ConnectCarolina Tips and Tricks

Business Systems Help Desk

Introduction

Theresa Silsby

Director, Business Systems Help Desk

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What is the Business Systems Help Desk?

• The Business Systems Help Desk is the initial point of contact of User support for the ConnectCarolina HR/Payroll & Finance Modules, InfoPorte, PeopleAdmin and Law Logix applications.

• There are 4 consultants and a lead on the Finance team, with 3 consultants and a lead on the HR team.

• We are only one piece of the support structure for ConnectCarolina, there are many tiers of support including Business Analysts, Technical Team and Functional areas.

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Where does my ticket go?

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How do I get help?

• There are two ways to request assistance from the Business Systems Help Desk:– Submit a web help ticket at HELP.UNC.EDU– Call 962 – HELP (4357) & select appropriate option:

• 2 – Finance• 3 – HR/Payroll• 4 – InfoPorte

• Visit the CCINFO.UNC.EDU– Home page has highlights of various tips and things to know in the

SPOTLIGHT section– Hover over Training on title bar and select Resources to get to all of

the User Docs, Webinars and quick reference cards for various topics.

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How do I request an Enhancement?

• How to request an enhancement:– Submit a web help ticket at HELP.UNC.EDU

• Select appropriate ConnectCarolina as the Department/Service

• Select Appropriate Type of Help Needed– Dropdown field 1

» ConnectCarolina Finance» ConnectCarolina HR/Payroll» ConnectCarolina Reports & Queries

– Dropdown field 2 – Select most appropriate option.

• Enter Problem Description – Enter the label of “Enhancement Request”, then enter the information for the request.

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Additional Information

• Please respond to the survey once your ticket is solved – if more than one group “touched” your ticket, or you are leaving an unsatisfied response, please add comments!

Finance Tips and Tricks

Joey Ware-Furlow

Finance Lead, Business Systems Help Desk

Please include screenshots!

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Procurement – Reqs and PO’s

• Activity Summary— Finance Menu > Purchasing > Purchase Orders > Review PO

Information > Activity Summary

— Compare Merchandise Amount/ Merchandise Receipt/ Merchandise Invoice/ Merchandise Matched

Tools we use at the Help Desk

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Manage Reqs

• Manage Requisitions— Finance Menu > eProcurement > Manage Requisitions

— Several options for filtering and searching:

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Manage Reqs cont.

• Manage Requisitions, cont.— Do not use this page to enter receiving – ONLY use the “Add/Update

receipts by PO” page under eProcurement.

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Manage Reqs cont.

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Finance Menu>Accounts Payable>Review Accounts Payable Info> Vouchers>Voucher

Common Search Fields:Voucher IDVendor namePurchase Order

Voucher Inquiry

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Payment Inquiry

Finance Menu>Accounts Payable>Review Accounts Payable Info> Payments>Payment

Recommend searching by Vendor Name

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Requester Setup

• Only use one chartfield string? Set it on your requestor preferences!— Finance Menu > Set Up Financials/Supply Chain> Product Related >

Procurement Options > Purchasing > Requester Setup

— Complete the page left to right, top to bottom and remember to save (lower left corner of screen).

— Note: The GL Unit and Dept. under Chartfields must be completed before saving the page.

— If you primarily use the vendor catalogs, do not specify an account number in your default chartfield.

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Requestor Setup, cont.

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ePro

• General Information— Only use Chrome, Firefox (Mozilla), or Internet Explorer to place catalog

orders (not Safari)

— Set options to delete browsing history and cookies when browser is closed.

• Specific site information— Dell only works with Internet Explorer – answer yes to enable pop-ups.

— The Staples My Account > MY ORDERS links do not function correctly.

— The Apple site opens in a new window (may have to allow pop-ups).

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ePro, cont.

• I have a question about my order or have not received the order— Ensure the Status = PO Dispatched using the Manage Requisition page

(slide 10).

— Expand the line and click on the Purchase Order icon to get the PO number (begins with a 2 for ePro catalog orders). This is the number to give the vendor when you call – they do not recognize the req. number (UNC-CH internal number).

— Contact the vendor (contact information on the ePro vendor catalog page or the Help Desk also has the information).

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Favorites

Save pages with names that make sense to youGroup favorites into folders

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Chartfield Checker

• Direct path:— http://chartfieldchecker.unc.edu/masterpg/BudgetCheck.aspx

• Through ccinfo.unc.edu:

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Download to Excel from CC

• Download list to Excel – limited to page search limit (usually 300)

• If the screen is displaying information by tab (as shown below), clicking the icon will only download items on the current tab.

• To download all columns, click the Show all Columns icon, and then click the Download icon.

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Personalize Tabs

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Personalize pages

HR Tips and Tricks

Rhonda Leary

HR Lead, Business Systems Help Desk

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Workflow

• Add, replace or remove approvers— If no approver is assigned

— If approver no longer works for the University

— If approver no longer has an approval role

• Designate more than one approver at each approval level— An originator cannot approver his/her own action

— An approver may not be available (meeting, vacation, etc.)

Work with your ARC to manage workflow

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Error Messages

• Effective date on ePAR < effective date of most recent action on employee or position

• ePAR will stop at Workflow Admin

• Check your date prior to submitting ePAR— Incorrect date? Change it

— Correct date/back-dated action? Submit Help Desk ticket

Midstack Error

Only one action at a time

• System will only allow one fund swap or position action to be processed at a time for the same employee

Submit Help Desk ticket

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Processing ePARs

• Research job or position data prior to starting action— Don’t underestimate the value of this step!

• Multiple actions to process?— Wait for one action to execute before beginning the next

— Must process in the same pay period o Example: FTE Change + Salary Change + Same Pay Period = Correct Pay

• Is a new funding grid needed?— ONLY for a funding swap

— Not needed for job and position actions; work within existing grid

Helpful reminders

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Processing ePARs

• Document, Document, Document— Action reasons

— Comments

• Withdrawing an action— Funding is incorrect or not displayed

— Actions that affect job or position data and are on hold or in workflow by originators who have left the University

More helpful reminders

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Position Actions

• Don’t forget to record your ePAR number!— Easiest way to find position actions in process

• Position attributes flow from position to employee— FTE change does not update employee salary

— Submit job change to update salary

• Effective dates— Position: One action per effective date

— Job: Multiple actions per effective date

Helpful reminders

Questions?

Due to time constraints, we ask that you complete an index

card for questions that weren’t covered during the session.

Index cards will be available at the Help Desk table between sessions.

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Find slides, parking lot questions and other materials on ccinfo.unc.edu

For After the Conference