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Glossary
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| Data-entry audit tracking creates a record of all changes made to data after the first entry, dating and tracking these changes for auditing purposes. |
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| Availing is the process of matching restricted gifts and endowment income with expenditures that meet the donor-imposed restrictions on the use of such funds. |
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| Backfill is the process of filling the positions vacated by staff when they go to work on the PeopleSoft Implementation. |
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| PeopleSoft best practices are the successful institutional practices used as models for the PeopleSoft software. |
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| Budget checking is the process of ensuring that an imminent expenditure is covered by budgeted funds. If the amount left unspent in a budget is less than the amount needed for an expense, the expenditure will ?fail budget checking" and will not be allowed. |
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| We capture data when we enter information into our system. Once data is captured it can be used for tracking, reporting, etc. |
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| The Brandeis University chart of accounts (COA) is the list of all financial accounts used by Brandeis defined by codes for such information as: type of transaction, budget period, department, fund, program, project, etc. |
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chartfield,
chart string, chargeline
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Chartfield, chart string, and chargeline all refer to the numbers (and sometimes letters) that identify a specific financial transaction in the Brandeis chart of accounts. The chart string or chargeline is the code users submit to ensure that an expense gets charged to the right budget. These numbers are entered into PeopleSoft chartfields
These PeopleSoft codes are specific enough to identify what kind of money is being used (Fund), where the money is coming from (Program, Grant), who is using it (DeptID), and what it is being spent on (Account, Project/Grant).
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code converter, chartfield converter
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The code or chartfield converter allows you to convert a chart string or chargeline from FRS (our legacy system) to its PeopleSoft equivalent, and vice versa
Beginning July 1, 2001, all departments and areas will use only PeopleSoft chargelines. The converter will help people look up their new charge codes based on their old charge codes
When the chartfield converter is installed you will be able to click here to access it.
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| Conversion is the process of moving our data and our work to the new system. |
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| To cross train is to train employees to perform more than one job. |
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| A crosswalk is a table that translates data from one system to another. For example, a crosswalk identifies the codes in PeopleSoft that replace specific codes in the Brandeis legacy system. |
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Off the rack software seldom does exactly what an institution needs. Changing it to do that is customization. Customization can be expensive and makes updating the software more difficult.
For that reason the Brandeis PeopleSoft Implementation will limit customization as much as possible. Where possible, we will change a Brandeis business practice to fit the software rather than changing the software to fit our practices. |
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| The cut-over is the step-by-step process of handing over Brandeis legacy system procedures to the new PeopleSoft System. We will spell out the steps so that users know when to stop using each old procedure and start using its People Soft replacement. |
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| A system is only as valuable as the data it uses. For PeopleSoft reports to be valuable, their information must be accurate and up to date. As the new system is implemented, we will use Legacy systems alongside the new PeopleSoft system. Data will be passed between the systems. The usefulness of the PeopleSoft system depends on the integrity of that data, that is, on its being accurate and consistent. |
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| E.D.I. stands for Electronic Data Interchange, a standard for electronic business-data exchange. |
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| Fit/gap analysis compares our business processes with PeopleSoft functionality to see where we need to change our processes and where we need to customize the software. (See also customization.) |
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| The Brandeis general ledger (G/L) is the collection of accounting records that shows all the University's financial statement accounts. |
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| HRizon is a computer system that PeopleSoft is replacing, used now by Human Resources/Employee Relations and payroll processing. (See also legacy.) |
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| Legacy systems are those systems we have inherited. That is, the computer software that PeopleSoft replaces. |
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Responsibility Center Management
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| Responsibility Center Management (RCM) is a system of decentralized financial management particularly suited to institutions of higher education because it results in budgets that support academic priorities. |
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| Prototyping creates a model of a computer system and uses that model to test the capabilities of the system. |
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| The scope of the project defines those things that are intentionally included in the project. As the project goes forward there is a tendency for this to be broadened. This is scope creep. It can be expensive, and can undermine the goals of the project. (See our Objectives & Scope page) |
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