Budgeting Forum. June 15, 2017

Transcription

1 Budgeting Forum June 15, 2017 U N I V E R S I T Y O F G E O R G I A

2 What is OneSource? Multi year business transformation project Replace many legacy administrative systems and associated business processes Next Generation Finance and Human Resource administrative systems and processes: Oracle PeopleSoft 9.2 2

3 UGA s OneSource Roadmap As of 6/1/2017 Go Live Budgeting Plan and Discover Analyze and Design Configure and Develop Test and Train Deploy and Optimize Financials Management Plan and Discover Analyze and Design Configure and Develop Test and Train Deploy and Optimize Reporting & Data Architecture Plan and Disc. Analyze and Design Configure and Develop Test and Train Deploy and Optimize July Process Design and Compliance Review HR/Payroll (Human Capital Management HCM) UGA R1 Plan & Discover OneUSG HCM Implementations for USG Institutions UGA R1 Analyze and Design UGA Configure and Develop UGA Test and Train UGA Deploy and Optimize 3

4 Agenda: Definitions/Terms What is Hyperion and how will UGA use it? Parent / Child Budgets KK and Hyperion Encumbrances at the Position Level Reforecasting Quarterly Summary view Detailed view Split Implementation 4

5 Definitions and Terms PeopleSoft Financials Accounting system that has functionality for travel, purchasing, accounts payable, accounts receivable, budgeting, grants management, etc. This is the official book of record. PeopleSoft HCM (Human Capital Management) Human Resources system that has functionality for workforce administration, time and labor, faculty events, absence management, benefits. KK (Commitment Control) These are ledger groups in PeopleSoft Financials that control spending authority. Legacy Term used to identify existing systems or data. 5

6 What is Hyperion? Downstream Budgeting and Reporting tool. Combines HR position and finance data for reporting and analytics. While it integrates with ERPs and ERP data nicely, it exists as an independent product. Planning Data is typically performed at a more aggregate level. 6

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8 Who will use Hyperion? Not a WebDFS replacement Financial roles managing budgets Central offices Positions responsible for financial planning Budget development users 8

9 Hyperion Timeline January 2018 June 2018 Reporting tool Training Users will for the first time be able to see the new chart fields July 2018 December 2018 (Split Implementation) Integrated PeopleSoft and Legacy reporting. Budget Amendment tool January 2019 Forever Budget Development Budget Amendments Reporting of PS Financials and HCM data What if capabilities 9

10 Hyperion Dashboard 10

11 Hyperion Tasklist 11

12 Hyperion Departmental Funding Report 12

13 Hyperion Position Funding Report Position Fund Department Original Budget 086CLRMN02A STATE APPROPRIATIONS ARTS & SCIENCES DEAN'S OFFICE 38, CLRMN02A DSS COOP EXT SERVICE ENTOMOLOGY CES 19,207 13

14 Original Budget KK Parent and Child Budgets FUND DEPT BUDGET KK CONTROL BUDGET ,000 FUND DEPT BUDGET PERSONAL SERVICES ,000 TRAVEL ,000 OPERATING ,000 14

15 FUND DEPT BUDGET KK CONTROL BUDGET ,000 FUND DEPT BUDGET PERSONAL SERVICES ,000 Greg Allman 100,000 Levon Helm 100,000 John Hiatt 100,000 TRAVEL ,000 OPERATING ,000 15

16 FAST FORWARD TO SEPTEMBER 16

17 Quarterly Reforecast UGA s quarterly external reporting to the Board of Regents (BOR) and Governor s Office of Planning and Budget (OPB) drive the need for a reforecast. Reporting occurs at the Fund + Object Class combination (Personal/Non Personal). Every school/college/unit will need to have a positive balance by fund and object class combination at the time of quarterly reporting. 17

18 SEPTEMBER YTD BUDGET REPORT FUND DEPT BUDGET AMENDMENTS ENC/ACTUALS BALANCE KK CONTROL BUDGET , ,658 (8,658) FUND DEPT BUDGET AMENDMENTS ENC/ACTUALS BALANCE PERSONAL SERVICES , ,333 (27,333) TRAVEL ,000 1,000 9,000 OPERATING ,000 15,325 9,675 18

19 SEPTEMBER YTD BUDGET REPORT FUND DEPT BUDGET AMENDMENTS ENC/ACTUALS BALANCE KK CONTROL BUDGET , ,658 (8,658) FUND DEPT BUDGET AMENDMENTS ENC/ ACTUALS BALANCE PERSONAL SERVICES , ,333 (27,333) Greg Allman 100, ,000 Levon Helm 100, ,000 John Hiatt 100, ,000 Blake Waldrop 27,333 (27,333) TRAVEL ,000 1,000 9,000 OPERATING ,000 15,325 9,675 19

20 Quarterly Reforecast AMENDMENT Fund Dept Account Avail Balance Amendment New Avail Balance OPERATING 9,675 (5,000) 4, TRAVEL 9,000 (5,000) 4, PERS SERV 100,000 (50,000) 50, PERS SERV 300,000 60, ,000 20

21 FY Budget Summary Post Amendment FUND DEPT BUDGET AMENDMENTS ENC/ ACTUALS BALANCE KK CONTROL BUDGET ,000 50, ,658 41,342 FUND DEPT BUDGET AMENDMENTS ENC/ ACTUALS BALANCE PERSONAL SERVICES ,000 60, ,333 32,667 Greg Allman 100, ,000 Levon Helm 100, ,000 John Hiatt 100, ,000 Blake Waldrop 27,333 (27,333) No Position 60,000 60,000 TRAVEL ,000 (5,000) 1,000 4,000 OPERATING ,000 (5,000) 15,325 4,675 21

22 Q & A Budget and Positions What chartfields will a budget journal/transfer require? Why can t I amend my budget at the position level? What tools will I have to monitor my finances? Hyperion PeopleSoft Financials / HCM Simpler Other reporting tools 22

23 Split Implementation What is it?? The OneSource project is a phased implementation of the two part PeopleSoft ERP system, Financials and Human Capital Management (HCM). PeopleSoft Financials will go live July 1, 2018 and become the fiscal system of record with all financial and administrative functions not related to employees or HR activities. PeopleSoft HCM will go live 6 months after financials on January 1, The six month gap period is referred to as the Split Implementation. 23

24 Split Implementation Why is this important?? PeopleSoft financials is an accounting system that does not have the capability of processing payroll. During the split implementation, payroll processing will be done through WebDFS, Kronos, and the IMS Mainframe. 24

25 Who will this affect?? Users that process WebDFS payroll transactions. Kronos users. Business officers in charge of budget and accounting functions. Central office staff (Budgets, Accounting, HR, Payroll). EITS

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28 What to use when? 28

29 Chart of Account Conversion Tool 29

30 Simpler Chart of Account Conversion Tool 30

31 October 1 st New monthly hire ($100K Salary) Step 1 (Optional): Check available budget in Hyperion for converted legacy chartstring that will be used for payroll. Step 2: Process WebDFS personnel document as normal. Step 3: Route for normal WebDFS approval workflow. Step 4: Central offices update mainframe records. Step 5: Encumbrances are calculated and sent to PS Financials and Hyperion thus reducing the budget balance in the converted chartstring. Step 6: Payroll is processed, actual expenditures sent to PS Financials and Hyperion and encumbrance amount is adjusted. 31

32 BUDGET SUMMARY FUND DEPT BUDGET AMENDMENTS ENC/ ACTUALS BALANCE KK CONTROL BUDGET ,000 50, ,658 41,342 FUND DEPT BUDGET AMENDMENTS ENC/ ACTUALS BALANCE PERSONAL SERVICES ,000 60, ,333 32,667 Greg Allman 100, ,000 Levon Helm 100, ,000 John Hiatt 100, ,000 Blake Waldrop 27,333 (27,333) No Position 60,000 60,000 TRAVEL ,000 (5,000) 1,000 4,000 OPERATING ,000 (5,000) 15,325 4,675 32

33 WebDFS Personnel Processing 33

34 WebDFS Personnel Processing 34

35 BUDGET SUMMARY FUND DEPT BUDGET AMENDMENTS ENC/ ACTUALS BALANCE KK CONTROL BUDGET ,000 50, ,658 (33,658) FUND DEPT BUDGET AMENDMENTS ENC/ ACTUALS BALANCE PERSONAL SERVICES ,000 60, ,333 (42,333) Greg Allman 100, ,000 Levon Helm 100, ,000 John Hiatt 100, ,000 Blake Waldrop 27,333 (27,333) Bob Seger 75,000 (75,000) No Position 60,000 60,000 TRAVEL ,000 (5,000) 1,000 4,000 OPERATING ,000 (5,000) 15,325 4,675 35

36 Split Implementation What are some challenges I may face?? Working with two chart of accounts: PeopleSoft financials will be the system of record for budget, actuals, and all other non payroll functions and will utilize the new PeopleSoft chartstring. (ex ) WebDFS, Kronos, and IMS Mainframe tasks will continue to utilize the legacy account number. (ex GH ) 36

37 Split Implementation What are some challenges I may face?? Account mapping: Payroll encumbrance and actuals will be processed using the legacy chart and will be mapped to the new PeopleSoft chartstring. Some mapping scenarios are not a perfect match. Multiple sources of data: As long as payroll is processed using the legacy tools, users will have to use WebDFS and Kronos reports to verify payroll and position adjustments. 37

38 Project Feedback onesource.uga.edu Q&A 38