Session A - Financial Reporting Tools Part I

Session A - Financial Analysis & Reporting Tools Part I 10/24/19
Annex C
SESSION A
Financial Analysis
and Reporting Part I
Alejandro Galindo (SDCOE)
Miranda Durning (Lakeside Union School District)
Terri Darr (Carlsbad Unified School District)
Mark Pong (Del Mar Union School District)
Session Topics
• Welcome & Introductions
• Review of Existing Tools
• 1% Salary Calculator
• Budget, Pre-Enc, Enc, Actuals Query
• Position Control Auditing
• Summary GL Trial Balance
• Wrap Up & Closing
2019 PeopleSoft User's Conference | 10/24/19
PeopleSoft Conference 2019

Annex C
Disclaimer
• District created tools are not a one-size fits all
• Make sure to understand how the tools work and what data drives
the results
• Validate any data being calculated prior to posting in system or
using for decision making
• May not be able to use the tool, but can use some of the ideas
behind the tools
Review of Existing
Tools

Annex C
Review of Existing Tools

• Interest Calculator
• CAT Form
• Trial Balance Spreadsheet
• Journal Entry Staging
• Budget Upload Template
• Escondido’s A/P Accruals, 9910 process
• Payroll Projection Calculators
1% Salary
Calculator
Presented by:
Alejandro Galindo, San Diego County Office
of Education

Annex C
1% Salary Calculator
• Problem:
 Human Resources needs salary information for
negotiations
 SACS Criteria and Standards requests 1% cost by
certificated, classified and management
• Solution: 1% Salary Calculator
1% Salary Calculator
• This tool:
 Segregates Labor Costs by funding source, bargaining
unit, and program
• Identify Positions’ Funding Source
• Develop a plan for position continuation
(Categoricals, Income Driven)
 Audits and updates positions’ DBT in HCM
 Compares FTEs by funding source and program via a
Dashboard

Annex C
Notes on Source Data

• Projected Labor Costs for Upcoming FY
o Employee History Report off Budgeting System (Hyperion)
• Matches all Position Related Details on Budget Books
• Includes Base Pay, MCOPs (Longevity, Education, Doctoral
Stipends), Additional Pay (Extended Days STRS)
• Requires Some Data Manipulation
o Use of Translation Tables
o Allows for Description Revisions
o Benefit Rates can be Updated
Translation Tables
• Use Translation Tables to Maintain Fund and Program
Classifications
• Use Vlookup to Populate Values

Annex C
Benefit Rates Adjustments

• As benefit rates change year over year, the tool can be revised to
the new values/percentages
1% Salary Increase & Benefits Calculation

• Breaks it Down by Fund, Restricted/Unrestricted and Resource
Type

Annex C
1% Salary Increase & Benefits Calculation

• Breaks it Down by Fund, Restricted/Unrestricted and Resource
Type
Dashboard for FTE Analysis

• FTEs by Bargaining Unit and by Program
• Slicer by Fund, Restricted/Unrestricted and Resource Type

Annex C
Discussion
• How does your district calculate 1% of salary?
• What assumptions do you make?
Budget, Pre-Enc,
Enc, Actuals Query
Presented by:
Mark Pong, Del Mar Union School District

Annex C
M_KK_BUDGET_W_EXP
• Problem:
 How can we trace transactions from requisition to expenditure?
 How can we see payments against an open Purchase Order?
• Solution: M_KK_BUDGET_W_EXP
Downloading the Query

• M_KK_BUDGET_W_EXP
Information needed

Annex C

• Query Results

Annex C

• Use FAR_PURCHASE_PO_INFO to match purchase order with
requisition
Creating a Pivot Table

Annex C

Elements for Pivot Table set-up

Annex C

Annex C
Comparing to Budget Overview

Annex C
Reading the Pivot Table
Tracing from Requisition to Expenditure

Open PO with payments
Discussion
• How do you review budgets, pre-encumbrances, encumbrances,
actuals and remaining balances?

Annex C
Position Control
Auditing
Presented by:
Terri Darr, Carlsbad Unified School District
Position Control Auditing

• Problem:
 How can we audit HR and Payroll Systems to ensure uniformity?
• Solution: Position Control Auditing

 Worksheet to audit FTEs, Columns, Steps, and Funding

Annex C
Obtain Data from HR System

• The following fields are needed: Employee ID, position number,
FTE, Column, Step, Account Number and Account Distribution
Percent.
• Add a column titled “System” and fill in that this data is from the
“HR” system.
Obtain Data from Payroll System

• Run FAR_HR_POSITION_W_EE_AND_ACCT
• Remove all Sub Positions
• Make sure exception hourly positions have a calculated FTE. If
needed, run HR Validation, use a vlookup, bring in standard hours.
• Create a chartstring column (=Z2&"-"&X2&"-"&AB2&"-"&AA2&"-
"&V2&"-"&W2&"-"&AC2)
• You may need to remove lead zeros on Column and Steps
• You may need to divide Percent by 100.
• Add a column titled “System” and note that this data is from
“Payroll”.

Annex C
Compare, Compare, Compare

• Make sure both files look alike!
• Copy and paste into a new spreadsheet, stacking one worksheet
below the other.
FTE Pivot Table

Annex C
Column and Step Pivot Table
Funding Pivot Table
Use Conditional Formatting to Identify Duplicates

Review all Duplicates

Annex C
Discussion
• How does your district audit position control system?
Summary GL Trial
Balance
Presented by:
Mark Pong, Del Mar Union School District

Annex C
Summary GL Trial Balance

• Problem:
 How can we view revenue, expense, beginning, and ending fund balances all
at once? For Budget and Actuals
• Solution: Summary GL Trial Balance Tool
Summary GL Trial Balance

 Improvement on original GL Trial Balance
• Can view all resources at once, by 4 or 7 digit resource

Annex C
Wrap Up & Closing

These slides and session notes are published
on the PeopleSoft Support website.
http://crc.sdcoe.net/peoplesoftconference

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Session A - Financial Analysis & Reporting Tools Part I 10/24/19

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Review of Existing Tools

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

• Solution: 1% Salary Calculator

2019 PeopleSoft User's Conference | 10/24/19

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Notes on Source Data

2019 PeopleSoft User's Conference | 10/24/19

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Benefit Rates Adjustments

2019 PeopleSoft User's Conference | 10/24/19

1% Salary Increase & Benefits Calculation

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

1% Salary Increase & Benefits Calculation

2019 PeopleSoft User's Conference | 10/24/19

Dashboard for FTE Analysis

2019 PeopleSoft User's Conference | 10/24/19

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• What assumptions do you make?

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

2019 PeopleSoft User's Conference | 10/24/19

Downloading the Query

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Downloading the Query

2019 PeopleSoft User's Conference | 10/24/19

Downloading the Query

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Downloading the Query

2019 PeopleSoft User's Conference | 10/24/19

Creating a Pivot Table

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Creating a Pivot Table

2019 PeopleSoft User's Conference | 10/24/19

Creating a Pivot Table

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Creating a Pivot Table

2019 PeopleSoft User's Conference | 10/24/19

Creating a Pivot Table

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Creating a Pivot Table

2019 PeopleSoft User's Conference | 10/24/19

Comparing to Budget Overview

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Reading the Pivot Table

Tracing from Requisition to Expenditure

2019 PeopleSoft User's Conference | 10/24/19

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019