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ConnectND NDUS Financials Update ______________________________________________________________________ 2-4-04. Agenda. PeopleSoft Assets Questions. What Is PeopleSoft Assets?. System to record and track fixed assets and certain non-capital assets Replacing our legacy Fixed Assets module. - PowerPoint PPT Presentation
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ConnectNDConnectNDNDUS Financials UpdateNDUS Financials Update
____________________________________________________________________________________________________________________________________________
2-4-042-4-04
22
AgendaAgenda
PeopleSoft AssetsPeopleSoft Assets QuestionsQuestions
33
What Is PeopleSoft What Is PeopleSoft Assets?Assets?
System to record and track fixed System to record and track fixed assets and certain non-capital assets assets and certain non-capital assets Replacing our legacy Fixed Assets Replacing our legacy Fixed Assets
module module
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What information will be What information will be converted?converted?
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What are the challenges?What are the challenges?
Cost is required for PeopleSoft AssetsCost is required for PeopleSoft Assets Some of our assets don’t have costSome of our assets don’t have cost
Will use cost, then capitalization, then Will use cost, then capitalization, then insurance valueinsurance value
Some of our assets have none of these Some of our assets have none of these valuesvalues
Convert with cost and accumulated Convert with cost and accumulated depreciation of $1depreciation of $1
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What are the challenges?What are the challenges?
Some funding information is obsoleteSome funding information is obsolete Can’t convert unreliable informationCan’t convert unreliable information
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What are the challenges?What are the challenges?
PeopleSoft uses Location to identify PeopleSoft uses Location to identify where asset iswhere asset is Location is very broadly used fieldLocation is very broadly used field
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What are the challenges?What are the challenges?
Some fields that we have currently Some fields that we have currently don’t existdon’t exist Federal use and titleFederal use and title
Investigating how to use existing fieldsInvestigating how to use existing fields
2222
What about…?What about…?
Is it possible to not convert assets Is it possible to not convert assets under $5,000 (Type 08)?under $5,000 (Type 08)? Yes. The asset conversion will only Yes. The asset conversion will only
convert assets that have not been convert assets that have not been tagged for deletion. Any assets tagged tagged for deletion. Any assets tagged for deletion will be skipped.for deletion will be skipped.
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What about…?What about…?
Do I need to go into HECN and delete Do I need to go into HECN and delete these assets? Would it be possible to run these assets? Would it be possible to run a job to update the status to "delete"?a job to update the status to "delete"? When the capitalization limit went to $5,000, When the capitalization limit went to $5,000,
a program was developed to convert capital a program was developed to convert capital assets under $5,000 to non-capital assets. assets under $5,000 to non-capital assets. That program (JCLFA900) can be used to tag That program (JCLFA900) can be used to tag the non-capital assets for deletion.the non-capital assets for deletion.
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What about…?What about…?
Our departments maintain Excel Our departments maintain Excel spreadsheets with additions, deletions and spreadsheets with additions, deletions and transfers of minor equipment. We would transfers of minor equipment. We would prefer that this process remain in place prefer that this process remain in place and the assets not be converted to and the assets not be converted to PeopleSoft with a status of 'TRACK'.PeopleSoft with a status of 'TRACK'. While I don't have the authority to require While I don't have the authority to require
campuses to convert non-capital assets, I campuses to convert non-capital assets, I would strongly encourage campuses to would strongly encourage campuses to consider it.consider it.
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What about…?What about…?
All capital assets over $5,00 All capital assets over $5,00 converted (equipment, land, etc.). converted (equipment, land, etc.). HECN doesn’t track all these. Can we HECN doesn’t track all these. Can we add these?add these? All capital assets except buildings (Type All capital assets except buildings (Type
03) will be converted03) will be converted Current system does have other assetsCurrent system does have other assets PS Assets can be used for all assetsPS Assets can be used for all assets
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What about…?What about…?
Will assets with only an insured value Will assets with only an insured value be converted? Will assets owned by be converted? Will assets owned by foundation be converted to campus foundation be converted to campus or foundation?or foundation? Yes, according to rules aboveYes, according to rules above Yes, if the department in HECN system Yes, if the department in HECN system
is mapped to foundation business unitis mapped to foundation business unit
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What about…?What about…? Will existing tag numbers, serial Will existing tag numbers, serial
numbers, title and all current numbers, title and all current information in HECN be converted to information in HECN be converted to the PeopleSoft system? the PeopleSoft system? Tag numbers will convertTag numbers will convert
Old UND 12345 will be CNV****12345Old UND 12345 will be CNV****12345 Serial number will convertSerial number will convert ““All current information” won’t beAll current information” won’t be
Exceptions noted alreadyExceptions noted already
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What about…?What about…?
Will I be able to query the system Will I be able to query the system with only a tag number? with only a tag number? Yes, by using the conversion schemeYes, by using the conversion scheme
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What about…?What about…?
Will the building number stay the Will the building number stay the same in PeopleSoft? same in PeopleSoft? No. PeopleSoft uses Location for No. PeopleSoft uses Location for
“places”“places” We will use an available field for RoomWe will use an available field for Room
3030
What about…?What about…?
Can PeopleSoft maintain different Can PeopleSoft maintain different cost, capitalization, and insurance cost, capitalization, and insurance values? values? Capitalization is based on cost in Capitalization is based on cost in
PeopleSoftPeopleSoft Cost should equal capitalizationCost should equal capitalization
Replacement cost field used for Replacement cost field used for insuranceinsurance
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What about…?What about…?
We have one non-capitalized asset We have one non-capitalized asset per department that’s a composite per department that’s a composite total for insurance purposes. Can we total for insurance purposes. Can we convert those? convert those? Yes, if only those, tag non-capital assets Yes, if only those, tag non-capital assets
for deletion and then “undelete” those for deletion and then “undelete” those specific assetsspecific assets
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What about…?What about…? Currently HECN tracks funding source Currently HECN tracks funding source
and agency for Grants and Contracts and agency for Grants and Contracts reporting purposes. Will this be reporting purposes. Will this be retained in PeopleSoft? If not, can a retained in PeopleSoft? If not, can a report be run to capture that report be run to capture that information or will they have access to information or will they have access to HECN after the conversion? HECN after the conversion? As noted, there is no reliable way to convert As noted, there is no reliable way to convert
some of this infosome of this info Archival reports will need to be producedArchival reports will need to be produced
3333
What about…?What about…? Could we merge the archived records Could we merge the archived records
with Peoplesoft to retain the integrity of with Peoplesoft to retain the integrity of historical funding, federal funding, etc? historical funding, federal funding, etc? As noted, because there is no way to As noted, because there is no way to
ensure the integrity of converted data, we ensure the integrity of converted data, we are recommending that the old records be are recommending that the old records be archived in a manner that allows them to archived in a manner that allows them to be accessed if needed in the future.be accessed if needed in the future.
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What about…?What about…? We need the ability to include the funding We need the ability to include the funding
source an item was purchased with, and to source an item was purchased with, and to indicate if the asset was purchased with indicate if the asset was purchased with federal funds.federal funds. For converted assets, the issues identified For converted assets, the issues identified
above apply.above apply. For new assets in PeopleSoft, there is no limit For new assets in PeopleSoft, there is no limit
to the funding information that can be to the funding information that can be maintained on an asset.maintained on an asset.
We will use a PeopleSoft delivered field to We will use a PeopleSoft delivered field to indicate whether Federal funds were involved indicate whether Federal funds were involved in the acquisition. in the acquisition.
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