Skip to navigation content (Press Enter).

McMaster University

>>  

Fit-Gap Workshop Topics

The Fit-Gap stage is a crucial step in ensuring a smooth transition to the new system. During the Fit-Gap we will hold approximately 170 workshops to determine how the PeopleSoft software can meet McMaster's requirements and where there are gaps between the software's standard capabilities and the University's needs. At the end of the Fit-Gap stage, we will have a detailed plan for implementing the software to meet McMaster’s needs.

For the workshops we will need to draw on subject matter experts from across campus. We have begun to invite workshop participants but recognize that there are others who could contribute. Below is a list of workshop topics with bullet points explaining the topics to be covered. If you believe that you or one of your staff can contribute to one of these discussions, please contact the workshop's coordinator to request an invitation.

Research

Proposals Basic Structure

  • Proposal Structure: Business Unit, Proposal, Proposal Project
  • Grants Business Units
  • Contracts Business Units
  • Project Costing Business Units

Proposal Creation

  • Proposal Versions & Statuses
  • PI's
  • Sponsors
  • Proposal Projects
  • Proposal Budgets
  • Resources
  • Certifications
  • Reports
  • Attachments
  • Locations
  • Components
  • Key Words
  • Protocols, Attributes, Minorities, Trainees

Proposal Departments

  • Departments, Addresses, Attributes

Proposal Institutions

  • Institution Types
  • Audit Types
  • Certification Types

Proposal Sponsors

  • Sponsor Types
  • Sponsor Levels
  • Sponsor Program Types
  • Sponsor Guidelines

Proposal Professionals

  • Honors & Awards
  • Membership Information
  • Publication Information

Proposal Professionals

  • Honors & Awards
  • Membership Information
  • Publication Information

Proposal Other Business Rules

  • Keywords
  • Award Purposes
  • Resource Types
  • Components

Proposal Milestones

  • Types
  • Codes
  • Statuses
  • Notifications

Proposal Budgets

  • Budget Id's
  • Budget Types
  • Budget Items
  • Proposal Types/Products

Proposal Security

  • Proposal Preparation by Department

Project & Activity Structure

  • Pre-Award Post Award Structure
  • Project Structure
  • Activity Structure
  • Project Types
  • Activity Types

Project & Activity and COA

  • Interdependency on Chart of Accounts design

Negotiating and Generating an Award

  • Negotiations
  • Award Generation
  • Communications with recruits

Award Profile

  • Award
  • Funding
  • Resources
  • Certifications
  • Terms
  • Milestones
  • Funding Inquiry
  • Additional Information
  • Keywords
  • Award Modifications
  • Notepad
  • Attribute
  • Department Credit
  • Protocols

Project Set Up

  • Project General Information
  • Project Statuses
  • Project Department & Contact
  • Project Manager
  • location
  • Phases
  • Approvals
  • Justifications
  • User fields
  • Rates
  • Attachments
  • Project Valuation

Project Budgets

  • Project Budgets
  • Control vs. Track
  • Project Teams

Activity Set Up

  • Activity General Information
  • Activity Definition
  • Activity Locations
  • Quality
  • Rates
  • User fields
  • Rates
  • Attachments

Overhead

Rate Sets & Rate Plans

  • Rate Sets
  • Rate Plans

Allocations

  • Allocations  Types

Contracts

Contract Basics

  • Statuses
  • Types
  • Rev & Bill Plan templates
  • Hold Reasons
  • Legal Entities
  • Milestones
  • Revenue Reconciliation Options
  • Emails
  • Products

Revenue Plans

  • Amount based
  • As Incurred
  • Prepaid

Billing Plans

  • Amount based
  • As Incurred
  • Prepaids

Accounting Rules

  • Project Accounting Rules

HR Integration

  • Pre-Award/Post Award

Project Costing/Payroll Integration

Project Costing /General Ledger Integration

  • General Ledger Integration

Project Costing /Contracts

  • Project Costing /Contracts

Project Costing /Billing/AR

  • Project Costing /Billing/AR

Project Costing /AP

Project Costing /PO

  • Project Costing /PO

Contracts/Billing/AR integration

  • Contracts/Billing/AR integration

Project Costing /Commitment Control

  • Project Costing /Commitment Control

Research Reporting

  • Internal Reporting
  • External Reporting

Finance

General Ledger

Chart of Account Structure

  • Organization Model Understanding
  • COA design Principles
  • COA structure
  • Fund Accounting
  • Standardization and Naming Convention
  • External COA mapping (where applicable)
  • COA integration requirements

Journal Processing

  • Journal Entries /Online and Upload
  • GL Security
  • Journal Workflow
  • Allocations
  • Reversals
  • Intra-Unit Processing
  • Closing

Commitment Control

  • Encumbrance Accounting
  • Commitment Control ledgers
  • Budget Close

Financial Reporting

  • Management Reporting
  • Regulatory Reporting
  • Inquiry/Reporting/Queries
  • Data Validation Controls

Integration (Inbound/Outbound)

  • Inbound Journals
  • Sub-Ledger Journals
  • Outbound Journals
  • Journal generator processing

Financial Data Conversion

  • Financial Conversion Strategy
  • COA Mapping Approach and Controls
  • Conversion Validation

Purchasing 

Vendor Management

  • Vendor Maintenance
  • Vendor Data Conversion
  • Vendor Approval framework

Purchasing Control Data

  • Ship to Locations
  • Requestors/Buyers setup
  • Item Categories
  • Procurement Defaults
  • Contracts

Req/Purchasing Process

  • Req creation process
  • Procurement Approval framework and rules
  • Purchase order creation and close
  • Receipting
  • PO Reconciliation

Purchasing Workflow

  • Workflow Rules
  • Procurement guidelines

 Payables

Payables structure

  • Payables Business Units
  • Payables default structures
  • Payables -VAT/Tax Calculations

Vendor Setup

  • Vendor Setup
  • Vendor Inactivation Process
  • Employee/Student Payment setup
  • Vendor Conversion

Voucher Processing

  • Invoice Processing
  • Voucher Control Group Setups
  • Voucher Accrual Processing
  • Voucher-Invoice Interfaces
  • Voucher-Closing
  • Voucher-Inquiry and Aging Process

Payment Processing

  • Payment Methods
  • Manual Cheque processing
  • Paycycle Processing
  • Escheatment Process
  • Bank Rec Process

 Cash Management

Cash Management

  • Transfers Settlements
  • Cash Position
  • Investment Pools
  • Bank Reconciliation
  • Accounting & Cash Admin
  • Reports
  • Interface and Integration
  • Approvals and Workflow

 AR/BI

Quote to Cash

  • Customer Overview
  • Creating Bills
  • Processing Bills
  • Pending Items
  • Payments
  • Reporting
  • Refunds
  • Direct Journals
  • Interface and Integration
  • Approvals and Workflow
 

Project Costing

Project Accounting

  • Project ID Structure
  • Project Control framework
  • Project Accounting Attributes
  • Interface and Integration
  • Approvals and Workflow
  • Project Inquiry/Reporting

Research Finance

General Ledger

  • Chart of Account Structure
  • Journal Processing
  • Commitment Control
  • Financial Reporting
  • Integration (Inbound/Outbound)
  • Financial Data Conversion

Purchasing

  • Vendor Management
  • Purchasing Control Data
  • Req/Purchasing Process/Workflow

Payables

  • Payables structure
  • Vendor Setup
  • Voucher Processing
  • Payment Processing

Cash Management

  • Cash Management

AR/BI

  • Quote to Cash

Project Costing

  • Project Accounting

Research Awards

  • Pre-Award
  • Project & Activity Structure
  • Awards
  • Project & Activity /Budget teams Set Up
  • Overhead
  • Contracts
  • Amendments/Project CloseOut
  • Integration
  • Research Reporting

Student Administration

Campus Community

Person Data (Bio Demo Data)

  • Student ID numbers
  • Addresses
  • Names
  • Phone information
  • Email addresses
  • Residency and Citizenship

Non-Core Bio Demo, and Holds

  • Emergency Contacts
  • Decedent data
  • Accommodation and Health Information
  • Extracurricular activities and recreation
  • Athletic Participation
  • External Organizations (Schools, Sponsors, Corporate Partners)
  • Holds (Service impacts)

Privacy

(including PIPEDA, R.S.Q., chapter A-2.1, FIPPA)

  • Access to information

Integration with external systems

  • Personal Data Integration (Other Systems)
  • Affiliations (Relationship with Institution)

Advocacy and Support Services

  • Centre for Native Education
  • Access Centre for Students with Disabilities
  • International Students Office

Data Conversion

  • Bio / Demo Data
  • Residency
  • Communications
  • Comments
  • Service Indicators
  • Organizations
  • External Ids

Academic Structure

Academic Structure

  • Campuses, Locations, Buildings, Facilities
  • Careers (Grade, UGRD, etc.)
  • Faculties, Departments, Schools
  • Programs, Degrees
  • Majors, Minors, Certificates, Specializations, Concentrations
  • Organizing students
  • Instructor/Advisors

Term and Calendar

  • Academic Year, Terms, Sessions
  • Academic Calendars
  • Level and Load Rules
  • Student Types - Full-time, Part-time, International, Distance, etc.
  • Grading Schemes

Academic Structure Review

  • Review of Academic Structure “skeleton”
  • Discuss impacts on other modules

Recruiting

Recruiting

  • Types/numbers of students recruited annually
  • Methods used to recruit/track potential students
  • Communications with recruits
  • Recruiters
  • Tracking recruits through admissions processes
  • Reporting on recruits/recruiting efforts
  • Managing Recruiters

Data Conversion (Recruitment)

  • Current prospects
  • Recruiters

Admissions

Applications

  • Discovery Session (Review Current process, 'tour' of documentum and Admissions System)

Applications

  • Overview of Admissions agencies activities
  • Online Applications
  • Application Centers
  • Paper/Telephone Applications
  • Quebec Central Admissions (Integration)

Evaluation and Admissions decisions

  • Application Evaluation
  • Test Scores
  • References / Resumes / Portfolios / etc.
  • Tracking Missing Information
  • Transfer Student processing
  • Admissions decisions
  • Wait-listing for Admission

Communications

  • Communications with applicants and admitted/denied/waitlisted students
  • Letters / Email / Phone / Other

Self-Service, Reporting, and Orientation

  • Admissions Self Service
  • Admissions Reporting requirements
  • External Systems (ex. Housing)
  • Admitted student financial award recommendations

Data Conversion

  • Applications
  • Previous Education
  • Test Scores

Transfer Credit

Transfer Credit

  • External schools
  • External subjects, courses
  • External transcripts
  • Transfer credit rules
  • Transfer process timing
  • Self Service (and Self declare)

Data Conversion

  • External schools
  • External subjects, courses
  • External transcripts
  • Transfer credit rules
  • Transfer process timing
  • Self Service (and Self declare)

Student Records

Scheduling

  • Course Catalog
    • Maintaining Courses
    • Review/modify existing curriculum
    • Create new curriculum
    • Reports
  • Class Scheduling
    • Schedule class sections
    • Components
    • Self-paced/Online
    • Define requisites/reserves
    • Assign facilities
    • Assign instructors
    • Learning Management Systems (Moodle, Blackboard, etc.)
  • Instructors
    • Workload
    • Department/subject assignment
  • Facilities
    • Scheduling
    • Resources
    • Events
    • Third Party Scheduling software
  • Exams
    • Scheduling
    • Common exam period
    • Third Party Scheduling software

Enrollment

  • Enroll students
    • Web enrolment
    • Block enrolment
    • Appointments
    • Load calculation
    • Pre-requisite checking
    • Repeated courses
    • Enrolment Restrictions
    • Permissions
    • Overrides
    • Audit
    • Student Exchange
    • Non-institution students
    • Class Rosters
    • Work study and Co-op
    • Learning Management Systems (Blackboard, Moodle, etc.)
    • Communications
    • Reports
  • Class enrollment changes
    • Add/Drop period
    • Refunds
    • Withdrawals
    • Program changes
    • Change in load

School of Extended Learning

  • The Centre for Continuing Education
  • Credit courses & certificates

Enrollment (Graduate)

  • Graduate student lifecycle
  • Intricacies of Graduate level enrollment processing

Assessment

  • Attendance
  • Grading
  • Assignments
  • Non-coursework
  • Approval
  • Mid-term/Final
  • Incomplete grades
  • Grade Lapse
  • Grade Rosters
  • Transcripts
  • Communications
  • Reports

Academic Progression

  • Academic level
  • Academic standing
  • Declaration of major
  • GPA calculation
  • Class rank
  • Repeated courses
  • Communications
  • Reports
  • Re-admission

Graduation

  • Applying for graduation
  • Degrees
  • Convocation
  • Alumni
  • Communications
  • Reports

Data Conversion

  • Enrollments
  • Course Catalog
  • Schedule of Classes

Transcripts

  • Transcript Requests
  • Transcript content

Student Center

  • Student Centre
  • My Advisor
  • My Academic Requirements
  • My Planner
  • What-if Report

Academic Advising

Academic Advising

  • Setup
  • Academic Requirements
  • Program Guide Requirements
  • Student Advisement
    • Request Advisement Report
    • Substitutions
    • Exceptions
  • Advisement Processes
  • Advisement Reports
  • Summaries
  • Instructor/Advisor
  • Student Advisor
  • Summaries
  • Instructor/Advisor
  • Student Advisor

Self-Service

  • Self Service
  • Advisor Centre

Data Conversion

  • Advisor Notes
  • Exceptions/Substitutions/Agreements

Student Financials

Orientation / General Structure / Accounting Structure /Students Accounts / Tax Reporting

  • Accounting Structure - Chart of Accounts
  • Campus Solutions as a Receivables System
  • Tracking Revenue / Revenue Splitting
  • A/R and Deferred Revenue Accounts
  • Integration with Financial System (GL)
  • Student Accounts - Structure / View / Student View / Detail
  • Self Service (Account view / Make a payment / Request information)
  • Tax Reporting - T2202A / Online Options / T4A process
  • Reporting - Trial Balance and Aging Report
  • Interfaces and Electronic Data Loads (Incoming and Outgoing files / Third Party Systems)

Tuition and Fee calculation / Entering Receivables

  • Fee Calculation - Course, Class, Program, Institution Fees / Triggers / Timing / Overrides / Rules / Waivers
  • Mandatory, Optional, Miscellaneous Fees - Health Fees / Parking / Drop and Withdrawal Fees / Transcript Fees / Late Fees / Other
  • Receivable Maintenance - Adjustments / Reversals

Payment Processing / Cashiering / Payment Plans and Third Party Contracts (Sponsors)

  • Cashiering - Tenders / Cash Office / Registers / Cashier Setup / Voids / Balancing Registers
  • Self Service Credit Card Payments other web payments 
  • Interfaces
  • Payment Plans - Setup / Assign / Student Account Impacts / Receivables / Self-Service
  • Deferral Contracts
  • Third Party (Sponsorship) Contracts - Organization Setup / Create / Assign / Cancel
  • Organization and Student Accounts (Transferring receivables)
  • Billing for Corporations / Sponsors

Refunds

  • Integration with A/P (Cheque Processing)
  • Credit Card Refunding / Cheque Refunding / Information of Voucher / Financial Aid Cheques
  • Refunding Rules and Restrictions

Billing / Account Statements

  • Student Invoice - Layouts / Automation / Information on Bills / Bill Generation and Print
  • Student Account Statements - Layouts / Online options / Information on Statements / Statement Generation

Collections

  • Collections - Collectors / Collection Criteria / Collection Agencies
  • Students in Collections (impacts)
  • Communications with students in Collections
  • Write-Offs

Data Conversion

  • Open balances and account details
  • Service Indicators (Holds)
  • T2202A or T4A tax data
  • Invoice amounts

Financial Aid

Financial Aid Structure

  • Financial Aid Office Structure
  • Key Time lines/Deadlines
  • Business Cycle

Needs Analysis

  • Government Student Aid (Data Loads, Scholarships, Government Assistance Programs, etc.)
  • Bursaries (Application Process, Bursary groupings - undergraduate, graduate, part-time, etc.)
  • Scholarships (Criteria/Eligibility, Groupings - entrance awards, undergraduate, graduate, etc.)
  • Budgeting process (individual, batch, adjustments)

Awards

  • Types of awards (bursaries, scholarships, etc...)
  • Discuss Criteria for Awarding and Process
  • Early Awarding
  • Awarding process (individual, batch, manual, auto)
  • Anticipated Aid
  • External Awards

Disbursements and Satisfactory Academic Progression (SAP)

  • Disbursement process (individual, batch, timing)
  • Disbursement terms and splits
  • Disbursement rules (hold if withdrawn, etc.)
  • SAP process (manual, auto)
  • Work Study

Self-Service, Reporting, Security

  • Self Service
  • Reports
  • Security
  • Automated workflow

3C's and Taxes

  • T4A
  • Comments & Checklists
  • FA notification (manual, auto, letters, emails, etc.)

Data Conversion

  • Awards
  • Notes
  • Financials GL Information
  • Conversion timing considerations

Government Reporting and Other

Government Reporting

  • Legislation
  • Reports
  • Data flow

Integration

  • Inbound interfaces
  • Outbound Interfaces

Human Resources

Core HR

  • Base HR
  • Workforce Administration
  • Salary Admin & Compensation
  • Seniority & Svc
  • Position Management
  • Certifications
  • HR Reports/Interfaces

Benefits

  • Base Benefits Setup
  • Benefits Plans
  • Benefits Enrollment
  • Open Enrollment - Annual Enrollment
  • Eligibility & Event Rules
  • Remittance
  • Retro Benefits
  • Dependents & Beneficiaries
  • Employee Benefits Data
  • Leaves Processing
  • Pension Processing
  • Benefits Billing
  • eBenefits
  • BEN Reports/Interfaces

Time and Labor

  • TL Setup/Common Definitions
  • Employee Groups
  • Time Periods
  • Time Reporting
  • Rules & Grouping
  • Schedules
  • Task Elements
  • Task Configuration
  • Validation Criteria
  • Time Collection Devices
  • Manage Time Reporters
  • Work Schedule Assignments
  • Compensatory Plans
  • Report Time
  • View Time
  • Approve Time
  • Manage Exceptions
  • Manage Attendance
  • Integration (Projects/Payroll)
  • TL Reports/Interfaces

Payroll

  • Payroll Setup/Common Definitions
  • Payroll Processing
  • Retroactive Payroll
  • Year-end Processing
  • Employee Pay Data
  • Payroll Distribution & GL
  • Payroll Reports and Interfaces

eCompensation

  • Employee and Manager

TAM/Recruiting

  • Talent Acquisition Manager
  • Talent Acquisition Manager 2
  • Candidate Gateway

Succession Planning

  • Careers
  • Succession Planning

e-Performance

  • e-Performance (Performance Appraisals)
  • Manage Competencies (PS definition)