PeopleSoft WorkCenters

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PeopleSoft WorkCenters

Presented by SDCOE | July 18, 2019

Presenters Barbara Thiss

Kay Pugh

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Objectives

• WorkCenter Benefits

• Live demo – GL WorkCenter

• Planned WorkCenters

• Roll-out

• Survey

• Conclusions

• Questions

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WorkCenter Benefits

• Customer Benefits of the WorkCenter

− One-stop shop

• Conveniently clustered job- based links and alerts

− Streamlines training

− Improve customer efficiency (less clicks and navigation)

− Overall simplification of customer experience in PeopleSoft

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WorkCenter Demo

General Ledger Sample

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Planned WorkCenters

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Planned WorkCenters

• Finance WorkCenters Samples

− Accounts Payable (Updated)

− Travel & Expense

− General Ledger

− Buyer (Updated)

− Asset Management

• HCM WorkCenters Samples

− Time & Labor/Absence Management

− Payroll

− Human Resources (HR) – in progress

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Finance WorkCenters

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AP WorkCenter Layout

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AP WorkCenter Main Tab Content

• My Work

− Vouchers

• Unpaid Voucher Status

• Incomplete Vouchers

• Vouchers Submitted for Approval

• Vouchers Rejected by Approvers

• Voucher on Hold

− Voucher Exceptions

• Budget Check Errors

• Match Exceptions Exist

• Recycled Vouchers

• Links

− AP Entry

• Regular Entry

• Delete Voucher

• Close Voucher

• Match Workbench

• Reset in Process Flag – Stuck Vchr

− Supplier

• Supplier

• Sales & Use Tax Authorities

• 1099 – Update VoucherLine W/hldg

• 1099 – Adjust Withholding

− Review

• Voucher

• Payment

• PO Activity Summary

• FIS Procure-to-Pay History

• Budgets Overview

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AP WorkCenter Queries/Reports Tab Content

• Queries

− Custom Queries

• Warrant Adjustments

• Comm Warr Detail

• Invoice Prelist by Vendor

• Unpaid Vouchers

• Voucher Use Tax Accrued

• Warrant Board Listing

• Vendor 1099 Addresses

• Ind Contractor to be Reported

• Posted 1099 amounts

• Vendor Withhold Class

• Vouchers on Payment Hold

• AP Vouchers Posted

• Reports/Processes

− Voucher Reports

• Open Liability Reconciliation

• Match Exceptions

• Voucher Activity

− Payment Reports

• Payment History by Supplier

• Supplier Balance

• Trial Register (Warrant Register)

− Supplier Reports

• 1099 to Send Detail

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Travel & Expense WorkCenter Layout

Main Menu > Travel and Expenses > Travel & Expenses WorkCenter 11

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T & E WorkCenter Main Tab Content

• My Work

− Travel Authorizations

• Travel Authorizations

• Unapplied Travel Authorizations

− Expense Reports

• Expense Reports

• Pending Expense Reports

− Other Alerts

• Open Transactions for Inactive Employee

• Links

− Travel Authorizations

• Create/Modify

• View

• Delete

• Cancel

− Expense Reports

• Create/Modify

• View

• Delete

− Manage Approvals

• Approve Transactions

• Request Budget Checking

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T & E WorkCenter Queries/Reports Tab Content

• Queries

− Queries

• M_EX_WARRANT_DETAIL

• FAR_EXPENSE_MODULE

• M_EX_TAUTH_DIST_STATUS

• M_EX_JOURNAL_DETAIL

• M_EX_PAYMENT_W_DISTRIB

• M_PREPAYCC_TA_PAY

• M_AP_EX_POSTED

• M_EX_TA_APPROVAL_HISTORY

• M_EX_ER_APPROVAL_HISTORY

• M_TA_CANCELS

• Reports/Processes

− Reports

• Print Expense Reports

• Employee Top Spenders

• Employee Trends

• Expense Transactions by Dept

• Total Merchant Costs Report

• Employee Expense History

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General Ledger WorkCenter Layout

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GL WorkCenter Main Tab Content

• My Work

− My Approval

• Journals Pending My Approval

− Journal Processing

• Journals Available to Edit

• Incomplete Journals

• Journals Not Posted in Closed Period

• Journals Ready for Post

• Denied/Pushed Back Journals

− Exceptions

• Journals With Errors

• Journals with Edit Errors

• Journals in Suspense

− Commitment Control Exceptions

• Budget Journal Exceptions

• Journals Ready for Post

• Journals – Commitment Control Exceptions

• Links

− General Ledger

• Create/Update Journal Entries

• Ledger

• Mark Journals for Unposting

• CharField Values

• Review Combination Data

• Journal Inquiry

− Commitment Control

• Enter Budget Journals

• Enter Budget Transfer

• Import Budget Journals

• Budgets Overview

• Mark for Unposting

• Mass Delete Budget Journals

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GL WorkCenter Queries/Reports Tab Content

• Queries

− Queries

• FAR_BDGT_REVENUE_LEDGERS

• FAR_BUDGET_COMPARE_REV_EXP

• M_GL_DETAIL

• FAR_GL_DETAILS

• FAR_GL_JOURNAL_ALL_FIELDS

• M_GL_DETAILS_PO

• M_KK_ACTIVITY

• FAR_BDGT_DETAIL_LEDGERS

• Reports/Processes

− Reports

• Budget Status Report

• Revised Budget Summary Report

• Trial Balance

• Ledger Activity

− Processes

• Process Monitor

• Report Manager

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Buyer WorkCenter Layout

Main Menu > Purchasing > Buyer WorkCenter 17

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Buyer WorkCenter Main Tab Content

• My Work

− Pending Approvals

• Requisitions

• Purchase Orders

− Pending Activities

• Requisitions to be Sourced

• PO Sourcing Errors

− Alerts

• Purchase Orders on Hold

• Links

− Purchase Orders

• Add/Update POs

• Document Status

• Activity Summary

• Buyer’s Workbench

• Purchase Orders Inquiry

• Review Change Orders

− Requisitions

• Add/Update Requisitions

• Requester’s Workbench

• Requisition Inquiry

• Manage Requisitions

− Receipts

• Add/Update Receipts

• Receipts Inquiry

• Close Receipts (Inventory)

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Buyer WorkCenter Queries/Reports Tab Content

• Queries

− Queries

• M_PO_OUTSTANDING_POS

• M_PO_BOARD_REPORT

• M_PO_BUDGET_ERROR

• M_REQ_BUDGET_ERROR

• M_REQ_PRE_ENCUMB_BALANCE

• FAR_PURCHASE_PO_REMAINING BALANCE

• FAR_PURCHASE_PO_INFO

• FAR_PURCHASE_PO_PMT_HISTORY

• FAR_PURCHASE_REQUISITION_INFO

• Reports/Processes

− Purchase Order Reports

• Detail Listings

• Activity

• Requisition/PO Xref

− Processes

• Dispatch POs

• Budget Check – POs

• Budget Check – Reqs

• Print POs

− Reconciliations

• Reopen Requisitions

• Close Requisitions

• Reopen POs

• Close POs

− Monitor

• Process Monitor

• Report Manager ₁₉

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Asset Management WorkCenter Layout

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Asset WorkCenter Main Tab Content

• My Work

− Integration Process

• AP/PO Transactions

• Interface Lines in Error

• Load Transactions into AM

• Pre-Interface Lines in Error

• Depreciation Process Log

• Pending Depreciation Calculation

• Links

− Integrating Assets

• Query - Steps 5, 6A, 8, 11, 13, 15

• Step 6B - Exclude (from PO)

• Step 6B - Unitize (from PO)

• Step 6B - Consolidate (from PO)

• Step 7 - Load into AM

• Step 10 - Load Asset Rqst (Voucher Data)

• Step 12 - Retrieve Info from AP/PO

• Step 13B - Exclude (from Voucher)

• Step 13B - Unitize (from Voucher)

• Step 13B - Consolidate (from Voucher)

• Step 14 - Load Voucher Transaction

• Links (cont.)

− Add Assets

• Search for an Asset

• Basic Add

• Express Add

• Copy Existing Asset

• Parent & Child Assets

− Maintain Asset Information

• Cost Adjust/Transfer Asset

• Review Cost

• Update Non-Capitalized Cost

− Manage Asset Depreciation

• Calculate Asset Depreciation

• Adjust Accumulated Depr

• Review Asset Depreciation

− Manage Asset Disposal

• Retire/Reinstate Capital Asset

• Retire/Reinstate Non-Capital Asset

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Asset WorkCenter Queries/Reports Tab Content

• Queries

− Queries

• M_FAM_STRAIGHT_LINE_DEPRECIATN

• M_FAM_ASSET_BUDGETARY_REPORT

• M_FAM_PREINTFC_AND_INTFC

• M_FAM_PREINTFC_NOT_LOADED

• M_FAM_ASSETS

• M_FAM_ASSETS_PO

• M_FAM_ASSET_PROFILE_ID

• Reports/Processes

− Asset Details

• Acquisitions

• By Location

− Cost and Depreciation

• Collapse Cost and Depreciation

• Load Depr Reporting Table

• Depreciation by Period

• Depreciation by Fiscal Year

• Depreciation Activity

• Asset Transfers

− Retirement

• Collapse Retirement

• Retirement Activity

• Retirement Information

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HCM WorkCenters

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TL – AM WorkCenter Layout

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TL – AM WorkCenter Main Tab Content

• My Work

− Approvals

• Pending Reported Time

• Pending Absence

− Alerts

• Exceptions

• Links

− Time and Labor Processing

• Timesheet

• Approve Reported Time

• Exceptions

• Reported Time Audit

• Time Reporter Data

• Assign Work Schedule

• Links (continued)

− Absence Management Processing

• Absence Request

• Results by Calendar

• Adjust Absences

• Absence Event

• Absence Request History

− Rapid Time

• Rapid Time

− Related Links

• Job Data

• Department Budget Table

Note: Additional information will be added to the My Work tab after further research and analysis. 25

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TL – AM WorkCenter Queries/Reports Tab Content

• Queries

− Time and Labor

• M_TL_REPORTED_TIME_AUDIT

• M_TL_NEEDS_APPROVAL

• M_TL_EXCEPTIONS

• M_TL_PAYABLE_TIME_AUDIT

• M_TL_SCHED_VALIDATION

• M_TL_HOLIDAY_SCHEDULE

• M_TL_PAYABLE_TIME_TERM_EST

• M_TL_PAYABLE_TIME_TERM_SWB

• M_TL_TRC_PROGRAM_LIST

• M_TL_EES_MISSING_SCHEDULE

• Queries (continued)

− Absence Management

• M_AM_LEAVE_TRANSACTIONS

• M_AM_ABSENCES_NOT_SUBMITD

• M_AM_UNAPPROVED_ABSENCES

• M_AM_ABSENCES_AUDIT

• M_AM_ADJUSTMENTS_BY_EE

• M_AM_DISTRICT_BALANCES

• M_AM_DISTRICT_ACCRUALS

• M_AM_AB1522_ACCR_USE

• M_AM_ABSENCES_TO_PAYROLL

• M_AM_ABSENCE_EVENT_STATUS

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TL – AM WorkCenter Queries/Reports Tab Content

• Queries (continued)

− Rapid Time

• M_RETRO_POSTN_LIST

• M_TL_RAPIDTIME_SESSION_INFO

− Related Queries

• M_HR_EE_VALIDATION_DIST_PROMPT

• M_KK_COMBO_ACCTS_LIST

• Reports/Processes

− Time and Labor

• Payable Status

• Reported Time Audit

Note: Currently there are no Absence Management reports available. 27

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Payroll WorkCenter Layout

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Payroll WorkCenter Main Tab Content

• My Work

− My Work

• Payroll Administrator

• HR Administrator

− Common Exceptions

• Active Employees Without Payline

• Pre-Calc Audit Errors

• Hours Exceed Threshold- Active

• Total Gross Exceed Threshold- Active

• OK to Pay Turned Off

• State Data Missing

• Links

− Payroll Entry

• Job Data

• Create Additional Pay

• Create General Deductions

• Update Employee Tax Data

• Request Direct Deposit

• Review Paycheck

• By Payline

• By Paysheet

• Update Payroll Options

• Override Addl Pay (EmplID)

• Override Deductions (Employee)

• Update Tax Distribution

Note: Additional changes will be made to the My Work tab after further research and analysis. 29

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Payroll WorkCenter Queries/Reports Tab Content

• Queries

− Payroll

• M_PY_ADDL_PAY

• M_PY_PAYSHEET_ADJ_ALL

• M_PY_PAYLINES_BY_DIST

• M_PY_PAYSHEET_DEDN_AUDIT

• M_PY_DNP_BALANCE_DISTRICT

• M_PY_PAYLINES_SUBSETS

• Queries (continued)

− Human Resources Salary Plans/Grades

• M_HR_SAL_UPLD_STG

• M_HR_SAL_GRADE_STEP_BY_EMPL2

• M_HR_SAL_EMPL_SELECT

• M_HR_SALARY_GRADE_STEP

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Payroll WorkCenter Queries/Reports Tab Content

• Queries (continued)

− Time and Labor

• M_TL_REPORTED_TIME_AUDIT

• M_TL_PAYABLE_TIME_AUDIT

− Related Queries

• M_BETTERPEDR

• M_99_JOB_AUDIT

• Reports/Processes

− Reports

• Payroll Register

• Deductions in Arrears

• Deductions Not Taken

• Deduction Register

• SCO

• Transparent CA

Note: The M_99_JOB_AUDIT query needs to be confirmed as a valid query for the WorkCenter. 31

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HR WorkCenter Layout

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HR WorkCenter Main Tab Content

• My Work

− Empty at the moment

• Links

− Human Resources Links

• Job Data

• Add a Person

• Add/Update Position Info

• Add Employment Instance

• Personal Data

• Additional Names

• Define Salary Plan

• Define Salary Grades

• Assign Work Schedule

• Health Card

− Budget/Distribution

• Department Budget Table USA

• Review Actuals Distribution

• Review Budget Actuals

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HR WorkCenter Queries/Reports Tab Content

• Queries

− Data Entry Audit Query

• M_PY_DATAENTRY_AUDIT_DIST_PRMT

− Human Resources Queries

• M_HR_EE_VALIDATION_DIST_PROMPT

• M_HR_EE_ACTIONS

• M_HR_EMPLOYEE_HIRE_DATES

• M_HR_JOB_CHANGES

• M_HR_EMPLOYMNT_DATES

• M_HR_EE_ACTIONS

• M_HR_VACANT_POSITIONS

• M_HR_NO_PRIMARY_ONEJOB

• M_HR_POSITION_REPORTS_TO

• M_HR_POSITION_DATA_AND_DBT

• M_HR_COMBO_ACCTS_LIST

• M_HR_POSITION_MISSING_BUDGET

− Credential Queries

• Cred04 Report

• Emergency Contacts Report

• Multiple Jobs Summary

• Workforce Job Summary

• Years of Service

• Reports/Processes

− Human Resources Reports

• Cred04 Report

• Emergency Contacts Report

• Multiple Jobs Summary

• Workforce Job Summary

• Years of Service

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District Input and Timeline

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