core-ct 9.2 delta...workcenters is a new feature in peoplesoft 9.2. these enable users to access...
TRANSCRIPT
9.2 Financials Delta Session
eProcurement – Purchasing – Accounts
Payable – Inventory - Asset Management
Agenda
O Introduction
O Timeline
O New Functionality
O WorkCenters
O eProcurement
O Purchasing
O Accounts Payable
O Inventory
O Asset Management
O Closing
Introduction
O 9.2 Upgrade
O ePro – Training complete
O P-Card – Training on going
O Mobile Physical Inventory – scheduled
O Go live – Monday, March 13th
Time LineO All POs must be budget checked valid
O All vouchers must be paid - shoot for the 8th
O Remove voucher access by 10am on the 9th
O AM will close March 8th
O March 9th complete paycycle by noon
O GL will close on March 9th
O System unavailable at noon March 9th
O Finance will be unavailable until Monday, March 13th
New FunctionalityO Direct Connect
O Punch-Out from a requisition to Staples and/or Suburban
O P-Card
O Requests, statements and reconciliation online
O Mobile Physical Inventory
O Scan assets utilizing mobile devices
O Online Chartfield Request Form
O Routed directly to OSC for approval
O Document Tolerance
O PO and voucher validation
O Workcenters
WorkCenters
WorkCenters is a new feature in PeopleSoft
9.2. These enable users to access various
pages and perform daily tasks without
leaving the WorkCenter, which reduces the
time used when navigating through menus.
A WorkCenter is used to increase the
productivity of a specific role by streamlining
and simplifying their work in a central place.
WorkCenters
OModule WorkCentersO Centralized access to relevant data
O Reduced need to navigate
O Personalized view of workload
O Configurable
O Improved efficiency
WorkCentersWorkCenters are comprised of two tabs and each tab has two sections:
1. Main Tab1. My work – pending or errored transactions
2. Links – information related to user
2. Reports/Queries1. Queries – Limited to access of the user
2. Reports and Processes
Each Module WorkCenter is configured based upon what is available in that module and the access based upon a user’s role.
WorkCenters
WorkCenters
Need to set up filters only once.
WorkCenters
WorkCenters
O If the link is red, then a filter needs to be defined.
O If the link is grey, then there are no transactions.
O The number denotes the number of transactions.
WorkCenters
WorkCenters
Personalize:
O You can remove work links
O You can reorder work links
O You cannot add work links
Note: Take care in personalizing.
WorkCenters
WorkCenters
The Links that appear are dependent and
specific for the module and the
information available within the module
Kathleen Bonola
eProcurement 9.2
Agenda
O Key Terminology
O New Look & Feel
O P-Card & Supplier Locations
O WEB Punch-Out
O Dispatch
O Catalog Search
O Preferred Supplier
New Key Terminology
Key Term Definition Icon
Electronic Data
Exchange (EDX)
Dispatch
The requisition dispatch
method for the Suburban
and Staples suppliers when
using WEB (Punch-Out).
WEB (Punch-Out) Ability to interact directly
with a supplier’s website.
The supplier’s online
catalog can be searched to
select items to add back
into a requisition.
Preferred Supplier The Supplier with the
lowest cost for an item.
Procurement Card
(P-Card)
Supports credit card
purchases made by card
holding employees.
New Look & Feel
NO MORE TABS
Requesters are
navigated automatically
to:
1. Define Requisition
2. Add Items & Services
3. Review & Submit
New Labels
Modify
Line/Shipping/Accounting =
MASS Change
Save & Preview
Approvals =
Save for Later
Create Requisition =
RequisitionCore-10 = Requisition
Type
Vendor = SupplierRequisition Summary =
Shopping Cart
Create Requisition =
RequisitionNew Labels
The Core-10
label has been
revised to
Requisition Type
Vendor = Supplier
Requisition Summary =
Shopping Cart
Save & Preview
Approvals =
Save for Later
P-CardThe P-Card is
now available to
choose as a
payment
method
P-Card & Location
• PUNCHOUT – Payment Option only for Suburban
and Staples - Dispatch defaulted to -EDX
ePro Location Job Aid: http://www.core-ct.state.ct.us/financials/epro/pdf/supplier_locations.pdf
PCARDPOS
O To create a requisition using a P-Card to reconcile a swipe purchase, the requester MUST choose PCARDPOS for the Supplier location to successfully save the requisition.
1. Enter a requisition name
2. Choose a P-Card, Requisition Type & Supplier
3. Choose PCARDPOS as the Supplier Location
4. Enter a Buyer
5. Continue entering chartfields as required
O To create a requisition using the P-Card with a
Supplier that has “opted in” to accept P-Cards,
the requester MUST choose PCARDOPTIN for the
Supplier location to successfully save the
requisition.
1. Enter a requisition name
2. Choose a P-Card, Requisition Type & Supplier
3. Choose PCARDOPTIN as the Supplier Location
4. Enter a Buyer
5. Continue entering chartfields as required
PUNCHOUT
O To create a requisition for Office Supplies using the P-Card, the requester MUST choose either Staples or Suburban which will default PUNCHOUT for the Supplier location.
1. Enter a requisition name
2. Choose a P-Card, Requisition Type & Supplier
3. PUNCHOUT will default for the Supplier Location
4. Enter a Buyer
5. Continue entering chartfields as required
6. Click on WEB to Punch-Out and purchase office supplies.
O Catalog items have a default Supplier
Location of MAIN. If P-Card is chosen as the
payment method the Supplier location can
be changed at the line detail level on each
line or by using MASS change to update
multiple lines.
O Even if you have entered a different location
on the Define Requisition page, the catalog
default is MAIN and will override it.
Catalog
Supplier UpdatesI want to pay my Supplier
with a P-Card but I get the
message:
“This Supplier doesn’t
accept P-Card!”
Navigation: Main menu
Core-CT Vendor Requests
Vendor Update Request Form
OSC-APD: (860) 702-3400(FOR ADDITIONAL ASSISTANCE)
Add Items & Services
Dispatch
The Dispatch method can now be changed in
eProcurement on the Save & Submit page.
Review & Submit
WEB Punch-Out
• Staples & Suburban Stationers are set up for Punch-Out in eProcurement. All Requesters should use this purchasing method when ordering Office Supplies except when the items are for an Inventory Business Unit. Those items should still be purchased through the State Catalog.
• Requesters will have the ability to choose P-Card as a payment method for Punch-Out purchases, if a card or proxy is assigned to them.
• Core-CT only supports one supplier on each requisition.
• Punch-Out purchases cannot be mixed with catalog, special request, template or favorite purchases & vice versa.
WEB Punch-Out
• Both suppliers can support favorites that have been previously saved on their direct websites.
• The Contract ID is defaulted on the ePro requisition for each supplier upon clicking the Save & Submit button.
• The Supplier Location code will default in as PUNCHOUT.
• Punch-Out requisitions are defaulted to EDX dispatch and cannot be changed.
• Punch-Out requisitions cannot be copied in Manage Requisition.
• Punch-Out requisitions cannot be saved as Templates or Favorites in Core-CT. This functionality resides on the suppliers website.
WEB–Punch-Out
Click on the Web Link
Click on one of the
supplier links to
Punch- Out to the
supplier’s site
Staples–Punch-Out
Search for Items
Search
for items
Submit Order
Submit
Order
Forgot something?
No Worries!
Just Click
Add More
Items
To Change
the Qty. Click
on the
Description
Punch-Out Suburban Stationers
SBESmall Business
Enterprise
Search & Add Items
Submit Cart to
bring items
back to the ePro
requisition
Punch-Out Suburban
Searching the State Catalog
Preferred Supplier
Questions
Purchasing
Noreen Camara
Brian Guilmartin
Agenda
O Introduction
O WorkCenters
O P-Card
O Document Tolerance
O Obligation
O Contract changes
O All POs must be in Valid Status
WorkCentersMy work Links Reports
WorkCenters
P-Card
P-Card Benefits:
O Automates reconciliation and payments.
O Improves controls (Spend monitoring, policies and procedures and security).
O Streamlines business processes.
O Increases focus on negotiating volume discounts, supplier(vendor) management/analysis.
O Reduces paperwork and manual processing
P-Card
P-Card
P-Card
P-Card
P-Card
P-Card
Budget Check and Chartfield Validation
O Batch P-Card budget check process is run against these P-Card transactions.
O Budget validation process will only validate that the chartfields are correct, budget period exist and check the available funds so we don’t go over the tolerance
P-Card
P-Card
P-Card
P-Card
P-Card Role Access Rights
Access RightsCT CNTRL CC
ADMINISTRATORCT Agency P-Card
COORDINATORCT AGENCY CC RECONCILER
CT AGY CCAPPROVER
CT CNTRL CC VIEWER
Review Statement YES YES YES YES YES
Access Reports YES YES YES YES YES
Reconcile - Modify Staged Transactions NO YES YES NO NO
Reconcile - Set Status to Staged NO YES YES NO NO
Reconcile - Modify Verified Transactions NO YES YES YES NO
Reconcile - Set Status to Verified NO YES YES YES NO
Reconcile - Modify Approved Transactions NO NO NO YES NO
Reconcile - Set Status to Approved NO NO NO YES NO
Reconcile - Modify Error Transactions NO YES YES YES NO
Unmask Card Number YES NO NO NO NO
Cardholder - Maintain Profile YES YES NO NO NO
Cardholder - Maintain Proxy YES YES NO NO NO
Cardholder - Maintain Distribution YES YES NO NO NO
Use Procurement Card on Requisition NO YES YES YES NO
Use Procurement Card on PO NO YES YES YES NO
Document Tolerance
PO Obligation
O The Obligation is now part of the PO header
information
O The PO Obligation is now included with the
Purchase Order Workflow
PO Obligation
PO Obligation
PO Obligation
PO Obligation
Purchasing Authority
Minor Contract Changes
Closing Purchase Orders
O All POs must be in a Valid budget status by
March 9th, 2016 or they will get closed
O All over expended POs must be closed also
Accounts Payable
Brianne McKenna
Kimberly Blaszko
Agenda
O Supplier
O Financial Sanctions
O WorkCenters
O Document Tolerance
O Look and Feel – Voucher Save, Inquiry,
Submit
O Approval Link
O 9.2 Upgrade
Supplier
Financial Sanctions
O Compares suppliers to a list of
people/organizations that the federal
government has sanctions against
O Vouchers can be created against suppliers
that are flagged but they will not be paid
until the supplier is cleared by APD
Financial Sanctions
“The Invoicing Supplier is under Review or
Blocked for Financial Sanctions”
WorkCenters
O Centralized access to data
O Reduced need to navigate
O Personalized view of workload
O Improved efficiency
Navigation: Core-CT Financials>Accounts Payable> Accounts Payable WorkCenter
WorkCentersMy Work Links Reports/Processes
WorkCentersO Queries: Central agency Financials queries
****This is Not for EPM queries
WorkCentersO Central agency users can add their favorite
queries to their Query Manager
Document Tolerance
Document ToleranceCopy from PO Receipt with multiple distributions
Document Tolerance
Look and Feel
Look and Feel
Look and Feel
Look and Feel
Voucher Approval Link
Voucher Approval Link
Voucher Approval
Voucher Approval
9.2 Upgrade
O Lockout will begin at 10am on March 9th, 2017
O All Vouchers Must Be
Matched
Approved
Budget Check Valid
Voucher Posted
Paid
**All others need to be deleted or closed
Questions
Inventory
Steven Beaulieu
Dustin Guarino
Agenda
O Agency prep for 9.2 upgrade
O Change to Storage Locations
O Supply/Demand WorkCenter
O New Item Add/Update Request Form
O Questions
Agency Prep
O Process Open PO/InterUnit Receipts
O Navigation: Inventory>Putaway Stock>Load Staged
Items
O Navigation: Inventory>Putaway Stock>Stockroom
Feedback
O Process Open Material Stock Requests
(MSR)
O Reservations – Order Release – Picking Feedback
O Process or Cancel Backorders (DOT only)
Storage Locations
O No longer using Fixed Picking Locations
O Existing Fixed Picking Locations associated with items
will be removed by Core-CT prior to go-live
O New items added to an IN Business Unit will
only need to be associated with a Default
Putaway Location
O IN processes and reports will run based on
the Default Putaway Location only
IN WorkCenter
O Inventory users will have access to the new
Supply/Demand WorkCenter
O The Supply/Demand WorkCenter is a central
location enabling Inventory users to access
various pages and perform daily tasks
O User’s Inventory roles will dictate what links
and processes can be accessed from the
WorkCenter
IN WorkCenter
IN WorkCenter
IN WorkCenter – My Work
IN WorkCenter – My Work
IN WorkCenter - Links
IN WorkCenter - Queries
IN WorkCenter –Reports/Processes
Item Add/Update Request
O New process for Inventory agencies to request new CM #’s or changes to existing ones that are not covered by the DAS Market Basket.
O Agencies will enter a Footprints Help Desk ticket and attach the INV_001 form to the ticket.
O For new items the information received from the vendor should be entered completely
O For updates the current item details should be entered as well as the changes being requested
O The Inventory team will review the requests and make the necessary additions or changes.
Item Add/Update Request
Item Add/Update Request
Questions ?
Asset Management
David Bonola
Michael Carragher
Agenda
O Asset Management 9.2 Enhancements
O Asset Management Reminders
O Questions
What’s New in Asset Management
Fluid User Interface WorkCentersSplit Distribution
Receipts
Consolidate/Unitize Enhanced
Transaction ReversalAP/AM
Reconciliation
Changes to Comments
O A User Interface That Transforms How Asset Users Work
O Enables the mobile asset physical inventory business process within Asset Management
O Conduct audits/change of asset locations
O Retrieve general asset information, including associated preventive maintenance schedules and work orders
Fluid User Interface
Fluid User Interface
Multiple IOS/Android Device Types Can Be Used
Rugged Standalone
Has Integrated Scanning
Higher Drop Zone Ratings
Smartphones
Require 3rd Party Scanner
Tablets
Require 3rd Party Scanner
O The new Pending Transactions My Work pagelets provide the option to view and take action
WorkCenters
O Monitor Pending Purchase OrdersO Load Pending InterfacesWorkCenters
O Errors can be Reviewed and Reset to Pending (No Help Desk Required)WorkCenters
O System will create the Receipt Line Asset records to reflect split distributions for each serial asset/item
O Split distribution in the Receipt Line Asset table will be merged into the Interface AM Lines table
WorkCentersSplit Distribution
Receipts
PO Schedules
PO Distributions
Receipt Lines
Receipt Distributions
Receipt Asset Lines
Interface AM Lines
O Example
Receipt Line Qty: 3 @ $5.00 each
Distribution Lines: 2 lines with a 70 / 30 split
Receipt Allocation Type: Split Distribution
WorkCentersSplit Distribution
Receipts
O Split Distribution on the Receipt Asset Line Results
Automatically populates Receipt Asset Line table with split distributions for each serialized unit
WorkCentersSplit Distribution
Receipts
O Receipt Allocation TypeO New Xlat Value “SPLIT DISTRIBUTIONS”
WorkCentersSplit Distribution
Receipts
O Non-Serialized ItemsO Behaves the same as Specify Allocation Type
except all Receipt Asset Lines are grouped
under one assert
O Specify Allocation TypeO Retains existing functionality
O Serialized items with one distribution or with
a quantity line of 1 can still use the Specify
Allocation Type
WorkCentersSplit Distribution
Receipts
Consolidate/Unitize Enhanced
O ConsolidationO Usability
O Collapsible sections provide insight into consolidated asset detailsO Asset
Information
O Acquisition-Related Fields
O Cost Information
O Chartfields
O Custodian Information
O Asset Location
O Manufacturer Information
ConsolidationConsolidating to an Existing Asset ID
Consolidate/Unitize Enhanced
Consolidate/UnitizeConsolidate/Unitize
Enhanced
• FAD – Financial and Physical Add
• NAD – Non-Financial Add
• ADQ – Adjust Cost and Acquisition Detail
• CAP - Asset Capitalization
• ACQ – Insert Acquisition Detail
• PHY – Physical Asset Change
Consolidate/Unitize Enhanced
O UnitizationO Usability
O Collapsible sections provide insight into unitized asset details
O Asset Information
O Acquisition-Related Fields
O Cost Information
O ChartFields
O Custodian Information
O Asset Location
O Manufacturer Information
O •Unitize Quantity accepts 5 digits
Transaction Reversal
O Accelerate error correction
O Initial Asset Additions
O Subsequent Asset Additions
O Adjustments
O ChartField Transfers
O Recategorizations
O Interunit Transfers
O Maintain a history of transaction reversals
O Enable Audit Logging
Transaction Reversal
O Accelerate Error Correction
AP/AM Reconciliation
O New WorkCenter Query
O Real Time
O Displays only Unreconciled data
O Does not Include Cost Information
AP/AM Reconciliation
O New Financial Report
O Real Time
O Displays both Reconciled and Unreconciled
O Includes Cost Information
Changes to Comments
O 9.1 Physical Inventory Comments
Changes to Comments
O 9.2 Physical Inventory Comments
Changes to Comments
O New EPM Reporting Table
O CTW_AST_COMMENT
O Historical Asset Comments
O Physical Inventory information from PI Scanning
History and Asset Comments staging tables
O Business Unit, Asset ID, Scanning Date, PI
Number, Serial Number, Operator, Comments
(w/associated effdt), and Asset Location
Changes to CommentsO Asset Management Close
Due to Financials 9.2 Upgrade
O AM Period #8 will close early (March 8th)
O March 7th End of Day (last day to load)
O All AM Transaction Loader Interfaces must be
loaded
O Includes any 9.1 Physical Inventory in-process
O Interfaces not loaded will be set to Excluded
Questions
Closing
O Reminder by March 7th – 8th
O All vouchers are approved, budget checked, and
paid or they will be deleted
O POs are budget check to valid or they will be
closed
O Make sure assets are loaded
O Reconcile for general ledger closing
O Ensure CO-1092s are requested for new roles
O Questions
Information Resources
O New Roles
O Role handbook on the Core-CT Website
O Help with new functionality
O UPKs
O Job aids
O Training classes
O Questions and help
O Footprints and Core-CT helpdesk
O Core-CT Website
O http://www.core-ct.state.ct.us
O Core-CT Helpdesk
O http://footprints.ct.gov/footprints
O Questions?
Closing