EMORY HR WEB HR Web Changes Resulting from Project Compass Effective September 1, 2009 HR Web and PeopleSoft Financials 9.0 With the introduction of a new enterprise-wide financial accounting system, PeopleSoft Financials, to Emory University and Healthcare, there are ripple-effect changes felt by Emory s existing enterprise-wide systems. The changes range from updates to behind-the-scenes transactions, to slight business process modifications, all the way to obvious daily transaction-level differences. One of the applications experiencing the ripple-effect is HR Web. Credit for some of the impacts on HR Web is partly due to the fact that HR Web is also a PeopleSoft application folded into Emory s overall PeopleSoft HCM (Human Capital Management) system since 1999. However, the majority of the changes experienced by HR Web users can be attributed to the simple fact that every area in University and Healthcare has some level of fiscal accountability, and is therefore impacted by Project Compass. Implemented in September 2009, PeopleSoft Financials 9.0 replaced University and Healthcare s separate accounting systems (FAS and CODA). The PeopleSoft Financials system standardizes and automates the financial management process for Emory. Just like HR Web, PeopleSoft Financials is a web-based application (no installation of software needed on your local computer). What This Document Provides To assist with Emory s transition to PeopleSoft Financials, this document includes overview of the following: PeopleSoft Financials Basics Emory s new common classification language: Chart of Accounts HR Web page changes HRAF changes IMPORTANT LINKS HR Web http://emory.hrweb.edu PeopleSoft Financials http://emory.finweb.edu Project Compass Information http://emory.compass.edu Emory PeopleSoft Training and Documentation http://emory.pstraining.edu
The Basics of PeopleSoft Financials Modules Used at Emory Access to PeopleSoft Financials is granted to Emory employees depending on job role and responsibilities. A list of the PeopleSoft Financials modules used at Emory, along with a high level description of how each module is used, is provided below. General Ledger The General Ledger (GL) serves as the core of the Financial Management System. PeopleSoft delivers multiple ways to enter journal entries into the GL, including journal generator, direct entry, standard journals (journals that can be used on a repetitive basis), flat-file import, and spreadsheet upload. The majority of journal entries are created by journal generator, which transforms sub-module transactions (AP, AR, etc.) into journal entries. Accounts Payable (University) and Purchasing The Accounts Payable (AP) application is used to enter vouchers (online or batch), make payments to vendors and to reimburse employees for work-related travel or other expenses. Travel and Expense Travel and Expense provides employees with online access to enter and approve expense reports and travel authorizations. Accounts Receivable and Billing Accounts Receivable (AR) and Billing (BI) are used by most Emory University and Healthcare departments to key all non-grant and non-patient billing information directly into PeopleSoft. Some Billing teams may perform miscellaneous external billings (outside of PeopleSoft) on behalf of their departments, divisions, or sections. Asset Management All University and Healthcare owned capital assets are recorded in PeopleSoft through the Asset Management (AM) module and its connections with the other PeopleSoft financials modules. Assets are automatically fed from the AP module directly into the AM system, and are posted to the General Ledger. Project Costing The Project Costing functionality is used to create a new project and provide project life-to-date reporting. Commitment Control Commitment Control enables the controlling or tracking of expenditures/revenues actively against predefined, authorized budgets. Grants The Grants module enables the controlling and tracking of funds related to sponsored research, pre-award activity (excluding grants.gov submissions), and post-award grant activity. Page 2 of 8
The Basics of PeopleSoft Financials The GL Chart of Accounts New Emory Business Units PeopleSoft Financials leverages Business Unit values for more specific organizational and accounting breakdowns than allowed in FAS and CODA. To take advantage of this feature, multiple Business Unit values now reflect the entire University and Healthcare organization. All active employees are assigned to a Business Unit based on their company and pay group. An example of where you might notice this change is on an employee s Job Data page. Instead of the Job Data page displaying EMORY as every employee s Business Unit, specific Business Units such as EMUNV (Emory University) and HCTEC (HealthCare The Emory Clinic) display. New Chart of Accounts Regardless of which accounting system is used by a company, a list of all account names and numbers used by that company is referred to as the Chart of Accounts. Emory s new Chart of Accounts (COA) not only includes all account names and numbers used by University and Healthcare, but also includes additional classification categories referred to as Chartfields. Each time a financial transaction occurs in PeopleSoft (including Payroll transactions), a combination of ChartField values tracks the transaction. To manage which Business Units are allowed to use specific ChartField values, each Chart- Field value is assigned to a SetID. The SetID identifies whether the value can be used only by a specific Business Unit, or can be shared across multiple Business Units. ChartField Names and Descriptions Account: Classifies assets, liabilities, fund equities, revenues, and expenses. Things to Remember ChartFields can only be updated in PS Financials. However, updates are shared nightly with HR Web. The SmartKey ChartField is included in the COA to make entering and processing financial transactions easier. A SmartKey is the custom version of a Combo Code that also contains additional ChartFields needed by the PS Financials system. The Combo Codes used in HR Web are simply effective-dated ChartField combinations. SmartKey: SmartKeys are a valid sequence of combined ChartField values that reduce the amount of data entry required when transacting in PeopleSoft. Department: Department represents the detailed breakdown of University or Healthcare organization structures. University and Clinic numbers have changed; however, most Hospital departments have remained the same. Operating Unit: Represents a rollup of clinic and hospital organization structures that require a balanced financial statement and have to track the due from transfers in the Operating Unit Affiliate. Program: Defines a set of ongoing general activities that do not have strict start and end dates. Fund: Used for balancing journals and tracking the due from in the Fund Affiliate. Can also be used to distinguish grants from non-grants. Class/NACUBO: Allows for special reporting. Product/Event: Defines a set of ongoing general activities for which financial activity is tracked based on specific departmental requirements. Project/Grant: Identifies a set of activities that occurs within a defined time period. Financial activity is limited to the defined dates. Activities associated with this ChartField may span multiple Departments, Funds and/or Accounts. Page 3 of 8
HR Web Page Changes Experienced HR Web users will notice changes in the fields presented on many of the screens associated with general updates, special updates and viewing activities. HR Web s page changes stem from Emory s new Chart of Accounts (see page 3). Specifically, field values that have changed include: Account Business Unit Department SetID SmartKey NEW! For illustrative purposes only, the field changes are organized into two types: Search Page Changes (See Example A) New Fields and Existing Field Value Changes (See Example B) Search Page Changes The following HR Web search pages include the ability to search by Department. Things to Remember The SmartKey ChartField is included in the COA to make entering and processing financial transactions easier. ChartFields can only be updated in PS Financials. However, updates are instantaneously shared with HR Web. Page Name Location Change Reporting Change Retire Employee Terminate Employee Reports What s New Example A HR Web Search Page Page 4 of 8
HR Web Page Changes (continued from previous page) New Fields and Existing Field Value Changes The following HR Web pages include fields with values that have changed, or have been replaced, or are new, as a result of being tied to the PeopleSoft Financials system: Page Name Faculty Data Pay Rate Change Leave of Absence (LOA) Employee Pay Location Job Summary Additional Pay Physician Activity Earnings Distribution What s New Department field values (view only) Department field values (view only) Business Unit field values (view only) Department field values (view only) Department field values (in the Primary Dept ID field) A message/flag indicates whether an employee s Department is set to a default, or set to an Account distribution at the employee level (view only) SmartKey (view only) Grant-specific fields (view only) Department field values (view only) Business Unit field values (view only) SmartKey replaces CODA segments and FAS Account Codes Account ChartField replaces FAS Nominal Department ChartField replaces FAS Sub-Account (See page 6 for Earnings Distribution details) Example B Existing Field Value Changes Alexis Gunther Page 5 of 8
HR Web Page Changes (continued from previous page) Earnings Distribution The Earnings Distribution page (Emory HRWeb > Special Update > Earnings Distribution) has been redesigned to accommodate behind-the-scenes process changes related to PeopleSoft Financials Commitment Accounting, and follows changes to the HRAF. Field values are generated from the new Chart of Accounts Grant-specific fields conditionally display depending on the ChartField string Changes to the Current Distribution A radio button indicates whether this is a department default. If it is not a default, then it is an Appointment. SmartKey displays Carson Johnson Grant funding end date displays (only if distribution is to a grant) The Earnings Distribution Page Redesigned Changes to the New Distribution FAS? checkbox has been removed Grant funding end date field and sequence number displays (when applicable) Employee, Record, and Department fields are set automatically Includes SmartKey field and Department Smartkey default radio button. Things to Remember Changing the Department SmartKey Default radio button from No to Yes displays the following warning message: "Selecting this button will clear all distribution lines below. Do you want to proceed?" Yes removes all appointment SmartKeys and populates the row with department-level default data. No retains the original data and distribution information. Changing the Department SmartKey Default radio button from Yes to No removes the default SmartKey and allows you to enter data in the Effective Date, SmartKey, and Percent fields. The distribution percentages must total to 100% in order to fully distribute the employee s salary. Page 6 of 8
HRAF Changes The HRAF (Human Resources Action Form) has been updated to align form field entries with the new department budget data needed by the PeopleSoft Financials Commitment Accounting processes. The HRAF is divided into five sections. The sections and their respective changes are highlighted below and on the following page. Things to Remember All Emory University Employees belong to the same Business Unit EMUNV. 1 2 3 HRAF Section Personal Information Job Information Job Earnings Distribution What s New The following fields have been removed: Disabled Vet, Disabled, Employee Signature, Date The Holiday field has been removed. The following fields have been removed: Earnings Code, Acct # The following fields have been added: Default to SmartKey?, Enter SmartKey Distribution(s) 4 Employment Information The BAS Group field has two new options: PHY, VAM The following field has been added: Financial Attestation Signer The following fields have been removed: Expected Return Date LOA, Campus Phone 5 Mail The following field has been added: HR Rep Level (1, 2, 3) The following fields have been renamed: Primary Department # to Department # Primary Department Name to Department Name Page 7 of 8
HRAF Changes 5 1 4 2 3 Page 8 of 8