the university of oklahoma health sciences center the human resources - financials interface using...
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The University Of Oklahoma Health Sciences Center
The Human Resources - Financials Interface using the PeopleSoft Budget Encumbrance module.
PeopleSoft HEUG: Session 1019, HRMS T-4, Version HRSA 7.6
Amy D. Teague– Information Systems Manager
– Department of Human Resources
– The University of Oklahoma Health Sciences Center
Becky Southerland– Technical Team Lead
– Department of Information Technology
– The University of Oklahoma Health Sciences Center
About The University of Oklahoma HSC:
Comprehensive Academic Health Center– Founded in 1910– 7 Colleges / 70 Degree Programs / 200 Departments– 3,100 Students / 4,000+ Employees
State Agency– Fund Accounting– Grant Funding– Budget Information:
FY01 Operating Budget = $479,000,000 FY01 State Appropriations = $80,000,000
The PeopleSoft Evolution at OUHSC:
January 1996– Live on PeopleSoft HRMS 4.0
June 1998– Upgrade from PeopleSoft HRMS 4.0 to version 6.01
February 1999– Upgrade from PeopleSoft HRMS 6.01 to version 6.02
July 1999– Live on PeopleSoft Financials version 7.02
– Live on Budget Encumbrance
March 2000– Upgrade from PeopleSoft HRMS 6.02 to Student Administration
version 7.6
The B&E Implementation Team
Core functional users from the following areas:– Human Resources Department
– Payroll Department
– Information Technology Department
– Financial Services Departments:• Budget Office
• Grants & Contracts Office
• Financial Accounting Office
• Controller’s Office
– PeopleSoft Consultant
• 3 weeks total consulting time
B&E Implementation Timeline:
Prototyping:– Began 07/15/1998
Chartfield Spread Mapping:– Began 01/15/1999
– Completed 07/01/1999
Go Live:– 07/05/1999
Project Goals & Priorities:
Goal:– To incorporate the delivered PeopleSoft Budget and
Encumbrance module, with minimal add-on enhancements, so that it meets the business needs of the University of Oklahoma Health Sciences Center.
Priorities:– Use of the Budget Encumbrance module as an interface
between the Human Resources & Financials systems
– Use of the encumbrance functionality in the B&E module
B&E Implementation Strategy
Ownership by the Functional Users:– Established timeline / Scheduled meetings
– Spearheaded prototyping / Set up PeopleSoft tables
– Conducted fit/gap analysis
Support from Information Technology:– Provided technical expertise
– Documented budget encumbrance processes
– Worked with PeopleSoft consultants
Input from other Universities:– Shared questions & concerns, which often led to resolutions
and/or workarounds
Issues Identified through SWOT Analysis
Strengths, Weaknesses, Opportunities, & Threats
– General Ledger and HRMS live on different versions:• Go Live = Financials 7.02 / HRMS 6.02
• Today = Financials 7.02 / HR Student Administration 7.6
– Required interfaces with the State of Oklahoma: • Payroll must be sent to the State Capitol
• Funding must be sent to the State Capitol
– Necessary payroll accommodations:• 2 different PeopleSoft companies (HSC/PPP)
• 4 to 5 payrolls per month
SWOT Implementation Parameters
Strengths, Weaknesses, Opportunities, & Threats
– Cost/Benefit Analysis:• Limitations of the encumbrance feature led to the determination that
encumbering would not be appropriate at the time of B&E implementation
• The Budget Encumbrance module was found to provide an appropriate interface between the PeopleSoft Human Resources and Financials systems
– Current Status:• B&E module acts as an interface between the HR & GL systems• OUHSC plans to revisit the encumbrance functionality of the
module during the upgrade from HRSA 7.6 to 8.0
OUHSC Add-Ons
Additional Functionality:
– During OUHSC Budget Formulation process, we establish higher level budget on the GL (salary level) than on HR (position level)
– Convert version 7.6 (HRSA) journal lines to version 7.02 (GL) journal lines
– OUHSC SQRs:• Balance funds
• Identify data problems
OUHSC Enhancements
Enhancements to delivered functionality:
– PeopleCode used to create dynamic link between Human Resources & Financials Systems
• Edits for appropriate funding and effective dates on the GL before a chartfield spread may be established as an account code on the Human Resources system.
– Modified paysheet sub-panel to display both account code and corresponding chartfield spread.
Budget Encumbrance Process - Part 1
OUHSC Financials:– Establishes Chartfield Spread in General Ledger
OUHSC Human Resources:– Department set up in Department Table
– Department set up in Budget Encumbrance Panels
– CFS established as Account Code in Account Code Table
– Job Code created in Job Code Table
– Position added in Manage Positions
– Employee appointed through Administer or Recruit Workforce:• Funding established at the employee level on the Job Earnings
Distribution panel under Administer Workforce
Budget Encumbrance Process - Part 2
OUHSC Payroll Office:– Creates paysheets
– Runs payroll calculations
– Processes pre-confirmation funding (gross funding)
– Generates paytape
– Transfers payroll & funding to the state capitol
– Runs queries & SQRs to identify potential problems
– Confirms payroll
– Runs queries & SQRs to identify potential problems
– Processes paycheck distribution
Budget Encumbrance Process - Part 3
OUHSC Payroll Office, continued:– Uses Actuals GL Interface to create HR journal lines– Processes Journal Generation, which groups journal lines with
journal Ids– Runs OUEXPJRN, which creates version 7.02 journal lines for
the General Ledger– Uses OUGRSLD to create rows in ou_begl_gross, which are
used by the OUHSC statement of activity
OUHSC Information Technology:– Runs OUIMPJRNL on PeopleSoft Financials, which accepts
and translates journal lines
Lessons Learned at OUHSC
Be Specific:– Document business needs & requirements
– Require ownership by & participation of functional users Test & Retest:
– Explore all options• Posting encumbrances vs. posting actuals only
Communicate with PeopleSoft– Look for future enhancements
– Suggest improvements for future releases Training & Documentation
Contact Information:
Amy D. Teague– Information Systems Manager
– Department of Human Resources
Becky Southerland– Technical Team Lead
– Department of Information Technology