ERP Project - Oracle/PeopleSoft

Access | Training | Security | Documentation | Reports | Chart of Accounts | PCard | FAQ's
Purchasing | Falcon’s Purch | Finance & Administration

 

Financial Management Solutions (FMS) v9.1

 

Frequently Asked Questions 

General Questions

Chart of Accounts

Program Codes

PCard

 

Grants

Asset Management

Non-Student Accounts Receivable / Billing

Reports

 

  

Q:  When will 9.1 be available? 
  • Go live will be July 1, 2011.

[  Top  ]

 

Q: Will the budget process change?
  • The budget process will essentially remain the same.   However there will be changes to the level of detail that is loaded into the system.

[  Top  ]

 

Q:  How many years of data will be converted to 9.1?
  • Two full fiscal years of data will be converted at the summary level.  Version 8.9 will still be available for inquiry at the detail level.

[  Top  ]

 

Q:  How can I continue to find out about the changes coming with the move to 9.1? Where can I ask questions I have about the move to 9.1?
  • Attend Open Forum sessions - sessions dates/times and previous session presentations are available here
  • Communications with your supervisor
  • Information available on the Project Website:  www.bgsu.edu/v9.1
  • Send an e-mail with questions to the Project e-mail address at FMS@bgsu.edu
  • Contract any member of the Project Team
  • Contact the Controller’s Office
  • Contact Cindy Fuller,  Communications Coordinator at cfuller@bgsu.edu

[  Top  ]

 

Q:  Why is the Chart of Accounts changing?  What benefits will be available because of the changes in Chart of Accounts?
  • Improved quality of reporting and ease of reporting at various levels:  e.g., Institutional, Division, and Department.
  • New Chart of Accounts (COA) facilitates true fund accounting that is standard for institutions of higher education.
  • The current COA within FMS does not follow the typical Higher Education structure, resulting in a manual, labor intensive and cumbersome process for a number of year-end reporting requirements (e.g., Board reports, Audited Financial Statements, Fund Balance Financial Statements and associated working paper package).
  • The new COA conforms to best practices within the Higher Education community in addition to PeopleSoft FMS best practices.

[  Top  ]

 

Q: What will be the order of the chartfields?
  • Fund, Department, Account, Function, Program, PC Bus. Unit, Project/Grant, Activity, Bud Ref, Affiliate, Fund Affiliate

[  Top  ]

 

Q:  How much will the chartfield value change?
  • The primary change will be the Department chartfield, where existing DCC’s will be collapsed into. 
  • The Account and Fund will essentially remain the same. 
  • Use of program codes is not new; however, increased departmental usage is likely due to the collapsing of DCC’s.

[  Top  ]

 

Q:  Will DCC’s continue to exist?  If not, what will they be in 9.1?
  • DCC’s will not continue to exist; rather, they will be collapsed into Departments. 
  • The program code chartfield may be utilized at the department level to track separate activities.

[  Top  ]

 

Q:  Will the department have some input to the changes in their chartfield?
  • The Accounting team has used a mapping process and worked with divisional areas.  The divisional areas have also solicited feedback from various individuals as appropriate.  In conjunction with this, the project team has met continually with various users across campus to discuss unique situations and to determine appropriate strategies.

[  Top  ]

 

Q:  How will individuals be notified of the changes to the Chart of Accounts?
  • Information will be communicated to divisional leads, who will share information with their respective areas.  Directors, managers, supervisors should meet with their teams to communicate changes. 
  • Information will be disseminated at Budget and Business Administrator meetings.
  • Formal campus training sessions will be conducted prior to go-live.  Schedules will be announced at a later date.

[  Top  ]

 

Q:  Will item types be changing?
  • Item types will essentially remain the same; however, there may be instances where multiple items types will be collapsed into one.

[  Top  ]

 

Q: Will users be able to continue the separations that are currently available with DCC’s?
  • Program codes may be utilized by departments to track various activities currently achieved with DCC’s. 
  • Other chartfield segments such as Fund and Account will be useful in identifying and separating specific activity.

[  Top  ]

 

Q: How will the "Class" field in v 8.9 be handled in v 9.1?
  • In v 9.1 the "class" chartfield is relabeled as the "function code" chartfield.  Similar to expense accounts, program codes may be utilized in v 9.1 for revenue accounts to achieve what was previously accomplished with "class".

[  Top  ]

 

Q: Will the Budget Administrators be able to transfer funds from one department to another within the College?
  • Yes, with the exception that budget dollars cannot be allocated or transferred to a program code, but they will be permitted between departments.

[  Top  ]

 

Q: Why is it not possible for department transfers to occur automatically within the same division?
  • With delivered PeopleSoft functionality, we do not have the ability to “pick and choose” what entries can be entered and by whom.  It is essentially an “all or nothing” situation.   It is not sound internal control and accounting practice to leave the system wide open for any and all users to make entries and transfers.

[  Top  ]

 

Q: How will changes in journal entry workflow affect departments like the Post Office?
  • Other than utilizing a system delivered workflow, the only other change will be that the Budget Office will be reviewing and posting all budget transfers instead of the Controller’s office.

[  Top  ]

 

Q: When departments ask for additional department codes to be created, when will the requester know that the request is approved or rejected?
  • All requests will be evaluated by the Chart of Accounts Governance Committee.  If a request is rejected, the Controller will communicate with the user at the conclusion of the review.  If a request is approved, the user will be notified once the value is added to v 9.1.  Requests for new values are still be accepted; however most decisions will likely be deferred until after v 9.1 is implemented in July 2011.

[  Top  ]

 

Q: How will the carryover process be addressed in v 9.1?
  • The carryover process in v 9.1 will mirror what's currently being done in v 8.9.  The one significant change is that operating and personnel dollars for E & G funds 10000 and 11000 will be moved to the new designated Fund 18000 upon completion of the carryover process.

[  Top  ]

 

Q: Why will transfers to/from program codes not be permitted after the initial transactions occur?   Why can’t we budget at the program code level?  Why can’t we use program codes for personnel?
  • Institutional budgeting and reporting is performed at the departmental level.  The overall cost for maintaining this level of detail within the system is significant.  We anticipate there are alternative methods for individual areas to maintain a granular level of detail if desired or needed that are less labor intensive and less costly to maintain.  
  • This model will be followed initially, while the Team continues to evaluate alternatives within the system to accommodate a greater level of detail at the program code level.

[  Top  ]

 

Q: Can program codes be alpha and numeric?
  • Program codes are all four digit numeric.

[  Top  ]

 

Q: What is the range of program codes?
  • They will begin with 1000 and increase by increments of 10 until 9990.

[  Top  ]

 

Q: Will program codes be assigned?
  • The four digit numeric codes will be available for each department to use.  The description will be assigned by each program code department and will vary by department. 

[  Top  ]

 

Q: Will the program code list be available for departments to review?
  • Each department will be responsible for assigning and tracking their own program codes. 

[  Top  ]

 

Q: Will departments be able to change the program codes used from one semester to another?
  • Yes, departments will be able to change the program codes used within their department from one semester to another.

[  Top  ]

 

Q: Will the program code list have generic descriptions?
  • No, each department will have the ability to assign a description to each program code for use within their department.  The description for each program code will read "Departmental Program #, where ## increments appropriately.  It is recommended that departments develop a reference document to track the descriptions assigned to each department code for their department.

[  Top  ]

 

Q: Will a department's meaning for a program code show in the FMS system?
  • Because the program code description is assigned by each department for their own specific needs, this description will not appear in FMS.

[  Top  ]

 

Q: Will the payroll expense be recorded in FMS at the program code level?
  • No, payroll expense will not be recorded and the program code level in FMS. 

[  Top  ]

 

Q: Will Student Employment pay be broken down at the program code level?
  • No, Student Employment pay will not be broken down at the program level in FMS. 

[  Top  ]

 

Q: Will the Bookstore system allow department purchases to be recorded at the program code level?
  • Yes, the Bookstore system will allow department purchases to be recorded at the program code level. 

[  Top  ]

 

Q: Dining currently breaks their employees down by program code, how will Dining function going forward?
  • Program codes will not be utilized for personnel / payroll accounts.  Alternative means of reporting are currently being evaluated. 

[  Top  ]

 

Q: Will it be possible to split a payment by the amount as well as by the percentage?
  • Yes, it will be possible to split a payment by the amount as well as by the percentage. 

[  Top  ]

 

Q: What will the process to dispute a charge be in FMS 9.1?
  • Currently cardholders dispute transactions by clicking the "dispute" button in Paymentnet.  With FMS 9.1 the cardholder will need to call the number on the back of their PCard to dispute a transaction.

[  Top  ]

 

Q: Will there be a means for an approver to look at charges by cardholder rather than seeing everything?
  • Yes, details of how to do so will be covered in training.

[  Top  ]

 

Q: Where will approvers be able to view receipts?
  • All receipts will be located with each transaction inside FMS.

[  Top  ]

 

Q: Is there a means to search by a specific merchant?
  • The search feature is defaulted to "begins with".  A search using "contains" can be obtained by entering "%" in the search box before typing the vendor name.

[  Top  ]

 

Q: If an approver does not approve a transaction, will notification be sent to the cardholder?
  • No.  What will be in place is a reoccurring notification to the approver reminding them they have transactions to approve.

[  Top  ]

 

Q: Are cardholders notified when charges are ready for reconciliation?
  • Yes, cardholders will be notified when charges are ready for reconciliation.

[  Top  ]

 

Q: What are grace period notifications?
  • Grace period notifications are reminders to specific individuals for transactions that haven't been reviewed and/or approved.  The timeframe surrounding the reminders has yet to be determined.

[  Top  ]

 

Q: How long will grace period notifications continue?
  • The notifications will continue until the transaction is reviewed and/or approved.

[  Top  ]

 

Q: As an approver, when do charges disappear from the list of items for approval?
  • The charges will disappear once they are approved.

[  Top  ]

 

Q: As a cardholder, when do charges disappear from the list of items for reconciliation?
  • The charges will disappear once they are reviewed and the status is changed to verified.

[  Top  ]

 

Q: Is there a need to attach a receipt to each transaction?
  • Yes, a receipt will need to be attached to each transaction. 

[  Top  ]

 

Q: Is there a need to attach a receipt to each transaction even if there are multiple transactions on a large receipt?
  • Yes.  If one receipt is obtained for multiple transactions, the receipt will need to be attached to each transaction.

[  Top  ]

 

Q: Sometimes a transaction needs to have several DCC's charged for a purchase.  Will it be possible to have this type of transaction routed to these DCC approvers for approvals?
  • No, the approval process will be similar to what is currently being used in Paymentnet.

[  Top  ]

 

Q: Will it be possible to add program codes on distribution?
  • Yes, it will be possible to add program codes on distribution.

[  Top  ]

 

Q: Will it be possible to distribute for multiple grants?
  • Yes it will be possible to distribute for multiple grants.

[  Top  ]

 

Q: Is it true that the approval workflow is set up based on the PCard rather than the FMS?
  • Yes.  The required review and approval for transactions will mirror the process that is currently in place with Paymentnet.

[  Top  ]

 

Q: Currently PCard cardholders are not all requestors, will cardholders need to go through FMS requestor training?
  • No.  Requestor training is not required for PCard transactions, only PCard training will be required.  Current users will receiving training on using the PCard module prior to the FMS 9.1 go-live on July 1, 2011.

[  Top  ]

 

Q: What security role(s) will PCard cardholder need?
  • Cardholders and card managers will have specific PCard roles in FMS.  If you are not currently in the FMS system, you will only have to obtaining training on the PCard module, no other FMS training or additional roles will be required.

[  Top  ]

 

Q: When will PCard changes occur?
  • The PCard changes will occur in conjunction with the FMS 9.1 go-live scheduled for July 1, 2011.

[  Top  ]

 

Q: Does the approver get the email when the transactions post or just the reviewer?
  • Only the reviewer will receive the email when transactions post.  Once the transaction has been reviewed the cardholder has the ability to send an email notification to the approver.

[  Top  ]

 

Q: Will reports of a users PCard transactions show the last 4 digits of the card number?
  • Yes, reports of a users PCard transactions will show the last 4 digits of the card number.

[  Top  ]

 

Q: Cost Share - When funds are transferred, will there actually be a budget transfer or will it just happen at grants accounting?
  • Grants Accounting will be making the transfer from the department fund to the cost share fund and attaching to the corresponding grant.

[  Top  ]

 

Q: When the cost sharing on a faculty account goes over multiple years, will it move only the current fiscal year portion?
  • Grants accounting will work with the department to coordinate multiple year transfers from fiscal year to fiscal year.

[  Top  ]

 

Q: Will this happen with mandatory cost sharing only? or also voluntary?
  • At this time cost share budgets will be transferred to the cost share funds for Mandatory Cost share obligations only.

[  Top  ]

 

Q: How will already existing grants be affected (cost sharing piece)?
  • Grants Accounting will move the money from the cost share DCC's to the department budget and associate it to the cost share fund 18700 and corresponding grant.

[  Top  ]

 

Q: When will users begin to be trained on all this?
  • Sometime in June 2011.

[  Top  ]

 

Q: Will the same properties apply to Capital projects?
  • No, they will not.  BGSU will now be using the Project Costing module for capital projects and this will mean a complete change in the business processes for accounting for the projects.  The project team has been working closely with Capital Planning and Design and Construction to facilitate these changes.

[  Top  ]

 

Q: Will the customer #'s be changing?
  • All currently active customer #'s will be converted with the same ID's.

[  Top  ]

 

Q: Will year end reports have current or new chartfield strings?
  • The 6/30/11 reports will retain current chartfield strings. 
  • Beginning on 7/1/11, new chartfields will be in place.

[  Top  ]

 

Q: Will departments be able to obtain reports at the program code level?
  • Yes, the project team is currently working to design reports that will allow departments to obtain reports at the program code level.

[  Top  ]

 

Q:  Will the historical monthly reports be retained on the share drive?
  • Yes, historical monthly reports will be retained on the share drive.

[  Top  ]