cutover memo

Deidre (“Dee”) L. Henne AVP (Administration) & CFO

Downtown Centre, Rm.501 50 Main Street East Hamilton, Ontario, Canada L8N 1E9

Phone: Mobile: Fax: E-mail:

905.525.9140, Ext.23083 905.869.0343 905.529.3272 [email protected]

Date: October 15, 2013 From: Dee Henne, AVP (Administration) & CFO Re:

Cutover schedule from FAS to PeopleSoft Financial Tools

In preparation for the December 2nd launch of PeopleSoft Financial Tools as McMaster’s new accounting system, several processes in the current accounting systems must be brought to a close. This memo will outline the systems which are affected and the last day that transactions may be recorded in the legacy system. After a system listed in the table below is closed, all further transactions will be entered into the new PeopleSoft system. Only outstanding (or open) Purchase Orders will be converted into PeopleSoft. If the cut-off dates given below are missed, it will not be possible to post the entry in the legacy system and it will be returned to be entered into PeopleSoft once it goes live.

System Cutover Deadlines System

Cut-off Date

Travel & Expense Claims

November 15

Outstanding Travel Advances

November 15

Petty Cash (existing)

November 15

Petty Cash (new) updated

November 15 October 31

Purchase Requisitions (new)

November 15

System Contracts

October 31

Purchase Cards (BMO)

November 15

Notes The last day to submit a travel and expense claim for approvals and processing is November 15, after which, travel and expense claims will need to be submitted through PeopleSoft (available December 2.) Effective November 16, all outstanding travel advances must be reconciled and submitted. All outstanding travel advances need to be closed before November FAS month end. Must be reconciled and replenished before the end of November. This deadline allows that processing to take place in the old system before the cutover. Petty cash reimbursements will be available under PeopleSoft after December 2. Effective November 115, no new petty cash funds will be created. New petty cash funds can be created in PeopleSoft after December 9. New purchase requisitions must be received by Strategic Procurement or Research Finance by November 15 to be entered in the current system for transfer to PeopleSoft. Please contact Strategic Procurement to discuss timing requirements for any RFP related purchases during October and November. Effective November 1, purchases previously made on systems contracts should be made through either a Purchase Card (BMO MasterCard) or a Purchase Requisition. Must be reconciled for business transactions incurred up to September 30. October and November balances will be rolled over to PeopleSoft. *See additional information.

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System Cutover Deadlines Drafts and Wires (Domestic*) *Performed Centrally

November 22

Drafts and Wires (International)

November 15

Cheque Requisition (Research)

November 15

Cheque Requisition (all other)

November 22

Payment on existing Purchase Orders (PO’s)

November 25

Tray uploads

November 28

November 28 is the last day for tray uploads to be received in Accounts Payable for processing business in the old system.

Debit Memos

November 28

November 28 is the last day for debit memos to be received in Accounts Payable for processing in the old system.

Journal Entries Requiring Research Approval

November 29

November 29 is the last day to submit for approvals for processing November business.

PDA/MPDA

November 29

On-line Cashiering and Moneris

December 3

November 29 is the last day to confirm the current budget amount reflects correct carry-forward and current-year allocation. Direct corrections through your Budget Analyst. This is unchanged from normal month end close. Decemberdated receipts must be entered in PeopleSoft. *See Moneris On-line Cashiering section below for further information.

Journal Entries

December 5

November 22 is the last day to submit for approvals for processing business. After November 22 enter non-PO vouchers in PeopleSoft (available December 2.) November 15 is the last day to submit for approvals for processing business. December 2 is the first day to submit for approvals for processing in the new system using the Voucher Entry (non-PO) module in PeopleSoft. November 15 is the last day to submit for approvals for processing business. December 2 is the first day to submit for approvals for processing in the new system using the Voucher Entry (non-PO) module in PeopleSoft. November 22 is the last day to submit for approvals for processing business. December 2 is the first day to submit for approvals for processing in the new system using the Voucher Entry (non-PO) module in PeopleSoft. November 25 is the last day for invoices to be received in Accounts Payable for processing business. Outstanding PO’s after this date will be converted, uploaded and available for invoice processing in PeopleSoft for December business.

(Applies to Campus Store, Facility Services, Hospitality Services )

Last day to submit for approvals for processing in November business.

New Accounts 

 

No new accounts will be created in FAS after October 31 to allow final chart of account conversions into the new system. Existing subcodes may be added to existing FAS accounts on an exception basis. New chartfields (accounts in legacy terminology) may be created in PeopleSoft after December 9.

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Reports Legacy   

November FAS close is Thursday, December 5. November (and all earlier) month-end reports will be available in e-Reports December 6. Transactions and balances in FAS up to November 30 will continue to be available to view until completion of the fiscal 2013/14 audit, date to be confirmed.

PeopleSoft 

 

 

Month end balances to October 31 will be loaded in PeopleSoft before December 2 golive. November balances will be uploaded to PeopleSoft as quickly as possible after downloading from FAS, balancing, and mapping to PeopleSoft chartfields has taken place. The balances in PeopleSoft will not reflect correct year-to-date activity until this load has happened. A communication will be sent out when November has been loaded. Due to the cutover plan in the above table year to date results at November month end may not reflect all normal expenditures due to a small processing delay, we appreciate some patience with this cutover affecting this one month of activity. December month-end close (the first month end in PeopleSoft) is scheduled for January 15. We are allowing extra time for all cutover transactions to be entered in addition to all December activity. . More information will follow after go-live

Additional Information Purchase Card (P-Cards)   

McMaster has updated its Purchase Card contract with BMO requiring all current McMaster Purchase cards be replaced. Cardholders will receive a separate message regarding this transition occurring at the end of October. Where reconciliations are outstanding at November 15, Accounts Payable will charge outstanding balances to a default account for further follow-up. Please note: the change in Purchase Cards (used for goods and services acquisition) does not affect the McMaster Diners Club (used for travel).

Travel 

  

Expenses relating to travel occurring after October 31st will be reimbursed as incurred; as such, no travel advances will be issued centrally for travel occurring after October 31st. Travel advance requests are no longer issued, including airfare bookings through BCD Travel. All travel related expenses should be charged to your McMaster Diners card. If required for travel related incidentals, a cash advance may be taken through your McMaster Diners card and later reconciled with receipts. If you do not have a McMaster Diners card, the application can be found at:

http://www.mcmaster.ca/bms/pdf/dinersclub.pdf 

In PeopleSoft all McMaster Diner’s card transactions will be uploaded into the system from the vendor reducing transaction entries related to the future reimbursement process. As well, the Advance Request Form will be unnecessary; all expenses and cash advances

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drawn from the McMaster Diner’s card will be reimbursed using the new Travel and Expense Module (going live on December 2 with learning sessions beginning in November and additional availability of self-guided system learning tools).

Moneris Online Cashiering  

It is very important that all November Moneris receipts must be entered before the cut-off date of December 3. There will be a new process for recording your Moneris receipts in PeopleSoft. Moneris merchants will be contacted individually regarding this new process before go-live.

Training System courses are being offered as classroom sessions and online self-guided learning tools. Learning materials will be released in late October with classroom sessions initiated in November and continuing into 2014. The full classroom session schedule is available on the Mosaic website: http://www.mcmaster.ca/mosaic/training/index.html Classroom sessions before December's go-live date will be prioritized with priority given to high-volume users. After the launch, class sessions will be open to all system users. Users will receive additional guidance about which courses they should consider taking when they receive an invitation to register for learning sessions in mid-October. All materials for classroom sessions will be made available online with other self-guided learning tools.

Communications The first electronic newsletter for Financial Systems users was sent out to Finance and Research Finance users on Monday, October 7. The newsletter will be used to keep you informed of training options and updates. If you have any questions about systems cut-offs, please contact the following: Area Accounts Payable and Purchasing Travel Journal entries, account statements, and FAS Student Accounts & Cash Receipts PDA/MPDA Trust and Endowments Mosaic Training Mosaic Newsletters

Contact Karen Campbell, x22991,[email protected] Sharon Patry, x24502, [email protected] [email protected] Student Accounts x24406 [email protected] Chris Sylvester, x24766, [email protected] Sue Speare, x24812, [email protected] Jill Axisa, [email protected] [email protected]

Petty Cash, contact Nancy Gray [email protected] 4