Courses

The purpose of the PeopleSoft Overview course is to provide an introduction to the three PeopleSoft applications used to manage finances, human resources, and student administration at the University of Alberta. By the end of the training session, participants will be familiar with how the applications are used at the U of A and their relationship to each other; be able to perform basic navigation functions, use standard data retrieval tools common to all applications, and understand PeopleSoft reporting at a high level. This course is intended to provide the foundation upon which users can build their PeopleSoft knowledge and skills in the business context of their specific jobs.

Audience: This course is aimed at new PeopleSoft users (either new employees or those new to a role requiring PeopleSoft) regardless of which application they will be using in their jobs.

Learning Guide:		PeopleSoft Overview

Presented by Financial Services

The purpose of this course is to provide basic knowledge and supporting resources to enable users of the PeopleSoft Financials application to perform their roles effectively. It will also serve as a pre-requisite for further PeopleSoft Financials training. By the end of this course participants will gain an understanding of basic financial concepts and financial information at the University, including:

• roles and responsibilities
• financial policies and procedures
• University accounting practices
• accounting schedules
• chart of accounts
• access to financial information

Learning Guide:		Financial Basics

The PeopleSoft Introduction to Financials Reporting is a course that will help you build your knowledge and skills in basic financial reporting practices and tools used at the University of Alberta. Once you've taken the course, you'll be able to:

• Generate an nVision report and drill
• Run queries
• Use online inquiry pages

Learning Guide:		Introduction to Financials Reporting

Presented by Financial Services

The PeopleSoft External Billing course will demonstrate how to invoice agencies, print invoices, process credit invoices and make inquiries on outstanding invoices.

Training Summary:		PeopleSoft External Billing Training Summary
Training Guide:		PeopleSoft External Billing Training Guide
Online Version:		W.21 PeopleSoft External Billing

Presented by Supply Management Services

The Accounts Payable Journal Vouchers on-line course provides instruction on how to record adjustments or corrections to an Accounts Payable Voucher. This online course also highlights the policies and procedures relating to the Accounts Payable process at the University.

This course is intended for staff who record adjustments or corrections to an Accounts Payable Voucher.

Pre-requisite: FN.01 Financial Basics

Training Summary:		PeopleSoft Accounts Payable Journal Voucher Entry Training Summary
Training Guide:		PeopleSoft Accounts Payable Journal Voucher Entry Guide
Online Version:		W.03 PeopleSoft Accounts Payable Journal Voucher Entry (online version only)

Presented by Supply Management Services

The PeopleSoft Financials application at the UofA will be undergoing an upgrade in 2012. As a result, the PSUTP Travel and Expense course will require re-design and will not be offered in the interim. Please feel free to download and print the existing course Learning Guides (below) as well as make use of the Resources for Financial Users (such as the 'Guide to Financial Management') available from the PeopleSoft User Training Program website under Learning Resources. If further assistance is required, please contact Supply Management Services at 2-8898

Training Summary:		Travel & Expense Claimant Learning Summary
Training Guides:		Travel & Expense Internal Control Guide Travel & Expense Unit Maintenance Guide Travel & Expense Claimant Guide
Online Version:		n/a

The eTRAC courses formerly available through the PeopleSoft User Training Program are under review due to recent PeopleSoft upgrades impacting their content. In the meanwhile, there are learning resources available to Administrators and Researchers which include topics such as the Researcher Home Page, Flash Report and Grants 2.0 Deltas.

Those materials are located on the RSO website at the following URL:
http://www.rso.ualberta.ca/g2trainingmaterials.cfm

Presented by Human Resource Services

The PeopleSoft HCM - Basics of Human Resources/Payroll course provides an overview and basic training on the UofA's PeopleSoft HCM application. Participants will gain an understanding of the roles and responsibilities related to HR/payroll, basic information such as employee types, employee status, pay cycles, deadline dates, earning codes, sources of funding and related forms and reports. Participants will be introduced to the various PeopleSoft HCM functions and will navigate and inquire in the Distributed Access module. Participants interested in attending other PeopleSoft HR/Payroll courses should complete this course first.

Pre-requisite: PeopleSoft Overview

Training Summary:		n/a
Training Guide:		PeopleSoft Basics of HR/Payroll Training Guide
Online Version:		n/a

Presented by Human Resource Services

The Distributed Time Entry process allows departments to enter leaves and absences (vacation or sick days) for monthly paid support staff. The timing of when data is entered into PeopleSoft HCM is important as it will determine if the absence will be reflected on the employees current accruals and Employee Self Service advice statement.

Pre-requisite: H.01 Peoplesoft Basics of Human Resources is recommended

Training Summary:		n/a
Training Guide:		PeopleSoft Distributed Time Entry Training Guide
Online Version:		n/a

Presented by Human Resource Services

The GL Distribution function allows departments to transfer historical salary and benefit expenditures from one combination code to another. All salary and benefit expenditures processed through the payroll system will have to be transferred using the GL Distribution function. A copy of the training guide will be available 5 days prior to the class via a link shown in your "Upcoming Courses" listing. Please print this training guide and bring with you to class.

This course is intended for staff who manage and perform payroll and human resource related work

Pre-requisite: H.01 Peoplesoft Basics of Human Resources is recommended

Training Summary:		n/a
Training Guide:		PeopleSoft General Ledger Distribution Training Guide
Online Version:		n/a

Presented by Human Resource Services

The Hours Bucket Summary information session reviews the following:

• Who has a bucket of hours?
• Where can I find the bucket summary?
• Why should I be concerned with the bucket totals?
• How does the bucket total affect an employee?

The course also reviews Benchmarks, Salary Scales and the completion of appointment/pay action forms.

Pre-requisite: none

Training Summary:		n/a
Training Guide:		n/a
Online Version:		n/a

Presented by Human Resource Services

Biweekly Timesheet Entry enables departments and faculties to enter hourly time on-line in the PeopleSoft HCM module for hourly paid employees.

Pre-requisite: H.01 Peoplesoft Basics of Human Resources is recommended

Training Summary:		n/a
Training Guide:		Biweekly Timesheet Entry Training Guide
Online Version:		n/a

Presented by Human Resource Services

Are you a department or faculty Personnel Contact? Do you initiate or approve pay action forms within your department? Do you need to hire an employee or change an employee's status but are unsure what form to send to Human Resource Services? HR Smart Forms can help.

HR Smart Forms are a collection of web-based, online employee pay action forms (ePAF) accessible from the PeopleSoft HCM system and are used to initiate and approve HR transactions for academic, support, and student appointments. Smart forms replace paper forms in most instances and are an efficient method to quickly action operating and research funded employee transactions.

The length of the session has been increased to include more hands-on practice entering Smart Forms with varied scenarios. In this workshop, you will learn:

• How HR Smart Forms can save you time and effort to process employee transactions.
• How to hire an academic, support and student employee using Smart Forms.
• How to process job and employment status changes for support staff and students.
• How forms are routed through each stage of approval.
• The role of each person in the Smart Form workflow process.
• How to monitor the status of the forms you have processed.

Learning Guide:		Introduction to HR Smart Forms
Learning Summaries:		HR Smart Forms Change Employment Status
		HR Smart Forms Add and View Attachments
		HR Smart Forms Job Change
		HR Smart Forms Hire
		HR Smart Forms Approvals
		HR Smart Forms for Hourly One Time Payments
		HR Smart Forms Student Scholarship One Time Payments

In this course, participants will be introduced to basic knowledge and skills that will enable them to use Campus Solutions in the work they do in student administration, regardless of security or organizational role. This course is intended to serve as the foundation for more advanced and specialized courses related to Campus Solutions use.

Participants will learn descriptions and explanations about common terms and features used in Campus Solutions and how to perform general tasks related to providing student service from a view-only perspective. This includes finding a student and confirming his/her identify, and viewing biographical information and Service Indicators/Constraints on a student's record through the Student Services Center.

This course is aimed at department or faculty employees involved in student administration (either directly or indirectly), who have little or no experience working with PeopleSoft Campus Solutions. Registrants should have completed the PS Overview course or have equivalent knowledge and skills.

Learning Guide: Campus Solutions Basics Learning Guide UPK Player: Campus Solutions Basics (online version)

CS.02 Support Student Use of Bear Tracks

Are you a U of A staff member who provides service to undergrad/graduate applicants and students (or supervises those who do)? Would you like to learn more about what undergrad/graduate applicants and students see and do in Bear Tracks, and how you can support them when they run into difficulties or have questions about where to find and/or update information in Bear Tracks?

If you answered yes - then this session is for you! Not only will you will become familiar with how applicants and students use Bear Tracks throughout their student life-cycle - from application and admission, to registration, exams and grading, to graduation - but you will learn how you can help and support them, primarily through the use of the Student Services Center.

Pre-Requisites: Completion of PS Overview and CS.01 Campus Solutions Basics. The material covered in CS.02 builds on topics learned in these two pre-requisites.

Helpful Material: If you would like to familiarize yourself with the basic navigation and steps involved in the student registration process in Bear Tracks, review the short video tutorials available on Bear Tracks https://www.beartracks.ualberta.ca. Once you have signed in, select the User Guide link in the top right hand corner.

Under the 'Everyone' heading:
• General Bear Tracks Navigation
Under the 'Undergraduate / Graduate' heading:
• My Planner
• Build a Draft Schedule
• Add Function

CS.02A Support Instructor Use of Bear Tracks (Instructor Self-Service)

Are you a U of A staff member who helps an instructor navigate through the Instructor Self-Service module of Bear Tracks? Would you like to see a demonstration of the key functions of Instructor Self-Service including Teaching Schedule, Exam Schedule, Class Rosters (including Grades), and Sending Emails?

If you answered yes, then you should stay after the CS.02 Support Student Use of Bear Tracks course for this short demonstration session. You will also learn about key resources available to enable you to support instructors in their use of Instructor Self-Service and Electronic Grades Submission, and to support your own continued learning. If you register in CS.02, you will have the option to stay for this portion or leave if it doesn't meet your needs.

Helpful Material: While there is no Learning Guide for section of the course, but there is a User Guide available to support all staff and instructors using Instructor Self-Service. Go to https://www.beartracks.ualberta.ca.

• Once you have signed in, select the User Guide link in the top right hand corner.
• The Instructor User Guide (PDF) is available under the Instructors heading.

Are you a department or faculty administrator who needs to learn (or get a refresher about) how to schedule classes, maintain an existing schedule, and/or update pre-exam data in Campus Solutions? Then this one hour session is for you!

By the end of training, participants will be familiar with the course scheduling process at the U of A, including the timing of related activities and gathering of relevant data. They will be able to successfully add a new section of a course, maintain an existing section, update the Instructor/Advisor Table, and update exam data in Campus Solutions.

This course will only be held at certain times of the year when the need is high. The next session will be held in the spring of 2012. In the meanwhile, the materials for this course are available for use on your own if required. The Learning Guide below is the classroom participant guide and the link to the UPK Player is the activity component of the course. Details about UPK and how to use it are available in the document How to use UPK.

Pre-requisite: PeopleSoft Overview

Learning Guide:		Create and Maintain Classes Learning Guide
UPK Player:		Create and Maintain Classes (online version)

Offered by Administrative Information Systems

IMPORTANT: Prior to registering for this course you must contact AIS to determine eligibility. Please contact Janet Arndt at 780-492-9947 or janet.arndt@ualberta.ca

Training will be provided to only those individuals selected by their unit to have access to the Create Person ID process in PeopleSoft. The ideal candidates for this access:

• Are involved in the completion of appointment forms - personnel or payroll contact
• Understand the importance of following guidelines and regulations
• Understand the faculty's' or department's' needs in creating a Person ID and/or CCID
• Understand the different employee types or individuals who would require a Person ID and their relationship(s) to the University of Alberta.
  

This course provides instruction on how and when to use the Create Person ID process.

Training Summary:		n/a
Training Guide (printed copy not required for classroom):		PeopleSoft Create Person ID Training Guide
UPK Player:		PeopleSoft Create Person ID (online version)