PeopleSoft Third Thursday Demos

Third Thursday Demos

About Third Thursdays
The CRC conducts PeopleSoft "Third Thursday" demos for any district in the county – those of you that began using PeopleSoft in a previous deployment, those that just started, and those that are coming onboard in 2016. Each third Thursday of the month we pick a different topic and conduct a short webinar to give you exposure to the new system. Topics are related to Finance (Purchasing, Accounts Payable, Budget Monitoring, and so on) and Human Capital Management (Human Resources, Absence Management, Time & Labor, Payroll, and so on). For upcoming demos, registration is required; the URL and connection information will be sent to you upon registration. All previous demos were recorded and can be viewed online. If you would like to submit an idea for a topic, please email Peyri Herrera at

Demos for 2017

January 2017


General Ledger
Auditor’s Transfer processing updates effective February 1, 2017
Auditor’s Transfer processing updates effective February 1, 2017

Job Aid: Auditor's Transfer processing changes effective 02/01/17
Auditor's Transfer processing updates effective February 2017
Date: Thursday, January 19, 2017

Description: In this demo we demonstrate changes that will occur in Auditor's transfer processing effective February 1, 2017.

Audience: Finance staff who are responsible for creating Auditor's Transfers
February 2017


Payroll rocessing
HCM Queries to help improve Payroll results

Date: Thursday, February 16, 2017

Description: In this demo we demonstrate Queries that can be run throughout the payroll cycle to improve final payroll results.

Audience: HR, Benefits, Payroll staff that are responsible for entering employee data that is used for pa



Clearing Payroll Suspense
Clearing Payroll Suspense

Date: Thursday, March16, 2017

Description: In this demo we demonstrate how to find payroll items that have gone to suspense and how to clear them.

Audience: Finance staff that are responsible for clearing suspense.

Demos for 2016

January 2016


Human Resources
Updating Personal Information in PeopleSoft ESS

Date: Thursday, January 21, 2016

Description: In this demo we demonstrate how employees can review and update their address, phone numbers, email address, and emergency contacts using PeopleSoft Employee Self-Service (ESS). NOTE: Your district or charter school must be live in PeopleSoft HCM to enable this feature.

Audience: Human Resources staff, employees who use PeopleSoft ESS
February 2016


Human Resources
Creating a New DBT When the Department Changes on the Position
Department Budget Table (DBT)

Date: Thursday, February 18, 2016

Description: Learn the steps needed when the department was changed on a position and therefore the relationship between the DBT (Department Budget Table) and the position no longer exists. As a result, a new DBT must be created with the new department number. These critical steps are necsary so the earnings and fringes for the incumbents in this position will not go to suspense based on the effective date of the department change on the Add/Update Position screen.

Audience: Staff responsible for maintaining the DBT
March 2016


Multiple modules
Manager Approvals in PeopleSoft Finance
Manager Approvals

Date: Thursday, March 17, 2016

Description: This demo is for managers who need to approve Finance items, like purchasing requisitions and budget transfers. We will show (1) how to log in, enter a security question, and confirm your email address, (2) approve from the email link, (3) approve from the Finance worklist, (4) change your password, verify your email address, (5) select an alternate user for approvals for a specified date range, and (6) FAQs.

Audience: Managers who approve items in PeopleSoft Finance
April 2016


Time & Labor
Entering Time on the Timesheet
Timesheet Demo

Date: Thursday, April 21, 2016

Description: In this Timesheet demo we cover how to enter time for hourly/daily employees who will only receive a paycheck when time is entered on the timesheet and salary employees where there is an exception to the regular time worked, for example overtime, vacation, jury duty, etc. 

Audience: Timekeepers, Time & Labor Administrators
May 2016

Human Resources
Entering Absence Requests in PeopleSoft ESS
Date: Thursday, May 19, 2016

Description: In this demo we show you what it looks like when an employee enters his/her absence request in PeopleSoft ESS (Employee Self-Service) and how a manager approves the request, also from ESS. This demo is appropriate for districts and charter schools interested in implementing absence request entry in ESS. 

Audience: HR staff, decision makers within the organization who will opt to enable this feature
June 2016

Combo Codes
Combo Codes 101
Date: Thursday, June 16, 2016

Description: In this demo we review combo codes based on these questions:
What is a combo code?
On which screens do they appear?
How are they created?
How do you read the descriptions?
Which queries contain combo codes?
How do you search for a combo code?
How do you inactivate a combo code?

Audience: Finance staff who create budgets; HCM users who work with combo codes, DBT, Timesheet, and/or PAF
July 2016

Commitment Control (KK)
Import Budget Journals from a CSV File
Import Budget Journals

Files: BudgetJournalTemplate.xlsx and MACRO_file.xlsm are available for download here in the Budget Monitoring section
Date: Thursday, July 21, 2016

Description: In this demo we walk you through the four parts of importing budget journals: (1) Populate the Excel file template (BudgetJournalTemplate.xlsx) following the specific file layout specifications, (2) Use MACRO_file.xlsm to convert the Excel file to a CSV file, (3) Use the Import Budget Journal screen to upload the CSV file, and (4) Process the created budget journal using the Enter Budget Journals screen.

Audience: Finance staff who work with budgets
August 2016

Finance & HCM
Users & Roles
Users & Roles

Date: Thursday, August 18, 2016

Description: In this demo we explain how users are set up (and how they are different than "employees" in HCM) and review Finance and HCM roles. We also show some queries you can run related to users/roles. 

Audience: District office staff involved with determining which roles a user should have; staff who submit HEAT tickets for Security
September 2016

Travel & Expenses
TA and ER Quick Start Directions
Travel & Expenses Demo

Date: Thursday, September 15, 2016

Description: This demo is for districts and charter schools that use PeopleSoft Travel & Expenses to create travel authorizations (TAs) and expense reports (ERs). We show how to create a TA, view a TA, create an ER from a TA, and create a blank ER. We also point out where to find directions in the T&E guide for performing additional functions. 

Audience: Employees who would like to learn how to enter a TA/ER (from an organization using this functionality); district office staff who would like to learn more about this functionality
October 2016

Multiple modules
Retiree Benefits
Retiree Benefits

Date: Thursday, October 20, 2016

Description: In this demo we provide a high level overview of the administrative process for organizations that offer benefits to their retired employees. To set up an individual employee to receive retiree benefits, the process requires action by multiple disciplines. In order to take an employee through the entire process, you and/or your organization's colleagues need to be able to add rows to Job Data, DBT, Position, Enroll in Benefits, Additional Pay, and General Deduction screens.

Audience: HR, Benefits, and Payroll staff
November 2016

Accounts Payable
1099 Processing
1099 demo

Date: Thursday, November 17, 2016

Description: In this demo we show you how to (A) verify Supplier information, (B) update 1099 withholding and information, (C) report independent contractors/ASB Suppliers, (D) review the mismatch spreadsheet and fix errors, (E) update mismatch vouchers, and (F) do a final review. Refer to the 1099 guide for steps.

Audience: Staff responsible for 1099 processing
December 2016

HR, Security
Employee Names vs User Names
Employee Names vs User Names

Date: Thursday, December 15, 2016

Description: In this demo we run the M_EMPLOYEE_VS_USER query in HCM and explain: Why might an employee’s name show up differently on certain screens in PeopleSoft? What is the difference between an “employee” and a “user”? Where are employees’ names entered? Where are email addresses entered and how are those email addresses used?

Audience: HR Department, staff responsible for maintaining or reviewing employee names and email addresses

Demos from 2015
These previously recorded videos are available for playback.

Demo Details
January 2015


Purchasing and Accounts Payable
Procure-to-Pay Process
Procure-to-Pay Video
Date: Thursday, January 15, 2015

Description: In this demo we explain the PeopleSoft Procure-to-Pay Process. We walk through each step of this process in PeopleSoft beginning with creating a requisition to issuing an AP warrant. Covers requisitions, purchase orders, and AP vouchers.

Audience: Finance staff, Purchasing staff, Accounts Payable staff, anyone who creates requisitions for ordering items and services
February 2015


Human Resources
Personnel Action Forms (PAF)
Personnel Action Forms Video
Date: Thursday, February 19, 2015

Description: This demo covers PeopleSoft Personnel Action Forms (PAFs). The PAF is a way to perform common HR jobs in PeopleSoft by routing them through the various people who must either review, add information, or approve before it goes on to the next reviewer. The focus of this demo is using the PAF to add a new position.

Audience: Human Resources staff and persons responsible for creating, approving, reviewing, and/or processing Personnel Action Forms
March 2015


Query Viewer
Finance Queries
Finance Queries Demo
Date: Thursday, March 19, 2015

Description: We demonstrate how to use the Query Viewer screen and show some sample Finance queries to run as HTML (for viewing onscreen) and Excel. We also explain how to create simple pivot tables in Excel using the exported data.

Audience: Finance staff, anyone who exports data to Excel
April 2015


Multiple modules
Adding a New Hire from Start to Finish
Adding a New Hire from Start to Finish
Date: Thursday, April 16, 2015

Description: In this demo we go through our New Hires Checklist and demonstrate how to enter a new hire in PeopleSoft HR, Benefits, and Payroll (Additional Pay, General Deductions, Federal Tax Data, Direct Deposit). We also show high level information about Time & Labor (Time Reporter Data, Timesheet). 

Audience: District office staff involved in HR, Benefits, Absence, Time & Labor, and/or Payroll.
May 2015


Finance Workflow
Finance Workflow
Date: Thursday, May 21, 2015

Description: This is a demo of PeopleSoft Finance Workflow. Workflow is used to route certain documents for approvals based on characteristics of the document. In Finance, workflow is available for purchase requisitions, direct entry purchase orders, direct entry vouchers, journal entries, and budget adjustments. 

Audience: Finance staff, anyone responsible for determining how documents (requisitions, purchase orders, budget adjustments, etc.) should route.
June 2015

Finance & HCM

General Features
Introduction to PeopleSoft
Introduction to PeopleSoft
Date: Thursday, June 18, 2015

Description: In this demo we explain how to log in to the PeopleSoft Portal, launch Finance and HCM, navigate, search and view results, and run a report. We also introduce new terminology and rules of thumb. While most of this was conducted in the Finance environment, we also show HCM (Human Capital Management) screens. 

Audience: Any PeopleSoft user (Finance or HCM)
July 2015


Budget Monitoring (Commitment Control)
Budget Inquiry
Budget Inquiry Video
Date: Thursday, July 16, 2015

Description: This demo covers Budget Overview and Details in the PeopleSoft Finance Commitment Control module. We show how to view summarized budget information, drill down to the Budget Detail level, and how to run and view budget reports.

Audience: District office staff involved in Commitment Control  
August 2015


Benefits Administration
Review of Benefits Administration
Benefits Administration

Date: Thursday, August 20, 2015

Description: We provide an overview of PeopleSoft Benefits Administration and demonstrate how a new hire is enrolled in benefits.

Audience: HCM staff, anyone responsible for Benefits Administration
September 2015


Viewing an Existing Purchase Order
Date: Thursday, September 17, 2015

Description: In this demo we walk through the areas on the Maintain Purchase Orders page and explain the different components used for Purchase Orders.

Audience: Finance staff, Purchasing staff, Accounts Payable staff, anyone who deals with Purchase Orders
October 2015


Accounts Receivable
Direct Journals Deposits
Date: Thursday, October 15, 2015

Description: This demo focuses on the creation of Direct Journal Deposits in PeopleSoft Finance and troubleshooting.

Audience: Finance staff, anyone responsible for Journal entry
November 2015

Finance & HCM
General Features
Personalizing PeopleSoft (HCM and Finance)
Date: November 19, 2015

Description: We demonstrate how to personalize areas within PeopleSoft (Finance and HCM) including the customizing the Home Screen, adding/editing/deleting Favorites, alphabetically perma-sorting the Main Menu, turning off Autocomplete, personalizing Columns (grid), and personalizing the tab order on pages.

Audience: Any PeopleSoft user (Finance or HCM)
December 2015


Accounts Payable
Supplier Management
Supplier Management
Date: December 17, 2015

Description: This demo explains how to add a Supplier, review an existing Supplier, change the address for a Supplier, update Supplier information, and how to inactivate a Supplier. In addition, we will show you how the Supplier information is displayed on a Purchase Order. 
Audience: Finance staff, anyone responsible for Accounts Payable Queries to help improve Payroll processing