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Overview of CMS/CFS
CSU Business Conference
CSU Chancellor’s Office
April 6-8, 2015
1
Presenters
 Michelle Norton, Project Manager, CFS
 Nicole Louie, Project Manager, ADT
 Steve Sharifi, Functional Lead, CFS
2
Agenda
– Overview
– Background
•
Milestones
– Operations
•
•
Maintenance
Methodology
– Support
•
•
•
•
•
•
•
Reporting Issues
Production Data Change
Security
Configuration
Job Scheduling
Cloning
CFS Website
3
Trivia
 How many active users in the system?
A. 6596
B. 8245
C. 10306
4
Overview
 Application Development Team
– Consolidated Finance
– Human Resources
– Campus Solutions
– CO Applications
5
Overview
 Information Systems
– Technical Services
– Implementation
– Application Development
– Database Services
– Infrastructure Services
6
Overview
 Staff
– Technical Developers
– Technical Analysts
– Functional Leads
– Functional Analysts
7
Trivia
 How many bank accounts in the system?
A. 132
B. 164
C. 197
8
Milestones
 Project started in 2009 with Version 9.0
 Four Phases
– Phase 1 – 3 Pilots – July 2010
– Phase 2 – 4 Campuses – Jan. 2011
– Phase 3 – 7 Campuses – April 2011
– Phase 4 – 9 Campuses – July 2011
 Completed Implementation and Went Live in July
2011
9
Milestones
 AM Implementation – July 2012 - 6 Campuses Went
Live
 AR/BI Implementation – April 2013 - 8 Campuses
Went Live
 9.2 Upgrade – April 2013 to April 2014
 MP 1.0 – May 2015 to Dec. 2014
 Currently on 9.2 Image #7, Tools 8.53.02
 Supported Modules – AP, PO, GL, AM and AR/BI
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Operations and Maintenance
 Production Support
 Projects
– Modifications or Enhancements to baseline
functionality
– New Functionality Implementation
– Tools or Application Upgrades
– Maintenance Pack Releases
 Critical Fixes
– Monthly Downtime for Critical Fixes
11
Methodology
 Preparation Phase
– Using PeopleSoft Update Manager (PUM) to
Download the Latest PeopleSoft Image (PI)
– Setup Environment – Workstation, Database
Server, Process Scheduler, Application Server, Web
Servers, etc.
 Development Phase
– Development/Unit Testing
– Modifications Retrofit
12
Methodology
 Testing Phase
– System Testing
– Performance Testing
– User Acceptance Testing
 Production Rollout
13
Trivia
 How many check forms in the system?
A. 36
B. 46
C. 56
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Trivia
 Which of following tables holds the most data?
A.
B.
C.
D.
Combo Edit Table
Journal Lines
KK Activity Log
SF Accounting Lines
 They are still growing
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Communication
 CMS/Application/Upgrade Website
 Bulletins
– FUG, TUG, PS Campus Admin, FOA
– Special Announcements
– Project Status
– Teleconferences
– Database Refresh Schedules
– Production Downtime – One Week Notice
 Listservs
16
Support- Reporting Issues
 Incident Management Process Flow
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Support- Reporting Issues
 Troubleshooting - Tips & Tricks
– Scope
•
•
User Specific
Module Specific
– Context
•
•
Dependencies
Online & Batch Processing
– History
•
•
•
•
Timeline of the Issue
Last Successful Process Instance
Recent Configuration Updates
Recent Security Updates
– Replicate
•
Prod vs Non-Prod
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Support- Reporting Issues
 Troubleshooting - Tips & Tricks – Cont.
– Knowledge Base
•
•
•
PeopleBooks
CSU Modification Docs.
ServiceNow Tickets
– Priority
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Workaround
–
–
•
Time-sensitive Transaction
–
–
•
Yes
No
Vendor Checks
Student Refunds
Submission Deadline
–
–
Month-end
Year-End
19
Support- Reporting Issues
20
Support- Production Data Change
 Production Data Change Process
There are times when the application data needs to be changed or
updated and using the normal application-based method will not work.
As a result, a SQL update will be required. In order to perform a SQL
update a CFS Production Data Change Request should be submitted. The
request will be reviewed and implemented if approved.
Campus
CFS
Production Support
Application Team
CMS
Technical Services
Team
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Support- Production Data Change
 Production Data Change Process
22
Support- Security

CFS Security Update Scenarios
–
–
–
–

New CFS User
Create / Update User’s Roles
Create / Update Permissions List
Terminate User’s CFS Access
CFS Security Request (ServiceNow)
Submitted by campus CFS Security Administrator
–
–
–
–
–
Type:
Request
Category:
CMS-CFS
Subcategory:
Security
Assignment Grp: CMS-CFS
CFS Access Request Form
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Support- Security
 CFS Access Request Form
Navigation: CSYOU > Tools & Services > Financial Tools >
Common Financial System (CFS)
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Support- Configuration

Configuration Methodology
CFS Application Modules include: AM, AP, AR, BI, GL & PO
The CFS configuration methodology that was followed was to configure the modules commonly
and Share SETID’s when possible.

Configuration Update Requests
– Update Existing Campus Configuration
– Enter New Configuration Component
– Create new Auxiliary Business Unit
25
Support- Configuration
 Configuration Documentation
Navigation: CSYOU > Projects & Initiatives > Common Management Systems
(CMS) > Applications > CFS 9.2 > CFS General
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Support- Configuration
 Configuration Documentation – Cont.
– All Configuration Instructions
•
Details all current CFS Configuration Components
– CFS92 Configuration User Guide
•
Provides a guide on how to review the above document
– New Auxiliary Business Unit Configuration Request Form
•
Required to request any new BU creation in CFS
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Support- Job Scheduling
 Job Scheduling
– Implement a procedure to run some global recurring CFS processes
based on a defined schedule in order to maximize resources and
performance.
– Sample of scheduled nightly processes:
•
Accounts Payable
–
–
–
–
•
Accounts Receivable
–
–
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Matching
Budget Checking
Voucher Post
Payment Post
AR Update
Aging
General Ledger
–
–
–
FIRMS Legal Edit
Combo Build
Journal Generation
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Support- Job Scheduling
 Job Scheduling Maintenance
– Each campus has a designated CFS Job Scheduling Admin
•
•
•
Admin has User ID and Password to review existing setup
Reviews Failed Jobs
Submits Job Scheduling Update Requests
– Job Scheduling Update Requests (ServiceNow)
•
•
•
•
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Type:
Request
Category:
CMS-CFS
Subcategory:
Job Scheduling
Assignment Group:
CMS-CFS-Job
Attach Job Scheduling Request Form
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Support- Job Scheduling
 Job Scheduling Maintenance – Cont.
Navigation: CSYOU > Projects & Initiatives > Common Management Systems
(CMS) > Applications > CFS 9.2
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Support- Cloning Schedules
 CFS Weekly Production Support Clones
Navigation: CSYOU > Tools & Services > Common Financial Systems (CFS) > CFS
Non-Production
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Support- Cloning Schedules
 CFS Weekly Production Support Clones (Year-End)
Navigation: CSYOU > Tools & Services > Common Financial Systems (CFS) > CFS
Non-Production
In addition to PSA, PSB, PSC, and PSD,
PSE and PSF are cloned each week during June – July
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Trivia
 How Many GL Business Units does CFS have?
A. 46
B. 121
C. 310
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Support- Website
 CFS Website
– CSU Modifications - Documentation
– Activities Calendar
– Known Issues
– 9.x MPx.x Summary of Release Changes
– Test Scripts
– Job Scheduling
– Listservs
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Support- Modifications
 CSU Mods. Documentation
Navigation: CSYOU > Projects & Initiatives > Common Management Systems
(CMS) > Applications > CFS 9.2
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Support- Modifications
 CSU Mods. Documentation – Cont.
Navigation: CSYOU > Projects & Initiatives > Common Management Systems (CMS) >
Applications > CFS 9.2 > General Ledger
36
Support- Website
 CFS 9.2 Website
Navigation: CSYOU > Projects & Initiatives > Common Management Systems
(CMS) > Applications > CFS 9.2
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Support- Listservs
 Listservs
Navigation: CSYOU > Tools & Services > Computers & Technology > IT Support
Center
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Contact Information
 Michelle Norton
– (562) 951-4226
– mnorton@calstate.edu
 Nicole Louie
– (562) 951-4273
– nlouie@calstate.edu
 Steve Sharifi
– (562) 951-4337
– ssharifi@calstate.edu
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