Issue 11 Financials Upgrade Newsletter July, 2006 Important Dates to Remember... July 13, 2006 Deployment Meeting- Monday July 17th, 2006 New 8.8 Database available. System availability will remain 7:00am to 7:00pm, Monday through Friday. See page 7 for the weekend availability schedule. INSIDE THIS ISSUE: 1 Important Dates to Remember 1 Go Live Deployment Meeting announced! 2 Spotlight on Labor Distribution 3 Spotlight on Labor Distribution (cont) 4 - 6 Take a Look Labor Distribution 7 Schedule of Go Live Deployment Sessions 7 Weekend Availability of system 8 Take a peek at SAO training & End User Acceptance testing 9 PeopleSoft 8.8 UPK Glossary of Terms 10 ListServ 10 Contact Us! Go Live Deployment Meeting Scheduled! The State Accounting Office has scheduled three pre-go-live interactive sessions on Thursday, July 13th at the James (Sloppy) Floyd Building, room 1514, West Tower, 200 Piedmont Avenue, Atlanta, Georgia. These interactive sessions will focus on: Reporting Reconciliation Trouble Shooting Tools To register for this session, please contact your Agency Training Coordinator or upgradefeedback@sao.ga.gov for one of the sessions no later than July 6th. Seating is limited so please register early. See page 7 for the schedule of course sessions for this very informative meeting! Financials Upgrade Newsletter Page 1 Spotlight on Labor Distribution Highlights The PeopleSoft Labor Distribution (LD) application is a custom module that includes features that enable you to correct or distribute employee payroll data chartfields prior to the updating of the Accounts Payable (AP), Budget (KK) and the General Ledger (GL) modules. In addition, the LD module contains access to run reports and queries. These features work in conjunction with information entered in the PeopleSoft HCM Commitment Accounting and Payroll for North America pages. Labor Distribution enables you to: Correct employee payroll data including Account, Department ID, Fund, Product, Project/Grants, Program/Appropriation, Funding Source, Budget Reference and Special Purpose chartfields. Distribute employee payroll data to multiple Department ID, Fund, Product, Project/Grants, Program/Appropriation, Funding Source, Budget Reference and Special Purpose chartfields. Release labor expense to AP, Budget and GL. Produce reports/queries to assist in the monitoring of payroll expenses and comply with regulatory requirements. The earnings, taxes (employee and employer fringes), deductions (employee and employer fringes) and net pay amounts are stored in the Labor Distribution Module. The earnings codes are the only data available for viewing/correcting and/or distributing. The employer fringe cost and net pay will be distributed to the same General Ledger chartfields as identified by the earnings codes. Employee tax and deduction withholding are processed through Clearing Accounts (196050 & 196051) and are not distributed. Accounts Payable vouchers are generated during the Release Process for the payment of employer fringe cost such as Federal OASDI/Medicare taxes, retirement and health insurance amounts. Financials Upgrade Newsletter Page 2 Spotlight on Labor Distribution Highlights (continued) Three chartfields have been added and/or renamed with the upgrade to version 8.8. Fields that have been renamed include: Organization known in version 8.8 as Dept Sub-Class known in version 8.8 as Class Program known in version 8.8 as Fund Source New chartfields relating to version 8.8 include: Product Special Purpose Budget Reference Program (AOB Program) Account values for processing Labor expenses have been changed as indicated below: Regular Salaries is changing from account 510001 to account 501001 Annual Leave Pay is changing from account 510002 to account 502001 Other Supplemental Pay is changing from account 510003 to account 503001 Labor expenses will continue to be distributed by Hours or by Percentage of time worked. The release of Labor expenses will continue to be performed by State Accounting Office staff. Financials Upgrade Newsletter Page 3 Take a at the Labor Distribution main page This page represents the Labor Distribution main page Financials Upgrade Newsletter Page 4 Take a at the Labor Distribution search page This page represents the main search page for the Labor Distribution module and is used to access an individual's Labor record Financials Upgrade Newsletter Page 5 Take a at the Labor Dist changes/correction page: On this page, Users may distribute salary expense by either percentage or by hours and correct chartfields as needed Financials Upgrade Newsletter Page 6 Schedule of Go Live Deployment Sessions July 13, 2006 Course # Session # Times 407FN22 0001 8:30 am 10:30am 407FN22 0002 11:00am 1:00pm 407FN22 0003 2:30pm 4:30pm All sessions will be held in Room 1514, West Tower, Sloppy Floyd Building, 200 Piedmont Avenue, Atlanta, Georgia There will not be a web cast for this interactive presentation so please be sure to make plans to attend. Don't miss out on this important information! Register for one of these sessions by July 6th! Note! Needed for registration: Employee ID #, Telephone # and Email Address. Weekend Availability of PeopleSoft 8.8 Financials Day Saturday Sunday Saturday Sunday Saturday Sunday Saturday Sunday Saturday/Sunday Date July 22 July 23 July 29 July 30 August 5 August 6 August 12 August 13 August 19 & 20 Times Available 8:00am - Sunday Up until 3:00pm 8:00 am - Sunday Up until 3:00pm Up until 3:00pm System Down 8:00am Sunday Up until 3:00pm Year End Processing Financials Upgrade Newsletter Page 7 SAO Delta Training and User Acceptance Testing Take a Peek at one of the SAO Delta Training classes! State Accounting Office staff have trained approximately 250 financial system users during the month of June 2006! Take a peek at SAO User Acceptance Testing Agencies took part in User Acceptance Testing Financials Upgrade Newsletter Page 8 PeopleSoft 8.8 User Productivity Kit The UPK is being used as the primary training instrument as it relates to Financials upgrade training. The tool is also to be used as the training facility for new employees as they are hired. The UPK contains topics/exercises for every Financials module and is continuously being updated with new functionality or changes as they are made to the financials database. The UPK is updated and is re-deployed to the SAO Financials UPK website (http://saofnupk.state.ga.us ) every Friday. The UPK is considered to be a Pop Up so therefore the Pop Up Blocker software on your computer must be turned off in order to access the UPK. Users should enter the referenced URL into their browser address line and click Go. If there are no pop up blockers on the computer, the UPK should open in a separate window. Information regarding the User Productivity Kit (UPK) may also be found on the State Accounting Office website, http://sao.georgia.gov . Go to PeopleSoft Upgrade>Training>User Productivity Kit. Glossary of Terms Universal Navigation Header Contains the Home, Add to Favorites and Sign Out links Pagebar Contains the New Window, Help and HTTP links Help Link On every page in PeopleSoft 8.8, there is a Help link located within the pagebar. If this link is clicked, the UPK "Do it" mode will open on top of the PeopleSoft production page. Users will receive detailed instructions on data entry immediately. Financials Upgrade Newsletter Page 9 Want to be "In the Know"? "FS Official Communications" are e-mailed on a regular basis to users who have subscribed to the Listserv system. One way to be "in the know" and receive these communications is to sign up for a Listserv! Put yourself in the "LOOP"! There is no cost to subscribe and it's easy to do! You can also unsubscribe at any time. Please be aware, however, that the more elists (modules) that you sign up for, the more emails you will receive in your inbox. We recommend only signing up for the lists applicable to your job duties. Listserv is one of the most effective ways for you to obtain information and communications relative to your PeopleSoft system. If you have not already done so, sign up now. Available lists include: AP, AR, AM, GL, PC, Labor, Budget, and PO. Visit the SAO Website and click Financial Systems > Related Links > ListServ and subscribe today! For more information on the Financials Upgrade Project or Comments / questions about the Project Newsletter, contact the Communications Team at: upgradefeedback@sao.ga.gov Additional information can also be found at the State Accounting Office Website: http://sao.georgia.gov > News >PeopleSoft Upgrade State Accounting Office - Financial Systems - 200 Piedmont Avenue, Suite 1604, West Tower Atlanta, GA 30334 - Phone: 404-656-2133 - Fax: 404-463-5089 Financials Upgrade Newsletter Page 10