University of Delaware Financials: Training

Phase-II (implementing July 2004):

The second phase of PeopleSoft financials implementation encompasses These functions involve fewer users than did the first phase, and so much of the training will be more specifically directed according to the functional needs of each group of users. Staff whose work involves Phase-II areas should also be familiar with
Phase-I topics below, because much of the same vocabulary and data retrieval techniques are shared by both phases. Most Phase-II training will take place in June, when the various forms and screens are close to their final form, and near enough to the July 1 date that users will be able to actually put their training to use.

Overview of Phase II Training

Course Description/Audience Timing
Readiness II All users of Phase-II processes. What will (and will not) be changing, and a preview of the ways in which this phase will build on the first. Available now
Grants Preview This Power Point presentation is designed to be a good overview for people in your units who want a basic understanding of the PS Grants Functionality before the hands-on training later in June. It will also be good for faculty, deans, chairs or others who don't have the time or inclination to attend the hands-on training. Available now
Grants Reporting This Power Point presentation is an introduction to Grants Reporting. It is intended for people who run pre-written queries or write their own queries. The companion handouts should be downloaded and followed for the hands-on portion of the training at the end of the presentation: Available now
Cash Transmittal Effective 7/1/04 the PAPER cash transmittal form will no longer be accepted by the Cashiers Office. We strongly encourage all people who prepare or approve cash transmittal forms to attend one of the following training sessions for the new CASH TRANSMITTAL WEBFORM. You will receive handouts with complete instructions for using the new webform at the training sessions. Reserve your spot by email to Missy Keane in the Assoc. Treasurer's Office (mkeane@udel.edu). Available now
Non-Student Billing Effective 7/1/04, non-student (miscellaneous) billing is no longer done in SIS with "999" numbers. The Bill Non-Student Customers Webform has replaced the FFAR form (except for student billing) and the Single-Charge Miscellaneous Billing EZ Form. Training sessions have been conducted (starting 6/24/04) and handouts were provided which are also available on this website:
Non-Student Billing defined:
These are invoices generated through the University accounts receivable system to companies and individuals for goods or services.
Available now
Crosswalk The Crosswalk facility helps users to identify new PeopleSoft Purposes and Accounts based on legacy Account-Codes and Object-codes. First described in the Phase-I Basic Training, step-by-step instructions are also available. Available now

Cognos

Going forward, it is anticipated that the primary ad-hoc reporting tool for most users of the UD-Financial and UDSIS Student Records systems will be "Cognos". This is a web-based reporting tool, so does not require any particular software be installed on your local computer. It does require that you use Internet Explorer (5.5 or higher).
        The url for Cognos reporting (Financial or Student Records) is:
https://cognos.udel.edu/crn
If you cannot yet logon, but feel you want to be able to write and/or run Cognos reports for UD Financial data, you can request that access by emailing Carol Rylee.
        Cognos includes two fundamental utilities for ad-hoc reporting. The simpler of these two is "Query Studio", the more powerful is "Report Studio". Two training documents are available that introduce users to these two components. They use a demonstration database unrelated to either the Financial system or Student Records. You will probably want to first work through the Cognos Query Studio Tutorial, and then follow with the Cognos Report Studio Tutorial.
        From "Help" links in each Studio there also are Users Guides in pdf format that you can search or print out for more detailed reference.
        To help you achieve some familiarity with the structure of real UD data, there are "Data Dictionaries" in the "Data & Terminology" area of this website.

Phase-I (implemented July 2003):

Overview of Courses

CourseAudienceTiming
Readiness Training All users of financial information Available now
Basic Training All users of financial information; especially users of paper statements, GA Query, and journal vouchers Available now
Basic II All who have taken the "Basic Training" above. Basic II includes updates since that first course. It elaborates on recently released features and additional public queries you can use. Available now.
Know Thy Data Query & Report Writers Available now as the "Data and Terminolgy" tab on this site
Query Training Report Writers: users needing to write and pull reports using financial data; those who currently use the data warehouse, and/or who manipulate financial data in spreadsheets or databases. Available now.
Query Booster Report writers who have mastered the Query Training class above and want to extend their skills in more advanced topics. Three articles available now
Labor Allocation Module People who allocate, review and report on employees' funding (frequently, HR liaisons) Available now.
Procurement forms training Anyone requesting Purchase Orders or Payment to Individuals or vendors. Available now.
Obligations & De-obligations The "Obligations" module enables users to enter obligations (anticipated expenditures) against Purposes for future accounting periods. This training document includes information about how the deobligations process works, and queries to help you see your remaining obligations along with your available balances. There are a few open issues around the obligations module; these are mentioned in the training document and are highlighted in bright green. Available now

Readiness Training

This course is designed to be delivered by a member of the PeopleSoft Communications Team, or by one of your colleagues who have already taken the course. It is important for all users of UD financial information, and should be taken before any of the other courses or learning tools presented here.

If you would like to refresh your memory of the class, or download it to deliver to others, the Powerpoint presentation is here in its entirety, and so is a summary handout.

Basic Training

This course is designed to be delivered by a member of the PeopleSoft Communications Team, or by one of your colleagues who have already taken the course. It describes how to log on to the system, and includes a variety of new utilities that will replace the legacy printed statements and GA-Query screens for looking up financial data.

If you would like to refresh your memory of the class, or download it to deliver to others, the Powerpoint presentation is here in its entirety, along with a summary handout. There also are several optional slides, that go into a little more detail than some users will need regarding Labor Allocation data, Budget Journals, monthly statements, and running queries.

Basic II

This course is designed to be delivered by a member of the PeopleSoft Communications Team, or by one of your colleagues who have already taken the course. It elaborates on the first "Basic Training" course, describes Monthly Statements in more detail, now that they have been released, responds to FAQ's that users have raised, and describes more public queries that are available to all users.

If you would like to refresh your memory of the class, or download it to deliver to others, the Powerpoint presentation is here in its entirety.

Introduction to the Query Tool

This training material introduces you to some of the basic functions of the PeopleSoft (PS) Query tool as they are used at the University of Delaware (UD). The Query tool is an end-user reporting tool, which allows you to extract precise information using visual representations of your PS database ówithout writing Structured Query Language (SQL) statements.

Queries can be used in the following ways:

Prerequisite: To use this training material effectively, you should have attended UD's PS Readiness Training.

Query Booster

For those who write queries and want to extend their skills beyond the coverage of the Introductory Query class, there are three articles on more advanced topics:

Query Guides

Two guides are available in Excel format describing the several series of public queries that are of general utility to many users.

Labor Allocation Module (LAM)

The Labor Allocation Module (LAM) is a UD process that is "bolted on" to PeopleSoft Financials. The purpose of the LAM is to spread salaries for certain employees to the proper distributions for each pay within the PeopleSoft Financials system. Those who need this training are beginning to receive it in June. Those who have attended the course can review the training document and the Worksheet on this website.

Effective 8/24 at 4:00 pm LAM entry will no longer be done in the reporting database (FIRPT). We are moving the LAM and UD Obligations pages from the report database to the production database (FIPRD).

Starting 8/25 at 8:00 am you must use the following URL to enter LAM distributions. Your User Name and Password are the same as you used previously in FIRPT. Please create a new "favorite" or "bookmark" if you do not already have one for the production database. (Note: production is the same database used for Grants proposal entry.) www.udel.edu/lam = https://turvy.nss.udel.edu:4480/psp/fiprd/


Monthly Statements

Locating and Using Online Forms

NONE of UD's forms require the originator to have access to the PeopleSoft Financial system. Access to that system is replacing the MVS GA-Query screens and the Financial Data Warehouse. If you didn't use those old systems, you would not forseeably need the new one, but see your departmental account administrator if you think there's a new need or interest in doing so.

The most comprehensive directory of University forms is at: www.udel.edu/main/forms.html.

The Financial ones (and some others on that page) are only available to UD employees, and as such they require that an originator log on with his/her SSN and Employee-PIN number. If you have ever filed, for instance, a "Request for Leave" (at least in the past year or so) you have logged on with that SSN/PIN combination at: https://www.mis4.udel.edu/webforms/login and that's also where you'd go for the several new forms:

FIN Budget Revision
FIN Journal Voucher
FIN Request for Payment to Individual
FIN Requisition/Vendor Payment Request
If you've never gotten in there, and cannot now, see your HR Liaison about getting such an Employee-PIN number.

Notes on Procurement Forms:


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Please direct UD-Financial questions to the approriate office as referenced on the Help guide of this site
Website comments to Allan Fanjoy, fanjoy@udel.edu
Last modified: Wednesday, 08-Mar-2006 10:34:56 EST