PeopleSoft Charter3

Brandeis PEAK Project Charter
Objectives & Scope

Institution Wide Objectives

Financials Objectives & Scope

Financials Objectives, Part I

Financials Objectives, Part II - Grants

Financials Objectives, Part III - Budget Module

Financials Scope, Part I

Financials Scope, Part II

Financials Scope, Part III

HR/Payroll Objectives & Scope

HR/Payroll Objectives

HR/Payroll Scope, Phase I

Out of Scope

Current Interfaces

Institution Wide Objectives

Objectives	Measurement
Implement the system without customization unless cost/benefit analysis clearly justifies it.	pass/fail
Implement PeopleSoft "best practices," that is, the successful institutional practices used as a model for the software.	pass/fail
Capture PeopleSoft data once, at the source.	pass/fail
Make standard reports available electronically and enhance the ability to produce customized reports.	pass/fail
Provide online access to data.	reduction in phone calls and emails requesting the data
Provide hierarchical levels of security.	pass/fail
Provide appropriate training and support for access to online data.	reduction in phone calls and emails
Implement standard data definitions across PeopleSoft and PeopleSoft interfaces.	one definition for each element
Implement the software on-time and within budget as defined by the project scope.	pass/fail


Financials Objectives & Scope
		Business requirements for enterprise-wide information systems must support financial planning, execution and control, and reporting and reconciliation. Our over-arching objective for the Brandeis Financials is to ensure full support for each requirement. A specific office supports and has responsibility for each of these processes. Budget and Planning does the financial planning; University Controller deals with execution and control activities along with Purchasing. Operating units, in turn, working with Budget and Planning, manage their expenditures while having access to robust reporting and reconciliation capabilities. We chose the PeopleSoft financial system because it specifically supports these business requirements and related processes.

Financials Objectives, Part I

Objectives

Measurement

General

Set up a G/L (general ledger) structure in PeopleSoft that supports multiple external and internal reporting requirements [i.e. FASB & GAAP].

ability to generate and identify reports

Establish funding sources consistent with University best practice models for accounting and budgeting.

pass/fail

Responsibility Center Management - Budget Model

Automate manual crosswalk of budgeting and external reporting, and run as a standard report.

pass/fail-to be measured July, 2002

Provide automated reporting by RCM unit, including overhead and facilities charges (not at additional cost of customization, however).

pass/fail

Deliver budget checking for all non-salary expenditures.

elimination of both unbudgeted expenditures and overspending of budgets

Provide the ability to consolidate RCM units easily for reporting and calculating overhead

pass/fail

Track revenues and expenses across RCM units - both contribution and cost.

pass/fail

Capital Budget Management

Develop methods of tracking and managing budgets separate from operating budgets.

pass/fail

Integration

Create the ability to reconcile bank accounts electronically.

pass/fail

Deliver automated subsidiary system feeds.

pass/fail

Reporting & Access

Develop a core set of financial reports based on agreed-upon business needs.

pass/fail

Enable power-users to develop ad hoc reports and extract data from PeopleSoft.

turn-around time, ease of processing, numbers of users trained, elimination of shadow systems

Close year-end books in 30 calendar days.

pass/fail

Provide access to project-to-date information as well as annual (grants & capital).

pass/fail

Accounts Payable/Purchasing Processes

Standardize Procure to Pay (requisition to payment) business practices throughout the organization.

achieving one standard

Link AP/PO to budget function

pass/fail

Other Processes

Implement multi-year processing and budgeting for planning and forecasting.

pass/fail

Provide access to historical data for comparisons (though not at the cost of additional customization).

pass/fail--to be measured July, 2003

Grants

Deliver queries to support letter of credit draws by agency.

pass/fail

Deliver COA (Chart of Accounts) to support year to date, project to date, and grant year reporting.

ability to generate reports

Deliver allocations for indirect costs.

pass/fail


	Financials Objectives, Part II - Grants (Amended, Version 2, October 2001)
		Post-award grants have been completed. Pre-award grant objectives are still to be determined..

Financials Objectives, Part III - Budget Module

Objectives

Measurement

General

Provide prompt and easy-to-understand budgets for all departments consonant with the Trustee-approved budget.

pass/fail

Allow departments to distribute their gross budget allocation by account, provided these do not exceed their total budgeted dollars.

pass/fail

Reporting

Allow department budget managers to run budget vs. actual reports for their units.

online budget-vs.-actual inquiries available to managers

Allow all budget managers access to on-line data for their accounts.

online inquiries to account data available to managers

Allow budget managers to allocate and reallocate existing budgets providing they remain within their total budgeted dollars.

pass/fail

Other

Provide access to historical data for financial performance comparisons.

pass/fail--to be measured July, 2003

Allocate account control to the right budget managers and establish access-security protocols.

pass/fail


Financials Scope, Part I (to be completed by October 2001)
	G/L (General Ledger)
		Allocations for existing prorate
		Chart of Accounts (COA)
		Standard Reporting
		Budget Management in G/L
		Project year-to-date
		Fiscal year-to-date
		Balance forward for grants & restricted accounts
		Grant accountancy
		Labor Distribution System interface or replacement
		Cash Balancing by Fund*
		Security to row level*
	This item may result in a system customization* and must be evaluated by the steering committee and approved by the EVP/COO before implementation.
	AP (Accounts Payable)
		Budget checking
		Payment of non-salaried disbursements
	PO (Purchasing)
		Budget checking
		Online requisition

Financials Scope, Part II (to be completed by July 2002)
	Grants
		Pre- and post-award administration
		Other functionality items to be determined Spring 200

Financials Scope, Part III (to be completed by October 2002)
	Budgets
		Position management
		Other functionality items to be determined Spring 2001


HR/Payroll Objectives & Scope (Amended, Version 2, October 2001)

		The Office of Human Resources/Employee Relations has gained increased functionality through the implementation of the HRizon system. The adoption of PeopleSoft will enable us to provide enhanced services to members of the Brandeis community. Major objectives include the use of web-based applications for such processes as open enrollment, and the use of workflow to automate a number of personnel processes. An additional objective is to increase the ability to generate reports by other business units on campus such as the Budget and Planning and the Controller's Office.

	HR/Payroll Objectives (All measured as pass/fail)
		To be able to produce timely and accurate in-house paychecks.
		To be able to perform basic HR functions such as: hire, terminate, maintain status changes, maintain personal data changes, and run essential reports.
		To be able to perform basic Benefit functions such as: enroll, terminate, change benefits, track and maintain plan changes, and run essential reports.
		To be able to perform basic Payroll functions such as: set up taxes, track earnings, track deductions, and run essential reports.
		To be able to accommodate and process work-study.
		To implement web-based time entry.
		To implement position management.
		To be able to distribute salary-related expenses across accounts (labor distribution).
		To be able to redistribute salary-related expenses across accounts (labor redistribution).
		To be able to provide essential interface data such as: the direct deposit feed to the bank, Payroll to GL, and the interface to the benefit vendors.
		To put in place the appropriate infrastructure.
		To train users appropriately.


HR/Payroll Scope - Phase I
	Functionality Essential for Producing Paychecks and Funding Distributions
		Continuation of HRizon HR/Payroll System Functionality (same as today)
			HR (Personnel administration and reporting)
			Base Benefits management and reporting
			Payroll processing
		New Functionality
			Position management
			Web-based time entry
			In-house payroll check production and distribution
			Labor distribution/redistribution within the HR system
			Automated leave accrual
			Additional report creation and distribution abilities
			All EEO data will be stored in PeopleSoft
			1042 Non-resident Alien taxing and reporting
			Ability to handle work-study functionality

	Functionality NOT Essential for Producing Paychecks and Funding Distributions
			Benefits Billing (for affiliates)
			Faculty/Tenure tracking
			COBRA

	Assumptions Regarding Scope
		Non-essential Phase I items may be postponed beyond go-live if they are determined to be undeliverable within the Phase 1 timeline.

Out of Scope

(Amended, Version 2, October 2001)

The following items are outside the scope of the Financials/HR project.

Function

Rationale

Financial functions

Endowment management

PeopleSoft does not provide that function

Inventory