PeopleSoft Upgrade: New Functionality for Users

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PeopleSoft Upgrade:

New Functionality for Users

Effective Monday, May 7, 2018 | Version 1.0

This document provides screenshots and notes about the majority of the changes in PeopleSoft HCM, Employee Self-Service (Absences), and Finance as a result of the PeopleSoft upgrade occurring May 5-6, 2018.

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C U S T O M E R R E S O U R C E C E N T E R

HCM

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New Functionality for HCM Users

1. Job Data: You can now enter Notes (notepad icon) and data will not be removed when correct history is used.

2. Timesheet: You can now add the Timesheet as a Favorite and access it from the Favorites menu.

3. Add/Update Position Info: You can now enter an Effective Date when

clicking the Initialize Button.

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1. Job Data

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What’s new?

Job Data: You can now enter Notes (notepad icon) and data will not be

removed when correct history is used.

Documentation:

 Guide: HR3

 Section: Creating and Viewing Notes on a Job Data Record

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2. Timesheet

What’s new?

Timesheet: You can now add the

Timesheet as a

Favorite and access it from the Favorites menu.

Documentation:

 Guide: TL1

 Section: Part II: Timesheet Overview

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3. Add/Update Position Info

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What’s new?

Add/Update Position Info:

You can now enter an

Effective Date when clicking the Initialize Button.

Documentation:

 Guide: HR2

 Section: Add a Position from a Copy (Initialize Button)

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Employee Self-Service for Absences

For SDCOE, Coronado, Julian Charter, and Rancho Santa Fe

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New Functionality for ESS Users

1. For districts that use ESS for Absence Requests – Cancel button:

A Cancel button is now on the Absence Request History screen to cancel an absence request; improved because you do not need to click Edit any

longer to access it.

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1. ESS for Absence Requests

What’s new?

For districts that use ESS for Absence Requests – Cancel button:

A Cancel button is now on the Absence Request History screen to

cancel an absence request; improved because you do not need to click Edit any longer to access it.

Documentation:

 Guide: PeopleSoft Employee Self- Service Guide

 Section: Entering Absence Requests > Cancel an Absence Request

NOTES:

 You can cancel even if your manager has already approved the request.

 Edit button: You can edit a request when it is saved (both future and past dates) or returned to you by your manager (pushed back or denied, both future and past dates).

 Cancel button: You can cancel a request when it is saved (both future and past dates), submitted and not yet approved (future date), submitted and approved (future date), or returned to you by your manager (pushed back or denied, both future and past dates).

For districts that use ESS for Absence Requests

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Finance

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New Functionality for Finance Users

1. Various Finance screen Description fields: When typing in the Description field, it now tells you the # of characters remaining as you type.

2. Budget Transfers: You can now copy budget transfer journals.

3. Budget Details: The setup of the initial screen is different. You now enter Business Unit and Ledger Group on the first screen and the ChartField data on the next screen. The

ChartFields are now in traditional order.

4. Budgets Overview: ChartField Descriptions have been added in the results window. If desired, these can be hidden using the Personalize link.

5. ePro Edit 20+ lines: Allows you to edit requisition line # 21 and greater. Previously going past the 20

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line returned with the message “Variable contains… Application error…” – this is resolved.

6. ePro Requisition Express Item Entry and Special Requests: Will allow for duplicate Item descriptions. The requester will be able to continue to process the requisition versus not being able to complete the requisition.

7. ePro Chartfield Prompts: Are now working for newly added Chartfield Values and can be used when creating a new requisition.

8. ePro Requisition Settings: Previously multiple ChartStrings using the Requisition Settings

link from eProcurement returns with the message “Cannot retrofit percent...” This has been

fixed and you can now use requisition settings link for multiple ChartStrings.

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New Functionality for Finance Users

9. Purchase Orders: You now have the ability to edit/change the Category Code on POs sourced from requisitions.

10. PO Rollover: Rolled PO line status remains ‘V’. It is no longer being reset to ‘N’ status.

11. Direct Voucher Import: Multiple direct vouchers can be imported into PeopleSoft through an Excel template. This can help streamline the entry of recurring payments.

12. For districts that use Financial Asset Management – Split-funded assets:

A split-funded asset now loads correctly to the Asset Management table.

13. For districts that use Travel & Expenses – Create/Modify Travel Authorization:

The Create/Modify TA screen now looks just like the Expense Report page. This means data entry will match exactly how you enter information on the Expense Report.

14. For districts that use Travel & Expenses – Withdraw TA Button:

Users will be able to withdraw a TA after it has been submitted as long as it has not been processed by an approver.

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1. Various Finance Screens

What’s new?

Various Finance screen Description fields:

When typing in the Description field, it now tells you the # of characters remaining as you type.

Documentation:

 Guide: Various

 Section: Various

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2. Budget Transfers

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Documentation:

 Guide: KK1

 Section: Copying a Budget Journal

What’s new?

Budget Transfers:

You can now copy

budget transfer journals.

NOTES: Find the Journal ID of the transfer you want to copy. On the Budget Lines tab, select Copy Journal and click Process. In the window that appears, enter the date and click OK. Please see the KK1 guide for full directions.

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3. Budget Details

What’s new?

Budget Details: The setup of the initial screen is different. You now enter

Business Unit and Ledger Group on the first screen and the ChartField data on the next screen. The ChartFields are now in traditional order.

Documentation:

 Guide: KK1

 Section: Budget Details

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4. Budgets Overview

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What’s new?

Budgets Overview: ChartField Descriptions have been added in the results window. If desired, these can be hidden using the Personalize link.

Documentation:

 Guide: KK1

 Section: Budgets Overview

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5. ePro Edit 20+ lines

Documentation:

 Guide: PO1

 Sections: Various

What’s new?

ePro: Allows you to edit requisition line # 21 and greater. Previously going past the 20

^th

line returned with the message

“Variable contains… Application error…”

– this is resolved.

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6. ePro Requisition Express Item Entry and Special Requests

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What’s new?

ePro Requisition Express Item Entry and Special Requests:

Will allow for duplicate Item descriptions. The requester will be able to continue to process the requisition versus not being able to complete the requisition.

Documentation:

 Guide: PO1

 Sections: Create a Requisition – Multiple Items (Express Item Entry Page); Create a Requisition – One Item at a Time (Special Request Page)

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7. ePro Chartfield Prompts

What’s new?

ePro Chartfield Prompts: Are now working for newly added Chartfield Values and can be used when creating a new requisition.

Documentation:

 Guide: PO1

 Section: Throughout

(Ctrl+F “accounting lines” to find instances)

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8. ePro Requisition Settings

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What’s new?

ePro Requisition Settings:

Previously multiple ChartStrings using the Requisition Settings link from eProcurement returns with the message “Cannot retrofit percent...”

This has been fixed and you can now use requisition settings link for multiple ChartStrings.

Documentation:

 Guide: PO1

 Sections: Screens You Will Use >

Requisition Settings; Enter Multiple Distribution

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9. Purchase Orders

What’s new?

Purchase Orders: You now have the ability to edit/change the Category Code on POs sourced from requisitions.

Documentation:

 Guide: PO2

 Sections: Modify a PO > Part B:

Line Level; Copy a Requisition to Purchase Order

NOTES:

 When a category code is changed, the requisition or PO does not re-route for approval. However, the default object code associated with the new category code will replace the existing one. Change the object code, if necessary. You may need to budget check PO if replacing category code caused a change in the object code.

 For direct POs, you always have the ability to change the category code before it was Dispatched.

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10. PO Rollover

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What’s new?

Purchase Orders: Rolled PO line

status remains ‘V’. It is no longer being reset to ‘N’ status.

Documentation:

 Guide: N/A

 Section: N/A

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11. Direct Voucher Import

What’s new?

Direct Voucher Import: Multiple direct vouchers can be imported into PeopleSoft through an Excel template. This can help streamline the entry of recurring payments.

Documentation:

 Guide: AP1

 Section: Direct Voucher Upload Process

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12. FAM Split-funded Assets

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What’s new?

For districts that use Financial Asset Management – Split-funded assets:

A split-funded asset now loads correctly to the Asset Management table.

Documentation:

 Guide: FAM1

 Section: N/A

For districts that use Financial Asset Management

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13. T&E - Create/Modify TA

What’s new?

For districts that use Travel & Expenses – Create/Modify Travel Authorization:

The Create/Modify TA screen now looks just like the Expense

Report page. This means data entry will match exactly how you enter information on the Expense Report.

Documentation:

 Guide: TE1

 Sections: Sample Travel Authorization; Create a TA

NOTES:

 Use the Actions menu (top-right) to set the Default Accounting for the entire TA.

 There is no longer a Comments field on the TA at the top. An organization’s business process may need to be modified to reflect this change in functionality.

For districts that use Travel & Expenses

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14. T&E - Withdraw TA Button

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Documentation:

 Guide: TE1

 Section: Withdraw a TA

What’s new?

For districts that use Travel & Expenses – Withdraw TA Button: Users will be able to

withdraw a TA after it has been submitted as long as it has not been processed by an approver.

NOTES:

 How to make corrections immediately after submitting (SHOWN HERE): If you need to withdraw the travel authorization while still on the submitted screen, click Refresh Approval Status, then click Withdraw Travel Authorization.

 How to make corrections later: If you need to withdraw the travel authorization after navigating away from this screen, navigate to: Main Menu >

Employee Self Service > Travel and Expense > Travel Authorization > View. Look for TAs in Submitted status.

For districts that use Travel & Expenses