may 24, 2011 peoplesoft financials 9.0 review final presentation
TRANSCRIPT
May 24, 2011
PeopleSoft Financials 9.0Review
Final Presentation
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Agendao Review Summary
o Review Findings, Recommendations and Estimates
o General Ledger and Commitment Controlo Purchasingo Accounts Payableo Billing o Accounts Receivable
o Supplier Contract Management
o EBMS/PeopleSoft Integration
o Questions
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Review Summary
• Conducted analysis of existing business processes and customization within PeopleSoft Financials 9.0
• General Ledger and Commitment Control• Purchasing• Accounts Payable• Billing• Accounts Receivable• WorkFlow
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Review Summary - Continued
• Presented functionality of Supplier Contract Management module and high-level estimates for base implementation
• Presented recommendations on MERC’s EBMS integration to PeopleSoft
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GL/KK Review Findings
• Metro would like to implement Journal WorkFlow
• Metro will need to determine what key items initiate workflow and approval levels
• Workflow can grow out of control without proper planning
• Med/High complexity to implement• Estimate: 4-6 weeks depending on requirements
• Open Item Accounting is not used at Metro
• Feature could prove useful in tracking employee travel advances
• Low complexity to implement• Estimate: 2 weeks
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GL/KK Review Findings
• British Pounds transaction in ledger
• Transaction can only be cleared by a SQL update
• Special attention needs to be placed on testing and documentation
• Medium Complexity due to sensitivity• Estimate: 1 week
• MERC currently only records personal service in the general ledger
• Recommendation: all transactions for MERC be held in PeopleSoft
• PeopleSoft/EBMS Integration estimates provided. Discussed in later slide
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GL/KK Review Findings• Chartfield1 is activated, but is not used
• Recommend deactivating Chartfield1• Low Complexity• Base Financials Setup – requires “Power User” access• Estimate: 1 day
• Significant number of active Trees in the current system
• Recommend identifying and saving Trees as draft• Draft trees won’t be used by the system• After 1 year draft trees can be exported to disk and then
deleted• Can be re-imported into Production if need arises in the
future• Low Complexity• Estimate: 1 week
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GL/KK Review Findings• Metro considering restructuring ChartFields
• Potential significant impact on all reports and queries• Atypical for a client to change their ChartFields and
put them under a new SetId• May run two sets of ChartFields for a period (i.e.: as
you close a year and begin a new one)• Potential significant impact on all interfaces
• Translates (“Black boxes”) can be overwhelming • ChartField restructure is best done across the board
in all systems that feed PeopleSoft• Data conversion requirements for open items (PO’s,
etc.)• High Complexity• Estimate: 6-8 week timeline. Multiple resources.
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Purchasing Review Findings
• “Notify” button used in lieu of WorkFlow for Contracts & PO’s
• Approval of Procurement Card transactions is not automated
• Recommendation: Implement approval WorkFlow for Purchase Orders, Procurement Cards and Contracts
• Careful planning is key• High Complexity to implement• Estimate: 340 hours• Assumes a maximum of three layers of
workflow
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Purchasing Review Findings
• Customizations done to allow multi-year Contracts and multi-year liability. However, it does not address the pre-encumbrance of funds across those future fiscal years
• Recommendation: Enhance customization to post pre-encumbrances for the budget Ledgers
• Med/High Complexity to implement• Estimate: 200 hours
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Purchasing Review Findings• Procurement Card transactions are journalized
instead of Vouchered
• Recommendation: Use delivered PeopleSoft functionality to upload transactional data from Credit Card companies
• Use data to create Vouchers • Facilitates the preparation of 1099-MISC • Med/High Complexity to implement• Estimate: 180 hours
• Vendor discounts and rebates may provide savings
• Metro should address through internal procedures • Estimates were not developed
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Accounts Payable Review Findings• Invoice handling involves manual travel of
paper from desk to desk creating potential for late payments
• Recommendation: Log invoices in PeopleSoft upon receipt for accurate tracking
• Metro can explore Imaging technology to scan/image invoices
• Medium Complexity to change business process• Estimate: 280 hours for basic imaging
functionality
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Accounts Payable Review Findings• Vouchering function in Metro is semi-automated.
• Recommendation: Implement Voucher Approval• Delays could be eliminated by applying the
“Reminder” and “Delegation” features in PeopleSoft Workflow
• Coupled with Imaging/Scanning, would significantly streamline the process
• Medium Complexity to implement• Estimate: 140 hours
• Single Payment Vouchers
• Recommendation: Create a “dummy” vendor to pay vouchers using this Vendor
• Low Complexity to implement• Estimate: 24 hours
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Accounts Payable Review Findings• Archiving of Payable Data
• Delivered functionality can yield performance improvements
• Low Complexity to implement• Estimate: 40 hours
• Inactive vendors in Vendor Master table
• Related to previous finding• PeopleSoft delivers a function to eliminate Inactive
Vendors• Recommendation: Implement this feature with basic
functionality & archiving criteria• Low Complexity to implement (assuming simple archiving
criteria )• Estimate: 40 hours
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Billing Review Findings• Automation of Event Management Revenue should
be reexamined
• Separate recommendations are provided for EBMS/PeopleSoft integration
• eBill Payments Module for SWISS and Event Management
• Recommendation: Bring SWISS and Event Management transactions into PeopleSoft through the Billing Interface
• Credit Card Revenue/Payments could be processed using the eBill Payments (e-Billing) Module
• Medium Complexity to implement• Estimate: 320 hours
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Accounts Receivable Review Findings• US Bank file could be further automated
• Layout of file could be slightly modified to match the PeopleSoft Deposit Table format and then imported into PeopleSoft using the new delivered Excel Upload Feature
• Medium Complexity to implement• Estimate: 168 hours
• Accounts Receivable Data Archiving
• Can yield performance improvements• Low Complexity to implement• Estimate: 24 hours
• Miscellaneous Changes in Business Processes
• Metro Store, Zoo and Parks send data in different formats
• If data can be extracted into Excel, this can be uploaded directly
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Supplier Contract Management
• Conducted software Demo of base functionality
• Identified and discussed business requirements
• Provided recommendations on scope and benefits
• Provided timeline/estimates for base implementation
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EBMS / PeopleSoft Integration• The team evaluated integration options for EBMS/PS
• Estimates provided and assumed that EBMS would be integrated to PeopleSoft in two ways:
• Purchasing level integration for the Accounts Payable side
• Billing level integration for the Accounts Receivable side
• Medium/High Complexity to implement
• Estimate: 14-week effort, multiple resources, 2000 hours
• Anticipated phases will include the following efforts:• Design - Identification of Reports, Tables, Interfaces and Additional
Online Pages in PeopleSoft for BI/AP for Audit Trail, Review Pages. • Development and Unit Testing – self explanatory• Testing - System, Integration, User Acceptance• GO-LIVE/Support - 2 Weeks of production support
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Confidential and proprietary
Questions & Answers
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