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Brief Article: New financial system continues progress toward July 1 go-live (updated July 2, 2008)
Please note that information on these EFS Updates may have changed since the Updates were issued.
New System to Go Live July 1
Tuesday at 7 a.m., financial systems users can log on to the new Enterprise Financial System via OneStop at http://onestop.umn.edu/onestop/. Access will be available for production and reporting. If you have problems logging in, please contact 1-HELP. If you have questions once you are working in the new financial system, please contact the Financial Helpline at 612-624-1617 or finsys@umn.edu. Helpline hours are 8 a.m. to 4 p.m., Monday through Friday.
Security Access News
Security access has been granted to users who have completed Access Request Forms (ARFs) and training course assessments as of June 25. Security will make every effort to provide access for any assessments completed after June 25. Also, individuals who submit ARFs prior to July 1 must have their assessments completed before July 31. After July 31, a new ARF will be required to gain access.
Financial System Gateway Web Site Launched
A new Web site on the Enterprise Financial System has launched. The URL is the same as the previous EFS Web site: www.finsys.umn.edu. The site provides “go-live” information for users with just a click. It is structured by business processes and will be enhanced over time. An archive of the old EFS site is located on the new homepage.
Important Dates to Remember This Week
Advance Notice on System Downtime
During the conversion process, the financial system will be down at scheduled times. The system will be down:
The regular Sunday maintenance window (6:30 a.m. to 12:30 p.m.) also applies on all other weekends.
Imaging Guides Available
Three Imaging Quick Start User Guides are available for download on the EFS Web site.
Chart of Accounts (COA) Conversion Table
A COA conversion table (CUFS to EFS) can be found in the Data Warehouse and is accessible to all users who previously had access to financial tables in the Data Warehouse. These tables are under the datagroup of DWFS. The table name is FS_C_COA_MAP_TBL and is available for immediate use. This table does not require a functional ID and is open to people with current access to DWFS tables.
If a financial user who does not currently have access to this table would like to request access to it, they need to fill out an access request form (ARF) through OIT Data Security, which can be found at http://www1.umn.edu/datasec/security/ARF_pdf.htm. The ARF needs to be filled out, signed by the appropriate authorities, and submitted to Data Security along with the following attachment: Financial DW Tables - DWFS (found under the Financial Systems & Data heading).
The COA conversion table will also be available in July within the EFS reporting instance.
Online Presentation for Sponsored Projects
SPA, SFR, and Training Services have partnered to create an online presentation for sponsored projects users. The presentation is located at: https://umconnect.umn.edu/sponsoredpresentation/
Highlights of the presentation include:
The presentation, which is just over 35 minutes in length, is staff development training and is optional for users. Its intention is to help sponsored users prepare for the implementation of the new financial system.
A PDF of the presentation may be downloaded from the Sponsored Projects EFS Web site at: http://www.ospa.umn.edu/efs_sp/index.htm
For more information, contact Training Services at trngsvcs@umn.edu.
Financial System Closing Tutorial
A Financial System Closing Tutorial is online through Training Services and provides an overview of accounting periods, module closing, interim closing, and year-end closing schedules.
The tutorial takes approximately 30 minutes to complete and does not require a competency assessment or a prerequisite.
Go-Live Kits Now Online
Many resources are available to help users with go live of the new financial system, which occurs July 1. The Go-Live Kit is available online and can be downloaded as a PDF. A limited number of printed copies have been distributed to financial cluster directors. Included in the Go-Live Kit is information about logging in to the system, system access, policy, reporting, and a host of job aids.
Logging in to the New Financial System
Following are links to OneStop for financial system access (for preparing or approving transactions) and PeopleSoft reporting (for viewing and running reports).
If you have other questions regarding system access, please review the Go-Live Kit.
Advance Notice about System Downtime
During the conversion process, the financial system will be down at scheduled times. The system will be down:
The regular Sunday maintenance window (6:30 a.m. to 12:30 p.m.) also applies on all other weekends.
Deadline Reminders for this Week
June 25:
June 26:
See EFS rollout calendar.
Chart of Accounts (COA) Conversion Table
A COA conversion table (CUFS to EFS) can be found in the Data Warehouse and is accessible to all users who previously had access to financial tables in the Data Warehouse. These tables are under the datagroup of DWFS. The table name is FS_C_COA_MAP_TBL and is available for immediate use. This table does not require a functional ID and is open to people with current access to DWFS tables.
If a financial user who does not currently have access to this table would like to request access to it, they need to fill out an access request form (ARF) through OIT Data Security, which can be found at http://www1.umn.edu/datasec/security/ARF_pdf.htm. The ARF along with the following attachment needs to be filled out, signed by the appropriate authorities, and submitted to Data Security: Financial DW Tables - DWFS (found under the Financial Systems & Data heading).
The COA conversion table will also be available in July within the EFS reporting instance.
June 16, 2008
Balance Sheet Account Balances Conversion Explained
The EFS project has received questions concerning the conversion of balance sheet account balances. Initially the conversion of balance sheet account balances will be done at a summary level. While the Fund and Account values for a ChartField string will be determined based on detailed mapping documents, the DeptID and Program (if required) values will be determined at a higher summary level. A summary DeptID, representing campus, will be assigned to each balance and will be determined based on the CUFS fund (type). For balances in Accounts that require Program values, a single conversion-only Program value will be used. Read more
Announcement from Accounting Services Regarding Reversing Journal Entries
All FY2008 transactions will be processed in CUFS; all FY2009 transactions will be processed in PeopleSoft. Reversing journal entries at the end of FY2008 that are entered in CUFS will be reversed in FY2009 in PeopleSoft.
Any entry made at FY2008 year-end in CUFS that should be reversed in FY2009 (in PeopleSoft) should be marked as a reversing entry – that is, the transaction number should end with an ‘E’ (example: JV 565CM6698E). The entry should also be marked with the date that the reversal should be processed – for example, 7/1/08.
Accounting Services will process the reversing entries in PeopleSoft. A query will be run searching for all journal entries with transaction numbers ending with an ‘E’ that were entered in CUFS in Period 12 or Period 13. hese entries will be reversed in PeopleSoft on the date indicated on the original journal entry. If no date is indicated, the entries will be reversed on 7/1/08. The entries will be reversed on the same PeopleSoft Chartfield string to which the original transaction was mapped.
If a department does not want a reversing entry processed by Accounting Services, it should not have an ‘E’ at the end of the transaction number. The department would then be responsible for processing the reversal at the appropriate time in PeopleSoft.
Accounting Services will process the reversing entries in PeopleSoft.
Complete Assessments and ARFs by June 13 for July 1 Access
For guaranteed access to the new financial system when it goes live on July 1, you will need to have completed your training course assessment(s) by Friday, June 13. You may also have to complete an Access Request Form (ARF) if you were not preregistered for classes by your organizational design committee back in March 2008. If you were preregistered, you will not need to complete an ARF.
If you are unsure whether you were preregistered for classes, please confirm with your cluster director prior to completing an ARF. The list of cluster directors is available at the EFS Web site: http://www.finsys.umn.edu/ODclusterdirectors.html.
If you were not preregistered for courses and require access to either the reporting instance (for viewing and running reports) or the production instance (for preparing or approving transactions) you will need a signed ARF on file in order to gain system access.
Access to the new financial system is based on:
Reminder: Be sure your computer is set up properly before you do your assessments or take a tutorial. System requirements are on the EFS Web site.
Online Training for ImageNow Version 6.1 Now Available
An online tutorial is now available for ImageNow 6.1. This tutorial covers the same material as the ImageNow Basics 6 classroom course, but without the hands-on learning. The classroom course has been in high demand and many people have found themselves on a wait list. With the online tutorial, you can view the content whenever it is convenient for you. Main topics include:
Though this tutorial from UTTC is not EFS specific, it does cover most of the basic tasks and features that ImageNow users need to know. Many of the topics are broken out into subtopics as well, so you can view only those topics you need to learn about, and in any order. You can view the tutorial at http://uttc.umn.edu/training/tutorials/imagenow/
Sample Purchase Orders are Online
Purchasing Services has received requests for samples of completed purchase orders. Three Create Requisitions sample documents are on the EFS Web site. The document samples are from the test system.
Department Purchase Order
This is a sample of a simple purchase order created from a requisition for a small dollar purchase from an external vendor.
QCPS
This is a sample of a Quick Contract for Professional Services. Remember this is approved electronically and does NOT require ink-applied.
CPS
This is a sample of the CPS cover page and samples of what might be attached as the final signed contract pages.
Progress Continues on New Imaging System
The financial system will go live with a new imaging system, ImageNow, which will replace the current DocuWare system for the imaging of financial documents. The EFS Imaging team has made much progress preparing for the new system. To learn more about imaging plans, including hardware and software options, visit http://www.finsys.umn.edu/Imaging.html.
ImageNow Scanner and Software Installation and Setup
Most of the CaptureNow software, which will be used with the new imaging system, has been delivered. The Imaging team is in the process of contacting each financial cluster to arrange a date and time to set up the scanner(s), install the CaptureNow software, and test the configuration. The team will also train the cluster scanning staff at that time.
ImageNow Training
The University Technology Training Center (UTTC) has completed an online version of its classroom ImageNow 6 Basics class, which will be available in the coming week. This self-paced tutorial is not EFS-specific, but does cover the basic features and functionality of ImageNow such as indexing scanned documents, searching for documents using simple and advanced queries, viewing documents with PowerView, adding annotations, routing and processing documents in workflow, and performing standard tasks in WebNow, the ImageNow Web interface.
Details on how to view the course will be sent out when the class is posted online.
ImageNow Access
Information regarding access to the new financial system, including access for users of financial ImageNow, can be found online at http://www.finsys.umn.edu/ARF.html.
Policy Changes Available
A draft of the key policy and procedure changes resulting from installation of the new financial system is available on the EFS Web site.