Advancing Finance Services PeopleSoft Overview … Welcome Welcome to the PeopleSoft course overview. This course provides an introduction to three on-line learning courses. To be

Advancing Finance ServicesPeopleSoft Overview

[Health PS-101]

September / October 2017

2

WelcomeWelcome to the PeopleSoft course overview. This course provides an introduction to

three on-line learning courses.

� To be granted the Journal Preparer role in PeopleSoft, you must take the first two

courses:

� Understanding PeopleSoft Journals (Part 1 - Introduction & overview)

� Understanding PeopleSoft Journals (Part 2 - Journal preparer)

� To be granted the Journal Approver role in PeopleSoft, you must take all three on-

line courses, including:

� Understanding PeopleSoft Journals (Part 3 - Journal approver)

UCSF Health’s transition to PeopleSoft and the new chart of accounts is intended to be

consistent with UCSF Campus. However, there remain select differences from the on-

line learning courses and the focus of this course is to define new concepts introduced

for UCSF Health. Remember that the material in this course can be reviewed online as many

times as you’d like at your own pace through Learning Management

System (refer to “signing into MyAccess” section later in this course)

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UCSF Health curriculumCourse ID Course Title Course Description Prerequisites Length

Course

Type

Required

attendees

Health COA-201COA

Overview

Introductory information to transition to the new UCSF

Health chart of accounts. Learning objectives will include Chartfields and their use, Trees, SpeedTypes,

Combo Edits, capital accounting, and data flow.

none 4 hours Classroom All accounting staff

Health PS-101PeopleSoft

Overview

Introduction to the PeopleSoft on-line learning

courses. Learning objectives will emphasize new

concepts introduced for UCSF Health.

Health COA-201 2 hours ClassroomAll PeopleSoft

journal preparers

PSGL-01

PeopleSoft

Introduction & Overview

Required course to be granted the Journal Preparer role.

Learning objectives include Journal basics, PeopleSoft journal tabs and fields, PeopleSoft journal roles and

controls, best practices, resources.

Health PS-101 1 hourUC Learning

Center

All PeopleSoft

journal preparers

PSGL-02

PeopleSoft

Journal Preparer

Required course to be granted the Journal Preparer role.

Learning objectives include how to create, edit and submit new journal, other Journal Preparer actions, best

practices.

PSGL-01 1 hourUC Learning

Center

All PeopleSoft

journal preparers

PSGL-03

PeopleSoft

Journal Approver

Required course to be granted the Journal Approver

role. Learning objectives include journal workflow, reviewing and approving or denying journals, assigning

an alternate approver.

PSGL-02 1 hourUC Learning

Center

All PeopleSoft

journal approvers

Health PS-201PeopleSoft

Close Process

Required course for PeopleSoft super users. Learning

objectives include close preparation, consolidations and allocations, maintaining open periods, running year-end

close

PSGL-02 1 hourOn-the-job-

training

PeopleSoft super

users

You are here

This course assumes you have a solid, working knowledge of UCSF’s Chart of Accounts.

If needed, please review COA Overview, Health COA-201 located at http://healthfinance.ucsfmedicalcenter.org/

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Health PS-101 - learning objectives

Topics Page

UCSF Health on-line differences

� Source codes

� Moving money and paired accounts

� Journal process flow

� Reviewing the lines tab

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Journal documentation 13

Spreadsheet journal import

� How to create and approve journal imports

15

Review of on-line learning courses

� Initial classroom review of the three on-line courses

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PeopleSoft tree viewer 19

PeopleSoft monthly timing - reminders 27

Resources and tools 29

Next steps 39


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UCSF Health on-line differencesNew concepts introduced for UCSF Health

UCSF Health differences Description

Source codes � UCSF Health uses only Source code ADJ

Moving money and paired accounts � Paired accounts will continue to be applicable to both UCSF Campus and Health� Refer to work instruction – Doing Business with UCSF Health

Journal process flow � After UCSF Campus edits journal, they click “submit to workflow”

� UCSF Health needs only to create journal and does not need extra step of “submit to workflow”

Reviewing the lines tab � Use the Mark Journals for Posting business process� View Alternate Account and DeptID descriptions on the journal

line in GL WorkCenter

As you complete the on-line learning courses, there are four concepts introduced

for UCSF Health that are different from the on-line course materials, as presented

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Source codes

Understanding PeopleSoft Journals

Part 1 - Introduction & overviewUCSF Health difference

Source codes are used to define the type and purpose of the journal, and restrict transaction lines

to specific allowable combinations

� Journal preparers can only choose from the Source codes they have been assigned

On-line training (beginning on page 11)

describes a number of available Source codes,

including for:

� Cash receipt

� Credit card receipts

� Financial journal

� Recharge-direct

� Others

UCSF Health uses only Source code ADJ

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Moving money and paired accounts

Understanding PeopleSoft Journals

Part 1 - Introduction & overviewUCSF Health difference

� To keep reporting consistent and clear, it is important to transfer money or balances using the

proper accounts

� Additionally, “paired accounts” which must be used together on journals have been created for

many transaction types

� On-line training (beginning on page 15)

describes both moving money and paired

accounts applicable to both UCSF

Campus and Health

� Paired accounts will continue to be applicable

to both UCSF Campus and Health

� Work instruction “Doing Business with UCSF

Health” includes section specific only to

transactions with Health

� Generally UCSF Health will transfer expenses

and revenues with paired accounts –further

discussed in detail in Health COA-201

� Accounts starting with 7xxxx should be used

only after checking with your controller

Campus journal process flow:

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Journal process flow

Discussed in Understanding PeopleSoft Journals,

Part 1 - Introduction & overview, page 19

UCSF Health journal process flow:

Step 1 – Preparer creates and edits a journal for approval; journal in valid status

Step 2 – Pool approver reviews valid status journals in GL WorkCenter – My Work

Step 2 a – If Approved , approver marks journal to post

� Posted to general ledger and MyReports in next batch process (nightly and intraday)

Step 2 b – If Not Approved, approver contacts preparer to make corrections (email or verbal)

� Preparer corrects back in Step 1 and start over

NOTE: Only one approver is needed for UCSF Health, unlike Campus

GL WorkCenter page

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11

Save GL WorkCenter to Favorites

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Reviewing the lines tabDiscussed in Understanding PeopleSoft Journals, Part 3 –

Journal approver, page 11. UCSF Health differences

include:

� Use the Mark Journals for Posting business process

� View Alternate Account and DeptID descriptions on

the journal line in GL WorkCenter

Journal documentation

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UCSF Policy dictates that all journals need proper

documentation attached, or the controller’s office

will reject the journal

Since PeopleSoft is the official software of record for

all journal documentation, no additional paper copies are

required to be maintained


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Use journal import feature, when possible

In addition to keying a journal entry directly using

the journal entry interface, journal preparers may

prepare spreadsheet of journal entries that can be

imported directly into PeopleSoft� Spreadsheet journal import work instruction available for

both journal preparers and approvers


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After completion of the PeopleSoft Overview session, you will

need to individually complete the on-line courses to be granted

your assigned PeopleSoft role: � To be granted the Journal Preparer role in PeopleSoft, you must take

the first two courses:

� Understanding PeopleSoft Journals (Part 1 - Introduction &

overview)

� Understanding PeopleSoft Journals (Part 2 - Journal preparer)

� To be granted the Journal Approver role in PeopleSoft, you must take

all three on-line courses, including:

� Understanding PeopleSoft Journals (Part 3 - Journal approver)

Review of on-line learning coursesInitial classroom review of the three on-line courses

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PeopleSoft tree viewer

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Tree viewer is useful tool because …

� How does a specific Alt-Account or DeptID roll-up to the financial statement presentation?

� Provides read-only access for all PeopleSoft trees

� By looking at the tree viewer, can easily see how specific Alt-Account or DeptID values relate to others

Trees provide visual hierarchical roll-up organization structures

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Tree viewer … for Alt-Accounts

In PeopleSoft:

� Tree name begins with “ALT” because UCSF

Health uses the Alt-Account

� Select the latest available effective dated tree

� Tree must be valid tree (draft tree is still work

in process and not active)

Find individual Alt-Account on tree node

1. Select a tree and then

click on “Find” option2. Enter in specific Alt-

Account and click “Find”

3. Displays Alt-Account

on tree node

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Tree viewer … for DeptIDs

In PeopleSoft:

� Select “DEPTID”

� Select the latest available valid

and effective dated tree

Tree will return entire UCSF tree,

including schools and other

Campus departments

Find individual DeptID on tree node

“Find Value” works the same as Alt-Account search

� Remember to unclick the exact match

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DeptID and Alt-Account tree viewer

1

Type “inquiry” in

the search box and

click the search

icon

2

Click on the search results

“Inquiry Reports”3

Launch the Campus controller’s office

website at http://controller.ucsf.edu/

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DeptID and Alt-Account tree viewer, contd

Select from the list of available

options. We will choose Alt-

Account as an example.

Type in Alt Account

number or description and

click search for results

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PeopleSoft monthly timing - reminders

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PeopleSoft monthly timing

Day 1

Day 2

Day 3

Day 4

Day 5� UCSF Health inter entity transactions with Campus completed

� Campus closes, end of day

Day 6 � UCSF Health intra entity transactions completed

Day 7 � UCSF Health closes, end of day

Reminder:� PeopleSoft transaction posting allowed only after period is opened

� However, you can stage entries at any time

Monthly timing

consistent with

Campus deadlines

Bu

sin

ess

Day

Resources and tools

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Quick references and job aidsRemember there are some PeopleSoft and Chart of Account

differences between UCSF Health and Campus

PeopleSoft and Chart of Account

information, including job aids, are located

at the Campus controller’s website

Additionally, resources and training

materials are located at the UCSF

Health Finance website

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Mapping cross-walk

Meditech Chartstring

(BCHO)

Alt-Account and DeptID

(UCSF Health)

Mapping cross-walk tool at

https://its-ba.ucsf.edu/bchomapping/

Navigation tool between Meditech/Financial Edge and PeopleSoft

Meditech PeopleSoft

Corp/CC combo Description Dept ID Description

107011 TRAUMA SALS MGMT/SUP 701150 TRAUMA

107060 PSYCHIATRIC EMER SVC SAL 706050 PSYCHIATRIC EMER SVCS

107070 NEONATAL FOLLOWUP SALSMGMT/SUP 707059 NEONATAL FOLLOW UP

107071 ADOLESCENT MEDICINE SALSTECH/S 707190 TEEN CLINIC

Data governance – Lexicon data catalog

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Where do I find the definitions for governed metrics?

Additional data governance training will be provided in late 2017

� One-stop source for finding and obtaining information on UCSF’s data and

analytic assets− Allows you to browse and search for UCSF data assets, dashboards, reports, interfaces and metrics

� Lexicon contains information on over 250,000 items including:− Data (Warehouses / Marts / Tables / Dictionaries)− APeX Clarity− Clinical Data Warehouse (CDW)− Decision Analytics Reporting Tool (DART)− Decision Support’s UCAll− Financial and Administrative Data Warehouse (FADW)− Qlikview data stores− Dashboards

� Lexicon contains linkages between items − For example: data sources for a report or dashboard; dashboards where you can find a metric;

columns and data dictionary for a data table; and interfaces between applications

http://lexicon.ucsfmedicalcenter.org/

DocuSign

� All UCSF faculty, staff, and students have free

unlimited access to DocuSign

� Top reasons to use DocuSign:� Repeatable, standardized process� Ability to track real-time routing status� Ensures secure, legal electronic signing both

inside and outside of UCSF

� Login to DocuSign from MyAccess or

www.docusign.net

DocuSign is UCSF's electronic signature solution, a cloud-based

application, allowing users to send and sign securely as well as input

other data into a document with automated document workflow

For more information https://it.ucsf.edu/services/electronic-signature

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Financial systems access

To obtain appropriate access to

UCSF Health financial systems,

cost center managers complete

Financial Systems Access

Request form (FSAR)

� All requests will be approved

by Application Administrator

for each system

FSAR (form and job aid) available at UCSF Health Finance website:

http://healthfinance.ucsfmedicalcenter.org/

Signing into MyAccess

Username options Example

Username SmithJ

UCSF email address [email protected]

UCSF Health domain username ucsfmc\smithj

� Go to MyAccess at http://myaccess.ucsf.edu

� Enter your username and password combination in the

Username and Password fields:

� Click Login

� Click the button and select favorite

applications, such as PeopleSoft or MyReports

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MyAccess is the UCSF Single Sign-on (SSO) service� Allows customers to sign-on once and access all of the participating

applications for which they are authorized

� Includes access to MyReports, PeopleSoft, Password Manager, and

Learning Management System

Works withUCSF WestBay network

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Project organization chart

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Contacts – post October 1st go-live

Business Unit contacts

UCSF Medical Center

� Jenny Pulliam

[email protected]

415-353-3834

UCSF Faculty Practice

� Nadine Forsman

[email protected]

415-353-8021

Benioff Children’s Hospital Oakland

� Judy Liske

[email protected]

510-428-3611

Benioff Children’s Physicians

� Lual Lualhati

[email protected]

415-353-4984

Functional area contacts

PeopleSoft questions

East Bay: see support options

West Bay: submit ServiceNow Ticket

415-514-4100

MyReports

� Controller’s Office Solution

Center

Submit a ServiceNow Ticket

[email protected]

415-476-2126

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BCHO PeopleSoft support – 3 options available

At any point, email project team with non-urgentquestions or to request support, if Super User or Project Team member is not nearby

EmailSuper User

Asset Management:

Evelyn [email protected]

510-428-3885 x4554

General Ledger:

Debbie [email protected]

510-428-3885 x2219

or

Judy [email protected]

510-428-3611

Project Team

� 10/1 – 10/10: Send an email to Scott Elam or Fateh Shams

� 10/11 – 10/31: Fateh Shams will rotate between Emeryville, Foundation, and CHORI to provide in-person support

� WebEx remote support available; and 11 am daily User Support Group calls (starting on 10/16)

� 11/1 – 11/9: Fateh Shams located in Emeryville + another analyst will rotate between Foundation and CHORI

� WebEx remote support available; and 11 am daily User Support Group calls

Fateh Shams – [email protected]

Scott Elam – [email protected]

Email project team anytime at: [email protected]

Next steps

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We need your help …

� Review, improve, document, and validate current

and future processes and procedures

� Participate in training

� Log and follow-up on identified issues

� Please share your ideas, suggestions, and

questions

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Conclusion


� Source codes

� Moving money and paired accounts

� Journal process flow

� Reviewing the lines tab



� How to create and approve journal imports


PeopleSoft tree viewer

PeopleSoft monthly timing - reminders

Resources and tools

In Health PS-101, we provided the PeopleSoft course overview, including an

introduction to three on-line learning courses

Documents

Advancing Finance Services PeopleSoft Overview … Welcome Welcome to the PeopleSoft course overview. This course provides an introduction to three on-line learning courses. To be