GL Project Updates

June 11, 2012

A temporary delay in the rollout of PeopleSoft Financials to local councils was recently announced and, since that time, the Local Council Fiscals Project Team has been working diligently to address the items that led to the decision of a delay. Attached is this week’s update on the project details, recommended system requirements, and current development items. 

For any questions, please contact the National Support Center.

Thank you. 

March 8, 2012

In mid-February of 2012 the first four councils were converted to the new fiscal software system that is driven by PeopleSoft Financials 9.1. These councils are processing transactions in February and March and, while moving forward, providing valuable feedback on our training and conversion process.

The remaining councils will move to the new platform from April to October 2012 in groups of about 15 councils. Training will be conducted at the national office in Irving, Texas, for key operators in the software. The National Council will pay for travel, lodging and meals for one person per council (two each for SE Grade 100) and councils can send an additional person at council expense for lodging (the National Council will handle the meals).

The rollout schedule has been shared with councils, listing the critical dates for calendaring. Detailed checklists and instructions will be sent to each council in advance of their rollout date for adequate preparation.

A series of three phone conference calls were conducted with lead-ins by Wayne Brock, deputy Chief Scout Executive, and Gary Butler, assistant Chief Scout Executive, giving some detail and answering questions. The vast majority of councils participated, but if you missed the calls, a recording of one of the calls can be downloaded here.

October 6, 2011

BETA Councils Preparing for Conversion
Four local councils will be making the move to the new system for Fiscal Software in November 2011. We appreciate these councils making the sacrifice of time required to review plans and give feedback to the project team on the rollout.

The software solution includes the use of several programs that work together to manage data and report as needed:

  • PeopleSoft Financials 9.1
  • Fiscal Processing and Master Database
  • nVision
  • (Financial Statements and Reports
  • (User Productivity Kit – UPK )
  • Use Helps and Training
  • Microsoft Excel
  • (Downloads & Uploads)

The rollout schedule for the remainder of local councils is planned for the period of March – November 2012. The lessons learned from our BETA experience will help form the final rollout model and plan. Watch for more information about your specific date and important preparation steps.

July 29, 2011

Scanners and the New Fiscal Software:
In the new fiscal software environment there is functionality that will facilitate attaching scanned images to transactions such as journal entries, invoices, expense reports etc. This ability will help us move to a less paper-driven document storage system.
Attached images are preferred in PDF format, but tiff or jpeg are acceptable. To take advantage of this option, councils will need reasonable access to scanning capability with these formats available. Small items such as receipts, can actually be captured with a digital camera or phone.

Things to consider:

  • Scanner technology in itself is not expensive
  • Consider the environment and multiple uses
    • How often would it be used?
    • What other uses?
    • What type of documents will be scanned?
    • Sheet feeders are great for multiple pages
    • Sheet feeders are not so great for small receipts, odd shapes or bound information
    • Flat-bed scanners are good for odd sizes and bound information but not so for multiple pages.
    • A combination of sheet feeding and flat bed may be more expensive, but also more productive.
    • Think boldly about other uses such as board minutes/notes, sketches etc.
    • Make certain you invest in one that will handle a heavy load as you determine more uses in the future.

    May 31, 2011

    Gary Beus did a presentation on the Fiscals & Fundraising Software at the BSA National Meeting in San Diego.  A summary handout was provided.  Download it here.

    April 26, 2011

    Councils are beginning to receive information from the Finance Impact Department about efforts to solidify the current chart of accounts and eliminate invalid or unused accounts.

    Coming will be an effort to clarify cost centers so that the meaning of the label is very specific and used consistently throughout the general ledger.

    All these steps will be important in smooth conversion to the new system when that point arrives.

    April 11, 2011—Gary Beus

    The planned software toolkit to replace and augment the functions of general ledger and accounts payable is in the development stage.

    No rollout date is firmly determined at this point.

    Local council fiscal management staff members will soon begin to review the progress and have input in the design and configuration of the new tools.

    The entire toolkit will add new functionality and should greatly enhance the ability of council management to capture, digest and report financial information.