- Chancellor’s Office
- Board of Trustees
- Faculty & Staff
- Media Relations
- Stay Connected
- UMS Data Book
- System Office
- System Directory
A Project Glossary
Academic Advisement: One of eight segments comprising PeopleSoft Student Administration Services module. (Student Services term)
Academic Structure: One of eight segments comprising PeopleSoft Student Administration Services module; basic framework established before other segments can run. (Student Services term)
Account: A required five-digit PeopleSoft ChartField. Compare to “Object Code” in FAST system. (Financial term)
Accounts Payable Module: PeopleSoft Financial module to be implemented in July 2005. (Financial term)
Accounts Receivable Module (Non-student): PeopleSoft Financial module to be implemented in August 2006. (Financial term)
Admissions and Recruitment: One of eight segments comprising PeopleSoft Student Administration Services module. (Student Services term)
Alternate User ID: User ID that can be entered in an Approver’s System Profile to whom Work Items will be forwarded for a specified period of time. (Financial term)
Approval Chain: Levels of approval that may be required for a requisition. (Financial term)
Approver Role: A person assigned this role has the authority to approve requisitions, travel authorizations, cash advances, etc. (Financial term)
Billing Module: PeopleSoft Financial module to be implemented in August 2006. (Financial term)
Budget Check: Automatic process applied to approved requisitions and to purchase orders. Budget check of a requisition creates a pre-encumbrance against the ChartField Combination(s) used in the requisition. Budget check of a purchase order changes the pre-encumbrance into an encumbrance. (Financial term)
Business Process: Written descriptions of steps to be followed to accomplish a specific business-related task; e.g. “How to Enter a Requisition,” “How to Create a Request for a Quote,” “How to Run a PayCycle.” (Financial term)
Business Unit: A required five-digit PeopleSoft ChartField. Each university is a Business Unit. (Financial term)
Back to Top
Campus Community: One of eight segments comprising PeopleSoft Student Administration Services module. (Student Services term)
Campus Solutions: Oracle/PeopleSoft’s term for its Student Administration Services software module. (Student Services term)
Cash Advance: Travel and Expense document that requests funds to cover costs incurred during travel. (Financial term)
Chart of Accounts: Foundation of an accounting system. The PeopleSoft Chart of Accounts is composed of informational fields (see “ChartFields“) that provide the basic structure for financial transactions. (Financial term)
ChartField: Component within PeopleSoft’s Chart of Accounts. Each ChartField provides key information related to a financial transaction. Eight primary ChartFields are used by the Financials system: Business Unit, Department, Account, Class, Fund, Program, Project, Operating Unit. (Financial term)
ChartField Combination (or String): ChartFields joined together in various combinations to tell the system specifically what to record about each financial transaction. Replace what were FAST accounts in legacy system. (Financial term)
Class: An optional two-digit PeopleSoft ChartField. It is user-defined and enables the user to further qualify the account on the transaction (e.g. advertising costs by newspaper: Kennebec Journal, Bangor Daily News, Portland Press Herald). (Financial term)
Component: A group of related PeopleSoft pages.
Contracts Module: PeopleSoft Financial module to be implemented in August 2006. Will manage entire lifecycle of contract, including internal and external input. Integrates with PeopleSoft Projects, Billing, and General Ledger. (Financial term)
Contributor Relations: Part of the PeopleSoft Student Administration module that ties into Financials. Manages constituent data for both current supporters and prospects.
Dispatch: The process of transmitting a purchase order to a vendor. The dispatch process runs automatically several times daily. Each requisition specifies how the corresponding purchase order will be dispatched: printed and mailed, by FAX, etc. (Financial term)
Distributions: A requisition includes at least one set of ChartField data. The ChartField Combinations are called distributions.
Drill Down: Return to original source of transaction through various hyperlinks on PeopleSoft screens.
Dynamic Group: A group of employees who are time reporters in the same department or with the same supervisor; dynamic group members may belong to different workgroups; e.g. in a facilities department a dynamic group might include an administrative associate, an engineer, and a painter. (Time and Labor term)
Back to Top
EMPLID: A seven-digit number used by PeopleSoft internally to identify employees.
Employee Update Newsletter: A four-page periodical produced from time to time as necessary to provide information to employees about the PeopleSoft implementation.
ERP: Enterprise Resource Project. The name applied to the Project that encompasses selection and installation of a new computer resource that will benefit the entire enterprise that is the University of Maine System. Project Enterprise is the name of the University System’s ERP.
ERP Sponsors Group: See Organizational Chart.
ERP Steering Committee: See Organizational Chart.
Expense Report: Travel and Expense document that provides details regarding expenses after trip or purchase. (Financial term)
Expense Type: Within the Travel and Expenses module, the description of the expense category (e.g. Out-of-State Conference Fee, Out-of-State Lodging, Prepaid Conference Fee, Prepaid Transportation, Supplies and Materials). (Financial term)
Expenses Module: PeopleSoft Financial module to be partially implemented in July 2005. When fully implemented, it will allow employees to enter travel-related and other expenses for reimbursement on-line. Also called Travel and Expenses. (Financial term)
Back to Top
FAQ: Frequently asked question.
FAST to GL Translate Tool: Provides ChartField Combination that replaces a FAST account. (Financial term)
Final Approver Role: A person assigned this role reviews a Journal Entry after it has been reviewed and approved by one or more Reviewers. If approved by Final Approver, the Journal Entry is marked for posting. (Financial term)
Financial Aid: One of eight segments comprising PeopleSoft Student Administration Services module. (Student Services term)
Financial Management: PeopleSoft module to be implemented July 5, 2005 (Phase 1).
Fit/Gap Process: A careful look at PeopleSoft and how it works, to determine
1) what “fits” with the way we do business, and
2) where the “gaps” are between how we do business and how PeopleSoft works.
During the fit/gap process, a team of specialists determines whether the gaps can be filled by changes in how we conduct business, or whether minor software modifications are required.
Fund: A two-digit PeopleSoft ChartField, used for financial reporting. Will vary based on different types of Projects and Programs. (Financial term)
Back to Top
General Ledger: Central financial database with built-in accounting, budgeting, financial analysis, and reporting features. (Financial term)
General Ledger Inquiry Role: People assigned this role will have access to GL Inquiry pages only. (Financial term)
GL Inquiry Pages: A UMS-built tool that will replace WebFA$T. Will provide option to print reports and transfer output to Excel. (Financial term)
Go-live: That moment in time when a new module is first made available online for end-users.
Grants Module: PeopleSoft Financial module to be implemented in July 2006. (Financial term)
Guiding Principles: A set of guidelines adopted by the University of Maine System presidents that guide decisions made by the ERP Implementation Project. Includes Project Operating Principles.
Back to Top
HRMS: Human Resources Management System.
Interactive Design Prototype (IDP): New, improved “fit/gap.” Specialists and subject matter experts look for fits and gaps as well as actually designing and populating data tables and setting up programs as they proceed; a prototype of the final system is the result.
Back to Top
Journal: A PeopleSoft accounting entry entered online, or input from a feeder system (payables, receivables, asset management, and so on) to the general ledger. (Financial term)
Journal Entry: Replaces what were called “Journal Vouchers” in FAST system. Journal Entry in PeopleSoft can be done through PeopleSoft-provided Excel spreadsheets or on-line in PeopleSoft Financials. (Financial term)
Journal Entry Approval Role: People assigned this role will approve and mark journals for posting, and will review journal/ledger data. (Financial term)
Journal Entry Header page: General information within a journal including description, ledger group, source, and common descriptor information. (Financial term)
Journal Entry Using Excel Role: People assigned this role will enter journals via PeopleSoft-provided Excel worksheets. (Financial term.)
Journal Lines: Detailed information within a journal including ChartField Combinations, amounts, processing options. (Financial term)
Just-in-Time Training: Training on any given task that is offered as closely as possible to the actual time when a user will begin using the new system to accomplish that task.
Legacy Systems: The computer software structures that have evolved over the years in the University of Maine System; e.g. FAST, ISIS, Financier, that are being replaced by the new PeopleSoft modules.
Back to Top
Match Exception: Created when the purchase order, invoice, and receiving information do not match when the matching process is run in PeopleSoft’s Accounts Payable. (Financial term)
Match Manager: Allows the user to view and take action on any match exceptions in PeopleSoft’s Accounts Payable. (Financial term)
Matching: Automatic process that compares a voucher to its associated purchase order and shipment receipts. (Financial term)
n/Vision Reports: Powerful reporting tool used to deliver reports specific to UMS needs. Functions much like Excel. (Financial term)
Navigation Pages: An alternative means to access components within a menu folder.
Back to Top
One-Stop [Center]: A location on a campus where current students can access a number of services in the same place, at the same time (e.g. sign promissory notes, drop or add classes, get or request transcripts, apply for financial aid, pay bills). (Student Services term)
Organizational Chart: Click on “Project Management Information” on project website to view organizational chart for Enterprise Resource Planning.
Oracle: The software company that procured PeopleSoft in December 2004.
Originator: Enters, edits, and submits Journal Entries. Or, in Travel and Expense area, enters and submits required documents. (Financial term)
Back to Top
Page: PeopleSoft display and data entry screen.
Page Element: An icon, link, or button with a standard use that appears on pages. For example, the calendar button can be used on many different pages in PeopleSoft to select a date.
Pagelet: A small chunk or region of a web page in PeopleSoft that has a single topic or functionality.
Payable Time: Term used once the time administration process has been run against the reported time. (Time and Labor term)
Payables Module: PeopleSoft Financial module to be implemented in April 2005. Centralizes all purchasing processes in an on-line system. (Financial term)
Payables Role: People assigned this role will manage voucher entries with control groups, voucher entries for purchase orders, recurring vouchers, voucher maintenance, void checks/stop payments, and manual payments. (Financial term)
PDF Format: A file format created by Adobe (www.adobe.com) to facilitate electronic transfer of formatted files. For example, reports may be generated in PDF format by the financial management system. (Generall term)
PeopleSoft: The name of the administrative computing software product (and company) chosen for use in the University of Maine System.
PeopleSoft Reports: Built-in reports; will be customized to meet UMS financial reporting needs. (Financial term)
PO Voucher: A transaction created to pay an invoice related to a purchase order. (Financial term)
Portal: A pass-through into PeopleSoft that allows a user access to multiple databases with only one sign-on.
Position Management: PeopleSoft tool used to maintain information on every authorized employment position in UMS and funds committed for that position, regardless of whether the position is filled or vacant. Implemented in October 2004.
Pre-Pay Auditor: In the Travel and Expenses workflow process, the Pre-Pay Auditor provides final approval of Cash Advances and Expense Reports before processing by Accounts Payable. (Financial term)
Program: A sometimes-required five-digit PeopleSoft ChartField, used to track expenses and revenues pertaining to gifts, endowments, loans, and other sources of funds that need to be tracked across multiple departments or programs. (Financial term)
Project: A seven-digit PeopleSoft ChartField, required for all capital projects, grants and contracts, and any other projects with specific begin/end dates or that cross fiscal years. (Financial term)
Projects Module: PeopleSoft Financial module to be implemented in July 2006. Will provide ability to manage online the various inputs to a project (time and labor, procured material, subcontracts, et al.) (Financial term)
Purchase Order: End result of an approved Requisition. Purchase Orders are automatically created from approved Requisitions.
Purchasing Module: PeopleSoft Financial module to be implemented in July 2005. Centralizes all purchasing processes in an online system. (Financial term)
Back to Top
Query: A limited-access reporting tool that allows a user to create simple, ad hoc reports.
Receipt: A record of a shipment received from a vendor. Entered into the Financial system by someone in the Receiver role. (Financial term)
Receiver Role: People assigned this role will enter information into the PeopleSoft system when goods or services are received. (Financial term)
Reference: Allows each line of a Journal Entry to refer back to a document, person, invoice or other piece of information helpful in tracking the source of the Journal Entry line. Consists of up to ten alpha/numeric characters. (Financial term)
Reference Number: Located on Journal Entry header. Enables Originator to refer the Journal Entry back to a document, person, invoice, or other piece of information helpful in tracking the source of the Journal Entry. Consists of up to eight alpha/numeric characters. (Financial term)
Reported Time: Time entered by time reporters and managers. No rules have been applied and no processing done on the time data as yet. (Time and Labor term)
Requester: Same as Requisitioner. (Financial term)
Requisition: A request for a purchase. (Financial term)
Requisitioner Role: People assigned this role will enter requisition information, and will have access to Match Manager. (Financial term)
Reviewer: (Usually a supervisor) Reviews Journal Entries and determines whether to approve or deny. (Financial term)
Role: A job title that assumes certain job responsibilities and processes; e.g. “Accounts Payable Technician,” which might include the processes of Voucher Entry, Voucher Processing, Matching, AP Inquiry, Voucher Maintenance, and Recurring Payments; or “Requisitions/Receiver,” which might include the processes of requisitioning, receiving, and Match Manager. (General term)
Back to Top
Sandbox (database): A practice system available to end-users who have undergone training in specific areas. Allows supervised practice of real-life functions. (General term)
Self-Service (Employee): Tasks employees can now do for themselves online using PeopleSoft (reporting time, maintaining personal information, viewing checks and history, maintaining payroll information).
Self-Service (Student): Tasks current students will be able to do for themselves online using PeopleSoft (e.g. getting information, registering for courses, checking grades, paying bills). (Student Services term)
SME: Subject matter expert.
SSTP: Student Services Transformation Project. An ongoing process redesign effort by the SSTP Core Team to examine current processes and technology used by UMS institutions in all areas of Student Services Administration, and to recommend improvements thereto.
Speedchart: A template used to automatically distribute an expense to a set of ChartField Combinations in Purchasing and Accounts Payable. (Financial term)
Student Administration: PeopleSoft module consisting of eight segments: Academic Structure, Campus Community, Admissions & Recruitment, Student Records, Student Financials, Academic Advisement, Financial Aid, Contributor Relations. Anticipated implementation: 2006 and beyond.
Student Financials: One of eight segments comprising PeopleSoft Student Administration Services module. (Student Services term)
Student Records: One of eight segments comprising PeopleSoft Student Administration Services module. (Student Services term)
Back to Top
Template: Several pre-built templates are available when setting up a Travel and Expenses document; they help to narrow options to specific categories while completing the document. (Financial term)
THESIS (Transforming Higher Education Student Integrated Services): UMS project to redesign student services processes and organization, in support of Strategic Direction 7. (Student Services term)
Three-Way Match: The invoice, purchase order, and receiving information all match in PeopleSoft’s Accounts Payable. (Financial term)
Time Administrator: A person who reviews, clears up exceptions, and enrolls employees in Time and Labor. (Time and Labor term)
Time Approver: A person who reviews and approves payable time in PeopleSoft on a weekly basis. (Time and Labor term)
Time Manager: A person who enters time for a group of employees. (Time and Labor term)
Translate Tool (FAST to GL): Web-based tool used to look up FAST and ChartField Combination information: enter FAST account to obtain associated ChartField Combinations, or enter ChartField Combinations to obtain associated FAST account. (Financial term)
Travel Authorization: Travel and Expenses document that provides details about proposed travel and anticipated costs. (Financial term)
Tree: The name of a hierarchy or reporting structure in PeopleSoft. Trees are used to organize ChartField data, to set up security, and to create summary reports. (Financial term)
Tree Node: An individual item on a tree that summarizes a group of ChartField values or other nodes that logically belong together for reporting purposes. (Financial term)
Tree Leaf: A leaf defines a detail value attached to a Tree Node. It can be an individual ChartField value or a range of ChartField values. (Financial term)
Back to Top
Vendor: A company or person from whom we order goods or services. There is one list of vendors in the Financial system; each vendor is assigned a vendor ID. (Financial term)
Voucher: An invoice that has been entered into PeopleSoft is then considered a voucher. (Financial term)
Back to Top
Work Item: A requisition as it appears on an Approver’s Worklist. (Financial term)
Workflow: The automation of the approval/denial/recycle process in PeopleSoft financials (e.g. Journal approval) that passes work from one participant in the process to the next. Rules are set up that determine workflow paths. (Financial term)
Workgroup: A set of time reporters who share compensation requirements such as pay frequency, union, work location; e.g. police, federal work-study students, salary- exempt employees. (Time and Labor term)
Worklist: Automated to-do list created by Workflow. PeopleSoft tool that enables you to view tasks requiring your attention. The PeopleSoft system sends email to you when a new task has been added to your Worklist. (Financial term)