Q: When will we start using the PeopleSoft software?
A: The PeopleSoft modules will be rolled out first to central departments and then to the schools and other departments in several phases to ensure that training and implementation are coordinated appropriately. The detailed schedules for training and roll out will be finalized in February 2000.
- The Financial modules will be available for use by central staff on July 5, 2000.
- The HR/Payroll modules will be available for use by central staff on January 3, 2001.
A: Key representatives from central functional departments, known as Functional Leads, have been trained in the configuration and use of each of the PeopleSoft modules. As they are configuring and testing each module, they will be keeping track of training issues that arise. In February 2000 they will begin to assemble training materials and prepare a training plan. The Functional Leads will work in conjunction with IT training professionals to provide training to all employees who will have access to the new system. Central staff training is targeted to begin in May 2000.
Q: Are we going to run parallel processing?
A: The Financial system will not run parallel processing prior to going live with the PeopleSoft system. Intensive functional and integrated testing will be done prior to implementation to ensure that all modules work as expected. Rather than run parallel, we will cut over to the PeopleSoft Financial System on July 5, 2000.
The HR/Payroll system will be running parallel processing beginning July 2000 until Go-Live in January 2001.
Q: How will we get all our existing data into PeopleSoft?
A: The Odyssey Project team plans to bring data that is pertinent to the implementation of PeopleSoft over to the PeopleSoft database by using computer software utilities and writing programs. This data may be found currently on a computer, on a tape or on a floppy or zip drive. Data that is kept on paper records might be able to be scanned and then brought into Excel or Access and then loaded into PeopleSoft. Sometimes the amount of data might influence the decision. In the case of small lists, it might be quickest to key the data into PeopleSoft. Each set of needed data will be analyzed for the most efficient way of bringing that data over to the new computer to avoid unnecessary data entry.
Q: Why are we changing our terminology from the Budget String elements we are familiar with to the Chartfield components?
A: We are changing our terminology in order to fit the Peoplesoft panel headings that we will see in the new software. If we changed the panel headings to match current budget string terms, it would involve a major modification to the software that would need to be redone with each new upgrade.
Q: Why are we changing our numbering scheme?
A: We are changing our numbering to comply with the Oregon Department of Education (ODE) chart of accounts. Making this change will also help us when we need to report information to the state, because we will not need to spend so much time and effort crosswalking our budget string to their coding.
This new numbering structure will improve our ability to quickly access information, and will also fit the Peoplesoft chartfields.
Q: How can I easily convert the Budget String elements to the Peoplesoft Chartfields?
A: Here are two handy charts to help:
| Definitions | Example | Peoplesoft | Budget String |
| An accounting and fiscal entity with a self balancing set of accounts | General Fund | Fund | Fund |
| Location or dept | Benson HS | Organization | Cost Center |
| Activities to accomplish objectives | Instruction, Support Services | Program | Dimension |
| Further program information | Math | Subclass | Program |
| Service or commodity resulting from expenditures | Salaries, Supplies | Account | Object |
| Project or Grant | Project/Grant | Grants currently set up as funds | |
| Fiscal Year | 2000 | Budget Year |
Chartfield Categories and what they mean:
| Chartfield Catagory | Definition |
| Fund | Which Monies? |
| Organization | Where? |
| Program | What Activity? |
| Subclass | What instructional type? |
| Account | What type of transaction? |
| Project/Grant | Which? |
| Budget Year | When? |
Q: For departments and schools that need to pick up material from the warehouse right away, will there still be a way of ordering from the Warehouse?
A: There will still be a way to pick up supplies at "Will Call" as we do now. In PeopleSoft, the method is called an "Express Issue". Ideally the person requesting supplies would bring in the new MSR form with item numbers and chartfield filled out. The order fillers will complete the order and give a copy of the MSR form to the requesters with their supplies. The order filler will send the warehouse copy of the "Will Call" MSR form to the warehouse office to be entered into PeopleSoft for processing.
Q: Can I set up my own Vendors?
A: No. Purchasing Department will have to be contacted to set up new vendors. This will cut down on possible duplicates of vendors.
Q: Will there still be the "blanket" Purchase Orders?
A: Yes. However the monies will now need to be obligated (or "encumbered" in PeopleSoft terms.) PeopleSoft cannot create a purchase order without encumbering the funds.
Q: How is a secretary going to work online when s/he is always interrupted?
A: A secretary can leave a workstation open just as one leaves a book open or leaves paper on a desk. In addition, PeopleSoft has the capability to remember what you were doing even if you donšt. Under the "Go" menu an item called "Recent" keeps track of the panels you have gone into and what data you were looking at when you were in them. This information stays available until you log off of PeopleSoft.
Q: Why does PeopleSoft use multiple ID numbers to identify employees?
A: The PeopleSoft HR/Payroll system uses a unique Employee Identification Number to identify each employee throughout the system. Once an employee is entered into the system, this number will be used as long as the person is employed by Portland Public Schools. An employee may leave the District for a period of time and return at a later date. The same Employee ID # will be used when they return. The Social Security Number is used, primarily, to report earnings and tax information. It can also be used to select an employee for inquiry. PeopleSoft HR/Payroll is used globally. It uses a field called "National ID" to store the Social Security Number.
Q: How do I find employees in PeopleSoft?
A: There are a number of ways to select employees in PeopleSoft. When you are searching for an employee, you will see a dialog box that will allow you to enter one of several types of information that you might know about the person. You may enter the Employee Number, the Social Security Number, or the person's name. If you do not know the person's ID Number or Social Security Number and you are not sure of the exact spelling of their name, you may enter a partial last name. For example, I'm looking for information about Janet Doeson and I'm not sure of the spelling. I can enter "D" in the name field, click OK, and I will see a list of all the last names that begin with D. I can then select Janet from the list to get to the panels that I wish to see.
Q: Who will see what in PeopleSoft?
A: Access to employee information will be assigned based on a "need to know" security structure that will be individually tailored to each user's job.
Q: Can the requester (the person who will be entering POs and MSRs online) abuse the process by approving requests without the principal's knowledge?
A: Requester and Approver authorities are controlled through the Operator ID and password. A department should try to keep one person from having both authorities. In situations where this is not feasible, the manager is ultimately responsible for ensuring proper use of the system. This issue will be further addressed prior to rollout to the schools.
Q: What if I'm worried that there is a problem with what's being planned?
A: You can discuss your concerns with Odyssey Project employees from your department. Check the list of Key Contacts to identify these people. The Group indications near each name identify that person's level of involvement in the project.
Q: Who's Minding the Store?
A: Only a small group of Information Technology employees is involved in the PeopleSoft project. Some staff has been left in place to keep our legacy system running. Carol Taylor is still responsible for overseeing the Payroll and HR systems on the Honeywell computer. Bill Zumwalt is responsible for overseeing the Financial side operations. Retired PPS IT staff members, Jim Clark, Jim Douglas and Silva Kephart, will be working on problems as they arise. In addition, Larry Ritthaler and two contract programmers will maintain the existing systems. All requests and problems should be directed to Carol Taylor (ctaylor@pps.k12.or.us) or Bill Zumwalt (bzumwalt@pps.k12.or.us).
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