Controller’s OfficeController’s Officewww.brandeis.edu/controllerwww.brandeis.edu/controller

Departmental Information SessionDepartmental Information Session

Financial SystemsFinancial Systems

May 25, 2004May 25, 2004

Modified November 2009

Financial SystemsFinancial Systems

Who We AreWho We Are

Tony Chiefe Associate Controller x64488

Ofer Ben-Gai Assistant Director x64471

Matthew Snell Technology Coordinator x64260

Gary Rose Sr Data Control Coordinator x64499

What are our basic responsibilities?What are our basic responsibilities?

Process financial transactions Ensure data integrity

Administer Peoplesoft security access for financials

Run Reports

Process Flow ChartProcess Flow Chart

INPUT

PeopleSoft Modules Feeds Accounting Forms

PROCESS in PEOPLESOFT

Journal Generate Validate Chartfields Budget Check Post Run Allocation Close Accounting Period

OUTPUT

Financial Data for Reports

What do we doWhat do we do? ? Process financial inputs to PeopleSoft

Financials from the following sources:

‣PeopleSoft ModulesPurchasingAccounts PayableGrantsHRMS/PayrollSAGE

‣Interfaces/Feeds Copy Corporate Express Development Federal Express Facilities Fisher Scientific

Lab Supplies Mail Pcard Travel

‣Accounting Forms Journal Entry Cash Receipts Grant Transfer Request

Journal generator Journal edit (validate chartfield values) Budget checking Posting Allocation Close the accounting period (month & year)

What processes do we run to produce What processes do we run to produce financial data?financial data?

How do we maintain data integrity?How do we maintain data integrity?

Validate chartfield values (Edit) Chartfield combination rules Interfaces/feeds : Data control totals for lines and

amounts Budget check Journals posted before starting closing process No postings to closed periods Reconcile and balance data tables

How do we administer access to Web How do we administer access to Web reports?reports?

Fill out a request form (http://www.brandeis.edu/controller/forms/webaccess.html)

– Identify department(s)– Select reports (Summary, Transactions, Open

Commitments, Labor Distribution) Approved by Budget Manager Reviewed by Financial Systems

– Request consistent with user’s responsibilities– Confidentiality

LTS updates PeopleSoft report access