Wesleyan Financial SystemTrainingWFS ImplementationJune/July 2009

Today’s Training

•The system is still in “implementation” mode.

•We are using a training database, which might not be up-to-date with fixed errors

•User ID’s and chart-of-account security has been setup.

•Help documents are posted on the WFS Blog, accessible through Employee Portfolio

WFS – Wesleyan Financial System

•Go-Live is early July. System will be available for transactions July 6.

•Most transactions will be paperless•Electronic work-flow will send information

to an approver•Data will be entered one-time and flow

through the system•New business processes•New chart of accounts

New Chart of Accounts

FUNDDEPARTMEN

TPROGRAM

OR PROJECTACCOUNT

3-DigitsIndicates source of

funds

4-DigitsBased on

HRMS departments, but some new departments

10-DigitsCombines fund and

dept with a 3-digit

sequential num.

5-DigitsBased on

FRS object codes with

1 additional

digit

100 1095 1001095100 82100 Research

ACTIVITY

Only for projects

and grants

Examples:

Fund Code Examples

•100 – Operating•101 – Faculty Research•501/502 – Grant•601/602 – Gifts•651/652 – Endowment•710 – Major Maintenance•730 – Construction Projects

Activity

•Only required for grants and projects•Usually a word (e.g. Research).•If the grant has only one activity (which

they usually do), that activity will default in and will not need to be changed.

•If the grant has more than one activity, “Clearing” will default in and must be changed to one of the other activities.

Smart Key

•The Smart Key + Account are all you need to remember for most transactions

•The Smart Key is the same as the Program chart field

•A look-up for Smart Key is available in WFS; enter the FRS account number and you can find the Smart Key for WFS.

•Smart Key’s can also be found based on department number.

New Business Processes

•All transactions must be budget checked Process is initiated on the transaction page Transactions against operating budgets are

“tracked”; transactions will not be stopped but there will be a warning if budget is inadequate

•All purchases greater than $5,000 must be pre-approved by completing a Purchase order

•All approvals will be electronic using work-flow

Smart Doc Common Functionality•Ability to make comments about the

entries•Ability to attach documents to the

transaction•Can save and return to complete your

work before submitting•A print button•Electronic messaging and workflow built

in to eliminate duplicate data entry

Purchase Order

•Fully integrated into the financial system and will encumber budget

•Required for all single purchases of $5,000 or more

•Can be used as a requisition to Olga Bookas to find the best price for an item

•Each executive level can set more strict guidelines for the use of P.O.’s

•P.O. can be copied to an AP voucher to reduce data entry

AP Voucher• Except for payments to individuals, vouchers <

$500 go directly to AP Office (some exceptions by budget center)

• Payments to individuals and amounts > $500 require some approval within the executive area

• Amounts over $5,000 require Fiscal Manager and Executive approval

• Invoice and documentation still required, but scanning and electronic attachments are encouraged▫All Wesleyan copiers are scanners. ITS will provide

documentation on using copiers as scanners▫Originals must be retained for a specified period

based on a soon to be developed policy

AP Voucher, continued

•Vendor must be setup in WFS for the voucher to be submitted; new vendor request form will be part of the process.

•AP payments will be changed to electronic methods as much as possible (payments to individuals will use the direct deposit information from payroll).

•Payments will still be once per week on Thursdays

Workflow Actions•Approve: sends to the next step•Reject: sends back to the originator•Push Back: sends back one level

•Comments can always be entered by an approver to explain a Reject or Push Back

•The originator can see who has the document for action

•Once submitted, originator cannot change the document (unless rejected or pushed back)

Getting to the Training Database•Go to Employee Portfolio•Click link: WFS – Training Database