Functional and Technical Specification for Customization

Customer Requirement Document

Mod. Tracking #: 5

Design # – Change PAYGL02

Initial Specification Approval
Customer Requirement Document Prepared: / Amie Salamido / 2008-07-10
Prepared By: / Initial: / Date Prepared:
Peralta Technical Lead Approval: / Minh Lam
Reviewed By: / Initial: / Date Reviewed:
Peralta Functional Lead
Approval: / David Betts
Michelle Lenh
Reviewed By: / Initial: / Date Reviewed:
Peralta User Approval: / Yvonne Dorrough
Reviewed By: / Initial: / Date Reviewed:
Peralta Sponsor Approval: / Thomas Smith
Approved By: / Initial: / Date Approved:
CIBER Project Manager Approval: / TBD
Approved By: / Initial: / Date Approved:
Completed Modification Acceptance
Customer Requirement Document Prepared: / Amie Salamido
Prepared By: / Initial: / Date Prepared:
Peralta Technical Lead Approval: / Minh Lam
Reviewed By: / Initial: / Date Reviewed:
Peralta Functional Lead
Approval: / David Betts
Michelle Lenh
Reviewed By: / Initial: / Date Reviewed:
Peralta User Approval: / Yvonne Dorrough
Reviewed By: / Initial: / Date Reviewed:
Peralta Sponsor Approval: / Thomas Smith
Approved By: / Initial: / Date Approved:
CIBER Project Manager Approval: / TBD
Approved By: / Initial: / Date Approved:

Document Control

Change Record
Date / Author / Version / Change Reference
2008-07-10 / Amie Salamido / 1.0 / n/a
2008-08-18 / Amie Salamido / 1.1 / Add chartfield 1,2 and 3 descriptions. Add reference to accounting code to clarify use of ‘budget code’
Reviewers
Sign-Off Date / Reviewer Name / Position / Sign-Off
Distribution
Copy No. / Name

Functional Specifications

Detailed Business Requirements

The program PAYGL02 (Commitment Accounting Actuals) is run to create entries in the HR_ACCTG_LINE table for the data from a given pay run. The PAYGL02 Job also transfers the entries from the table HR_ACCTG_LINE in HCM to the same table in FS. Following the successful completion of PAYGL02, the IT department runs a manual SQL update to change data in the HR_ACCTG_LINE table in FS. Update should be done within the PAYGL02 program. This will automate the update, eliminating the risks associated with a manual process (omission and user error) and also ensure that data in the HR_ACCTG_LINE table is consistent in both the source and target systems.
As delivered, the program PAYGL02 relieves encumbrances when processing actuals. At Peralta, the Fiscal Year Encumbrances process (with an advancing date) will be used rather than the Nightly Encumbrances process as the former is more accurate. When using the functionality in this way, PAYGL02 must not relieve encumbrances. The program must be changed to remove this functionality and a solution must be developed to relieve the encumbrances remaining at the end of the fiscal year.

The update that should occur in the database is:

UPDATE PS_HR_ACCTG_LINE

SET CHARTFIELD1 (location)='1',

FUND_CODE='01',

DEPTID='420',

PROGRAM_CODE='1',

CHARTFIELD3 (Activity Suffix)='672800',

PROJECT_ID='0000',

CHARTFIELD2 (Acct Line)='00'

WHERE ACCOUNT IN('9110','9135')OR ACCOUNT LIKE'953%'

Effect of update: For entries in the following accounts, other chartfields will be updated with the values below.

9110 - Payroll Netpay

9135 - Net Pay Direct Deposit

9530 - Federal WithHolding Tax FWT

9531 - State WithHolding Tax SWT

9532 - FICA OASDI (ee) FOE

9533- Employee PERS

9534- Employee STRS

9535 - Payroll Deduction DED

9536 - FICA Medical (ee) FME

9537– Employee-Apple

9538- Employee-STRS-CB

Update Location to '1'

Update Fund to '01'

Update Department to '420'

Update Program Code to '1'

Update Activity Suffix to '672800'

Update Project to '0000'

Update Accounting Line to '00'

Business Justification

As delivered, liabilities have the same accounting distribution as the expense with the exception of the ACCOUNT value which comes from the department offset group. Business rules at Peralta require liability transactions to be coded to certain budget (accounting) codes where the accounting distribution differs from the expense distribution for several chartfields.
Using the Fiscal Year Encumbrances process more accurately adjusts diminishing encumbrances as the year advances.

Risks

If values to be updated are hardcoded in the program and any future changes to the rules of the update will require a modification to the program. Customization of SQR programs requires maintenance when upgrading.

Alternative Work Around (Not requiring customization)

Continue current process of IT performing a manual update in FS after PAYGL02 is run

Disadvantages of the Alternative Work Around

If entries are changed only in FS, the HR_ACCTG_LINE table is out of sync. If update is a manual process, it could be forgotten.

Stakeholders

Stakeholders are individuals or groups with an interest in the project that are not users of the project deliverables. List and describe the stakeholders along with their responsibilities as they relate to this project.

Name / Description / Responsibilities

Users Note (2008-08-18): user list will be determined later in the project (November).

Briefly describe the users, including their responsibilities to the project, their affiliation, and how they will use the software. When possible, refer to roles rather than individual names. If necessary, use real names.

Name / Description / Responsibilities/Interests

Assumptions

Parameters for update remain constant.

Who will be using this modification

Payroll/finance functional users

Process Flows/Frequencies

PAYGL02 is run once for each RunID in payroll processing

What are the inputs and outputs of the modification in terms of business processing

Actuals distribution process (PSPPFUND) must be run for the RunID prior to running PAYGL02.

Capabilities

Capabilities statements describe functionality of the software including reports and interfaces with other systems. They are extracted from users stories. If a capability describes a report or interface, place an X in the appropriate box. The modification will be tested against these capabilities during acceptance testing.
No. / Capability / Report / Interface

Security

n/a

Dependencies

n/a

Acceptance Criteria

After running PAYGL02, queries on HR_ACCTG_LINE in HR and FS show that the liability entries are distributed to the proper account.

Glossary

Include any terms or acronyms unique to this project, the district, or the department.
Term / Definition

Technical Estimates

Approach

Modify PeopleSoft GL Interface process PAYGL02.SQR to send designated chartfields in the credit accounting lines and to turn off encumbrance relief.
Process will be changed as follows:
  • Comment out code that calls encumb relief in procedures INTERNAL-BUDGET-UPDATE and CHECK-ACTUALS-ACCT-CD *
  • Added code to procedure WRITE-ACCOUNTING-LINE to call new procedure EVALUATE-LIABILITY-ACCOUNT, which will evaluate the account and assign new values to other chartfield as appropriate.
This modification will be done to the PeopleSoft SQR, which will not be renamed due to other processes (primarily the message to finance) that depend on the process name. The modified SQR will be placed in the user sqr directory and will run from the PeopleSoft run control component and process definition.

Estimates

Estimated time: 80 hours
  • Modify PAYGL02.SQR

Hours Estimate

8 hours 24 hours 40 hours 80 hours est’d hours = ###

Risks

When new versions of PAYGL02.SQR are delivered, modification will have to be applied

Risk Mitigation

Modified code is clearly marked and can be easily added to any new version as long as no significant changes to SQR structure.

Assumptions

This approach assumes that the SQR will not be renamed. There are other processes that depend on this SQR being named 'PAYGL02'.

Constraints

Impacted Objects

Impact Type (New, Modify, or Delete) / Object Type
(Record, View, Page, PeopleCode, etc) / Obect Name / Comment
N/A
Date Submitted:
Date Required By:

Technical Specifications

Modified Online Objects:

Project Name

Project Information
Name:N/A / Comment:

Portal Registry Structure

Portal Registry Structure Definition
Name:N/A / Type (Folder or Content):
Label: / Sequence: / Product:
Parent Folder: / Object Owner ID:
Long Description:
*Menu: / *Component:
Permission Lists:

* For Content Reference portal registry structures only

Menu

Menu GroupNewModify / Menu / Bar / Component
N/A

Component

Component
NewModify / Search Record / Add Search Record / Actions Allowed (Add, Update/Display, etc.)
N/A

Pages

Page:NewModify / Component:
Record / Field Name / Type / Display Only / Invisible / Disp
Cntrl / Rel
Disp / Lvl
N/A

Component/Page Security

Component
NewModify / Page / Permission List / Display Only (Y/N) / Actions (Add, Upd, Upd/Disp, Corr)
N/A

Records

Record:NewModify
Field Name / Key / Dir / Req / Src Key / Alt Src / List Box / Default Value / Table Edits
N/A

Indexes

Record: / Index: / Unique (Y or N):
Field Name / Column Position / A/D
N/A

Fields

Field Name
NewModify / Type / Len / Long Name / Short Name / Translate Values
N/A

Translate Values

Field Name
NewModify / Value / Active / Eff Date / Long Name / Short Name
N/A

Queries

Query Name:NewModify N/A / Description:
Query Type: / Owner:
Records
Record Name / Alias
Fields
Col / Record.Fieldname / Format / Order By Num / Agg / Heading Text
Criteria
Logical / Expression 1 / Condition Type / Expression 2
SQL

*Paste Screenshot of Query Preview below

HTML

HTML:NewModify
Record / Field Name
N/A

Message Catalog

Message Set Number
NewModify / Message Number / Severity / Message Text
N/A

*Paste Screenshot of new or modified message below.

PeopleCode

Type (Record, Page, etc)
NewModify / Object Name (Record.Field, Page, etc) / Event / Processing Description
N/A

Application Engine

Program
NewModify / Section / Step / Action (Do When, Do While, Do Select, Do Until, PeopleCode, SQL, Call Section, or Log Message)
N/A

File Layout Definition

File Layout / File Layout Format / Definition Qualifier / Definition Delimiter
N/A
Default File Name:
File Record/Segment Name / ID
Seq No / Max Rec Length / File Record ID / ID Length / Default Qualifier / Field Delimiter
Field Name / Field Length / Start Position / Field Qualifier / Field Inheritance
(REC.FIELD) / Default Value
File Record/Segment Name / ID
Seq No / Max Rec Length / File Record ID / ID Length / Default Qualifier / Field Delimiter
Field Name / Field Len / Start Position / Field Qualifier / Field Inheritance
(REC.FIELD) / Default Value

Process Definition

Process Definition
Process Name:NewModify N/A / Process Type:
Description: / Priority: / API Aware:
Long Description:
Process Definition Options
Server Name: / Recurrence Name:
Component / Process Groups

Job Definition

Job Definition
Job Name:NewModify N/A / Run Mode:
Description: / Priority:
Process List
Seq / Process Type / Process Name / Run Always
Job Definition Options
Server Name: / Recurrence Name:
Component / Process Groups

Images (Paste New or Modified Images Below)

Page (Before Modification)

N/A

Page Print 1

N/APage (After Modification)

N/A

Page Print 2

Batch Objects

Programs
Program Name: New Modified PAYGL02.SQR
Subprograms: New Modified
Records include: / Usage Type: (Read/Write/Delete)

Suggested Unit Testing Approach

Run payroll and distribute, then run GL interface and query accounting lines.

Version #:1.0 (Jul 2008) / Page 1
CIBER Confidential / Last saved: 2008-08-18