
      • PO Vouchers
        • Payment of Purchase Orders
      • Reimbursements/Stipends
        • Memos/E-Mails/Spreadsheets sent from departments
      • Payments from Interfaces
      • Manual Checks
        • Student/Customer accommodation
    • FMS
      • PO Voucher
        • Copied from the purchase order
      • Quick Invoice Voucher
        • Created from end users’ entry of Quick Invoice
      • Direct Voucher
        • Used for payment of Travel & Business Entertainment
        • Created by Interfaces
      • Express Payment
        • Manual & emergency checks
  • 54. ONBASE DOCUMENT IMAGING
    • All source paperwork will be sent to the scanning headquarters to be scanned and linked to its corresponding voucher
    • While on several voucher pages in FMS, all will be able to link to the invoice for easy viewing
  • 55. Voucher with Invoice Link
  • 56. THREE WAY MATCH
    • All payments need a three way match between Purchase Order, Receipt, and Voucher
    • Workflow is set up for matching errors
      • Pricing errors will be redirected to the Buyer in Purchasing to correct
      • Receiving errors will be redirected to the Requester
  • 57. MATCH WORKFLOW
  • 58. Summary
  • 59. Agenda
    • FMS Modules
      • Commitment Control
      • General Ledger
      • Purchasing
      • Accounts Payable
      • Grants Management
      • Asset Management
    • Questions and Answers
  • 60. Grants Management Business Processes
    • Prepare budgets for awards
    • Grant budget accounting integration
    • Process grants-related payments
  • 61. Preparing an Award Budget Today
    • Pre-award office prepares detailed Excel spreadsheet without AFIN OBJ codes
    • Post-award office loads into AFIN after assigning OBJ codes
    • Entire process not integrated within financial system
  • 62. Preparing an Award Budget Today
  • 63. Preparing an Award Budget in PeopleSoft
    • Pre-award office utilizes same module and account codes as post-award
    • Eliminates post-award replication of data
    • Facilitates later budget revisions
    • All revisions, changes, tracked in common system, integrated with FMS and HCM
  • 64. Preparing an Award Budget in PeopleSoft
  • 65. Generating a Grant Award Today
    • Several manual processes
    • Maintain two separate databases
    • Limited coordination between pre- and post-award offices
    • Duplication of budget data entry
  • 66. Generating a Grant Award Today
  • 67. Generating a Grant Award in PeopleSoft
    • Integrates workflow between two office functions
    • Eliminates duplicate budget data entry
    • Facilitates post-award coordination between the two offices
    • Automated processes replace several manual processes
  • 68. Generating a Grant Award in PeopleSoft
  • 69. Grant Numbers Today
    • FUND: 4-digit code designating funding source (i.e., 4105, separate fund for this grant)
    • AGCY: 3-digit code denoting department, college, etc. (i.e., 025 is the legacy code for Biological Sciences)
    • ORGN: itemizes activities within the AGCY (i.e., in Grants, the ORGN was usually the same as FUND)
    + + FUND 4105 AGCY 025 ORGN 4105
  • 70. Grant Numbers Today
    • With very few exceptions, every grant has its own fund and therefore its own balance sheet
    • Three funds dedicated to federal letters of credit (4401=NIH, 4402=ED, 4403=NSF)
    • Some fund ranges designate type of funding while others designate type of activity
    • AGCY+ORGN provide the unique number for each Appropriation with ORGN=FUND except in the case of the letters of credit RESULT: Unique numbering combinations become limited making “recycling” of old numbers necessary, thereby making tracking difficult
  • 71. Grant Numbers in PeopleSoft
    • FUND: for grants, focused purpose to facilitate year-end financial reporting
    • PROJECT/GRANT: provides a unique identifier for university projects (i.e., construction) and externally sponsored programs and research
    + FUND 40000 PROJECT/GRANT 10250013
  • 72. Grant Numbers in PeopleSoft
    • Both FUND and PROJECT/GRANT number will be required for transactions
    • Only 5 funds: 40000 (federal), 41000 (state), 42000 (local), 43000 (other), and 47000 (BGSU Foundation)
    • Project numbers begin with “9” Grant numbers begin with “1”
  • 73. Grant Purchases in PeopleSoft Definition of Approvers
    • Requestor –Employee designated by the Departmental Budget Administrator
    • Special Category – Approval for special commodities
    • PI – Principal Investigator on the Grant, responsible for all activity
    • Grants Accounting – Approves budget item and availability of funds
    • Budget Administrator – Chair of the Department or Director of the Program
    • Senior Administrator – Dean, Assistant or Associate Vice President or Vice Provost
    • Vice President – VP of the Division
    • President – University President, Senior VP of Finance & Administration, Provost
  • 74.
    • Special Category
        • Approves all special category commodities, no matter what cost
    • Principal Investigator
        • Approves all requests, and requisitions up to $1,499
    • Grants Accounting
        • Approves ALL requests for appropriateness to awarded budget and availability of funds
    • Budget Administrator
        • Approval required for requisitions up to $9,999
    • Senior Administrator
        • Approval required for requisitions up to $49,999
    • Vice President
        • Approval required for requisitions up to $99,999
    • President
        • Approval required for requisitions with amount equal to or above $100,000
    Grant Purchases in PeopleSoft Approval Process
  • 75. Grant Purchases in PeopleSoft Approval Workflow
  • 76. Agenda
    • FMS Modules
      • Commitment Control
      • General Ledger
      • Purchasing
      • Accounts Payable
      • Grants Management
      • Asset Management
    • Questions and Answers
  • 77. What is Asset Management?
    • What are Capital Assets?
    • What tracking is required while maintaining asset records?
    • Why are reports prepared annually?
    • What types of regulations must be followed?
    • What are the Policies and Procedures for Asset Management?
    • How is PeopleSoft Asset Management different from AFIN?
  • 78. What is Asset Management ?
    • The management, monitoring, and reporting of financial, operational, and construction projects including personal and/or real property.
    • What are Capital Assets?
    • Defined as acquisitions having a cost equal to or greater than $3,500 and a useful life or more than one year. The amount of $3,500 is limited to an individual piece of equipment or the composite thereof.
    • Are recorded at their original cost (historical cost) during acquisition, or fair value at the date of donation in the case of gifts. “Acquisition” is no longer strictly regarded as a “purchase” but may include “leasing” in specific instances.
    • Include renovations that exceed 5% of cumulative building cost
    • Infrastructure whereby cost exceeds $100,000
  • 79.
    • Land and Easements
    • Buildings
    • Equipment, Machinery and Vehicles
    • Improvements Other than Buildings: a.k.a. Infrastructure (including such things as roads, lighting systems, sidewalk systems, utility systems, and others)
    • Construction in Progress
    • “ Historical Treasures”
    What are Types of Capital Assets?
  • 80. Examples of Capital Assets – Vehicles, Equipment, & Land
  • 81. Examples of Capital Assets – Buildings, “Historical Treasures,” and Infrastructure
  • 82. What is Considered as State Owned Property?
    • Definition:
    • “… and Section 125.16 of the Ohio Revised Code, the Department of Administrative Services has defined “Property” as assets that are owned (purchased or donated), subject to ownership (e.g., leased asset), acquired under a grant or sub-grant, or held on behalf of the State of Ohio. Property has an initial estimated useful life of two years or more and is neither consumed nor expended during its useful life.”
    • Obligations: “As required by Section 125.16 of the Ohio Revised Code (ORC) and DAS Directive No. 04-27, all state agencies, boards and commissions have stewardship responsibilities with maintaining and reporting an inventory representing the activities of their state owned assets..”
    • Abstracted from: http://das.ohio.gov/Directives/directive_05-06/06-27.pdf
  • 83. What is BGSU Owned Property?
    • Purchase of Items for Personal Use
    • No employee of Bowling Green State University shall utilize the Purchasing Department, the name of the University, or University funds, to secure merchandise or to obtain a savings on the purchase of items for personal use or consumption. (Obsolete and in need of updating as we now have opportunity to take advantage of employee discounts based upon negotiated contracts by the Purchasing Department.)
    • **This includes the purchase of clothing with departmental/university logos, and the purchase of University event tickets. (Does not apply to required departmental uniforms which by IRS definition cannot be used as clothing outside the workplace.)
    • Abstracted from the Business Office Policy Manual (pg.9)
  • 84. Asset Management Responsibilities within the Business Office:
    • Coordinate, collect and review annual physical inventories
    • and maintain records.
    • Assist other departments on campus in their preparation of
    • inventory report an annual basis.
    • Process all major equipment transfers, disposed, replaced and
    • surplus property in order to make changes to assets in the
    • system.
    • Assist other departments on campus in establishing procedures
    • for maintaining and controlling their major assets.
  • 85. Continued Asset Management Responsibilities:
    • Maintain the Asset Management Module within the PeopleSoft System for the University and report updated changes annually along with depreciation where applicable.
    • Ensure that all major equipment is tagged. This process includes the replacement of tags in the event of lost tags and the distribution of BGSU tags upon “ownership” or purchase.
    • Ascertain compliance with state and institutional regulations
  • 86.
    • Affix BGSU Tags to the capital assets and provide information essential for maintaining records for the asset management system when requested by the Business Office.
    • Complete the “Equipment Disposal” form (dispensation): http://www. bgsu . edu/offices/services/purchasing .html and report to AM any changes that occur related to transfers, retired, replaced, surplus, sold or stolen assets.
    • If fabricating an item, discuss with the Business Office because a tag can be issued for an overall project as an accumulated value meeting the specifications of a capital asset.
    • Perform annual inventories upon request from the Business Office and report results with validation.
    Roles of University Departments
  • 87. Equipment Disposal Form
    • General Disposal Information:
    • Disposal Method = Surplus, Scrapped, or Other
    • Stolen Property Information
    • Transferred to a different Department
    • Trade-in on New Equipment
    • http://www.bgsu.edu/offices/services/purchasing/EquipmentDisposalForm.pdf
  • 88. Surplus Property Policy SURPLUS PROPERTY REQUEST FORM >> The materials handling department has been designated as the responsible agency for the processing and disposal of items which are no longer needed or usable by bowling green state university. This centralization is important to insure compliance with applicable state statutes, and also to match the surplus property of one university department with the needs of another. Our goal is to redistribute university property to other university departments where feasible.  Departments should notify materials handling at 372-2121 whenever items become surplus for possible placement in other areas. If your department is seeking a surplus item, we hold periodic viewings of the surplus property in the reed street warehouse.  Please call 372-2121 to find out when the next viewing is scheduled. Abstracted from: http://www.bgsu.edu/offices/materials/page22565.html
  • 89. Method of Depreciation:
    • Capital Assets:
    • “ Depreciation is computed using the straight-line method
    • over the estimated lives of the assets, generally 40 years
    • for buildings, 20 to 30 years for infrastructure and
    • improvements, and 5 to 12 years for equipment. Library
    • materials are capitalized and written off over 10 years.”
    • Abstracted from Budget Book: Summary of Significant Policies
  • 90. Shared Procedures: PeopleSoft AM and AFIN Fixed Assets
    • Tagging capital assets/replacing tags when lost
    • Annual inventory/validate & submit annual report
    • Complete “Equipment Disposal” form to change status of assets.
  • 91. Benefits of Using PeopleSoft Asset Management
    • An integrated system that allows the capturing of information and data in an overall enterprise resource planning system; resulting in improved controls
    • ▪ Within Purchasing and Accounts Payable Modules there is opportunity to identify capital assets and interface with the Asset Management Module.
    • ▪ Physical information tracks to the “receiver document.”
    • ▪ Financial information tracks to the “voucher document.”
  • 92. Continued--
    • Improved procedures for tracking capital assets;
    • ▪ Ability to track “leased” assets and recognize as “operational assets”
    • ▪ Ability to track components within a clustered asset
    • ▪ Ability to identify a custodian or physical “owner” of the asset
    • ▪ Ability to track related aspects to assets and prompted when associated licenses, registrations, etc. are due.
    • ▪ Ability to identify land with extensive descriptions including lot #, parcel #, block#, and legal description.
  • 93. Data Flow:
    • Physical information tracks
    • to the “ receiver document .”
    ▪ Financial information tracks to the “ voucher document .” Data Flow:
  • 94. Click on “Run” button. Choose inventory reports: Detail or Short Version
  • 95. Summary Report
  • 96. Detailed Report:
  • 97. Focus on FMS
    • Questions
    • Comments