McMaster logo

Mosaic Advisor

Helping Finance and Research Finance System Users Prepare

Issue 4, November 28

Next week Mosaic will launch McMaster's new finance and research post-awards system. You have been identified as a user of McMaster's finance or research finance systems who will need access to the new system that will be introduced this December. This newsletter series is intended to help you prepare for the introduction of the new system.

In this issue

Old Account Numbers Won't Disappear Immediately

One benefit of the new system is an overhauled Chart of Accounts which will replace the current 10-digit account numbers with new chartfield strings that offer greater flexibility. The new chartfield strings will be used in the new system; however, legacy systems that will be replaced in future phases of Mosaic will continue to use the legacy account numbers during the interim. Specifically, Mac VIP will still use the legacy account number until it is replaced next July with PeopleSoft (this includes labour distribution reports). All payroll transactions should continue to be submitted using the current forms. The interim process applies to legacy student systems, the SAS FM budgeting system and Facilities Services' Aim system.

Chartfield String Information

  • There is an account number to chartfield string conversion tool in PeopleSoft to help with the interim translation of legacy accounts and subcodes.
  • A spreadsheet mapping the six-digit, legacy account number to the new Fund, Department and Program fields has been sent to budget envelope managers to distribute to their staff as required.
  • A guide to the McMaster Chart of Accounts is also available.

Post-Launch Support

When PeopleSoft launches next week, the Mosaic team will also launch a complete support program. The "Support" tab on the new Mosaic portal is the first place to go for support information and can direct you to additional resources. See the recent McMaster Daily News support article for more details.

FAS November Month-End Close

As part of the transition from the legacy finance system to PeopleSoft, FAS will be closed and taken offline at 4:30 p.m. Thursday, December 5 for the November month end. On December 7, or soon after, the legacy FAS will return in VIEW ONLY mode. FAS and MVS eReports will remain available, including November 2013 month-end reports.

Deadlines for completing journal entries:

  • Upload, manual and EC98 entries: noon Friday, November 29
  • Student accounts receivable (all entries to account #0-10220): noon Thursday, December 5
  • Approval of Oracle journal entries: noon Thursday, December 5

For additional details refer to the cutover memo.

Accessing the System

The system will be available at mosaic.mcmaster.ca . Users will log-in using their MAC ID and password. To access the PeopleSoft system, users must be on the McMaster network or attached through the McMaster VPN. Users connecting from a Hamilton Health Sciences or St. Joseph's Healthcare facility do NOT need to use the VPN.

Training

Individuals who haven't already signed up for training can do so on our Learning Hub website.

Future system users are strongly encouraged to take two pre-requisite courses before beginning other classroom or online courses. PeopleSoft Basic Navigation and Workflow, Approvals and Delegation provide an introduction to basic PeopleSoft functionality and should be considered a minimum orientation.

There are also online versions of many of the courses. (Some people find it beneficial to review the online course before attending the classroom course.)

Refer to the Training FAQs for further information or contact the training coordinator.

Policy Changes

The university recently updated several finance-related policies. These changes will be reflected in the new PeopleSoft system.

Contact

For additional information contact:

mosaic@mcmaster.ca