- Class topics,
we're gonna kind of talk about what PeopleSoft is,
just giving an overview, and then we'll go into people,
some more details about PeopleSoft,
the system itself using different internet browsers,
how to access PeopleSoft, user securities,
using the different PeopleSoft menus and navigations,
and then we'll go into some specifics
about the PeopleSoft work center.
And then once we kind of talk about all of the navigation
and the overview of PeopleSoft,
we'll then talk about using
the search functionality in PeopleSoft,
go over some PeopleSoft reports and queries,
using the process monitor and the report manager.
And then we'll touch on some brief subjects
with PeopleSoft HR, as well as PeopleSoft finance.
And then I will end by telling you
how to get some PeopleSoft support,
and then additional PeopleSoft classes.
And I'm going to hide the transcript.
So what is PeopleSoft?
PeopleSoft is known as a type of software,
it's called an ERP or enterprise resource planning,
and this is a software that ties together
multiple business processes,
allowing data to flow between them.
And looking, there's several ways
that we use PeopleSoft here at UVM,
there's PeopleSoft FSCM
or financials and supply chain management,
which is more commonly known as PeopleSoft financials
or PeopleSoft finance.
And we use this for the business functions,
including the general ledger asset management, grants,
requisitions, or purchase orders, accounts payable,
non-sponsored projects, treasury management,
accounts receivable,
and any other kind of finance functions
that you can think of.
Then there's the PeopleSoft HCM,
which is human capital management,
and that's more commonly referred to as PeopleSoft HR
or human resources.
And this manages employee records, benefits, time, payroll,
and they all integrate together.
And then I'm going to pull up
the big version of this, hopefully.
So you can see here, this is the PeopleSoft modules at UVM,
and this is the general ledger.
So everything flows through the general ledger
and that's how we do our financial reporting.
And you can see here,
we have project costing, grants, contracts,
and this blue box is all PeopleSoft,
and then we have all of these systems and you,
can't see my mouse, excuse me,
let me create a pointer for you.
So this blue box is all of the PeopleSoft systems.
And then these boxes outside of there are external systems
that also integrate within PeopleSoft.
So you've got famous,
which is work orders and kind of, you know,
for physical plant, that sort of thing.
We've got Voyager, which is a used by the library.
US bank is your purchasing card,
and they're also adding some payment subject,
participant cards, athletic cards, that sort of thing.
And then you've got banner,
which is used for student resources.
There's the effort reporting,
which as you integrates in with HR,
you've got Kronos for time reporting,
Axiom for budget and so on and so forth.
There are a lot of different systems
that do integrate with PeopleSoft.
And then internet browsers and using PeopleSoft,
I'm just gonna do a quick poll here.
So hopefully this will load.
So I'm just asking what web browsers
do you use on a regular basis?
It can be one, it could be two, it could be all.
If you could just click and submit your answers,
love to see what people use.
Fantastic.
So, so far we're looking at
most people are using either Chrome, Firefox, safari,
some as far as kind of split between
Internet Explorer and Edge, it's about the same.
Alright, great.
And I don't see anybody using the other ones.
So that's good to know.
These four browsers are recommended
for the most consistent and reliable user experience.
They are officially per Oracle,
which is the parent company of PeopleSoft,
they're certified for use with PeopleSoft.
So we always ask people that,
if they're gonna be using PeopleSoft,
they use one of these four browsers.
Some important browser behavior
that may affect your PeopleSoft experience,
is that it's always important
to keep your browser up to date.
Normally updates happen in the background
when you either close or reopen your browser.
So if you haven't opened or closed browser in a while,
you may want to close it,
sometimes rebooting your computer
may allow for those automatic updates to happen.
So you just wanna make sure
you're using the latest version of your browser.
Additionally, you wanna make sure
you clear your browser cache regularly.
When you're working in the internet,
your browser saves a copy of the page you visit,
and what's called a cache,
so that will load more quickly,
and then the next time,
for the next time that you visit,
emptying and clearing your cache will result
in the browser downloading fresh copies of pages
when you're visiting
and allowing the cache to rebuild.
So if having a page and a cache
that can cause some conflict in the page
when you're trying to view different data in PeopleSoft,
one instance we always run into
is if you have new user security in PeopleSoft,
you really should be one,
not only logging in and out of PeopleSoft
because it allows your profile to refresh,
but also clearing your cache.
So if you do run into issues in PeopleSoft,
usually the first question you will be asked
is when the last time you cleared your cache was,
or if you've tried clearing your cache.
So how you clear your browser cache.
Most browsers on a PC,
so your Chrome, Internet Explorer, Edge, Firefox,
you can use control, shift, delete,
on a Mac when you're using Safari,
it would be command + shift + delete.
If that doesn't work for you,
you also have this again, sorry,
my laser pointer here on,
when you're logging into PeopleSoft,
there's a link here for clear, excuse me,
clearing your browser cache,
ETS, enterprise technology services,
they maintain a knowledge base
of instructions for clearing cache,
and that's what this page on the left-hand side is.
So if you click on that link from PeopleSoft,
it'll take you to this page and give you
specific instructions for clearing your cache
for many of the web browsers and operating systems.
And enterprise technology services has a lot of,
excuse me, a lot of different knowledge-based instructions
for different types of software and systems.
So if you're ever in need,
you can always search their website.
So how do you get to PeopleSoft?
The most direct way is typing in the URL,
which most people probably
would never remember offhand.
The uvm.edu and then the ERP portal,
or this is a new hyperlink
given we've had to change the system
or the web system around.
So there's, excuse me, this alternative hyperlink as well.
Another way is on the division of finance website
in the user guides page.
So if you're looking at the user guides
and you found the information you need,
and you just wanted to log right into PeopleSoft,
there's a direct link to log into PeopleSoft there.
Lastly, and these are probably the most commonly used ways
is from the my UVM page or directly from the search page.
And let me open this so that,
so here, so this is the division of finance page,
and you can see that PeopleSoft log in is right there.
And then this is the UVM page.
So you can click on my UVM,
if you are not directly connected to a UVM internet,
either wifi or directly plugged in, and you're not on a VPN,
you will need to log in
using your net ID and password to access this page.
But in the center of the menu,
you have the human resources and finance,
and this also has links to classes, the footprints,
the access request and user guides.
And then up here,
there's also another link to PeopleSoft HR.
And this is from the employee tab.
So if you have multiple affiliations,
for instance, you're an employee,
but you're also a student or even alumni,
you wanna make sure you're on the employee page.
If we go back using the search,
you just click on the search and you can just type in
PeopleSoft in the search,
or you can go to P and scroll down to PeopleSoft login.
They are the ways that you could access PeopleSoft.
For PeopleSoft user security,
so how does someone get access?
All new employees that are hired
as part of their processing of their HR paperwork,
initiates the creation of a PeopleSoft account
in human resources,
and then that information
then feeds over to PeopleSoft finance.
But the access that each of those employees gets
is a very limited basic setup.
So if you need additional access or if you're a supervisor
and one of your employees needs additional access,
you would need to submit a request,
you can do so via the PeopleSoft access request
or a direct footprint.
And if you have not taken notice,
all of my slides have direct links here,
and I will send this presentation
out to everyone afterwards.
So if you don't remember how to access somewhere,
there will be a hyperlink with the actual
full hyperlink spelled out at the bottom.
So this is the PeopleSoft system access requests,
and as I kind of showed earlier,
you can access that from the finance page
or you can access it in my UVM.
There's that PeopleSoft access request.
And you would just fill out this form.
I usually recommend that it's filled out by a supervisor,
as there are lots of access
that would require additional approval.
So if you fill this out yourself, it's fine,
we would just forward the footprint on to your supervisor
or whomever in your department
would need to approve the request.
And this form does,
it narrows down the information and you can actually
choose from different tasks
that are available in PeopleSoft.
So I'm just gonna put some information,
basic information in here, and oops!
So I just put the minimum requirements
so we could get to this page.
So this is financial access request,
and it does give you a query that you can run
to see what roles you currently have
or one of your employees currently has.
So you can compare that to the list.
And this does give you a list of all of the available access
or most of the available access,
and then you can add or remove and that's for finance,
and then because I checked both finance and HR,
the next page is human resource access.
So it gives you a list of different roles
that pertain to each of those modules.
The alternative is a footprint.
So again, there's a direct link to the footprint here,
or you can access PeopleSoft financials footprints,
I thought they were over here.
My mistake, oh, I'm sorry,
they're on the home page, which,
let me just go back here.
So over here is where they are, I apologize.
You can submit a footprint here and again,
there's also the PeopleSoft access request there as well.
And footprints looks a little different.
I'm already logged into this page, but on the PowerPoint,
you could see what the log in pages,
you have to put your net ID and password in,
and then you would just click a new request.
This doesn't have any prompts,
so you have to have an idea of what roles you're requesting
or what type of access you're requesting.
Many of these requests often include
same access as another individual.
So you'll just wanna make sure that
if it's the same access as another individual,
we ask that you provide, you know,
their net ID or some, you know, identifying information.
Alright, so PeopleSoft structure.
This is the main page of PeopleSoft finance.
So when you log in, you are on,
what's called the UVM employee homepage.
And let me just turn on my laser pointer.
And this is called the status bar across the top,
and this has your homepage.
And if you have multiple homepage,
you can change which homepage you're on
by clicking that name and it'll provide a dropdown box.
The status bar also includes several buttons,
such as your home search notification action menu Navbar,
and then you'll have tiles here.
Each of this homepage setup
is based on an individual's access.
So your homepage may not look
the same as one of your coworkers.
So the search function here,
if you click on this magnifying glass,
it's a quick way to access a page.
If you don't know the navigation for,
you cannot find in one of your tiles.
So when you click on this magnifying glass,
it opens up this box and in my example here,
I entered expense report and clicked search,
and then the search results here at the bottom
show what came up.
So you have my expense reports create
or view an expense report.
The notification flag just indicates
when certain actions or alerts are available.
In my example here, the HR uploaded the W2 information
for the calendar year end.
So if you've elected electronic W2's,
when it gets to the end of,
or slightly past the calendar year,
you will receive notification in PeopleSoft
that W2 is available,
and I believe they also go out via email.
Your action menu is, it's different actions
based on the page you're in.
So on the UVM employee home page,
the options that available are personalizing the homepage,
my preferences, help and sign out,
and you can see that my preferences, help and sign out,
they're called static actions,
that means they'll stay in that action menu
no matter where you are navigating to.
And then you also have page specific.
So when I navigate to the expense report page,
it provides actions that pertain to that page.
So on the create expense report page,
I have, I can go back to the expense homepage,
I can go to my wallet, go to my expense report,
it gives you a quick option to navigate to related pages.
There's also some semi static actions,
such as adding a homepage,
adding to the Navbar or adding to favorites.
And we will go into those in the tips and personalizations
as well as my preferences.
So the next level to this class
is the PeopleSoft tips and personalizations.
And we go into more detail about those items.
PeopleSoft navigation, there's two ways,
and here I have the PeopleSoft human resources
and PeopleSoft finance homepages side by side.
The primary two ways to navigate our tiles,
and then Navbar, fluid, which is the environment
that we use, it's the user interface,
it's designed to have
all of the regularly used navigation
available within the tiles,
but then there's also the Navbar that you can use
to access navigation
that may not be available in those tiles.
So the different tiles that are available
is page navigation.
So if you click on a tile and made to hit you
directly to a page, and this example,
you have travel authorizations,
when you click on that,
it takes you directly
to the create a travel authorization page.
You then have navigation homepages.
So when you click a tile,
it takes you to essentially another homepage,
which is a grouping of more tiles
that are related to that topic.
For expenses, it takes you to the expenses homepage,
where you can create expense report,
create expense reports, review your expense report history,
review your current active expense reports,
and also has a notices tile,
which is important for anything that may be going on
related to travel that you should be aware of.
Then there's also a navigation collection.
And if you've registered for this class in PeopleSoft HR,
you are familiar with one that UVM learning in degree tile,
takes you to a navigation collection,
which is essentially a list of different navigations
related to that topic.
And HR actually consists mainly of navigation collections.
So when you open it,
it's gonna have a menu on the left-hand side
with a list of different pages.
And then there's the work center.
Both HR and finance have a UVM business manager work center,
and a work center
looks very similar to a navigation collection,
but it consists of different elements.
So you have links,
queries and reports and processes, and this is the finance,
but you can see reports and processes is not visible.
And those headings are what we call grouplets, excuse me.
So all of those elements,
similar elements are grouped together in a grouplet.
And then underneath those grouplets, we have groups.
So for instance, the links, we group different navigation,
interrelated groups.
So you have tools, external links,
and then different modules or functionality
within PeopleSoft is all grouped together.
So you can see those there.
So the PeopleSoft work center,
some important things to note is
there's this blue menu here, or this blue box here,
and that will minimize the work center.
So when you open the work center,
you'll always go directly to the query viewer.
And that's both HR and finance.
If you need to minimize this menu,
you can do so by clicking that blue icon.
And again, the elements
that are available in the work center,
is based on an individual's access.
So if you have very limited finance access,
or very limited HR access,
you may actually not even have
the business manager work center.
So again, this is
the UVM business manager work center for finance.
So this just gives us kind of a better view of that.
And then this is the work center for HR,
and you can see that both of them have in links
have a section for external links.
And within those external links,
there's access to user guides,
submitting help desk footprints,
there's also a link between human resources and finances.
I personally have found that
that doesn't always work so well.
Sometimes your navigation may not be 100% accurate
if you're using the Navbar,
but if you're using your home page and the tiles,
it seems to work fine, but just be caught, you know,
just be aware if you do use the link
between human resources and finance,
I suggest not using your Navbar.
The other piece of taught for tiles is we have,
there's some tiles that have caught
what's called a live elements or their live tiles,
and they provide information
about data elements within those tiles.
For instance, in finance, the UVM approvals,
it provides how many travel and expense items
or how many items are pending your approval,
depending on what type of approvals you do.
In human resources under the personal details,
it gives you a lot of information on each of those tiles.
So if you submitted information about a disability,
your veteran status it'll provide, you know,
that you provided that information,
it also can tells you when you last updated your address,
and any other information as well.
So the Navbar, this is a screenshot
of the Navbar in human resources and financials,
and you can see, they look almost identical.
The difference for financials is there's a classic home,
for anybody that has used PeopleSoft for awhile,
especially PeopleSoft finance,
they are familiar with the classic home,
it's the old blue page, I guess,
is the best way to describe it.
But if you haven't used PeopleSoft a lot frequently,
using the current user interface that we have,
which is fluid is your best way to approach it,
because eventually this classic page will go away.
When we upgraded to PeopleSoft fluid last November,
we left the classic homepage access there for people to,
as a transition period to get used to it.
But in the Navbar, you have your recent places.
So this is pages that allow you to automatically,
that are automatically populated
based on your PeopleSoft usage.
You have your favorites.
So this is a way you can bookmark
frequently used pages in PeopleSoft.
And we do go into more detail about adding favorites here,
adding other tiles to your Navbar
in the tips and personalizations.
Then you also have your navigator,
and that is a secondary source of navigation in PeopleSoft
that has the full list of all PeopleSoft pages
that you have access to.
Again, all of the navigation
is based on your individual access.
And then the lastly there is a direct link
to the process monitor
and we will discuss that in a little while.
So this is more detail on the Navbar.
So in your navigator that when you click on that it expands
and you can see it gives you a menu
and it displays sub, excuse me, sub menus.
So I clicked on employee self-service
when I went into the navigator,
and then I have additional sub menus here,
and then there's direct links to pages.
And you can tell the difference
because they have an arrow here.
And then also when using the navigator,
you have this up facing arrow,
which is your return to route.
That's essentially your home.
If you click that,
it takes you to the home of the navigator.
And then you have your back button.
So if you just need to go to the previous menu or sub menu,
you can click on that back button.
Another thing with navigation is adding a new window.
So if you're in a screen and you need to look up
something in another screen,
you can use the new window and that'll populate
either a new window or a new tab in your browser.
And there's some caution for using that is,
when you're signing out and closing windows,
you wanna just be aware.
You can see in the red box, it generates a number,
and that's how many PeopleSoft windows you've opened.
And what can often happen is if you close a window
that you use to create new windows,
it will actually log you out of all of those other windows.
So just use caution when,
especially when moving tabs or windows around,
and most PeopleSoft pages have two different ways
to add a new window,
there are hyperlinks either above the status menu
or directly below the status menu.
And then also use caution
when using your browser navigation.
So specifically the back button in the browser.
That navigation is built for the browser,
but may not necessarily function
as expected within PeopleSoft.
So PeopleSoft search looking up values on this page,
I'm using creating a requisition as an example.
When you click on the magnifying glass,
so any of those fields that have a magnifying glass,
such as category, supplier ID or location,
you can click on that and it opens up a look up,
and you can see the lookup page here,
and you can and will gray out the background.
And usually it'll display up to 300 search results.
So here, I wanna search for supplier on a record
to add that supplier to the requisition,
but I don't know the supplier ID.
So I would click on the magnifying glass
and select the value that I needed
or use the search criteria.
So I could click on this and expand the search criteria.
And then there's also, let me just see, okay,
there's also basic and advanced searches within PeopleSoft.
So on the expense viewing an expense report,
the basic search is usually only one criteria operator
and it's searched by report ID begins with.
For an advanced search,
it gives you more search criteria, more operators,
and these are your operators here.
So instead of searching for the report ID begins with,
you could search for a report ID contains,
or you could search for a name if you know your employee ID.
So the advanced search gives you more search options,
and that can be helpful
if you only have minimal information.
So again, these are your operators,
so you can change those in the advanced.
So again, instead of searching
for the report ID begins with,
you could search for report ID contains.
And that also helps with not having to remember
the proceeding, how many proceedings zeros.
Most documents, either journal entries, expense reports,
requisitions per parts, all have proceeding zeros.
So you can search by contains and therefore
not have to enter those proceedings zeros.
Another option is using a wildcard.
So in PeopleSoft, a wildcard
that's most commonly used for searches,
is the percent sign.
And that can take place of any one or more characters,
and that you can put that
in place of all of the proceedings zeros.
So in this example,
searching for a journal ID
instead of entering the proceeding zeros,
you would just enter the percent sign
and keep the search criteria with begins with.
And then that will produce
any journal ID that has those numbers,
and it does not matter what is before those,
that string of numbers.
So again, in search, there's also date options to search,
and in this advanced search I chose between here.
So it generates two date fields, and you can use,
you can enter the date in several ways.
One is using the calendar selector
by actually clicking on the calendar,
and then going to the date and selecting the date.
You could enter the date as I have it here with slashes,
or you can just enter the date without any slashes.
So it would be month month, year year, day day day.
If you prefer to change your date format,
you can actually do so,
again we'll you talk about that
in the PeopleSoft tips and personalizations.
The last way for entering a date
is you can either use a capital or lowercase T,
as today's date.
So if you're looking for any journal entries
that were entered from this in this fiscal year to date,
you could enter 07/01/2021 and T in the next field,
and that would give you that full date range
of the beginning of the fiscal year to date.
Alright, so then PeopleSoft reports,
and I'm just going to, again, switch screens here.
So the first hyperlink that I have on that page
takes you to this document here.
And this document is a list of all of the available reports,
queries and inquiries in both finance and HR.
So if you are looking for a specific report
or maybe a query, or you're just looking
to obtain certain information,
you can refer to this list and it's a pretty lengthy list,
but you can refer to this list
and see if there is a report query or inquiry
that will result in the information you're looking for.
And financials is in green, and then HR is in blue.
So HR is down towards the bottom here.
Okay, and then this second link here
is for the user guides for running reports.
And then some I'll just touch base
on some of the most commonly used financial reports,
the basic financial report that covers
the standard monthly reports for business managers,
includes operating unit or operating budget report,
monthly budget report projects and close out reports,
and these links are all to those user guides
that have information on running those reports,
more details about what those reports provide.
Commitment control reports,
they cover the in-depth reporting options
that draw on data from the budget ledgers.
So that includes your budget status reports,
budget overviews, budget transaction details, so on.
And then general ledger reports,
that's in-depth reporting options
that draw in data from the general ledger.
And that includes trial balances,
ledger inquiry reports and ledger activity.
And then the last one here is the gift and endowment report.
And that covers the PeopleSoft gift and endowment reports
for funds 310, 311, 320, 321, 370 and 371.
When you go to run a report,
the first page that will pop up is your run control page.
And this is where you select either a new,
either an existing run control,
or you create a new run control.
And the run control is actually
what stores the criteria for the report.
So you can have multiple run controls,
or you can use the same run control,
but again, with using the same run control,
you just wanna be aware
that if you're running different reports,
there are some reports that share data,
and that criteria may carry over between those reports.
So if you have a say, you're overseeing two departments,
if you have a run control that you use
for running the operating budget report for one department,
you may not wanna use the same run control
for running the operating report for a different department
if you want to maintain that criteria within the report.
So you would just enter your run control ID,
or if you find it interesting one, you could,
if you have an existing one, you can search.
And then when you select your run control,
this will then pull up the report criteria.
And you can see on this run control ID at the top here
is budget report is the run control ID.
And then you would just, if it's an existing run control,
it would populate all of this criteria.
If it's a new run control,
then you would have to select the criteria that you want.
Once you've entered your criteria
and clicked run on your report,
the next thing you need to do is go to your process monitor.
Again, there's multiple ways,
and you can see them all here
to access your process monitor.
From your run page on your report,
there is always a link to the process monitor.
It's usually right here next to the run button.
Another way is through your action menu at the top,
you can click on process monitor there,
in the tools group of the UVM business manager work center,
there is a link and again, in the Navbar,
there's also a link to the process monitor.
Once you're in the process monitor,
you have this refresh button here,
which you may need to click pretty regularly
because you want your run status
and your distribution status to be success and posted.
Once you have those statuses,
then you can click on your details here,
which will create pop up this window process details,
and then you click on view log trace,
and then that is this window here.
And your output will either be in a PDF or CSV,
which would be your Excel format,
if you choose to run that report to Excel.
So that's how you access your report information
through the process monitor.
And then you can also access it through the report manager.
Again, there's several ways to access the report manager.
When you're in the process monitor,
you can click on the report manager hyperlink,
or again in the tools
of the business manager work center there's a link.
And then you can also navigate there through the Navbar,
by clicking on reporting tools and then report manager.
And there are some reports, not very many,
but most of them are what's called
the BI publisher version of a report,
that may not be accessible in the process monitor.
You may actually have to log into the report manager.
So if you go to your view log trace,
and you do not see your report output there,
you may just wanna go to your report manager
and check to see if it's there.
So PeopleSoft queries,
queries, there are a tool
to retrieve data from PeopleSoft based on criteria,
which is either built into the query
or you specify when you run that query.
Most all users have the query viewer access,
there's a few users that have the ability
to create private queries,
and then there's even fewer advanced users
that have the ability to create public queries.
But if you're a department
has specific queries that you need to run,
you can search for them either in this basic search here
by just putting again, the default is query name,
but there's also,
I believe you can change that to query description.
And so you can search for that there,
or you can click on the advanced search
and again, use the different criteria and operators.
If you leave the fields blank and click on search,
it will just give you a list of all of the queries
that are available to you.
Again, the access is limited
based on what your security access is.
So you may not have access to the same queries
as one of your colleagues.
If you can't see a query
that you would expect to see, or that you need to use,
then that would be a time to submit a footprint.
You also, if you're looking at
one of your colleagues queries, and it does say private,
that may be an instance where
they either created that query themselves,
or they were provided access by another user
to that private query.
So you would have to reach out to that user
to grant you access to that query.
So when running queries,
you have the option that you have several options,
but the two main options are running to HTML
or running to Excel.
Running to HTML just means
you run that query in your browser.
Running to Excel means that that query,
once you enter your criteria,
if there are criteria to be entered,
that it would run that it would just generate an Excel file.
So when you click on either one of those hyperlinks,
if there are parameters to be entered, specific criteria,
then it would open up a new window.
So you can see here,
I clicked on running to HTML for this UV GL source list.
So it's requiring some criteria and I just left the,
I put the wildcard in there
because I'm not searching for a specific source,
I'm just searching for all sources that are active,
and then I click on view results.
And in this one, because I ran into HTML,
it provides all of my results here.
Then I can choose to run it to Excel
or a text file or XML file
by clicking either any of those hyperlinks.
And then on the right hand side,
you can see how many values there are in those results,
and how many are being displayed.
If you were to run this to Excel,
it may take a little bit longer because
not only is it trying to pull up the results,
but it's also creating the Excel file.
And depending on your web browser,
I know Chrome usually has downloaded the bottoms,
Firefox seems to even adding the PeopleSoft
or even UVM as a safe website.
It always seems to block those popups,
so you have to access them from the top menu bar.
So quick overview here of PeopleSoft HR,
this is again, the UVM employee homepage for HR.
You may see most of these tiles,
the reports, inquiries or approvals and business manager,
they may not be available to you based on your access,
but the HR module, which is again,
more common, it's referred to as HCM,
UVM calls the HR human resources.
It includes several things such as your payroll,
direct deposit, benefits enrollment,
training course registration,
reporting time, exam time, vacation, sick otherly.
So there are time and reporting functions
that are done outside of HR,
and again, that's through Kronos that feeds into HR.
So for HR direct deposit,
you would click on this payroll and tax page,
and unfortunately,
I can't go into showing the navigation for this
because it does provide my banking information,
but there is step-by-step instructions
through the payroll tax services user guide,
and that would be where you edit,
add or edit your direct deposit information.
And you, sorry,
what you enter in your direct deposit for payroll
automatically feeds over to finance,
specifically what's called your balance account.
It used to be your 999 account,
but I believe is just referred
to as your balance account now in HR.
So if you do any sort of travel
or you purchase something for your office personally,
and you need to seek reimbursement,
when you do your expense report,
you would receive your direct deposit reimbursement
via direct deposit, the same bank account
that is your balance account in HR.
So for time entry,
there are several different types of time entry,
depending on the type of employee that you are,
or your staff may be.
So there are user guides for entering your time
as salary non-exempt salaried exempt, or a wage employee,
and that's the same for approving time as well.
So I do have a slide here for showing your,
this is a time sheet in PeopleSoft, and there is,
this is a good place to look up your employee ID.
If you don't know your employee ID
off the top of your head, when you go to submit your time,
that will generate at the top.
One thing to make sure to take note of is that
you're on the correct week
and you can change the week previous or next here,
but you just wanna make sure
you're using the correct dates.
As far as entering data into these fields,
you wanna refer to one of those user guides
based on your employee status.
Another thing that's great about this reporting time page
is that you can see
your leave and compensatory time balances.
So if you have sick time, vacation time, personal time,
all of that information is available to you right here.
For approving time, specifically,
I'm showing for approving time for faculty and staff,
if you approve time for students
or some other work-study employees,
this will be different,
but this is the approval page.
And in the reports to position number,
that's where you would wanna filter that out
based on your position number,
and you can click get employees.
I am working with payroll to add more detail
into this for the tips and personalizations.
So you can change your search criteria,
narrow down some of your search criteria here,
also setting some defaults.
So that way you can set your default position number
and it'll automatically generate
every time you navigate to that page.
So we are working on more details
for the tips and personalization for HR time approval.
So PeopleSoft finance is the bulkier of the two systems.
It includes accounts payable,
which is the record of money
that the university owes outside vendors,
and that's managed by the disbursement center.
There's accounts receivable,
that is the record of money
that is actually owed to the university,
and that's managed by both, excuse me,
financial recording and cost accounting services,
they just merged,
so I need to make sure I get that name correct,
and sponsored project administration.
Asset management,
that's the assets that are purchased for long-term use
and are not likely to be converted quickly into cash,
such as land, buildings, equipments,
and that's also managed
by financial reporting and cost accounting services.
Then there's, excuse me, here.
There's cash management and treasury,
that's the university's banking relationship cash advances,
and they're all housed in the cash management,
and that's managed by treasury services.
Commitment controls is part of PeopleSoft financials
that deals with the budgets reports
drawn on commitment controls,
generally show the budget, revenue and expenses.
And that is kind of overseen by the,
again, the financial reporting and cost accounting services.
General ledger is your actual ledger,
and that represents the table in PeopleSoft
where all non-budget financial transactions are posted.
And again, that's managed
by financial reporting and cost accounting services.
And then you have purchasing and e-procurement,
which is managed by purchasing services.
That includes your requisitions,
which are requests for orders to be placed with vendors,
for goods or services and your purchase orders,
which is your legal contract,
prepared it in advance of a purchase.
Again, those are both managed by purchasing services.
And then you also have your travel and expense,
that's your employee reimbursements
for either travel or business expenses paid out of pocket,
and that's again, managed by disbursement center.
So all of those units
are within university financial services.
And then some commonly used terms to be aware of
when using PeopleSoft is your chart field.
So that's an individual field representing
a portion of your accounting structure,
and then your chart string,
which is the set of chart fields strung together,
representing the proper categorization
of financial transactions.
Combination editing that certain rules
that govern which chart field combinations are valid,
UVM mainly uses department and operating unit.
So if you enter a journal entry for department
and an operating unit, you may get an error,
if you enter the wrong operating or department,
that those two items don't line up.
A journal is the official record
of the financial transaction.
And each transaction that occurs
within PeopleSoft financials
creates a journal or a set of journals.
Another important term to remember is effective dating,
an effective date is a date upon which
a piece of information becomes valid or effective.
This is especially important,
because when you attach a dates to that information,
it'll show the progression of time.
So in this example, animal sciences in 2015,
changed the name to animal veterinary sciences.
So if you search for that department number of 52010
prior to 2015, it'll reflect as animal sciences,
but anytime after,
the beginning of that fiscal year for 2015,
it overflow as animal and veterinary sciences.
And again, in the tips and personalizations,
when we start talking about accounting tags,
that's effective dating is also important there as well.
So budget checking,
this is probably one of the number one errors
people run into in finance
is when you're entering a transaction,
you may get a budget checking error.
So this screen here provides the common errors that you get,
excuse me, and then some processes to resolve them.
And really a budget check is,
budget checking, it's a process in PeopleSoft
that ensures that there's available funds
and that the chart string has exists
for those funds to be expensed.
So there, as you can see here,
so when you have a non-controlled budget,
this is just a warning.
So you should still be able to have
a valid budget checking error and warnings,
I hate to say that can be ignored, but really they can.
It still gives you a valid budget checking,
it still give you valid status,
but you want to be aware that you didn't have that warning.
A budget is closed, usually that's because
that project is no longer open,
you can no longer expense to it.
And then these exceeds what a tolerance or no budget exists,
or out of bounds.
And this ledger group here,
the SP is usually sponsored projects
where the ops isn't operating.
So if you have an SP budget error,
you usually wanna contact spa or your spa administrator.
So expense report status,
the expense reports, cash advances,
and travel authorizations, all flow through financials.
And then one of the most common questions
we get for that area is
what's the status of an expense report?
And to do that, you can actually go to the expense tile
and click on expense history,
and it'll show you all of your previous expense reports.
One thing to make note of though,
is that the default is six months,
is to only view six months.
So you may need to go and change
what the display setting is there.
And you can see that the status of the expense report
is directly in the column next to the expense report there.
PeopleSoft user guides.
There are so many user guides
and there are so many ways to access user guides.
ETS has been very kind and put direct links
to both HR and finance user guides
on the PeopleSoft catalysts page here,
along with many of the other helpful links.
There's also a direct link to the user guides
and the division of finance page.
And you can see here,
that is the listing of all and I'm just gonna go here.
There we go.
So this is that page on the web here.
You can see if you click and expand these,
all of the different user guides
for accounting and reporting,
budgeting, effort reporting, so on and so forth.
If you are reviewing a PeopleSoft user guide,
any navigation that's referenced in that user guide,
any inquiry report query will all be available
in the UVM business manager work center.
So if you're looking for a query,
you can go to that work center
and it will be in that queries grouplet.
So the finance business managers reference guide,
this is really great for anybody
that has kind of a business manager type role.
Just go here, go here.
And again, this is located on the division of finance page.
So this has some onboarding tasks.
So if you are a new business manager
or a financial manager person, or you have new staff,
that's gonna be in that similar role,
this gives you a list of tasks
to have completed for that person
that will kind of make that onboarding a lot easier,
specifically, your access, PeopleSoft access,
the duo authentication,
the making sure you have the business manager work centers,
this class, as well as the tips and personalizations class,
subscribing to the listserv, Axiom access,
so on and so forth here.
This list goes on.
And then it also has some monthly financial processes,
the closing schedule, as well as the user guide,
and then also your quarterly processes
and annual and biannual financial processes.
Alright and then PeopleSoft support.
If you ever encounter any issues
that you are unable to resolve or you're on your own,
or with the help of a colleague,
you can enter a PeopleSoft ticket
again on this catalyst page or the portal page here,
is a link to the help desk footprints,
I also showed earlier how you can access them
from the my UVM or just searching for them.
Things you might want to include in detail
in that footprint ticket is maybe a screenshot of
if you received an error, what that error is,
which system you're in,
make sure you let us know whether you're in finance or HR.
What again, what that error message said,
and when you do a screen, if you do a screenshot,
you can do one of the error message,
make sure you include your whole page,
that'll help us know where you actually are navigating,
what your navigation is, what pages you're on,
and then also let us know if this is something
that you've been successfully able to do in the past.
If so, how long ago it was, you know,
maybe there was a change in your access, that sort of thing.
And again, what menu items that you're using.
So again, that could be a screenshot of the full page.
And then PeopleSoft classes.
We have PeopleSoft tips and personalization
is the next class, like next iteration to this class,
this used to be a three-hour class,
and it consisted of PeopleSoft basics
and the tips and personalizations,
and it was one way too long,
and it would cover way too much.
So we kind of, we split it out, made it shorter.
So if you are super comfortable
with this PeopleSoft basics class,
this, you know, you want more,
your PeopleSoft tips and personalizations is the way to go.
Again, we go into detail,
as far as creating accounting tags,
setting up your favorites,
your personalizations for your homepages, for work centers,
a lot more detail, as far as, excuse me,
ways to use PeopleSoft,
to make your life a little bit more easier,
and hopefully streamlined some of your individual processes.
And again, you can go into PeopleSoft HR,
click on the UVM learning and degrees,
and you can search by the course,
I have the course number there,
or you can just search by PeopleSoft.
So that is that next class,
there's also some financial classes available,
and I have links
to the professional development classes at a glance,
and then again, registering for them.
I also believe if you are on this user guides page here,
there used to be a direct link to training.
So on this training page here,
you have the user guides, classrooms,
learnings department trainings.
I know payroll for instance,
will do one-on-one trainings for HR related,
so if you're an approver and you would like
some additional training contact payroll services directly,
they are more than willing to provide
any sort of one-on-one training,
financial reporting and accounting services.
I know I'm involved with three classes
that they're teaching.
So again, there's links here for classroom training,
and some of those financial reporting
and accounting services classes
are going to be in-person hands-on.
And hopefully going forward,
the PeopleSoft tips and personalizations class
will be able to be hands-on as well.
So I did leave some time here for questions,
or also people want me to demonstrate anything,
unfortunately, because we didn't have the option
to have this class in person,
I had to take out any hands on navigation,
usually we would have people log into a test environment
and do the navigation themselves.
But if you would like to see any specific navigation
or functionality, now's the time we have,
I left plenty of time for that.
Lindsey you're welcome,
am glad you found this informative.
- [BT] Tiffany, can you show me
the report manager?
- The report manager? Yes.
So let me go to PeopleSoft here.
So if we were going to run a report,
and then try to access it through the report manager,
again, I can go to here to the navigator,
or I could go to the UVM business manager work center,
which I will do, and then go to links tools,
and then report manager.
So here, this looks very similar
to the process manager screen,
and you can see the reports are listed here,
and I'm just searching,
this just populates the last reports that I've run.
And so this one actually does not provide a report,
let me see if I have one here.
I know I've done some, I do go back a few days here.
So all of my processing.
So this is a report manager.
If you did have a report here,
so this is the log you can click on,
this gives you some details about the report.
This was a journal important.
So it doesn't give me much information unfortunately,
I haven't run any that provide dates,
let me see if I can run one real quick.
Go home here, go to here.
So if I click on reports and processes,
so in the meantime, when you run save reports,
I'm just gonna open this.
When you run save reports,
they auto-populate to most recent data
or only display data from the last time that you ran it.
Emily, can you clarify that for me?
So if you have a report saved and you go to run it,
are you talking about
when you go to that report manager or process manager?
Is it there?
- Yeah, so when you go to process monitor, right,
or actually when you just go to your favorites
and your list of reports that you generally run are there,
and you click on it, will it,
actually that answers that question.
But when you go to process monitor,
I guess is what I'm asking,
is it only gonna display the data
from the last time that you ran it,
or will it auto-populate to where you're at now?
- So in the process monitor, and you'll see here
as I run this report on.
So your process monitor will display,
usually it's a timeframe, but at the top,
it will have your most recent.
And what's retained in the process monitor is,
I'm just gonna pick a tree node here,
I think it's only like six months.
- Okay.
- It's not, let me just do this here.
And then run this report here.
So now you can see, as I run this report,
it gives me a process instance,
and then I go to my process monitor.
So, because I have five years here,
you think it would show five years of data,
but it don't like,
I think it only goes back actually six months.
And then at the very top of the page
is my most recent instance that I would run.
And if I wanna look to see
the last time I run this budget report,
I can copy this process name
into this name field, oops!
And refresh here,
and it'll show me all the times
that I've run that budget report.
So then, so if you're looking for when you ran it,
you know, three months ago,
you can search by that process name
and that'll show you here.
So now you can see this status is accessed and posted,
I can go to the report manager and click on it here,
and then you can see
it's a PDF version of that operating budget report.
- Right, but again, it's just gonna be
from the time that you ran that.
So I guess, you know,
when I'd run a work study award report,
rather than running that every payroll,
once the payroll has posted,
I was wondering if I could go to process monitor
and just click on that.
- No, you have to re-run your report.
- Okay, thank you that was the question.
Okay. - Yeah.
So that you can, again,
I could access it through that report manager,
or I can go back to this process monitor
and click on the details and then go to the view trace log,
and then click on the PDF version there.
And if I chose to, when I was running my report,
I could have also run it to Excel.
So I have tons of windows open here.
So this, again, this is the UVM homepage for finance,
and you can see if I click
on the business manager work center,
I do have some personalizations here.
One process that I run is the PO role
at the end of the fiscal year.
So I customized the work center
to have this group of links that are specific
to running that process.
And then I also, again, have a group of queries
that are specific to running that process.
And we can go again,
the tips and personalization class
goes into not only creating your own groups,
but personalizing how to open and close,
you know, all kinds of different settings
for the work centers home pages, so on and so forth.
And then you can see here,
I have multiple homepages
based on my access and tips and personalizations,
will go into actually creating your own homepage
for some folks that may be useful.
I always refer to fiscal year end
as a great way to either have a homepage
or have a personalization
in the business manager work center,
because they're usually tasks
that are only done once a year,
and trying to remember where to do them,
in what order to do them in can be difficult.
Is there any other questions
or specific navigation functionality
anybody would like to see?
I know we don't go into as much detail
as some folks would probably like,
but again, we're keeping this basic.
So if there is some things that you'd like to see
a little bit more detail, I'm happy to share them now.
Nope.
Alright, well, I thank you all for attending,
you all have about five minutes back in your day,
hopefully you can enjoy those five minutes.
So thank you all very much,
and I will send the slides out to everyone
and I will also have the video posted
once it has the closed captions
and everything added to it.
And usually they're posted on the division of finance page.
So again, thank you all.
- [Male] Thank you.
- You're welcome.