Common Financial System

UpdateCFS Leads

June 15, 2011

Agenda Background Known changes

Sign-on / Run Controls User ID Favorites / Reports Purchasing

Numbering Requisition- Printing/Saving PDF template Pro-card – Printing Statement

Cut-over Issues Tips & Reminders

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CFS – What is it? Two distinct projects

Common Code systemwide

One database for all campuses

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1st Project – Common Code PS Finance 9.0 released September 2008 Code Freeze implemented (no more mods) Design teams met to determine common

functionality / code Adopted standardized business practices Current PS code same as CFS

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2nd Project – Migrate to one database

New to every campus Requires conversion of data – haven’t

done since going to PS 7.5 ten years ago!

Historical data reporting impacted Shifts responsibility and control of

functionality to central CMS (Chancellor’s Office)

Will impact end user5

2nd Project – Migrate to one database

3 campus’ Live July 2010 5 – Go-live January 2011 7 – Go-live April 2011 8 – Go-live July 2011 (SLO)

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What we’ve done January – June

Configuration testing Conversion testing System testing – “Req to Check” Acceptance testing – “Req to Check”

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What we’re doing July 2011

Close legacy in current PS system Convert legal basis balances into new CFS

environment Budget & GL balances, PTD expenditures for

capital projects, Open PO’s No historical data in system: data

warehouse via Dashboards = reporting solution

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How does this affect you? Known changes

Single Sign-on / Run Controls User ID Favorites Purchasing

Numbering Requisition- Printing/Saving PDF template Pro-card – Printing Statement

Cut-over Issues Performance issues - unknown

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CFS Finance Sign On Cal Poly Portal or CSU Portal problems,

contact ITS Help Desk at x6-7000. Security problems, contact Valerie Maijala

at x6-1187 For Finance Production support, contact

Laurie Borello x6-6416 or Valerie

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Run Controls Any process or report will require a new “Run

Control” Recommend taking a screenshot of existing run

controls. Run controls are unique to a specific User, not the

process or report. Examples: Printing a Requisition, PO/Requisition

Xref, Procard Completed Inquiry

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Run Controls – continued

The first time you run a report or process, click on the Add a New Value tab.

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Run Controls - continued

Enter the Run Control name. The name cannot contain spaces or symbols; use an underscore between words. It is suggested to name your Run Control the name of the process or report.

Click on the Add button.13

Run Controls - continuedAdd your report / process parameters, then save.

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User ID User ID will change

Leading 15 (SLO id) followed by your emplID

The Requestor on requisitions will be identified by your user ID – 15000009841

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My Favorites All your favorites will be gone when

you go into CFS so you will need the navigation to create them again

If you relied on your favorites for navigation in the past and you are unsure where the menu is located please follow the next steps to print the navigation

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Open up your favorites navigation

Click on the favorite you would like to know the navigation to

Click on New Window

My Favorites

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This will open up a new window that includes the navigation to the menu you are looking for

Print screen this page and save for CFS

My Favorites

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Req and PO Numbering• CFS (New System) Numbering:• Requisition numbering: 1000000000• Purchase numbering: 2000000000• Receiving numbering: 300000000

• Existing PO’s from Legacy (Old System) manually entered into CFS and consist of a 2 followed by the last digit of the fiscal year the PO was issued and the last four digits of the legacy PO.

CFS – Purchase Orders

Legacy PO # CFS PO #

2007200325 2700000325

2009201456 2900001456

2010200897 2000000897

N/A 2000002000

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CFS – PO’s in Dashboards

Source Date PO # Amount

Legacy6/30/201

1200920145

6 $ 1,000.00 Ending balance at year end

Legacy 7/1/2011200920145

6 $ 1,000.00 Roll forward Open PO's - Period 0

Legacy 7/1/2011200920145

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$(1,000.00) Close all Open PO's - Period 1

CFS7/11/201

1290000145

6 $ 1,000.00

Re-input Legacy PO in CFS - Period 1

Requisition Print• CFS Process Monitor: for reviewing the status

of the document processing on the servers. Requisitions cannot be printed from the Process Monitor.

• To Print: Wait until the status of the document is “approved” in the Process Monitor.

• Navigate in the menu to: Reporting Tools, Report Manager, PORQ***., PORQ****.PDF .

Pro-Card Print Statement• CFS Process Monitor: for reviewing the status

of the document processing on the servers. Pro-Card Statement cannot be printed from the Process Monitor.

• To Print: Wait until the status of the document is “approved” in the Process Monitor.

• Navigate in the menu to: Reporting Tools, Report Manager, CSUPO***, csupo****.PDF .

PO Remaining Balance Inquiry

Enter in the PO Number you would like to research

Click on Search

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PO Remaining Balance Inquiry

This will show you any remaining balance as well as all vouchers that have been paid against this purchase order

If you would like to print this for your records you will need to click on the Printer Icon

Then go to Report Manager to print the PDF or save a copy

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Report Manager

Go to Report Manager Click on the Report you ran Then click on the PDF report

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PO Remaining Balance Inquiry

Reminder: All Legacy information must be obtained from Dashboard There will be no history in CFS

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CSU PO Life Cycle Report

Find/Create your run control for PO Life Cycle Report then enter in the Purchase Order information you are looking for

Click on RUN then click on OK Click on Report Manager

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Report Manager

Go to Report Manager Click on the Report you ran Then click on the PDF report

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Purchase Order Life Cycle Report

Reminder: All Legacy information must be obtained from Dashboard There will be no history in CFS

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Cut-over Issues Dashboards available throughout July for year

end reporting & reconciliation of data through June 30

Dashboards not updated with FY 2011 data until Legacy fully converted and all open PO’s have been entered

Approximate date – July 18th31

Tips & Reminders Expenditure Transfers

Do not use commas Do not use dollar signs on amounts No blank lines or zero values Ensure correct placement of Program, Class, and Project

chartfields Use accounts that begin with a “5” or “6” only No longer use Dept Id, “CAPOLY,” in SL002 fund; use your

numeric Dept Id The line description field is 30 characters, this should be

meaningful to you as the line is visible in Finance Dashboard

FY 2010/11 due by June 17th

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Tips & Reminders Chartfield Structure

Fund: Five alphanumeric characters Account: Six numeric characters Dept Id: Six numeric characters Program: Five alphanumeric characters Project: Six alphanumeric characters Class: Five alphanumeric characters Details regarding the use of these chartfields can be found

under Managing Department Finances – Managing Your Department Funds on the Customer Connection website

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Questions?

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