PS Reference

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City of Kansas City, Missouri

PeopleSoft Financials Implementation End-User Training Course Catalog

City of Kansas City, MO

PEOPLESOFT FINANCIALS

END-USER TRAINING COURSE CATALOG

http://central/project.nsf/web/crewtraining



City of Kansas City, Missouri


Welcome to PeopleSoft!

In 2004, the City of Kansas City, MO is implementing new and up-to-date software systems to manage

our Financial and Human Resources requirements. A crucial step in making this transition successful is

training City employees on how to conduct business in this new web-based environment.

The KC-CREW Training Team has been working hard to gather information and develop curriculum

materials that will prepare you, the end-user, to do your jobs using the new PeopleSoft programs. I am

proud to present to you a product of this effort, the catalog of courses for the PeopleSoft Financial

Modules.

This catalog includes descriptions of all the courses that will be offered to train City employees on the use

of the new Financial software, including who should attend, the length of classes and prerequisites, if

applicable. You can also find additional information about each course, including lists of specific topics to

be covered, online at the KC-CREW intranet website under Training.

All of the courses will be taught by instructors who are familiar with both the City’s current financial

practices and the new software. In these classes, you will use hands-on exercises to learn how to

conduct financial activities in the PeopleSoft environment. You will also receive a manual for each class.

Please refer to this catalog when deciding what courses will be appropriate for you to take, based on your

current job responsibilities and what you will need to be able to do when the Financial software goes “live”on May 3, 2004. Be sure to discuss this with your supervisor. Then use the Employee Enrollment Packet

which lists the PS Financial Class Schedule to select your class(es) by date and location and register for

them through your KC-CREW department liaison. End-user Financial classes will begin in mid-March.

For the most up-to-date information about the Financial training and the Human Resources software

training that will follow soon after, be sure to visit the KC-CREW website on the City’s Intranet.


Debra Connor Kathy ClowersManager, Education & Development Training Coordinator Human Resources Department MAXIMUS





1717 City of Kansas City, Missouri


TABLE OF CONTENTS

ACCOUNTS PAYABLE................................................................................................................................ 1 COURSE NUMBER – 400..............................................................................................................................1

Voucher Management ......................................................................................................................... 1

ACCOUNTS RECEIVABLE.......................................................................................................................... 1

COURSE NUMBER – 700..............................................................................................................................1 Accounts Receivable ........................................................................................................................... 1

ASSET MANAGEMENT ............................................................................................................................... 2

COURSE NUMBER – 301..............................................................................................................................2 Asset Transactions.............................................................................................................................. 2

COURSE NUMBER – 302..............................................................................................................................2 MANAGING ASSETS ................................................................................................................................. 2

BUDGETS..................................................................................................................................................... 2

BILLING........................................................................................................................................................ 3

COURSE NUMBER – 701..............................................................................................................................3 Billing .................................................................................................................................................... 3

CASH RECEIPTING..................................................................................................................................... 3

COURSE NUMBER – 500..............................................................................................................................3 DEPOSITS IN PEOPLESOFT ....................................................................................................................... 3

CONTRACTS FOR ACCOUNTS RECEIVABLE.........................................................................................4

COURSE NUMBER – 800..............................................................................................................................4 Contract Management......................................................................................................................... 4

GENERAL LEDGER.....................................................................................................................................5

COURSE NUMBER – 900..............................................................................................................................5 General Ledger Introduction & Viewing Information ...................................................................... 5

COURSE NUMBER – 901..............................................................................................................................5 Journal Activities................................................................................................................................. 5

COURSE NUMBER – 902..............................................................................................................................6 General Ledger Maintenance.............................................................................................................. 6

COURSE NUMBER – 903..............................................................................................................................6 Advanced Journal Processing...........................................................................................................6

COURSE CATALOG FINANCIALSDate: 3/1/2004 MAXIMUS, Inc. © 2003. All Rights Reserved Page i





INVENTORY .................................................................................................................................................7

COURSE NUMBER – 107..............................................................................................................................7 Inventory ............................................................................................................................................... 7

COURSE NUMBER – 108..............................................................................................................................7 Storeroom Item Administration.......................................................................................................... 7

PROJECTS & GRANTS...............................................................................................................................8

COURSE NUMBER – 600..............................................................................................................................8 Projects................................................................................................................................................. 8

COURSE NUMBER – 601..............................................................................................................................8 Grants ...................................................................................................................................................8

COURSE NUMBER – 100..............................................................................................................................9 Create & Process Requisitions using eProcurement ...................................................................... 9

COURSE NUMBER – 101..............................................................................................................................9 Requisition and PO Approval.............................................................................................................9

COURSE NUMBER 102...............................................................................................................................10 Strategic Sourcing............................................................................................................................. 10

COURSE NUMBER – 103............................................................................................................................10 Purchase Orders................................................................................................................................ 10

COURSE NUMBER – 104............................................................................................................................11 Receiving............................................................................................................................................ 11

COURSE NUMBER – 105............................................................................................................................11 Vendor Administration ......................................................................................................................11

COURSE NUMBER – 106............................................................................................................................12 Purchasing Contracts .......................................................................................................................12

COURSE NUMBER – 109............................................................................................................................12 Requistion Creation and Processing............................................................................................... 12

ONLINE TUTORIALS……………………………………………………………………………………..….13

COURSE CATALOG FINANCIALSDate: 3/1/2004 MAXIMUS, Inc. © 2003. All Rights Reserved Page ii





ACCOUNTS PAYABLE

Course / Description Length Prerequisite(s)

COURSE NUMBER – 400Voucher Management 2 days None

User Description

COURSE NUMBER – XXX

During this course you will be introduced to the different

procedures used to manage vouchers. Learn how to

enter vouchers, match a voucher with purchasing and

receiving documents, create journal vouchers,

templates, adjustments, approvals, recurring contracts,

perform budget checks and voucher posting. In

addition, learn how to view voucher information using

PeopleSoft drilldown capabilities.

Recommended Users

This course is recommended for end-users. Individuals who process Vouchers should attend.

ACCOUNTS RECEIVABLE


COURSE NUMBER – 700

Accounts Receivable 2 days None

This comprehensive course covers all aspects of the

Accounts Receivable module. Learn how to enter and

maintain your AR customer information, Receivables, apply

payments, un-post payments, process AR interfaces,

refunds, generate statements and run the Aging process.

Produce your own dunning letters and calculate overdue

charges. In addition, learn how to inquire (search and view)

Accounts Receivable information and produce pertinent

reports.

Recommended Users

This course is intended for end-users using PeopleSoft AR, Billing and/or Receivables’ Contracts.

Individuals who process Accounts Receivable transactions and maintain AR information should attend.

COURSE CATALOG FINANCIALS

Date: 3/1/2004 MAXIMUS, Inc. © 2004. All Rights Reserved 1





ASSET MANAGEMENT


COURSE NUMBER – 301Asset Transactions 1 day None

This course focuses on asset transactions used to

maintain asset information in PeopleSoft, such as:

adding owned or leased assets; reviewing open

transactions, coping or adjusting assets; transferring,

retiring or reinstating assets; and processing

depreciation.

Recommended Users

This course is intended for users who process and maintain assets. It is recommended for departmental

accounting personnel and management who maintain asset transactions.



1 day None MANAGING ASSETS

This is a comprehensive course explaining the differentprocesses involved when you are managing your asset

information within PeopleSoft. This course will include such

topics as: Accounting entries for assets; entering service

and repair details; integrating with Payables, Purchasing

and Projects; using the transaction loader; planning for

capital acquisition; reviewing asset activity; and standard

asset reporting features.

Recommended Users

This course is intended for departmental personnel who manage asset transactions, including integrationfrom other modules.

BUDGETS Information about training in this area will be provided at a later date.







BILLING


COURSE NUMBER – 701Billing

1 day None

This course focuses on maintaining customer’s billing

information within PeopleSoft. Learn how to bill

transactions, copy an existing bill, adjust a bill, generating

invoices, and process billing information using an interface.

How to inquire (view and search) on billing information and

producing reports is also included.

Recommended Users

This course is intended for end-users. Individuals who process Billing transactions and maintain Billing

records should attend.

CASH RECEIPTING



2 hours NoneDEPOSITS IN PEOPLESOFT

Participants in this class will learn the procedures for

creating a deposit in PeopleSoft, and how to run a

query to review a list of unclaimed bank deposits.

Recommended Users

This course is intended for end-users who prepare cash receipts for posting to the City’s current system

and will be performing this same task in PeopleSoft after go-live.







CONTRACTS FOR ACCOUNTS RECEIVABLE



Contract Management 1 day None

This course covers the essential elements for

processing Contracts within PeopleSoft. Learn how to

maintain contract data, manage billing plans, plan

revenue recognition, manage milestones, integrate with

PeopleSoft billing, and perform contract amendments.

In addition, learn how to inquire (search and view)

contract information and produce pertinent reports.

Recommended Users

This class will be offered by invitation only to selected departments who are implementing this

function of PeopleSoft at the GO-LIVE date. Additional training classes will be available at later

dates as needed.







GENERAL LEDGER


COURSE NUMBER – 900General Ledger Introduction &Viewing Information

6 hours None

This course is an introduction to the PeopleSoft

General Ledger system and ChartFields. Learn how

to inquire (search and view) general ledger activity

and budget transactions. Discover how easy it is to

extract information from you new system simply by

running a report or query.

Recommended Users

This course is intended for end-users. Individuals who view reports and inquiries from the general ledger

and budget should attend. It is recommended for managers, analysts, and accountants.



Journal Activities 1 Day Course #900

This course emphasizes Journal Entry activities,

including: editing, budget checking, approving, posting,

copying and deleting. Resolve combination editing and

budget checking exceptions; and preparing and

processing budget transfers.

Recommended Users

This course is intended for end-users. Individuals who be processing Journal transactions in PeopleSoftshould attend.







General Ledger (Continued)



This course provides employees with a clear

understanding of General Ledger structure. Learn how to

maintain User Preferences, ChartFields, Business Units,

Ledgers, Calendars, and Combination Edit Rules.

Procedures for monthly processing (opening and closing

periods) and year-end processing (closing ledgers);

maintaining budgets (including trees, definitions and

activation) will also be included.

1 ½ days Course 900Course 901

General Ledger Maintenance

Recommended Users

This course is intended for only those individuals who are responsible for General Ledger maintenance

activities. It is recommended for accountants.



Advanced Journal Processing

A continuation of courses 900 and 901, this course covers

advanced journal entry processing, such as: Journals from

sub-systems (i.e. Accounts Payable), reversing journals,

un-posting journals, standard journals, statistic journals,

spreadsheet journals and allocations. Class is concluded

with learning how to make Budget Adjustments.

1 ½ days Course 900Course 901

Recommended Users

This course is for accountants who will be using advanced journal entry functions.







INVENTORY



Inventory2 days None

Learn how to manage your storeroom or warehouse

inventory in PeopleSoft. This course includes:

fulfilling inventory requests, receiving and putting

away inventory items, completing inventory counts,

transferring items, and handling general inventory

inquiries.

Recommended Users



dates as needed.



Storeroom Item Administration 1 day None

This course focuses on managing and creating inventory

storeroom/warehouse items and the inventory attributes

associated with those items in PeopleSoft. Learn how to

identify the status of the item, assign replenishment levels,

update item attributes, assign bin locations, and view

inventory information.

Recommended Users



dates as needed.







PROJECTS & GRANTS



Projects

This course covers the fundamental procedures for

project administration. Learn how to create a new project,

maintain existing project information, analyze projects,

integrate projects with other PeopleSoft functions, such

as: purchasing, accounts payable, inventory, accounts

receivable, general ledger, contracts & project pricing,

time & labor, and assets.

Recommended Users

This course is intended for Project Managers, Project Administrators and Cost Accountants.



Grants

This course covers the fundamental procedures for grant administration including how to create a project

proposal, view and apply transactions, establish

awards, and bill grant information. Budgeting / funds

management, booking revenue, and grant reporting will

also be discussed.

Recommended Users

This is a pilot class which will be offered by invitation only to selected departments. Additional

training classes will be available at later dates as needed.

1 day 600

1 day None







Purchasing


COURSE NUMBER – 1001 day None Create & Process Requisitions using

eProcurement

Learn how to create requisitions for ordering goods

and services through a catalog or by a special

request using the eProcurement module. Also

included in this course: processes for maintaining,

viewing, and canceling requisitions, followed by an

introduction to standard reporting features.

Recommended Users

This is a pilot course. Attendees for this class will be selected by the KC Crew development team

and will use eProcurement as their primary requisitioning tool.



This course is designed to provide students with an

overall understanding of the logic and routing behind the

City’s automated approval process. Employees will learn

how to review and approve a requisition, or purchase

order through their personal Worklist, or via an email

notification.

½ day None Requisition and PO Approval

Recommended Users

This course is intended for City staff involved in workflow approvals of requisitions and purchase orders in

PeopleSoft.







Purchasing (Continued)


COURSE NUMBER 102

Strategic Sourcing1 day None

Learn to process bids and receive responses online via

the internet. After attending this session you will be

able to create events, enter bids and invite bidders,

assign and evaluate bids using bid factor scoring, view

bid responses, analyze events, award a contract and

create a purchase order.

Recommended Users



dates as needed.



2 days None Purchase Orders

This course covers the essential elements for creating

and maintaining purchase orders within PeopleSoft.

Employees will learn how to create, budget check,

approve, and dispatch a purchase order; receive and

return orders to vendors; create change orders; view

requisitions, quotes, and purchase order information;

and the basic features for report preparation.

Recommended Users

This course is intended for Buyers and other City users that will be creating or updating purchase orders.







PURCHASING (CONTINUED)


COURSE NUMBER – 104Receiving

Learn how to record receiving item transactions online

as they are delivered. This course covers receiving,

inspecting, rejecting, and returning items to vendors.

Recommended Users

This course is intended for City users that will be receiving orders on-line.

Course / Description Length Prerequisite(s)COURSE NUMBER – 105

Vendor Administration

This course is designed to teach employees how to

maintain vendor information within the PeopleSoft

system. Learn how to enter vendors for City approval

to become suppliers, vendor updates/changes, record

vendor conversations or complaints, and enter human

relations information.

Recommended Users



dates as needed.

½ day None

½ day None







Purchasing (Continued)



½ day None Purchasing Contracts

This course covers the fundamental procedures for

contract administration. Learn how to create a new

contract, maintain existing contract information and

issue a contract release.

Recommended Users



dates as needed.



Requistion Creation and Processing 1 day None

Learn to create requisitions for ordering goods and

services. Specify items, schedule due dates, andfunding information will be shown. Pre encumbrance /

budget check, submitting requisitions for approval,

changes, cancellations, inquires and printing are also

included. This course is intended for end-users that will

be creatin re uisitions on-line.

Recommended Users

This course is intended for end-users who will be entering purchase requests on-line.







ON-LINE TUTORIALS ON VIEWING INFORMATION INPEOPLESOFT

A number of classes on how to view information in PeopleSoft Financial modules will be available in anon-line tutorial format only. Interested end-users can attend open forum events where the view functions

will be demonstrated and then practice these viewing skills in on-line tutorials available at their desktop

computers.

The Open Forum events will be scheduled in April—dates and locations to be announced. They will

require no pre-registration. Online Tutorials in the following topics will be available starting in April 2004:

ACCOUNTS PAYABLE: Viewing Voucher and Payment Information

ACCOUNTS RECEIVABLE: Viewing Accounts Receivable Information

ASSET MANAGEMENT: Viewing Assets Information

BILLING: Viewing Billing Information

CASH MANAGEMENT: Viewing Cash Receipting Information

CONTRACTS: Viewing Contract Information

PROJECTS & GRANTS: Collecting & Viewing PC/GM Costs

PURCHASING: Viewing Requisitions, Quotes and Purchase Orders


Date: 3/1/2004 MAXIMUS Inc © 2004 All Rights Reserved 13

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