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Please note that information on these EFS Updates may have changed since the Updates were issued.
Journal Entry and Journal Entry Approvers should be aware that there is a change in information they received in training regarding manually created Journal Entries that use Project related ChartField strings. Beginning immediately, when entering a Journal Entry relating to a sponsored project, the AN Type (Analysis Type) ChartField needs to correspond to the activity being performed. A job aid on this will be available next week on the Training Services Web site.
Faxing Vendor Authorization Forms
Please remember to complete the contact information on ALL Vendor Authorization forms faxed to Disbursement Services, including those faxed together. Disbursement Services notifies the person listed as the department contact on the top of the Vendor Authorization form, when the vendor set up is completed. The forms are separated when received in Disbursement Services and assigned to employees responsible for establishing vendor records in PeopleSoft. If each form does not have contact information at the top, we cannot contact the departments regarding the status of their vendor requests. The department contact information must be completed on every form.
Vendor ChangesWhen completing the Vendor Authorization form to make a change to an existing vendor record, departments must check the box marked “CHANGE” and put the vendor number on the form.
Thanks for your help in improving these processes.
From the Office of Student Finance:
OSF-EFS Tip #2: ChartField Values for U of M Foundations Funds in Student (pdf)
EFS Maintenance Windows
- The regular EFS maintenance window for production (FSUMPRD) is 3:30 a.m. until 12:30 p.m. each Sunday.
- The reporting instance (FSUMRPT) is brought down at 4:45 a.m. until 5:45 a.m. Monday through Saturday to "clone" the information for production purposes. On Sundays, this window is 4:45 a.m. to 12:30 p.m.
September 19, 2008
Today's update contains information on the following topics. Please click on the links to jump to the information below.
nVision Report Requests "Save" Function Working
Procurement Specialists Can Now Update ChartField Receipts
Travel Authorizations Recommendations
Clarification on Receiving
Blanket Orders - Do's and Don'ts
U-wide Contract Orders
Deadline for Paying on Non-converted POs
Editing a Denied Requisition
All Lines Must be Approved on Requisitions
Purchase Order Dispatch Issues
Attachments Issue
October Training Labs Schedule
Reporting Train-the-Trainer Sessions in Each RRC
Departmental Deposits job aid (pdf) updated
EFS Maintenance Windows
nVision Report Requests "Save" Function Working
Users of nVision Report Requests will now be able to save them in the reporting instance. Background: EFS has successfully migrated the changes to make nVision Report Requests persistent in FSUMRPT. All Report Requests created in FSUMRPT with a prefix of "RP" will be saved during the nightly copy process and joined with "UM" Report Requests created in Production (FSUMPRD). This change is similar to how we currently save nVision Scope Definitions with a prefix of "RP" in the Reporting Instance and join them with "UM" Scope Definitions created in production.
Procurement Specialists Can Now Update ChartField Receipts
As a result of missing security, Procurement Specialists currently don't have the ability to update the receipt ChartField information as indicated in training. An update has been made to the security for the Procurement Specialist to a new menu item (Purchasing, Receipts, Maintain ChartFields) giving access to the page, which allows for the updating of ChartField information on receipts.
Travel Authorizations Recommendations
Approvers cannot take action (approve, send back or denied) on Travel Authorizations (TA) transactions, once the trip or study Start Dates are in the past. When this situation occurs, preparers will need to recreate and resubmit a new TA with trip or study Start Dates in the future for processing and approval.
To avoid this issue, Disbursement Services recommends that TAs should be created with enough lead time (start dates far enough in the future) to ensure the TAs make it through the entire approval process successfully.
Requestors can receive through ePro Receipts on any requisitions for which they are the preparer or on any requisitions that list them as the Requestor.
If you are not shown as either the preparer or requestor, but you are named as an authorized receiver through the ARF security form, you may receive through the Manage Requisition Drop Down Option for receiving.
Blanket Orders - Do's and Don'ts
Some departments want to set up blanket orders for vendors such as Adecco where many departments within their college or area would use the same blanket order. For example, a blanket order for Athletics that lists a separate ChartField for Men's Athletics, Women's Athletics, Track, Softball, Swimming, etc.
Please note: Blanket orders match at the header level, not at the line level.
Recommended:Set up a separate blanket order for each separate ChartField string (or sport). This allows for very simple receiving and voucher processing.
- Do not use a blanket order with separate lines for each different ChartString (or sport).
- Do not use a blanket order with one line and many ChartStrings (one per sport).
Receiving and voucher processing problems will occur.
At this point, workflow is routing all requisitions $50,000 and over to Purchasing Services for approval, even those which reference a U-wide contract number. Purchasing watches for these in their worklist and approves them as quickly as possible.
Please note: Requisitions for items on U-wide contracts may only be issued via the Special Request tab (not CPS or blanket order tab).
Deadline for Paying on Non-converted POs
September 30 is the last day users can enter Non-PO Related Invoices for Non-converted CUFS POs. Beginning October 1, a requisition is necessary to process a voucher for any item not on the Non-PO Related List.
Denied requisitions can be edited through the Manage Requisitions screen. If the Edit Requisition option is not displayed, try editing the denied requisition through e-mail notification of the denied requisition. Or, go to the worklist and edit the requisition through that path.
All Lines Must be Approved on Requisitions
All lines on a requisition must be approved before the requisition will proceed to a purchase order. If a line is denied and the other lines are pending approval, the requisition will not process to a purchase order. However, if the preparer cancels the denied line from the requisition, the other lines may be approved and proceed to an order.
Purchase Order Dispatch Issues
Issues have been reported regarding PO dispatch via fax and e-mail. Faxed or e-mailed POs go through the Mercur software, which does the actual faxing and e-mailing.
A faxed or e-mailed PO may show in dispatched status in PeopleSoft, but actually failed to dispatch in Mercur due to a variety of reasons (e.g., e-mail address has changed, fax was busy, or the fax or e-mail address on the PeopleSoft Vendor File is incorrect).
When a PO fails to dispatch via fax or email, the Procurement Specialist will receive an e-mail notification that the dispatch has failed.
The Procurement Specialist will contact the Requestor or the vendor to get a correct fax or e-mail number to dispatch the order again. If the vendor indicates that the fax or e-mail number should be permanently changed on the vendor file, work with the vendor to fill out the Vendor Authorization Form and Substitute W9 to correct the preferred dispatch method. Fax it to Disbursements Services (Fax: 612-624-1347).
A current issue with attachments means that some attachments are not viewable from the requisition or the purchase order. SWAT is working diligently on this problem and its resolution.
October Training Labs Schedule
Users are encouraged to bring "real" work with them to get the most out of the assistance received in lab. Also, users need to bring their M Key so that work can be saved under their ID. Participants in lab will be assisted on a first-come, first-served basis.
Labs for October will be by topic. We've found that this allows us to get more in-depth with users and focus training resources more effectively. Please select the date that has the topic you need.
See the lab schedule at www.umn.edu/ohr/trainingservices to check for lab changes or additions. If you have any questions, please don't hesitate to contact us at 612-626-1373. Thank you.
Lab Locations
255 WBOB
Oct. 3, 8:30-11:30 - Requisitions, PCard, Receiving, Procurement Specialist
Oct. 15, 8:30-11:30 - Travel Authorizations, Expense Reimbursements, Journal Entries, Create Bills
Oct. 28, 1:00-4:00 - Vendor Payments
St. Paul - 98 Coffey Hall
Oct. 9, 1:00-4:00 - Vendor Payments
Oct. 20, 1:00-4:00 - Requisitions, PCard, Receiving, Procurement Specialist
Reporting Train-the-Trainer Sessions in Each RRC
Reporting is a high priority for users and the EFS team. To best meet the needs of users, Training Services is working closely with each Resource Responsibility Centers (RRCs) to deliver train-the-trainer sessions on reports and inquiries. Responses to date have been very positive. This more personalized, in-depth form of training is organized within each RRCs. RRCs are identifying three individuals from their areas to receive small group training on reports and inquiries with the expectation that they will then provide training to others in their RRC.
Trainers are focusing on five basic reports and other issues and situations particular to the RRC. The eight-hour sessions are an opportunity for users to get a deeper understanding of reporting, what’s currently available from reports, and what issues are being addressed by the EFS SWAT team.
In all, Training Services will be conducting 43 sessions; however, initial results show that another round of sessions may be needed.
EFS Maintenance Windows
- The regular EFS maintenance window for production (FSUMPRD) is 3:30 a.m. until 12:30 p.m. each Sunday.
- The reporting instance (FSUMRPT) is brought down at 4:45 a.m. until 5:45 a.m. Monday through Saturday to "clone" the information for production purposes. On Sundays, this window is 4:45 a.m. to 12:30 p.m.
Training Services Offerings Summary for Fall (pdf)
Endowments Process Has Changed; Course Offered
This is a reminder that the process has changed with the new financial system on how withdrawals, deposits, and income distribution changes of endowments are handled. This responsibility is now handled by department preparers and is no longer a centralized function. If you will have responsibility for this process and did not take the Endowments course earlier this year, be sure to sign up now to take the course on September 19. This course is offered quarterly and the next class is December 10.
This is an instructor-led course which provides a detailed review of the endowments process from a unit's perspective. Participants will review all policies and procedures related to endowments that are held at the University (please note that this does not include any of the four foundations). The course covers processes to initiate, modify, and review endowment transactions in the financial system, as well as how to locate and interpret endowment information. An online assessment will be available at the end of the course.
Treasury Accounting is responsible for ensuring compliance with University policies and procedures. This includes ensuring that deposits, withdrawals, and distributions are consistent with donor intent, and verifying that necessary documentation exists. Treasury Accounting sets up endowments and approves transactions/changes initiated by department preparers.
To enroll in this course, please contact Training Services at 612-626-1373.
Budget Checking Errors
A job aid has been created to assist financial system users when they receive a budget checking error. The instructions in the job aid will walk you through a process to determine if a budget has been set up.
If a budget does not exist, the person in your Cluster authorized to enter budget journals will need to set one up, even if it is only for $0 dollars. Information on how to do this is included in the instructions.
Please note that for sponsored projects, you need to complete a New Account/Project and Rebudgeting Request Form and follow the procedure to get a budget line set up.
If a budget error still exists after following the instructions and setting up a budget line, please contact the University Financial Helpline for assistance.
Reminder Regarding Period 1 and 2
Financial reporting for fiscal year 2009 - Periods 1 and 2 - from the general ledger is available at any point in time and will include financial transactions posted to the general ledger through the run date for the time period(s) selected. However, because we have not officially closed either period, any results obtained should be considered preliminary and should be reassessed when notification has been received that Periods 1 and 2 have officially been closed. Transactions entered into EFS with a September date will be included in Period 3.
An announcement will be made on the EFS Web site when Period 1 and 2 have closed.
If you have questions about this, please contact the Financial Helpline, 624-1617.
-- Accounting Services
Procurement Updates
Requisition Budget Checking: Users will not be able to manually kick off budget checking on requisitions. However, these requisitions will be budget checked every hour on the hour from 7 a.m. to 5 p.m. Monday through Friday. This change will help to alleviate the suspension to dispatched Purchase Orders that the system has encountered
Blanket Purchase Order: Blanket Purchase Orders had been printing the header amount on the line level. This had no effect on any of the accounting that was being produced in EFS. However, this defect has been resolved and the line amounts are now being printed on the line level of the Blanket Purchase Order.
Extend Requisition and Expense approval time: Currently Requisitions and Expense transactions are routed to back up approvers after 3 days. As of 9/10, the escalation will be done after 5 days and will route Requisitions and Expense transactions to the back up approvers. Voucher and Journal Entry approval will remain the same in that both primary and back up approvers are able to access transactions when they are submitted.
Other procurement info:
- Apple is now accessible on the Web tab.
- Effective 9/15, the Ship To Location Table has been reworked to make it easier for U Stores and vendors to deliver to the correct building and room number. The location description, which is the name the department assigns to a particular Ship To Location to enable easy lookup, has not been changed.
- Note to Receivers: Do not receive assets. This is causing a problem. Instead, fill out the Request to Procurement Specialist and send it to your Procurement Specialist to receive the asset.
- Reminder on Change Orders: To change a Purchase Order, contact your procurement specialist. To change a CPS, go to Manage Requisitions and do a Change Request.
Procurement Card Tips
If you need help with PCard reconciliation, please read PCard tips from Training Services.
Combo Codes for HRMS and Student Systems Information
A number of questions have been received regarding how Combo Codes are created and how Chart String information is shared between the Financial System and HRMS, and the Financial System and the Student System.
Some users have indicated that they have had issues using combo codes after they have created a $0 budget entry in the General Ledger. Because the transactions are set for $0, the lines do not post to the General Ledger and thus do not have combo codes built from them. To remedy this, users should enter a $.01 budget entry and set the transaction to auto reverse the next day.
For an explanation of the combo codes and $0 budget entries resolution, and ChartField strings for HRMS and the Student System, click here.
Four Main Sponsored Projects Reports Available
The issues that were identified following go-live when running the four main sponsored projects reports listed below have now all been remedied. You may now run these reports to obtain accurate information on your sponsored projects. Please remember that the data will always be one day behind production, since you will be running these reports from the reporting instance of EFS.
A Sponsored Reports job aid provides more detail about what is included in each of these reports and step-by-step instructions to help you run them.
UMGPCSAO Sponsored Award Overview
UMGPCSPD Sponsored Project Detail
UMGPCSAS Sponsored Award Summary
UMFGM061 Sponsored Transactional Detail.
While the fixes to these reports have all tested satisfactorily, you should, as always, immediately notify the Financial Helpline if you encounter any problems with the reports. The reports do not capture expenses on pre-award accounts; reports are being developed for these transactions and SPA will let you know when they are available. Until such time, expenses on these accounts can be captured via system queries. To learn how to do that, you can use the Sponsored Projects Inquiry job aid. We are also aware of the desire to have the fund number and data ranges added to several of the reports and will be discussing these changes with the programmers along with other priority items.
We have experienced intermittent timing issues with large overnight batch jobs (e.g, payroll runs or large feeder system input files) that prevent the F&A costing job from having sufficient time to run before the next morning. The programmers are working to solve this on a permanent basis. If the nightly F&A job is delayed, we will post that on the EFS-SP Web site. In that instance, if a department needs an immediate balance that day, they can manually calculate the F&A as they used to have to do in CUFS.
Thank you for your patience as we worked with the programmers to get these bugs resolved. As always, please contact Pamela Webb, Sue Paulson, or Kevin McKoskey if you have any questions.
Sponsored Projects Reports Fund Numbers
A number of you have requested that the fund number be included on sponsored projects reports (particularly the NOGA Report) and we are working with the programmers to have the reports adjusted to add fund number wherever appropriate. We don't yet have a date by which this can be accomplished but we'll let you know when you can expect this to be included.
As an interim step, SPA will be adding the fund number to the subject line of the NOGA distribution emails. The fund number will be the one associated with the Primary Project. The subject line of these emails will now read:
Award: Dept ID - Primary Project PI Name - Agency Abbrev - Award ID - Primary Project - Fund
Sample: Award: 10010 – Gorder – NIH – CON000000000001 - 04416598 - 3002
If you need to predict a fund number for an existing project, the fund numbers are assigned as follows:
3000 Business and Industry - Sponsored
3001 Foundations - Sponsored
3002 Federal Government - Sponsored
3003 Local Government - Sponsored
3004 Foreign Government - Sponsored
3005 State of Minnesota - Sponsored
3015 State of Minnesota - Appropriations
3006 Other Private – Sponsored
The following funds are used for federal pass through dollars (e.g, when the U of M is a subrecipient to another entity that received federal funding):
3010 Sponsored Business and Industry - Federal Pass Thru
3011 Sponsored Foundation - Federal Pass Thru
3012 Sponsored Other Government - Federal Pass Thru
3013 Sponsored State of Minnesota - Federal Pass Thru
3014 Sponsored Other - Federal Pass Thru
-- Sponsored Projects Administration
EFS Maintenance Windows
- The regular EFS maintenance window for production (FSUMPRD) is 3:30 a.m. until 12:30 p.m. each Sunday.
- The reporting instance (FSUMRPT) is brought down at 4:45 a.m. until 5:45 a.m. Monday through Saturday to "clone" the information for production purposes. On Sundays, this window is 4:45 a.m. to 12:30 p.m.
EFS Listserv Has Been Updated
We’ve updated the EFS listserv. This listserv is used to communicate news/issues/resolutions, etc. about the Enterprise Financial System.
We hope we did not inadvertently remove anyone who wishes to continue to receive these e-mails. If your colleague(s) has been removed from the list, please have them please send an e-mail to finsys@umn.edu. Send us an e-mail if you no longer wish to receive these updates.
The updated listserv includes all those who have taken the COA assessment, Controller’s Office, all Business Process Owners, EFS team, Resource Responsibility Center managers, Cluster Directors, Sponsored Projects Administration staff, Grants Management User Network members, Data Analysts, Certified Approvers, Office of Information Technology staff, Enterprise System Training staff, Financial System User Network, EFS Executive Steering Committee, and EFS Functional Steering Committee. We have also included those who have previously opted in or opted out of the listserv.
A Message from Organizational Effectiveness:
The Organizational Effectiveness unit in the Office of Human Resources has received a fair amount of feedback from our customers and stakeholders indicating that the new name we chose for Training Services might be confusing. Therefore, effective on Monday, Sept. 8, 2008, we have reverted to the former name, Training Services. At some point in the future we will identify a new name that will meet the goals of the Organizational Effectiveness unit and be clear to the University community.
We realize that many of you have bookmarked the new Enterprise Systems Training web pages and will now need to rebookmark them to the Training Services pages. We apologize for this inconvenience. Despite these name changes we want you to know that we remain dedicated to meeting your training needs.
Questions regarding this change may be directed to Mel Mitchell, 4-5087. Questions related to training classes, training labs, job aids, etc., should be directed to 6-1373 or trngsvcs@umn.edu. Also see the Training Services Web site.
Thank you.
News & Events Archive (news and events from 2006 through January 2007)