Financials ERP

Transition Session: GL/Chart of Accounts

September 23, 2011

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Housekeeping

• Please set cell phones and pagers to silent

• Handouts

• Note cards for questions

• Sign-in sheets

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Welcome and Introductions

Presenters:

• Paul Reedy, Executive Project Director

• Alice Gleason, Deputy Controller / FIN ERP Functional Lead

• Brendan Mallee, Chart of Accounts Lead

• Kate Sheeran, Change Management Lead

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Welcome and Introductions

Core Team Members:

Extended Team Members and Subject Matter Experts:

• Karen Burke, CUMC Dept Surgery• Kim Chadourne, Budget Office• Kevin Cook, SPF• Alice Gleason, Controller’s Office• John Hogan, Facilities

• Mike Kerstan, Controller’s Office• Brendan Mallee, EVPF• Terry Park, Purchasing• Ting Shi, CUMC Controller’s Office

• Harry Aristakesian, Internal Audit• Rebecca Balentine, SPA• Fran Caracappa, CUMC Controller• Paul Cassidy, Engineering• Marlene D’Agostino, Anesthesia• Brian David, Medicine• Jo-Ann Espaillat, Irving Institute• Joel Fine, Libraries• Jody Grunfeld, MSPH• Karen Hoffer, Lamont• Hugh Horowitz, Procurement• Andy Hrycyk, General Studies• Sean Johnson, Procurement

• Joe Labetti, Procurement• Joann Li, Pathology• Wil McKoy, CUMC Budget Office• Ed Moroni, Law School• Scott Norum, A&S• Dorothy Pearlman, Internal Audit• Michael Reich, Procurement• Patricia Reid, Treasury• Narda Romero, P&S Central• Dionida Ryce, Basic Sciences• Eileen Valerio, Internal Audit• Mary Ann Wanner, Dental School• Anna Wojnarowska, Business School

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FY’11 FY’12 FY’13

2010 2011 2012

Jul -Sept

Oct – Feb Mar – Jul Jul – Dec Jan – May Jun - Dec

Prep Analyze &COA Design

Design Build Test & Training

Deploy/Support

3 months 5 months 5 months 6 months 5 months 6 months

System Go-Live - July 1, 2012

FIN ERP is our Project

ARC is the name of our new financial system

Financials ERP Scope

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Project Scope

• Redesign our Chart of Accounts in PeopleSoft Financials

• Implement a new General Ledger (core accounting module)

• Implement new Accounts Payable and Purchasing modules

• Implement Project Costing module; allows us to track certain activity across fiscal years

• Retrofit current Budget Tool for a new Chart of Accounts

• Design New Reporting—queries “in the system” and from the data warehouse

• Conduct Training

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What is a Transition Session?

• Transition Sessions are intended to promote awareness and orientation to the changes that FIN ERP will bring and prepare you for the formal training and deployment of the new solution. 

• Formal ARC System Training will begin in April 2012.

• Objectives for Today: – Introduce the new Chart of Accounts and new terminology.– Understand what is changing from the current state and why.– Understand Columbia’s new Department structure.

ReportingProcurementFinance

Application Security

General Ledger

Budget

Project Costing

Chart of Accounts

Operations and Maintenance

Integrating Systems (i.e. Advance, PAC/LA, SIS, etc.)

Enabling Technology and Infrastructure

Purchasing

Accounts Payable

P-Card

PeopleSoft

Financial Data Store

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Key System Components of the FIN ERP Solution

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What is a Chart of Accounts?

• The Chart of Accounts is used to organize our financial information

• The Chart of Accounts provides all the fields we can choose from to organize and label our financial transactions

• Examples include

– Assets, Liabilities, Revenues, Expenses

– Detailed Departments

– Specific Funding Sources

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The new Chart of Accounts helps us meet our FIN ERP goals:

•Operational Improvements

Improved quality and access to information

Improved grants and contracts financial management and reporting

Ability to retire shadow systems

Financial management and reporting improvements

Standardization across MS, CUMC and Lamont

•Positioned for Future Initiatives

Better able to support growth in research and international activities

Foundation set for Student Administration, Grants Management, eProcurement

Impact of the Chart of Accounts Redesign

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CHART OF ACCOUNTS

The FAS Chart of Accounts does not equal the PeopleSoft Chart of Accounts

The list of a department’s

GL and SL Accounts

The valid values CU will use to classify and

group financial transactions

Chart of Accounts

But many FAS components will be used in our new Chart of Accounts…

FAS PeopleSoft

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13

What We Need to Take With Us

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Why We Need It

The funding source (GL Acct) and fund balance tracking

Where the transactions took place in the University

What we purchased or received

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Why We Need It (Cont’d)

SL Accounts group the P&L for a program or activity

The University function that the expense relates to (e.g., Research) – this is the COB line

Ledgers tell us how restricted the money is

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What it will be in PeopleSoft

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What it will be in PeopleSoft (Cont’d)

Ledger 4

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Separate Legal/ Reporting Entity (replaces 9-Ledger)

Natural Account (replaces SubCode /

Account Control)

Organization Chart (replaces BU/MU, Dept,

some SLs)

Fund Type (replaces Ledger #)

Project Type (multi-year / fiscal year)

Fund Source (replaces GL Acct)

Components of a Multi-Year Project

Generally a Program or

Business Activity (replaces many SLs)

Generally a Person or Thing

(replaces many SLs)

Building Number or Country Code

(replaces bldg attribute)

COB Line (replaces Exp Function

attribute)

All ChartFields

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The Benefits of ChartFields

• ChartFields are the way we will keep track of information in PeopleSoft

• ChartFields are recorded on every transaction

• ChartFields then act like Column Headers in Excel to let us filter on common values

Filter by Initiative to get everything for

Conferences for any Department or Project

Filter by Department to get

only 21-01-115

NATURAL ACCOUNT DEPARTMENT PROJECT INITIATIVE SEGMENT SITE FUND FUNCTION

$ 4,760 62001-OFFICE SUPPLIES 21-01-115 01000X - GENERAL UNRESTRICTED CONFERENCES ERP NEW YORK UNRESTRICTED INSTRUCTION

$ 6,500 62002-PRINT&REPRODUCING 21-01-115 01000X - GENERAL UNRESTRICTED CONFERENCES ERP NEW YORK UNRESTRICTED INSTRUCTION

$ 2,500 62003-PAPER SUPPLIES 21-01-115 04XXXX - SMITH GIFT CONFERENCES ERP NEW YORK UNRESTRICTED INSTRUCTION

$ 2,100 3617-REPRODUCING 10-14-110 01000X - GENERAL UNRESTRICTED CONFERENCES ERP NEW YORK UNRESTRICTED INSTRUCTION

Filter by Project to get only

Unrestricted Project 01000X

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• FAS has a long “vertical” list of GL and SL accounts to choose from, PeopleSoft breaks these into more fields with shorter lists for each

Why So Many ChartFields?

• Unlike FAS, we can mix and match ChartFields

• To make it easier, Fund, Function and PC Business Unit default from other ChartFields

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• Numbers are organized into Ledgers in PeopleSoft (not the same meaning as in FAS)

• Ledgers are tables of numbers representing Budget, Actuals and Encumbrances

• We will move FAS numbers into PeopleSoft

What we will do with the numbers

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What it Looks Like in PeopleSoft

Natural Account (replaces SubCode /

Account Control)

Organization Chart (replaces BU/MU, Dept,

some SLs)

Fund Type (replaces Ledger #)

Fund Source (replaces GL Acct)

Generally a Program or

Business Activity (replaces many SLs)

Generally a Person or Thing

(replaces many SLs)

Building Number or Country Code

(replaces bldg attribute)

COB Line (replaces Exp Function

attribute)

62001 01000X CONFS ERP NYC 01 INSTR

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Each has a drop down list of potential values

What it Looks Like in PeopleSoft

02101115

Mapping to PeopleSoft

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PeopleSoft

This SL becomes a Dept

These SLs move into Initiative & Segment

Site indicates the international location

FAS

NEW3. Trees

Trees are used to organize ChartField data into hierarchies which can be used for security, reporting and managing organizational structure

ChartFieldsWays of Organizing

1. Ranges

Each ChartField has conventions for assigning names and ranges to group similar values together (similar to FAS ranges)

2. Attributes

Attributes categorize ChartFields for security, reporting, programming and other purposes (similar to FAS attributes)

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ERP will organize the new PeopleSoft Departments into ranges

FAS Department Ranges

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After years of growth, many FAS Departments are not in ranges

Department Roll upXXX -XXX - Hum Resources EVP AdministrationXXX - Environmental Stewardship EVP AdministrationXXX - Printing Services EVP AdministrationXXX -XXX - Student Services EVP AdministrationXXX - Information Technology EVP AdministrationXXX -XXX - Student Services EVP AdministrationXXX - EVP For Research EVP For ResearchXXX -XXX - IRB + Animal Care EVP For ResearchXXX - Radiation Safety Office EVP For ResearchXXX - Inst of Comparative Medicine EVP For ResearchXXX - Sponsored Proj Admin SPA EVP For ResearchXXX - Environmental Health & Safety EVP For ResearchXXX - Exec VP For Finance Exec VP For FinanceXXX - Off Of Univ Budget Exec VP For FinanceXXX -XXX - Treasury, Controller, Audit Exec VP For FinanceXXX - Off Univ Investments Exec VP For FinanceXXX - Univ Purchasing Off Exec VP For FinanceXXX - Facilities Planning & Spc Info VP Facilities MangmtXXX - Inst Real Estate VP Facilities MangmtXXX -XXX - Facilities (Various) VP Facilities MangmtXXX -XXX - Real Estate Management VP Facilities MangmtXXX -XXX - Fm Finance & Administration VP Facilities Mangmt XXX - Ombuds Office Ombuds OfficeXXX - Off Of The Secretary Off Of The SecretaryXXX - General Counsel General CounselXXX -XXX - Professional Schools Professional SchoolsXXX - Sch Arch Plann/Pres Sch Arch Plann/PresXXX - Ctr Int Sci & Eng Sch Engr & App SciXXX - Sch Of Social Work Sch Of Social WorkXXX -XXX - School of Intl & Public Affrs School of Intl & Public AffrsXXX - Col Sch Press Assoc School Of JournalismXXX - VP Arts & Sciences VP Arts & SciencesXXX -XXX - School Of The Arts VP Arts & SciencesXXX -XXX - A&S Depts + Schools VP Arts & SciencesXXX -XXX - A&S Various VP Arts & SciencesXXX - Soc Of Fellows-Hum VP Arts & SciencesXXX -XXX - A&S Various VP Arts & SciencesXXX - Earth Institute Earth InstituteXXX - Lamont-Doherty Earth Obs Earth InstituteXXX - Ctr Climate Sys Rsch Earth Institute

Department Roll up006 - Exec VP For Finance Exec VP For Finance007 - Off Public Affairs Off Public Affairs009 - VP Arts & Sciences VP Arts & Sciences012 -014 - Hum Resources EVP Administration026 - EVP For Research EVP For Research029 - Off Of Univ Budget Exec VP For Finance031 - Ombuds Office Ombuds Office037 -039 - IRB + Animal Care EVP For Research040 -042 - Treasury, Controller, Audit Exec VP For Finance045 - Facilities Planning & Spc Info VP Facilities Mangmt046 - Environmental Stewardship EVP Administration052 - Radiation Safety Office EVP For Research053 - Off Univ Investments Exec VP For Finance054 - Inst of Comparative Medicine EVP For Research055 - Printing Services EVP Administration062 - Sponsored Proj Admin SPA EVP For Research074 - Univ Purchasing Off Exec VP For Finance076 - Inst Real Estate VP Facilities Mangmt077 -078 - Student Services EVP Administration080 - General Counsel General Counsel082 - Information Technology EVP Administration083 - Off Of The Secretary Off Of The Secretary110 - Sch Arch Plann/Pres Sch Arch Plann/Pres120 -125 - School Of The Arts VP Arts & Sciences140 -200 - Professional Schools Professional Schools302 -450 - A&S Depts + Schools VP Arts & Sciences460 -461 - School of Intl & Public Affrs School of Intl & Public Affrs601 -621 - Fm Finance & Administration VP Facilities Mangmt 626 - Environmental Health & Safety EVP For Research650 -655 - Facilities (Various) VP Facilities Mangmt664 - Earth Institute Earth Institute667 - Ctr Int Sci & Eng Sch Engr & App Sci670 - Lamont-Doherty Earth Obs Earth Institute674 -678 - A&S Various VP Arts & Sciences682 - Col Sch Press Assoc School Of Journalism684 - Soc Of Fellows-Hum VP Arts & Sciences686 - Ctr Climate Sys Rsch Earth Institute691 -695 - A&S Various VP Arts & Sciences800 -892 - Student Services EVP Administration900 -904 - Real Estate Management VP Facilities Mangmt

Finance

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Budget Provost

Human Resources

PeopleSoft Department

Tree

Organizational Views of Columbia University

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Department Tree Design Approach

When designing Columbia’s Department Tree, the ERP team considered the following key design objectives:

End User Experience: Simplify user experience through smart numbering in ranges

Future Growth and Organizational Change: Optimize the use of ranges and trees to allow for growth and change

Alignment of Schools and Departments of Instruction:Provide consistent positioning of Schools and Academic Departments across the University

Human Resource Management: Accommodate HR position management at different levels in the organization

Central Budget Reporting: Ensure consistency with current reporting and budget views

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Columbia’s Department Tree ( 8 Levels )

Level Name Tree Nodes Examples

1 University Total University

2 Campus Morningside Academic, CUMC, General University

3 School / Admin Unit Group Centers & Institutes, A&S, Central Admin

4 School / Administrative Unit Earth Institute, Law School, Finance

5 Sector Rollup Lamont (at EI), Social Sciences (in A&S)

6 Academic Dept / Business Unit Economics, Medicine, University Chaplain

7 Division Geochemistry, Cardiology

8PeopleSoft Department Value (financial departments)

Director’s Office, Law Admissions Office, CU ID Center

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Department Tree through Level 4

Level 4

Level 3

Level 2

Level 1

Level 2: Campus

Level 3: Group

Level 4: School / Major Admin Unit

Department Tree – Level 4 and BelowLDEO Department Tree (Draft Excerpt)

• Budget uses same tree

• HR Positions (Faculty & Staff) can be managed at level 4, 6, 7 or 8

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Level 4: School /Major Admin Unit

Level 5: Sector Roll-up

Level 6: Academic Dept / Admin Unit

Level 7: Division

Level 8: Detailed Department

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Facilitated Q&A

33

Meeting Wrap-Up

ARC Training Timeline

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Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep

CORE ARC TRAINING

TRANSITION SESSIONS

Transition Session

#1

Transition Session

#2

Transition Session

#3

Transition Session

#4

Transition Session

#5

Transition Session

#6

Transition Session

#7

Transition Session

#8

Transition Session

#9

Transition Session

#10

Follow-Up Training

Plan Training Design Training Build TrainingPilot Training

Wave 1: Deliver WBT (Introductory Level)Wave 2: Deliver WBT & ILT (Detail level)

2011 2012FY12 FY13

Design TestBuild Deploy/Support

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Project Resources

• Review FIN ERP Project Website:

http://www.finance.columbia.edu/fin_erp/index.html

• Send Questions to FIN ERP Project Email Address:

FINERP@columbia.edu

• School / Admin Unit Liaisons (see following slide for detailed list)

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Your Extended Support Network: FIN ERP School/Admin Unit Liaisons

Alumni and Development – Hannia Smith

American Assembly - Karla Garcia

Architecture - Elizabeth Alicea

Arts and Sciences - Ellen Binder

Athletics - James Grate

Business School - Janet Horan

Columbia College - Andrea Burrell

Continuing Education - Karyn Smith

Columbia Technology Ventures - Tony Cerone

CUMC - Raquel Marin-Oquendo

Earth Institute - Wayne Belcher

Facilities - Barbara Tracy

Finance - Lisa Rogerson

General Counsel - Helene Newman

General Studies - Robert Hoffmeister

GSAS - Rebecca Hirade

Journalism School - Lucia Viterbo

Kraft Center for Jewish Life - James Levin

Lamont Doherty Earth Observatory - Edith Miller

Law School - Gabriele Werffeli

Libraries - Kristine Kavanaugh

President’s Office - Kate Townsend

Provost’s Office - Michelle Baggan-Bacchus

Public Affairs/Government and Community Affairs - Allen Poole

Research - Debbie Stiles

School of Engineering and Applied Science - Anna O’Neill

School of International and Public Affairs - Patrick Bohan

School of the Arts - Barbara Batcheler

Social Work - Cynthia Kong

Student Administrative Services - Marcela Ruano