vendor relations gap analysis 84- · pdf filetables to indicate whether peoplesoft provides...

PeopleSoft Implementation Project University of Florida – Bridges

Release 8.4

Public Sector

Vendor Relations Preliminary Gap Analysis

Document

Version 1.0

Date Last Updated: 6/24/2003

Vendor Relations Fit/Gap Analysis

Last Revised: 3/27/01 Page i

Table of Contents

REVISION HISTORY....................................................................................................................................1

1. INTRODUCTION..................................................................................................................................2

2. VENDOR RELATIONS FUNCTIONAL REQUIREMENTS REVIEW ..................................................3 2.1 PURCHASING FUNCTIONAL REQUIREMENTS TABLE ..........................................................................3 2.2 PAYABLES FUNCTIONAL REQUIREMENTS TABLE...............................................................................8 2.3 EXPENSES FUNCTIONAL REQUIREMENTS TABLE ............................................................................11

3. GAP RESOLUTION PLANS..............................................................................................................17 3.1 PURCHASING GAP RESOLUTIONS TABLE ..............................................................................................17 3.2 PAYABLES GAP RESOLUTIONS TABLE...................................................................................................18 3.3 EXPENSE GAP RESOLUTIONS TABLE ....................................................................................................19


Last Revised: 1/07/03 Page 1

Revision History

Note: The Vendor Relations Team will track revisions after the Advisory Council approves the original.

Date Revision Description Author 3/20/2003 1.0 Original Document Vendor Relations



1. Introduction

The purpose of this Vendor Relations Gap Analysis document is to accomplish the following two objectives:

• Compare the Vendor Relations Detailed Requirements Document (DRD) against what the PeopleSoft Purchasing, Payables and Travel & Expense modules provide; identify any high-level functional requirements that are not met by PeopleSoft.

• Document high-level plans for addressing any functional requirement gaps that are identified. Detailed

specifications will be presented in a subsequent design document. The first objectives will be addressed in Section 2 Vendor Relations Functional Requirements Review, of this document. The second objective will be addressed in Section 3, Gap Resolution Plans.



2. Vendor Relations Functional Requirements Review

The tables in sections 2.1 and 2.2 document how well PeopleSoft addresses the high-level requirements identified in the Vendor Relations Detailed Requirements Document (DRD) dated April 16, 2002. The table in section 2.3 documents the high-level Travel and Expense requirements from Florida Statute 112.061, Florida Administrative Code 3A-42, and the University of Florida’s Handbook on Business Policies and Procedures 2.4.3.4. The Vendor Relations team modified these tables to indicate whether PeopleSoft provides the required functionality and include any corresponding comments. 2.1 Purchasing Functional Requirements Table

Functional Requirements PeopleSoft Item Description Comments Provided? Comments

Requisitions REQPO 1.1

Vendor Approval Provide a central location for all departments to select from a master vendor file

Fit New naming conventions and abbreviations will be introduced as well as approval.

REQPO 1.2

Self Service Requisition

Ability to capture information as a pre-encumbrance thru an online system as determined by the departments.

Fit PeopleSoft is delivered with two types of Requisitioning options for online use. One can use the Purchasing Requisition module (Purchasing>Requisitions>Maintain Requisitions) or the eProcurement module (eProcurement>eProcurement Home Page>Create Requisition) to procure goods/services.

REQPO 1.3

Personalized screen presentation with default requisitioning information

Fit The Portal delivered with PeopleSoft 8.4 allows each user to customize their user interface as they see fit

REQPO 1.4

Rush Requisitions

Ability to highlight rush order/grant requisitions Fit PeopleSoft has the ability to find an existing requisition, use the same vendor or replace the vendor and create an immediate PO.

REQPO 1.5

Automatic Accounting Rules Creation

Ability to automatically create accounting rules and classification

Fit Accounting entries shall be generated based upon the GL setup for every transaction relating to a requisition.

REQPO 1.6

Equipment Recording

Ability to automatically record equipment data into the equipment inventory system, including producing a property tag.

Fit Recording asset information is not an automatic entry, but once identified it will flow from the requisition into the asset.

REQPO 1.7

Workflow for budget approvals and expenditure approvals

Ability to review current budget online/ Fit Gap

Requisition information will be validated through commitment control and workflow. PeopleSoft cannot route based on Commodity Code, and this will be an enhancement to the Workflow associated with a Requisition.

REQPO 1.8

Entry of multiple accounts and object codes

Ability to create multiple PO lines with multiple funding sources to one line.

Fit Yes, PeopleSoft allows for multiple funding sources within a requisition as well as the line level.

REQPO 1.9

Change Bill To on Requisition

Current ability is to edit the Bill To information on the requisition

Gap Modification will be researched for best business practice to accommodate.

REQPO-1.10

Customized Terms

Ability to add or modify customized terms and conditions from a standardized list of options

Fit PeopleSoft is delivered with the functionality to incorporate standard comments, freight terms, and payment terms




Purchase Order PO-1.2 Fixed PO Information should flow from on-line requisition

to PO without re-keying of information. Manual entry of PO if hard copy requisition received. Account number and cost center information should appear on the PO. Need comments field for addition info to appear on PO

Fit No Fit

The account number and cost center can be displayed on the requisition, but will need to be added to the SQR print. It will also be available on-line. All of the printing needs for extra comments and the information that is currently printed on the back of the POs must be accommodated through preprinted stationery, file attachment, and/or other mechanisms.

PO-1.4 Amendments Requisitions Open and Fixed POs need capability for changes both before and after printing. Comment field or other field for purpose of notification that PO has been amended.

Fit Delivered functionality to create change requests and change orders.

PO-1.5 PO Numbering Convention

Flexible capability to assign various numbering conventions based on entity or location or type of PO.

Yes/No Yes, can assign based on entity. No, can’t assign by location or type of PO. Auto-numbering will not be established by location or PO type.

PO-1.6 Printing Capability

Capability to print on demand as well as by batch. Capability to reprint PO with changes as needed.

Yes/No Delivered functionality, but will need to be customized for the University of Florida.

PO-1.7 Standing Order End of Year Renewals

Capability to copy current year information with changes to establish new POs for next calendar year.

Fit Delivered functionality in PeopleSoft for PO Rollover at fiscal year end.

PO-1.9 Account Number & Cost Center Additions

Capability for Purchasing to add new account number and cost center information into the system.

Fit The consolidation to PeopleSoft will eliminate the need for Purchasing to add new account numbers and cost centers.

PO-1.10 System Query Currently a Shadow Systems is maintained with PO information: PO #, Req. #, PO date, Vendor name, Account #, Cost Center #, Description, Account # and Cost Center # being charged to, requisitioner name, amount of PO, and comments, in order to perform ad-hoc inquiries. Purchasing needs to be able to perform ad-hoc inquiries on PeopleSoft of the same information fields without maintaining a separate database.

Fit Use query tool.

PO-1.12 Change Order Processing

Ability to create changes to both Requisitions and Purchase Orders

Fit Change Orders can be executed within the Requisition life cycle as well as the PO life cycle

PO-1.13 Vendor Catalog Ability to order directly from vendor via PeopleSoft.

Fit It will be determined by the team as to using this functionality during phase 1

PO-1.14 Online Bidding Ability to allow Vendors to bid directly in PeopleSoft.

Fit Strategic Sourcing will accommodate this function, but will need to be reviewed by Vendor Relations.

PO-1.15 Return Items Ability to handle return items Fit Delivered functionality has return to Vendor processing




PO-1.16 Type of Order Ability to identify type of order (maintenance agreements, installment payments one-time order, State/University/Other Contracts

Fit/Gap PeopleSoft has the ability to assign types, but does not allow for the differentiation for a one time order. Contracts can be identified on the PO at the line level for tracking and validation of overage based on contract amount.

PO-1.17 Close Pos Ability to automatically identify and close Purchase Orders based on predetermined criteria

Fit PeopleSoft uses the PO Recon process and the associated finalize reference in Payables to determine when a PO will be closed.

PO-1.18 FOB Terms Ability to select multiple FOB terms and multiple payment terms.

Fit PeopleSoft allow for the selection of both FOB and payments terms at the PO and vendor level.

PO-1.19 Multiple Address Assignment

Ability to establish, browse, update and add distinct departmental ship and invoice to addresses for purchase order entry – code number;deparment name; address; city; state, and zip.

Fit Delivered functionality will accommodate multiple address assignment.

Receiving RCV-1.1 Receiving PeopleSoft needs to be able to differentiate

between receiving (tangible) POs and non-receiving POs. (classes, training, maintenance, licenses etc.)

Fit Check box to indicate whether or not receiving is required.

RCV-1.2 Aged Receipts Ability to age purchases against receipts with notification to both purchasing and originating departments

Fit/Gap PeopleSoft date information that can be queried to provide the aging information. Custom query may be developed to accommodate.

Purchasing Cards PC1.1 Purchasing Card Ability to download transactions, review,

reconcile, and approve transactions based on user permissions.

Fit PeopleSoft Procurement Cards has the ability to using standard industry formats. The online pages allow for reconciliation and approval based on proxy settings.

PC-1.2 Purchasing Card Addition

Ability to add and remove pcard holders. Fit Delivered functionality allow for the addition of Pcards via eProcurement and the standard Purchasing pages. Use of the eProcurement functionality will be reviewed by the Vendor Relations Team.

PC-1.3 Transaction Download

Ability to download transactions directly from bank on a nightly basis

Fit PeopleSoft is delivered with standard industry download formats.

Request for Quotes RFQ-1.1 Online Bidding Ability to allow Vendors to bid directly in

PeopleSoft. Fit Strategic Sourcing will accommodate

this function, but will need to be reviewed by Vendor Relations.

RFQ-1.2 Customized Terms

Ability to add/modify or customize terms and conditions from a standard list of options.

Fit RFQ has the ability to ad hoc add standard comments with specific details.

RFQ-1.3 Add Vendors to RFQ

Ability to add/select bidders based upon type of purchase

Fit/Gap Delivered functionality allows the user to add vendors as desired, but not based on specific commodity codes. This will need to be viewed by a custom query.




RFQ-1.4 Special Handling Ability to identify bids that require special handling for material swatches

Fit Delivered functionality allows for attachments to the RFQ.

RFQ-1.5 RFQ Distribution Ability for the buyer to select how the RFQ is distributed

Fit Delivered functionality allow for the user to distribute the RFQ via email, fax, EDX, Print, or Phone.

RFQ-1.6 Alert Buyer Ability to alert the buyer prior to bid opening dates/times.

Gap PeopleSoft has data time stamps associated with all transactions, but does not have delivered alerting capabilities.

RFQ-1.7 Track Bids Ability to track bids when issued and returned Fit PeopleSoft delivered functionality will capture responses and award to one or many vendors as determined by the user.

RFQ-1.8 Maintain Bid Statistics

Ability to maintain bid response statistics on all bidders

Fit Responses can be captured with delivered functionality and a query can be developed to review this information.

RFQ-1.9 Bid Tabulation Ability to create and print bid tabulation worksheet, by vendor, which includes prices by items with appropriate discounts shown and distribute to the departments

Fit/Gap Responses captured will show the original price and bidder price. Discounts will need to be reviewed as to the presentation.

RFQ-1.10

ITB/RFP Create Ability to create ITB/RFP from standard Statements

Gap Templates may be used, but further research

Contracts CT-1.1 Contract

Maintenance and Analysis

Ability to access all contracts by commodities, vendor classifications, contract number, beginning/expiration dates/anniversary, dollar amounts, campus/unit unique, keyword search, buyer, minority contracts.

Fit Delivered functionality will capture this information, but a custom query will need to be developed to present the specific information.

CT-1.2 Contract Expiration

Buyer notification of expiring contracts Fit Delivered functionality will inform the buyer of contract expiration.

CT-1.3 Direct Contract Release

Ability to have departments make a direct contract release without the use of any other procurement process such as the creation of blanket orders.

Fit Delivered functionality will allow contract releases. Further research on business process to determine whether used for payments.

CT-1.4 Contracts Ability to generate contracts from bidding process.

Fit Delivered functionality can generate a contract starting from Requisition to Request For Quote to Contract.

Vendor Maintenance VN-1.1 Vendor

Maintenance Purchasing needs capability to access, adds, and change vendor information without other approval.

Fit Security can be set up to allow this if desired. Note: Please refer to Payables for additional detail.

Reporting PO-2.1 POs Received

and Not Paid System must be able to provide detailed list of Purchase Orders that have been received but not invoiced. Detail should include PO #, Vendor Name, Purchase Order Amount and line item detail, Date Received

Fit A query will be created to provide this data.

PO-2.2 POs Not Received

Report of Purchase Orders by purchase order date that have not been received. This report to include PO#, PO date, vendor name, and PO amount.

Fit POY4006, POY4007, and POY4008 reports.

PO-2.3 Open Purchase Orders and Balances

List of Open Purchase Orders by PO number, with vendor name, original PO amount, date and amount of invoices paid against it, with remaining balance.

Gap A new report will need to be created or an existing report will be modified.




PO-2.4 Purchase Order Received Date

Purchase Order report by number, vendor name, and amount of PO and received date(s).

Fit POY5001 report

PO-2.5 Open and Fixed PO Report

Should be able to generate report for specific time frame by various general ledger account number(s) to include PO number, vendor name, product detail and amount.

Gap Queries will be set up to address this gap.

PO-2.8 Minority Vendor Reporting

Be able to “code” as minority, small-disadvantaged, women owned, HUB-zone businesses. Reports should be available by vendor code and include dollars spent by that code. This is a federal requirement based on GSA contracts.

Gap Although PeopleSoft provides a field to identify the applicable vendors, a new query will need to be created.

In addition to the requirements listed in the preceding table (from the original requirements document), the Vendor Relations staff has decided that it will use some additional PeopleSoft reports that are delivered with the system. Three of these reports – POY4030, POY4031, and POY4032 – are missing needed account number and cost center information. This gap will be addressed by either creating new queries or, if necessary, modifying the actual reports. Three more reports – POY5010, POY5020, and POY5030 – are missing quantity ordered data. Again, this gap will be addressed by either creating new queries or, if necessary, modifying the actual reports. Other than the six reports listed above, no other delivered Purchasing reports will require customizations to be made.



2.2 Payables Functional Requirements Table Functional Requirements PeopleSoft

Item Description Comments Provided? Comments Vendors AP-01 Duplicate Vendors Controls needed to eliminate duplicate vendors. Yes Duplication of vendors can be

eliminated by a combination of system controls as well as procedural changes.

AP-02 Delete Duplicate Vendors

Ability to delete duplicate vendors and combined related data.

No Duplicate vendors can be made inactive, but they cannot be deleted.

AP-03 Change FEIN or SSN#

Need the ability to change a vendor’s SSN or FEIN and retain any payment history.

Yes A vendor’s SSN or FEIN can be changed at any point without affecting the payment history.

AP-04 Multiple vendor update access

The ability for multiple locations (accounts payable, purchasing, departments) to update selected vendor information.

Yes Access to the vendor maintenance is based upon security access. Security can be set for anyone that needs to do vendor maintenance.

AP-05 Online vendor access

Online inquiry into vendor database via all data elements

Yes Online inquiry is delivered functionality.

AP-06 Retain payment info when vendor elements are changed.

The ability to retain all data related to a payment in the event the attributes related to a vendor are subsequently changed.

Yes Transaction data remains intact when vendor information is modified.

AP-07 Online Vendor Search

Extensive online vendor search capabilities. Yes Vendors can be searched based upon vendor number, vendor name, or vendor short name. Additional search capabilities are available through query.

AP-08 1099 and W-9 Need to be able to create compliance reports. Yes The 1099 and W-9 tracking capabilities are delivered functionality

AP-09 Withholding on an invoice

Ability to record various types of withholdings, ie.10% holdback on construction payments and record withholdings

Yes PeopleSoft allows for withholding on an invoice and matching against future invoices

AP-10 Vendor Hold Payment

Occasionally vendors are put on tax hold. And payments can’t be made until the hold is removed. This will prevent payments being made to the vendor during this time

Yes People soft has a manual process for putting a vendor on hold

Vouchering AP-11 Procurement card Procurement card capabilities supported and

ability to distinguish P-card from other purchases.

Yes The P-card process originates in Purchasing and flows through to Accounts Payable.

AP-12 Matching Automate matching of PO, Receivers, Invoices Yes Matching can be set up to being a 3-way match.

AP-13 Payment without a vendor

Payments without a record in the vendor master.

No Because the database is a relational database, this functionality is not allowed.

AP-14 Departmental invoice entry

Ability to distribute the entry of invoices to the various University departments

Yes Through the utilization of user preference and role security individuals in the department may input invoices directly into the system

AP-15 Split funding of invoices

Ability to split the expense distribution to multiple distributions.

Yes PeopleSoft allows you to distribute cost by line item to many accounts.

AP-16 Budget checking invoices

The ability to verify budget when inputting an invoice

Yes Through commitment control

AP-17 Unencumbered payments

Ability to process invoices when there are no receivers or purchases orders in the system

Yes Enter in voucher entry

AP-18 Invoice for credit Ability to process a credit invoice without having to wait for an invoice of greater value from the vendor.

Yes PeopleSoft allows you to input a credit invoice at any time to a vendor and will do the accounting internally




Payments AP-19 Schedule

payments Schedule payments one time and run automatically there after without reentering the information again

Yes Peoplesoft Paycycle process.

AP-20 Wire transfers Ability to make electronic wire transfers Yes Delivered functionality. AP-21 Check void Ability to void a check and reissue against the

same invoice without backing it out or re entering the invoice that it was paid against

Yes Peoplesoft allows you to stop payments already sent out, void payments still under your control and undo cancellation until posted

AP-22 Check creation Ability to create, schedule and print checks on demand in multiple locations

Yes Peoplesoft provides full functionality for this process

AP-23 Stipends Need to be able to pay stipends to graduate students or visiting professors.

Yes/Gap Stipends can be paid if students or professors are set up as vendors.

AP-24 Student Refunds Need to be able to pay student refunds efficiently.

Yes/Gap Students can be set up as vendors and processed in the same way. This could be inefficient and time consuming.

AP-25 Lost Discounts Ability to analyze lost discounts Yes Lost discount reports are delivered. AP-26 Analyze

payments, aging, vendors

Need to be able to analyze payments and aging reports and vendors.

Yes Online analysis id standard functionality. Aging reports are delivered.

AP-27 Payment changes Change payment amounts without changing the PO.

Yes The payment amount can be changed without changing the PO amount, but if you are doing matching; the tolerance would have to allow for the difference.

AP-28 Payment Scheduling

Be able to schedule payment processes. Yes The Paycycle process is used to schedule payments.

AP-29 EFT Need to be able to process payments electronically with EFT.

Yes EFT is a delivered process that is run during the Paycycle process.

AP-30 Partial invoice payment

Ability to pay a partial invoice Yes

AP-31 EFT payments Ability to pay vendors utilizing EFT Yes PeopleSoft has a designation for type of payment which includes EFT

AP-32 ID’s Ability to pay internal University departments electronically

Yes PeopleSoft allows for internal billing and journal entries either through individual entry or use of templates

AP-33 Vendor Payment Ability to consolidate multiple invoices on one payment.

Yes PeopleSoft has a scheduling process for payments that can capture this information

AP-34 Supporting information on payment

Ability to include the vendors invoice # and other information on the check or payment itself

Yes PeopleSoft has additional space on their payment documentation that should be sufficient

AP-35 Independent contractor payment tracking

Ability to track partial payments on a contractual service agreement

Yes

AP-36 Procurement Card processing

Ability to receive payment information electronically from the Bank ,reconcile, approve and pay electronically at the department level

Yes PeopleSoft has a P-Card module that closely mirrors our current process

AP-37 Currency conversion

Ability to convert to US dollars from other currencies when making payments

Yes PSFT has ability to convert based on downloaded currency rates

Reports AP-38 Queries Ability to query or perform on demand reports Yes Peoplesoft has delivered reports

,query tools as well as outside reporting tools that may be used




AP-39 View accounting entries

Ability to view all accounting entries for a specific accounting process i.e. what accounts were debited or credited for a particular transaction

Yes ON demand reports and query capability should provide detail required

Miscellaneous AP-40 Receipt

Acknowledgement Need the ability to review receipt electronically at the time of invoice entry

Yes This is part of PeopleSoft matching process

AP-41 Quantity variances Ability to include quantity variances for line items.

AP-42 Workflow Need to be able to automatically process invoices through the system for audit and approval.

Yes/No Some workflow is delivered but a customization may be required in order to achieve the total workflow required

AP-43 Web based System needs to be available on the web. Yes Version 8.x is a web based product.



2.3 Expenses Functional Requirements Table

UF Functional Requirements PeopleSoft Capabilities Item Description Comments Fit/Gap Comments

Authorizations & Expenses

AE01 Store in USD Store all travel and expense transactions in USD. Fit

While PeopleSoft allows us to store in multiple currencies, the ERP Office stipulated we store everything in USD, which we will configure at every level.

AE02 Accommodate Multiple Legs Accommodate multiple leg trips. Fit

PeopleSoft allows you to enter as many expense types as appropriate for a given trip.

AE03 Provide Group Travel Provide for group travel. Fit

PeopleSoft allows you to add additional people to certain expense types like meals to identify whom the traveler provided a meal.

AE04 Provide Blanket Travel Provide for blanket travel. Gap PeopleSoft requires travelers to enter

details about all travel expenses.

AE05 Require TA to Submit ER

Require all travelers submit an authorization and receive approval prior to traveling and completing an expense report.

Gap

PeopleSoft allows you to create an expense report from a Travel Authorization (Travel and Expenses – Expense Report – Create/Update). While there are three other options, we could potentially remove those options so all users must create an Expense Report from a Travel Authorization.

AE06 Allow Delegation Allow user to delegate another user to enter/submit authorizations, advances, and expense reports.

Fit Travel and Expenses – Define Security – Authorize Users

Authorizations

AU01 Store Benefit and Purpose

Store purpose, benefit, location, projected date(s), and estimated cost by line item for all travel authorizations.

Fit Travel and Expenses – Travel Authorization – Create/Update

Cash Advances

CA01 Receivable / Receipt Accounting

Record the issuance of an advance as a receivable and the reimbursement of an advance as a cash receipt then calculate any remaining amount due to the traveler.

Fit

Set Up Financials/Supply Chain – Product Related – Expenses – Configure Expenses System. While this is an accounting best practice, PeopleSoft allows you to configure and/or map whatever ChartField combination you require for processing advances and payments.

CA02 80% Rule Restrict advances to 80% of estimated travel expenses. Gap Work with UF Controller to determine if UF

still requires this restriction.

CA03 100% Rule Allow 100% advance for substantially discounted common carrier tickets upon explanation/justification.

Fit PeopleSoft issues a payment for the full amount a traveler (or delegate) enters in the cash advance request.

CA04 10 Day Rule Prohibit advances more than 10 days prior to travel. Gap

We would have to add PeopleCode so a traveler could not submit a cash advance more than 10 days prior to travel. Of course, there are some other alternatives to accomplish the same feat such as adding some workflow rules.




CA05 Outstanding CA Limit

Require explanation/justification if traveler has more than one outstanding advance. Gap

PeopleSoft allows travelers to submit as many advances as they require. We could change this functionality from a couple of different approaches based on a cost/benefit analysis: query or customization.

CA06 Third Party Payment

Allow payment to third parties (airlines, hotels, etc.) after appropriate approval and associate that payment with a specific traveler.

Fit

PeopleSoft is capable of issuing payment to third parties via Payables, which travelers can specify via the Reimbursement Recipient and apply to the expense report.

Commitment Control

CC01 Verify Funds

Encumber (multiple funding sources) and verify the applicable budget automatically when a user submits a travel authorization or expense report.

Fit Travel and Expenses - PeopleSoft delivers budget checking for travel authorizations and expense reports.

Employee Data

ED01 Traveler Profile Maintain a travel profile for each traveler. Fit

PeopleSoft allows users to view this information in HR (Employee Self-Service, Travel and Expenses, Review Profile) and T&E (Travel and Expenses, Employee Information, Update Profile). HR will maintain personal, organizational, and bank account data while Payables will maintain credit card data and Expenses will maintain transportation data.

ED02 HR Verification Query HR to verify the requestor is an active UF employee/affiliate (i.e. authorized traveler). Fit

PeopleSoft will not reimburse anyone that is not in the system. The ERP Office will only allow those individuals with a UFID (i.e. a UF employee/affiliate) access to PeopleSoft.

Expense Reports

EX01 Florida Statute 112.061

Reimburse authorized traveler for permissible travel expenses (domestic and foreign) including state and federal per diem rates pursuant to Section 112.061 of the Florida Statutes as applicable.

Fit

Gap

This Florida Statute is extensive, and PeopleSoft does fit most of its requirements. However, there are some gaps and we identify those in a separate document that contains the statute. Regardless, we will configure and develop everything necessary to comply with these statutes.

EX02 Florida Administrative Code

Reimburse authorized traveler for permissible travel expenses pursuant to Florida Administrative Code 3A-42 as applicable.

Gap

Most likely, UF will not require this once they roll off FLAIR. Regardless, we will configure and develop everything necessary to comply with this code.

EX03 University Regulations

Edit/validate travel information (mileage, miles, lodging, etc) for compliance with University travel regulations.

Gap The University’s regulations mirror those of the Florida Statutes (i.e. see above).

EX04 Departure/Return Time

Calculate meal allowances automatically based on departure and arrival dates and times.

Gap

PeopleSoft provides per diem ranges that are similar but not the same. We will present a few options to calculate per diems based on departure and arrival times.




EX05 Record Cost Components

Record cost component information (e.g., lodging, meals, vehicle rental, mileage, registration fees, airfare, and miscellaneous).

Fit

PeopleSoft records and tracks travel information on travel authorizations and expense reports at the detail level with all required components, which PeopleSoft dubs Expense Types.

EX06 Track Costs by Vendor

Track cost of air carries, car rentals, hotels, etc. by vendor regardless of how they are paid (i.e., pCard, EFT, system check, etc.).

Fit PeopleSoft includes the vendor (and/or preferred vendor) with the detail for the cost components from EX05.

EX07 Establish Default Codes

Establish default codes to assist each traveler in entering appropriate accounting classification structure.

Fit

PeopleSoft provides default codes that relate to expense types via Setup Financials/Supply Chain, Product Related, Expenses, Configure Expenses System, and Map Accounting Information. Additionally, users can create templates (Employee Self-Service, Travel and Expenses, User Preferences, Create/Update User Template)

EX08 Detect and Hold Duplicates

Detect and automatically hold any duplicate payment request for further review. Fit

PeopleSoft does not generate payments for duplicates; however, the system automatically detects duplicates by checking each line when you submit an expense report. A program extracts the expense type, transaction date, location, amount, and currency code fields, and then looks for an expense line within the same expense report that has identical values as the extracted line. If the system finds an identical expense line, it flags the line. The program also searches for the same line in all expense reports for the employee and adds a comment to indicate that a duplicate exists.

EX09 Location Mileage

Require user to enter the ‘To’ and ‘From’ locations and have the system automatically calculate the mileage between the two locations.

Fit

Gap

We can set up Expense Types (Setup Financials/Supply Chain, Product Related, Expenses, Configure Expenses System, Accounting Data, and Expense Type) for any auto travel to provide Originating Location and (Destination) Location fields. PeopleSoft stores distance rates, but not the distance between locations. We would need to enhance the system to do this automatically by adding a new table containing all of the distances, then modify a page to multiply the rate by the distance between the locations on the expense report. Of course, PeopleSoft provides an Automobile field for applicable expense types, and the user could simply enter this information (based on the current DOT map).




EX10 100 Mile Rule Record, store, and report vicinity mileage and require explanation/justification for exceeding 100 vicinity miles.

Fit

Gap

PeopleSoft provides an Automobile field for applicable Expense Types (Setup Financials/Supply Chain, Product Related, Expenses, Configure Expenses System, Accounting Data, Expense Type) so the user can enter this information However, we would need to add PeopleCode to check the field for a value exceeding 100 then presents the user with an explanation field.

EX11 750 Mile Rule Record, store, and report map mileage and require explanation/justification for exceeding 750 map miles.

Fit/Gap

In line with EX09 and EX10, we could add PeopleCode to check the distance and present the user with an explanation field if the distance exceeds 750.

EX12 Class Identification Identify “Class A”, “Class B” or “Class C” travel from departure and return dates and times. Gap We can add PeopleCode to determine the

class from the departure and return times.

EX13 Time Per Diem Reimbursement

Calculate "per diem" reimbursement amounts based on departure and return dates and times.

Gap We can add PeopleCode to determine the per diem amounts from the departure and return times.

EX14 Class Per Diem Reimbursement

Determine which times travelers cannot claim "per diem and actual lodging cost". Gap

We can add PeopleCode to determine the per diem amounts from the departure and return times.

EX15 Class C Restriction

Restrict meal reimbursement for "Class C" travel. Gap We can add PeopleCode to determine the

class and reimbursable expense types.

EX16 First Class Restriction Restrict first class travel.

Fit

Gap

We can configure PeopleSoft with different Transportation Types (i.e. First Class, etc.). We would have to add PeopleCode for PeopleSoft to restrict certain Transportation Types from reimbursement.

EX17 Validate Incidentals

Determine validity of certain incidentals (laundry) based on duration of trip. Gap We can add PeopleCode to determine the


EX18 Justify Contract Noncompliance

Verify costs (edit / validate) against existing State and University contracts (airfare, car rental, etc.), and require explanation/justification for contract noncompliance.

Fit

PeopleSoft provides Expense Location Amounts (Setup Financials/Supply Chain, Product Related, Expenses, Configure Expenses System, Locations and Rates, Expense Location Amount) to store limits for each expense type. Whenever a traveler enters an expense detail that exceeds that limit, PeopleSoft requires an explanation.

EX19 Justify Exceeding Lodging Limits

Edit/validate against lodging reimbursement limits and require explanation/justification for exceeding limits.

Fit

PeopleSoft provides Expense Location Amounts (Setup Financials/Supply Chain, Product Related, Expenses, Configure Expenses System, Locations and Rates, Expense Location Amount) to store limits for each expense type. Whenever a traveler enters an expense detail that exceeds that limit, PeopleSoft requires an explanation.

EX20 Justify Rental Class

Require explanation/justification for any car rental classified above “Class B”. Gap We can add PeopleCode to determine the





EX21 Traveler Data Entry

Allow UF travelers to initiate reimbursement for their own travel expenses. Fit

All UF employees and affiliates will have access to PeopleSoft and be able to enter travel expenses or delegate that authority to someone else.

EX22 Traveler Change Orders

Allow users to update/adjust expense reports as necessary prior to payment. Fit Users can update expense reports at

several points prior to payment processing.

EX23 Traveler Inquiry Provide access to inquire, view, and/or print employee travel history (payment and supporting documents).

Fit Employee Self-Service, Travel and Expenses, Review Expense History

EX24 Traveler Query Allow UF travelers to query on the status of their own pending reimbursement requests via web technologies.

Fit Employee Self-Service, Travel and Expenses, Review Expense History

EX25 Traveler Certification

Require traveler to certify preparation and submittal comply with Florida Statute 112.061. Gap

We can add a checkbox next to the certification statement on the Expense Report page so users must select it prior to submitting their report for approval. PeopleCode would check the checkbox to see if the user selected it.

EX26 Reconcile Advances

Reconcile advances automatically with expense reports then report all discrepancies.

Fit

Gap

PeopleSoft allows you to reconcile advances with expense reports (Travel and Expenses, Expense Report, Create/Update then click the Apply Cash advance link on the Expense Report Details page). It just does not do it automatically.

EX27 Manage pCards Manage the processing of UF’s pCard transactions for travel expenses. Fit

Setup Financials/Supply Chain, Product Related, Expenses, Configure Expenses System, Other Data, Corporate Card Vendor

EX28 pCard Restrictions Prohibit pCard use for food, gas, and personal items. Gap

We would need to add PeopleCode to check the expense type to see if UF allows it for pCard use.

EX29 pCard Uses Allow pCard use for hotel, transportation, and event registrations. Fit

Setup Financials/Supply Chain, Product Related, Expenses, Configure Expenses System, Other Data, Corporate Card Vendor

EX30 Image Receipts Store and link scanned or imaged receipts. Gap

PeopleSoft utilizes Bluebird Systems receipt imaging system to track and validate receipts. UF can still image these receipts, and it is possible we could update PeopleSoft to capture the image.

Interfaces

IN01 Visa Load and store Visa credit card data. Fit

Travel and Expenses – Load External Information – Load External Data Sources Select Visa, which PeopleSoft delivers as a Data Source.

IN02 CONUS Load and store Continental US per diem data. Fit

Travel and Expenses – Load External Information – Load External Data Sources Select CONUS, which PeopleSoft delivers as a Data Source.




IN03 Runzheimer Load and store Runzheimer data. Fit

Travel and Expenses – Load External Information – Load External Data Sources Select Runzheimer, which PeopleSoft delivers as a Data Source.

Reports

RP01 TAR by Date Outstanding TAR’s sorted by return date. Gap We can easily create a query/report (Crystal) to present this information.

RP02 TAR by DeptID Outstanding TAR’s sorted by department. Gap

PeopleSoft delivers two similar Crystal reports, EXC4600 and EXC5600 (Travel and Expenses – Reports – Expense Transactions by Dept / Cash Advances by Dept). While they are specific to expense reports and cash advances, we can use them to develop a one for travel authorizations.

RP03 TAR by UFID Outstanding TAR’s sorted by individual. Gap We can easily create a query/report (Crystal) to present this information.

RP04 Travel Report Travel by department. Fit

PeopleSoft delivers two Crystal reports by department, EXC4600 and EXC5600 (Travel and Expenses – Reports – Expense Transactions by Dept / Cash Advances by Dept).

RP05 Compare TA & ER

Maintain an optional travel authorization process that individual colleges/departments can initiate and compare approved expenses per travel authorization to actual expenses claimed for reimbursement.

Gap

PeopleSoft delivers several reports, but we can easily add a new query for this functionality should individual colleges/departments require a specific format.

RP06 City Pairs Report flight volume between Gainesville and destination cities for airline sourcing. Gap

We can easily add a query containing an aggregate function to tally the number of flights from Gainesville to any and all destination cities.

Security

SC01 External Departments

Allow designated travelers to submit expenses coded to departments external to their default department.

Fit?

We need to understand the ERP Team’s plan to implement row-level security before adequately assessing this fit, but PeopleSoft should allow us to use roles and/or user profiles to meet this requirement.

Workflow

WF01 Provide Approval Workflow

Provide a flexible hierarchical approval process for approving authorizations, advances, and expense reports.

Fit PeopleSoft provides a robust workflow engine that we can configure to route based on several rules.



3. Gap Resolution Plans

The table below summarizes the requirement gaps that will need to be addressed in detail during the design phase of the project. The items listed here are a subset of the requirements presented in the earlier tables.

3.1 Purchasing Gap Resolutions Table

Functional Requirements PeopleSoft

Item Description Comments Provided? Comments Purchasing PO-1.2 Fixed PO Need comments field for addition info to

appear on PO No All of the printing needs for extra

comments and the information that is currently printed on the back of the POs must be accommodated through preprinted stationery, file attachment, and/or other mechanisms.

PO-2.1 POs Received and Not Paid

System must be able to provide detailed list of Purchase Orders that have been received but not invoiced. Detail should include PO #, Vendor Name, Purchase Order Amount and line item detail, Date Received

No A query will be created to provide this data.

PO-2.3 Open Purchase Orders and Balances

List of Open Purchase Orders by PO number, with vendor name, original PO amount, date and amount of invoices paid against it, with remaining balance.

No A new report will need to be created or an existing report will be modified.

PO-2.5 Open and Fixed PO Report

Should be able to generate report for specific time frame by various general ledger account number(s) to include PO number, vendor name, product detail and amount.

No Queries will be set up to address this gap.

PO-2.8 Minority Vendor Reporting

Be able to “code” as minority, small-disadvantaged, women owned, HUB-zone businesses. Reports should be available by vendor code and include dollars spent by that code. This is a federal requirement based on GSA contracts.

No Although PeopleSoft provides a field to identify the applicable vendors, a new query will need to be created.

GAP-PO-1

Additional Reports

Three additional PeopleSoft Purchasing reports – POY4030, POY4031, and POY4032 – will be used. (These reports are being used because they are delivered with PeopleSoft; they were not part of the original Detailed Requirements Document.)

Yes, but… Account number and cost center data will need to be added to these reports or separate queries will need to be created.

GAP-PO-2

Additional Reports


Yes Quantity ordered data will need to be added to these reports or separate queries will need to be created.

GAP-REQPO-1.1

Workflow for budget approvals and expenditure approvals

Ability to review current budget online/ Gap

PeopleSoft cannot route based on Commodity Code, and this will be an enhancement to the Workflow associated with a Requisition.




GAP-REQPO-1.2

Change Bill To on Requisition

Current ability is to edit the Bill To information on the requisition

Gap Modification will be researched for best business practice to accommodate.

GAP-RFQ-1.6

Alert Buyer Ability to alert the buyer prior to bid opening dates/times.

Gap PeopleSoft has data time stamps associated with all transactions, but does not have delivered alerting capabilities.

GAP-RFQ-1.9

Bid Tabulation Ability to create and print bid tabulation worksheet, by vendor, which includes prices by items with appropriate discounts shown and distribute to the departments

Fit/Gap Responses captured will show the original price and bidder price. Discounts will need to be reviewed as to the presentation.

GAP-PO-2

Additional Reports


Yes Quantity ordered data will need to be added to these reports or separate queries will need to be created.

3.2 Payables Gap Resolutions Table

Functional Requirements PeopleSoft

Item Description Comments Provided? Comments Payables Gap-AP- 01

Interface to Library

The Library has a new system where voucher information is loaded. Need to interface the voucher information into PeopleSoft. The chartfields that are needed in PeopleSoft cannot be entered into their system, so a crosswalk as well as interface will need to be done.

No PeopleSoft Accounts Payable comes delivered with a voucher load process. The chartfield crosswalk will need to be analyzed for possible solutions. Possibly speedcharts could be input in Library system to solve this problem.

Gap-AP-02

Student files If Accounts Payable processes the student refunds, it will be necessary to look at converting the student information into the vendor file.

No New conversion program required as well as procedures in place for student entry.

Gap-AP-03

NRA Nonresident Aliens need to have special tax processing.

No The Accounts Payable system can handle the withholding on NRA’s but it is not set up to handle all the unique requirements for reporting for 1098’s and W-8’s.

Gap-AP-04

Interface from Telecommunications

Telecommunications has a high volume of transactions that need to be interfaced for payment into Accounts Payable.

No The voucher build/load process can be used if it is determined that the transactions can be captured with all the necessary information.

Gap-AP-05

Interest Calculation

Need to calculate the interest penalty that is payable to the vendor if a payment is late.

Yes/No Additional analysis will be needed to determine if this requirement can be handled by the delivered PeopleSoft interest calculation program.




Gap-AP-06

Cash requirements

Currently the Cash department has an old system that merges all the records for an individual vendor so payment isn’t made to someone that owes the University of Florida money.

No This may need to be handled procedurally until the student system is up and available.

Gap-AP-07

Vendor Hold Currently the State identifies when a vendor goes on and off hold. Need to find way to handle this in PeopleSoft.

No This is more than likely a procedural change only.

3.3 Expense Gap Resolutions Table Functional Requirements PeopleSoft

Item Description Comments Provided? Comments Expenses

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