ITS Data Outreach
Shadow System Inventory — Submissions
What has been reported across URI departments
This page lists all shadow system inventory submissions received from ITS partners and College Business Officers. The goal is to give visibility into what has been reported so teams can identify overlaps, shared needs, and opportunities for consolidation in Workday.
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Reported Submissions
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178
Shadow Systems
Reported
Reported
| Date | Submitted By | Tools Containing PS Data | Data Description & Usage | Why It Was Built | Comments |
|---|---|---|---|---|---|
| Aug 28, 2026 | twild@uri.edu | SubItUp — student scheduling and time tracking (Campus Recreation). | Manages student employee schedules and hours worked. Hours are then manually entered into eCampus by a supervisor (not the student). | eCampus/PeopleSoft does not provide scheduling functionality for student employees. SubItUp fills the gap for shift management and time tracking before manual entry into the system of record. | Campus Rec currently working with the Workday Team to transition scheduling/time tracking to Workday. Reported by Terry Wild (IT Service Desk) on behalf of Tanya. |
| Jul 29, 2026 | aciprianocox@uri.edu | Excel spreadsheets — HR and Personnel reporting (URI State Pay DST BGT DATA CSV). | Exported bi-weekly and shared with management. Calculation of overtime hours, position tracking. | Ad hoc reporting not supported within PeopleSoft. | — |
| Jul 29, 2026 | aciprianocox@uri.edu | Excel spreadsheets — Forecasting, Budgeting, and Modeling. | Data exported ad-hoc (minimally quarterly). Populates multi-year financial proformas and monthly projections. | Cannot aggregate/detail accounts by functional grouping different from COA. Budget at alpha (not numeric) limits comparatives, requires manual allocation. PS limited to single year, monthly, and YTD aggregation only. | — |
| Jul 29, 2026 | aciprianocox@uri.edu | On behalf of Health Services — paper-based time off and LWOP requests. | Employee checks available time in PS, then completes a paper request for PTO and delivers to supervisor. | PTO/LWOP request workflow not available in PeopleSoft. | — |
| Jul 29, 2026 | aciprianocox@uri.edu | On behalf of Housing & Residential Life — PCO Interface (Staff_ElectronicCardAccess.txt, Library24HourRoom.csv). | PCO software receives two files from PeopleSoft: one with all active employees, one with all active URI faculty, staff, and students. | PCO (card access system) used by Housing & Residential Life requires active personnel/student data from PS. | — |
| Jul 29, 2026 | aciprianocox@uri.edu | On behalf of Memorial Union / Student Senate — Accufund and QuickBooks. | Neither interfaces with PS. Both manually populated with PS data to run in parallel as supplemental reporting systems. | Better functionality and reporting. Allows varied tracking of expenditures and validation to PeopleSoft at a functional level. | — |
| Jul 29, 2026 | aciprianocox@uri.edu | Excel spreadsheets — customized financial reporting (revenue, expense, capital, P&L, KPIs). | Budget Overview and PS Detail reports sourcing customized revenue, expense, capital, P&L, and KPI reports. Data exported monthly. Used by entire fiscal team to inform leadership of progress and strategic decisions. | Inability to customize reports in PeopleSoft. | — |
| Jul 27, 2026 | cochs@uri.edu | AIMS Parking System — Transportation and Parking. | Transportation and Parking management system. Details on specific PS data consumption to be confirmed with contact. | Parking system integrated with PeopleSoft data. Flagged to ensure on radar for Workday transition. | Needs follow-up with Cody Ochs for detailed data inventory. |
| Jul 23, 2026 | wendy.bucci@uri.edu | URI Foundation CRM — migrating from Ellucian Advance to Kindsight Advancement RM. Four PS data feeds: daily student updates, graduate updates (3x/year), HR updates (monthly), incoming student/parent data (annually from Slate). | Feeds generated through queries against PeopleSoft and imported into CRM. Daily student updates, graduate updates (3x/year), HR updates (monthly), incoming student/parent from Slate (annually). Used by URI Foundation for advancement/donor relations. | Current feeds are PS query-based imports. Foundation wants to explore more automated, sustainable integration processes with Workday. Kindsight go-live planned Jul 2027 — timeline aligns with Workday. Coordination opportunity. | Foundation CRM migration project. Scotia Roopnarine suggested coordination. Wants to discuss data needs and timeline alignment. |
| Jul 14, 2026 | bob.watterson@uri.edu | HDI001→AD (main provisioning script) — reads PS_U_HDI001_VW, PSOPRDEFN, PS_ADM_APPL_PROG, PS_SCC_PERDATA_QVW, PS_U_HPB_FROMSTATE, PS_U_HBB001_BENTBL. | Master identity feed — drives AD account create/enable/disable, name/title/dept sync. PS_U_HDI001_VW on CSPROD is the backbone. Also reads HCM via DB link for state payroll PEID and benefits data. | Highest priority — if PS_U_HDI001_VW shape/contents change at Workday cutover, essentially every integration is affected. Need Workday equivalent. | Critical Workday dependency. Can provide exact SQL. |
| Jul 14, 2026 | bob.watterson@uri.edu | Name-changes script — reads PS_U_HDI001_VW. | Detects name changes in PS and syncs to AD display name/attributes. | Keep AD names in sync with PS name changes. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | Title/dept/description-changes script — reads PS_U_HDI001_VW. | Detects title/department changes in PS and syncs to AD attributes. | Keep AD title/department attributes current with PS. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | MS-license-groups script — reads PS_U_HDI001_VW. | Assigns Microsoft license groups based on PS affiliation/role data. | Automate MS license assignment based on identity attributes. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | Incoming-class script — reads PS_U_HDI001_VW, PSOPRDEFN, PS_U_SZZ_ADARPT, PS_U_CAM011_RESULT, PS_TERM_TBL. | Identifies incoming students for pre-provisioning AD accounts. Uses admissions/reporting data and term tables. | Pre-provision AD accounts for admitted students before enrollment begins. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | Stats script — reads PS_U_HDI001_VW, PSOPRDEFN, PS_U_SZZ_ADARPT, PS_U_CAM011_RESULT, PS_TERM_TBL. | Account lock/failed-login statistics and admissions reporting counts. | Monitoring and reporting on account provisioning activity. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | ALEKS populator — reads PS_STDNT_GRPS. | Students in the ALEK student group → populates ALEKS AD group for math placement access. | Automate ALEKS access based on PS student group membership. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | Deans-for-Interfolio script — reads PS_U_HDI001_VW. | Identifies Deans from PS data and populates Interfolio AD group for faculty review access. | Automate Interfolio access for Deans based on PS role. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | Engineering faculty/staff populator — reads PS_U_HDI001_VW, PS_U_HHR072. | Restricts to valid HR-fed employees in Engineering and populates Engineering fac/staff AD group. | Automate Engineering department AD group membership from PS HR data. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | Engineering students populator — reads PS_STDNT_CAR_TERM, PS_ACAD_PROG, PS_ACAD_PLAN, PS_ACAD_PLAN_TBL, PS_NAMES, U_SLG013_CURTERM(). | Currently-enrolled Engineering students by term/program/plan → Engineering students AD group. | Automate Engineering student AD group based on academic program enrollment. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | Teamworks populator — reads PS_U_TWORKS_ACC_VW. | Teamworks-entitled users from PS view → Teamworks AD group. | Automate Teamworks access based on PS entitlement view. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | Workday-population script — reads PS_U_HDI001_VW, PS_U_HPB_FROMSTATE, PS_U_HBB001_BENTBL. | Identifies population for Workday access using identity and state payroll/benefits data from PS and HCM. | Determine who needs Workday accounts based on current PS identity/employment data. | — |
| Jul 14, 2026 | bob.watterson@uri.edu | JAGGAER populator (prod + UAT) — reads PS_U_FFS_JGUSPRD_V (FSPRD), PS_U_FFS_JGUSTST_V (FSTST). | JAGGAER production and UAT user rosters from PS Financials views → JAGGAER AD groups. | Automate JAGGAER/RhodyBuy access from PS Financials user views. | — |
| Jul 7, 2026 | mike.motta@uri.edu | ServiceNow — requesting daily feed of URI HR Organization Chart (reporting structures from each staff member to President). | Need daily feed of HR reporting structures for ServiceNow ITSM modules. Current PS HR Org Chart is inaccurate and requires cleanup with supporting business processes for integrity. Research conducted in 2023 with HR/ITS identified how org chart became corrupted; plan provided but not yet implemented. | ServiceNow needs validated source data for services/modules. Current PS org chart data integrity is compromised. Requests were postponed to be part of future Workday implementation. | Not a shadow system — integration request for Workday. Need understanding of WD business processes that create this data. |
| Jul 7, 2026 | mike.motta@uri.edu | ServiceNow — requesting daily feed of URI Department Structure (fiscal organizations and relationships to sub-departments, departments, colleges, divisions). | Need daily feed representing fiscal organizational structure (not same as HR reporting). Some departments may not have staff. In current PS environment, best represented by PS Financials Department Budget Table. | ServiceNow requires university structure data for ITSM services. Not the same as HR org chart — represents fiscal/organizational hierarchy. Postponed for Workday implementation. | Not a shadow system — integration request for Workday. Need understanding of WD business processes supporting data integrity. |
| Jul 8, 2026 | joanne.haworth@uri.edu | Excel — Tracking Faculty and Staff State Payroll. | Names, IDs, position, title, salary, % salary distribution, release time (non-Fund 100), overtime, hire date, limited date, fringe, state position#, PeopleSoft#, pay period. | Calculating release time, tracking position numbers, OT pay, fringe, position titles for promotions. | — |
| Jul 8, 2026 | joanne.haworth@uri.edu | Excel — Grad TA Tracking. | Data from PS HR. Calculates expenses to ensure financial limits are not exceeded and forecast future financial needs. | Ensure financial limits not exceeded and forecast future needs for graduate TA funding. | — |
| Jul 8, 2026 | joanne.haworth@uri.edu | Excel — Research Admin grant tracking (current grants and expiration dates). | Grant name, project ID#, PI name, funding agency. Data from PS HR married with InfoEd data. | Need to combine InfoEd data with PS HR for complete picture to manage compensation and expenses. Helps forecast overhead (F&A) and track start-up. | — |
| Jul 8, 2026 | joanne.haworth@uri.edu | Excel — Internal Payroll tracking (UG Students, IP1, PT Faculty, etc.). | Data from PS HR. Tracks IP actual expenses. Includes budget data for comparison. Used by Business Office. | Includes budget for comparison to ensure financial targets maintained. Consolidates all internal payroll for full CON view. | — |
| Jul 8, 2026 | joanne.haworth@uri.edu | Excel — Travel/Faculty Development expense tracking. | Data from PS Financials, updated monthly. Tracks expenses for individual faculty across various funding sources (start-up, faculty development). Used by Business Office. | Maintain and manage faculty development expenses for individual faculty and in total across multiple funding sources. | — |
| Jul 8, 2026 | joanne.haworth@uri.edu | Excel — Purchasing PO tracker (all POs start through payment). | Data from PS Financials, updated monthly. Tracks PO status from creation through payment. Used by Business Office. | For grants: PS Financials reports don't include Project ID#, can't ensure proper close-out. For non-grants: requisitions on reports don't include PO numbers. | — |
| Jul 8, 2026 | joanne.haworth@uri.edu | Excel — Start-Up tracking for faculty. | Data from PS Financials and HR. Manages faculty spending within financial limits. Actuals sourced from PS. Budget and actuals from multiple reports. Used by Business Office. | Data must be combined from HR & Financials for a complete view to appropriately manage faculty start-up funds. | — |
| Jul 7, 2026 | gecrane@uri.edu | directory.uri.edu — URI People Search application listing all faculty and staff. Database: p1d.hac.uri.edu:11100. | Database updated daily with PeopleSoft staff and faculty information. Used by the public for people search. Chi has more information about the daily update process and database structure. | Database access done for security reasons. Department/Offices search provides information PS didn't have a way to list. Application needs replacement — would be good to find a solution for all directory functionality in Workday. | Please contact for more info. (Duplicate submission noted by submitter.) |
| Jul 7, 2026 | lpaliotti@uri.edu | Shadow account spreadsheet — tracks activity of multiple programs within one CFS. | Uses Commitment Control (Budget Details & Overviews), Report Manager (YTD transaction details for reconciliation), Purchasing (requisitions), and Travel & Expense (expense reports for staff). | Shadow account used to track activity of multiple programs within one CFS — PS doesn't separate program-level activity within a shared chartfield string. | — |
| Jul 3, 2026 | smitkowski@verizon.net | Excel spreadsheets tracking: limited appointments and EAF/PAF submission dates/actions; supplement amounts with start/stop dates and reasoning; committee appointments with start/stop dates. | HR tracking via Excel — compares salary actuals vs expected, checks supervisors, tracks temporary appointments. Data pulled from multiple reports and combined into one spreadsheet. Combines CFS fields, totals fringe, verifies pay accuracy. Also tracks anticipated promotions (rank/step) and possible retirements. | Notifications for limited appointment extensions are spotty — often go to wrong person/department. Action forms occasionally not processed correctly even when submitted correctly. Need to track promotion dates and anticipate retirements. | Challenging to combine info from multiple sources due to different data in each spreadsheet. Best data should always include employee ID to filter/combine when names entered multiple ways or duplicated. |
| Jul 3, 2026 | saramitkowski@uri.edu | Graduate student tracking — enrollment, degree type, financial projections, funding source, progression, and faculty supervisor. | Tracks tuition type, whether funded on TA/GRA/GAA/Fellowship/Self Pay, anticipated ABD status, credits completed, comps completion, and faculty supervisor. Used to build budgets and track grad student progression. | One central location to track graduate student counts, review progression, and project budgets for college-supported expenditures (tuition differential for grant-funded students, TA support, stipend fees/expenses). No reports in PS easily show all necessary data efficiently. | — |
| Jul 2, 2026 | lidia.pierce@uri.edu | Excel spreadsheet per FY (contract tracking, budget vs actuals by CFS, position/vacancy tracking), Google Drive (contract renewal workflow with staged folders), custom PS report (student help spending by supervisor). | Tracks every ITS contract (owner, amount, PO#, CFS, end date). Downloads PS activity by CFS for YTD view of transactions vs budget. Tracks open positions, turnover, hires/terminations, and vacancy funds. Google Drive manages contract renewals through staged workflow (Step 1: staging, Step 2: CR entered, Step 3: PO issued). Custom PS report provides student help spending by supervisor for resource management. | PS does not provide budget vs actual data at the account code level. No easy way to see all of ITS's contracts in PS or anywhere else. Built to track ITS budget in one place with meaningful variance analysis. | Would love to see a purchasing dashboard by department showing all PO and related requisition activity. |
| Jul 2, 2026 | jjossa@uri.edu | NSC Degree Verify Report and NSC Enrollment File Creation. | Degree verify contains all students who earn a degree for a prompted term. Enrollment file for NSC feeds into NSLDS updates. | Both built to satisfy National Student Clearinghouse reporting requirements. | — |
| Jul 2, 2026 | jjossa@uri.edu | Non Degree Applications — creates/updates student accounts for non-SSO students. | Non-degree application information used to create new accounts or add to existing accounts for students. | Critical for getting non-SSO students into the system to apply and become active. Slate could handle this alternatively if not installed in Workday. | — |
| Jul 2, 2026 | jjossa@uri.edu | Parchment Transcript Ordering — online transcript ordering for students. | Data from individual student records routed to Parchment for sending to end location. | Built to allow online transcript ordering for students no longer behind SSO and for electronic transcript ordering. | — |
| Jul 2, 2026 | jjossa@uri.edu | AP Scores Report — processes College Board data files. | Report scores from College Board data files for posting to student accounts as transfer credits. | Built for posting AP scores to students' accounts as transfer credits. | — |
| Jul 1, 2026 | fsp@uri.edu | AFB (All Funds Budgeting) Templates | Integrates actuals/budgets from PS Financials, URIFAE financial info, and PBCS position data. Updated annually. Shared with senior URI leadership and unit-level leaders to summarize financial position across all funding sources. | Rolls departments to higher level than PS org structure. Incorporates spendable URIFAE balances and position budgeting data not available in PS. | High degree of Excel customization for specific formatting. |
| Jul 1, 2026 | fsp@uri.edu | Budget Transfer Form — Excel file received from community via email | Account, fund, department, program, and description collected from users. Compiled and uploaded to PS as a mass transfer once per month. | In lieu of users entering their own proposed budget changes. | — |
| Jul 1, 2026 | fsp@uri.edu | BFBT Monthly — PS query U_FGL_BUD_JRNL_CF_FB | Budget transfers that cross CFSs. Budget moved to Commitment Control and recorded to GL. Processed several times per year via journal voucher. | Without this process, fund balance for CFSs would not reflect movement of spending authority. | — |
| Jul 1, 2026 | fsp@uri.edu | Fund Balance Worksheet — PS queries U_FGL_KK_PER_ZERO, U_FGL_LOC_YTD_BAL_CFS_4_5_ET, U_FGL_SIGN_AUTH_TBL | Year-end calculation of fund balance from prior year. Controller's office providing FB to FSP going forward. | PS does not automatically calculate and load fund balance from prior year. | — |
| Jul 1, 2026 | fsp@uri.edu | Org Changes spreadsheet (FY25 Org Changes.xlsx) | Manually entered when new CFS elements or chart-field combinations are created. Used to update PBCS and CODES tab. | PS does not produce reports of CFS element additions/changes over the year needed for budget system. | — |
| Jul 1, 2026 | fsp@uri.edu | Allocation AIC (FY26 Alloc AIC) | Marries allocation budget data by account/CFS from PS Financials with space data. Calculates indirect costs for auxiliary units (O&M and G&A). | Space data does not live in PS. Needed for more complicated indirect cost calculations. | — |
| Jul 1, 2026 | fsp@uri.edu | Position Budgeting — Power BI (PBCS Review by Position download) | Can extend to incorporate Payroll Master for Budget vs Actual comparisons. | Position-level budget vs actual analysis. | — |
| Jul 1, 2026 | fsp@uri.edu | Pre-audit Actuals to State of RI | Starts with PS query U_FGL_LOC_YTD_BAL_CFS_4_5_ET. Excludes GL-only accounts, selects state-reportable funds, applies reconciliation adjustments, translates to state COA format. Redone for final actuals. | PS data does not contain state reconciliations required for Funds 102, 103, 104. | — |
| Jul 1, 2026 | fsp@uri.edu | Nvision Reports for actuals (Agency Quarterly reports) | Nvision reports for grant module expenses for Pre-Audit and Final actuals reporting for state of RI fiscal year (7/1-6/30). | Grant module budget/expense based on award dates (cross FYs) but state requires only 12 months of expense for the fiscal year. | — |
| Jul 1, 2026 | fsp@uri.edu | Budget Master File — basis of State Budget Request Package | Contains all final budget data from Unrestricted Request file (unrestricted funds) and PBCS (restricted). Only pertinent state-reportable funds. Excludes fund balance budgets. | Built to translate URI COAs to state COAs and produce the PDF package submitted to state by 9/30 annually (required by law). | Also used off-cycle to translate pre-audit and final audit data. |
| Jul 1, 2026 | fsp@uri.edu | CODES tab (Codes tab 6.11.2026 Final.xlsx) | Basis for various departmental mappings: Trail (budget envelope) by college/unit, AFB mapping (executive-level grouping), and associated division. | PS reporting does not allow for groupings by these levels. | — |
| Jul 1, 2026 | fsp@uri.edu | Non-Compensation Tool — Power BI | Budgets and actuals from current/previous FYs (from PS) combined with current allocation budgets from PBCS text file extract. | Brings together real-time review of PBCS budgets at AFB level — not available in either PS or PBCS alone. | — |
| Jul 1, 2026 | fsp@uri.edu | Student Aid History — PS Queries export to Excel | Student aid budget and actuals by period and CFS from commitment control. Used for monthly aid projections Nov-June. Informs Fund 100 projection. | Data by period for trend analysis and projections not readily available in commitment control. | — |
| Jul 1, 2026 | fsp@uri.edu | Student Aid — PS Queries export to Excel | Historical annual aid spend by CFS, current budget, current year spend. Used for Request and Allocation budgeting. | Excel used to combine historical actuals with current year budget and actuals. | — |
| Jul 1, 2026 | fsp@uri.edu | Enrollment Projections — PS Queries export to Excel | Actual and projected enrollments by student category (incoming, transfer, continuing, FT/PT, graduate) for traditional/summer/winter sessions. | Excel used to calculate financial FFTE and credit hours. | — |
| Jul 1, 2026 | fsp@uri.edu | Enrollment — PS Queries export to Excel | Billing data from student financials to calculate FFTE and credit hours. Used for tuition/fee projections and actuals. Captures historical FFTE and T&F data. | Formulas to calculate FFTE and credit hours currently performed in Excel using student financials data. | — |
| Jul 1, 2026 | fsp@uri.edu | Revenue Grid — PS Queries export to Excel | Budget and actuals from commitment control. Categorizes revenue into specific categories. Used for state submission and future year projections. | Need ability to report on specific revenue categories. | — |
| Jul 1, 2026 | fsp@uri.edu | Budget Journals — PS queries U_FGL_BUD_JRNL_CF_ET_4.28.26, U_FGL_KK_BUDGET_JRNLS | Budget data by account/fund/dept/pgm/journal ID/description by date. Long description identifies OTO or Permanent adjustments. Used to estimate COLA increases, identify original budget and changes. | Need budget details by account/CFS married to CODES tab mappings. PS does not bring in college/unit into pulled data. | — |
| Jul 1, 2026 | fsp@uri.edu | Unrestricted File — Allocation (FY24 Allocation final.xls) | PS data by account/fund for high-level allocation from top down. Dependent on Revenue Grid, student aid file, and RFI/CSL/CDB items. Contains uploadable data for PBCS. | Build budget envelopes for allocation. PS does not allow in-system pull by tree node. HR and Fin tree nodes can differ. | — |
| Jul 1, 2026 | fsp@uri.edu | Unrestricted File — Request (FY25 Request final.xls) | PS data by account/fund for high-level Request from final prior year allocation. For senior leadership decision making. Uploaded to state Sherpa system at account/fund level. | Build high-level budget for prospective FY. PS cannot pull budget info by FSP's CODES tab categories. Tree setups differ HCM vs Fin. | — |
| Jul 1, 2026 | fsp@uri.edu | Paymaster File | Payroll data with salary and fringe actuals by pay period, employee, CFS as reflected by state payroll. Used to verify salary distribution and check EAF processing. | Report used heavily by FSP and fiscal staff across campus. Always existed as essential tool. | Also used to develop pooled fringe rates. |
| Jul 1, 2026 | fsp@uri.edu | Alpha File (U_HPM076_ALPHA_NUMERIC) | Employee data including position numbers, job title, job code, position attributes, department/division, current salary from HCM. Used to populate PBCS with positions. | Report used heavily by FSP and fiscal staff across campus. Always existed. | Also used to produce file for PCF. |
| Jul 1, 2026 | fsp@uri.edu | National Guard Waivers — PS query U_LB_WAIVER_KS1 | Query in eCampus for students taking courses on NG waiver. | Used by FSP to report number of NG waivers. | — |
| Jul 1, 2026 | fsp@uri.edu | Course Fees — PS queries U_SSF_KS_COURSE_FEE_DETAIL_ALL, U_SSF_KELLY_LAB_DETAIL | Query in eCampus to calculate course fee revenue for cross-listed courses to be distributed to colleges. | Used by FSP and colleges to track course fee revenue. | — |
| Jul 1, 2026 | fsp@uri.edu | Course Fees — PS query U_ACA_DEAN_CRSE_SCTN_TALLIES | Course fees by section from eCampus. | Used by FSP to verify if a subject/section has been charged a course fee. | — |
| Jul 1, 2026 | fsp@uri.edu | Final Budget Model Allocation Journals — PS query U_FGL_BUD_JRNL_CF | Final allocation for Budget Model input. | Budget model allocation data extraction. | — |
| Jul 1, 2026 | fsp@uri.edu | Account-Code-Descriptions spreadsheet | Manually updated each budget cycle. Numeric expense account codes with associated budget alpha, PS management summary categories, description, and restrictions not found in any PS Fin table. | Budget resource tool for financial community. Can be used as mapping tool for high-level summaries. | — |
| Jul 1, 2026 | fsp@uri.edu | Budget Model Variables PS.01 — GL Data (Direct Expenditures) | FY25 Actuals used for Direct Expense and Summer/Winter expenses for driver calculations. | Budget model driver calculations. | — |
| Jul 1, 2026 | fsp@uri.edu | Budget Model Variables PS.01 — GL Data (Fund 100 Budget Journals) | Fund 100 FY26 Budget Journals — reconciliation to ensure accurate starting point for budget model. | Budget model reconciliation. | — |
| Jul 1, 2026 | fsp@uri.edu | Budget Model Variables RED.01 — Fund 500 Expenses | Reports from PS Financials dept (Paul M.) and Overhead (Savita Potty) to calculate Fund 500 expenditures and subcontracts. Cross-checked with U_FGL_LOC_YTD_BAL_CFS_4_5_ET. | Fund 500 expenditure calculation for budget model. | — |
| Jul 1, 2026 | fsp@uri.edu | Quarterly Report — PS query U_FGL_KK_LOC_YTD_BAL_CFS_PER | Calculate grant expenses for quarterly report. | Grant expense quarterly reporting. | — |
| Jul 1, 2026 | fsp@uri.edu | Quarterly Report — PS query U_FGL_KK_ORG_YTD_BAL_CFS_REC | Quarterly report and fringe projections. Also created college/unit-specific queries for all CFS under unit. | Quarterly reporting and fringe projections. | — |
| Jul 1, 2026 | fsp@uri.edu | Dedicated Fees (FY26 Dedicated Fee Summary) | Track actual revenue vs budget. Tech fee included. | Revenue vs budget tracking for dedicated fees. | — |
| Jul 1, 2026 | fsp@uri.edu | SBA Grad — PS query U_FGL_KK_DTL_YTD_BAL_CFS | Actual revenue/expense used to calculate SBA grad rates. | SBA grad rate calculation. | — |
| Jul 1, 2026 | fsp@uri.edu | SBA Grad — PS query U_FGL_KK_YTD_BAL_CFS_BUD_TMPL | Expenses used to calculate SBA grad rate. | SBA grad rate calculation. | — |
| Jul 1, 2026 | fsp@uri.edu | SBA Grad — URI Internal Pay Distribution | Grad pay periods used to calculate SBA grad rate. | SBA grad rate calculation. | — |
| Jul 1, 2026 | fsp@uri.edu | Fund Balance Commitment Register | Tracks planned use of unrestricted fund balances across all funds including multi-year/future commitments and reserves. Updated after FY close and rolling basis. Used by senior leadership. | No way to gather or store this information accessibly in PS. Determining unrestricted/spendable balance for a given fund is itself a manual process. | — |
| Jul 1, 2026 | fsp@uri.edu | Tuition and Fees Summary for Comprehensive List | Actual T&F rates maintained in Student Financials. Posted annually by March 15. For planning (Aug-Dec) reflects historic and proposed rates. Post-Feb BoT meeting updated with approved rates. | No way of reflecting proposed rates in PeopleSoft. | — |
| Jul 1, 2026 | fsp@uri.edu | Global Fringe Rates (tab in PBCS) | Updated on same cadence as pooled fringe rates by category. Rates used in payroll and/or HR. | Must bring in pooled fringe rates for position budgeting into PBCS. | — |
| Jul 1, 2026 | fsp@uri.edu | COLA rates | Updated based on CBA negotiations. If not final, planning values used. Applied in PS HR to calculate salary. | Must bring in COLA rates for position budgeting into PBCS. | — |
| Jul 1, 2026 | fsp@uri.edu | Payroll and Position Report — PS query U_HPY_BUDGETS_BENEFITS_REPORT | Combines position data (Alpha) and salary distribution (Paymaster) by unique position number and DeptID. Shows split positions and distribution across multiple departments. | HR query combining position details with biweekly payroll data. | — |
| Jul 1, 2026 | fsp@uri.edu | State Employee Position Report — PS query U_HHR141 | State employee position and personnel report including all essential position/employee info and vacancies. | State employee reporting requirement. | — |
| Jul 1, 2026 | fsp@uri.edu | PS query U_FGL_JRNL_ALL_BY_PRJ_JANE | Expenses for specific CFS from start date (doesn't require searching by FY). Particularly useful for grant project activity. | Provide CFS-specific grant project expense data. | — |
| Jul 1, 2026 | fsp@uri.edu | FTE Budgets and Counts — PS query U_HPM063 | List of grads hired in dept with job details and FTE. Compare budgeted FTE to actuals. Can only run for current FY. | Keep track of grad FTE budgets and hires per fiscal year. Cannot see prior FY information. | — |
| Jul 1, 2026 | fsp@uri.edu | Grant Project Cost Share — PS query U_FGM_CELS_PROJECT_WITH_CSHARE | List of all grant projects with cost share budget, YTD expenses, and grant end dates. | Assist in management of cost share tracking. | — |
| Jul 1, 2026 | fsp@uri.edu | Overhead Revenue — PS queries U_FGM_OH_REVENUE, U_FGM_OH_REV_PROJECT | Reports overhead for departments and year by grant project and period. Analysis of overhead revenue source and confirming distribution splits. | Overhead revenue analysis and distribution verification. | — |
| Jul 1, 2026 | fsp@uri.edu | Faculty Tracker — Excel spreadsheet | Approved positions tracked with staffing activity. Updated with position details (department, job title, employee info, salary) when filled. Used for position management, budgeting, reporting. | Spreadsheet updated manually for position tracking. | — |
| Jul 1, 2026 | fsp@uri.edu | Headcount Data — Excel spreadsheet | Filled position data monitoring faculty headcount changes YoY. Position and employee details for workforce trend analysis, planning, and reporting. | Year-over-year headcount comparison and workforce planning. | — |
| Jul 1, 2026 | fsp@uri.edu | Retirements, Resignations and Deaths — Excel spreadsheet | Tracks employee separations. Previously used in incremental budget model to identify salary dollars from vacant positions. Supports workforce planning and replacement approvals. | Spreadsheet updated manually for tracking separations and vacancy identification. | — |
| Jun 29, 2026 | patti.steere@uri.edu | GO Bond Trackers — individual trackers for all GO Bonds | Info entered by Business Office (not from PSFS). Used by BO Director and CBO. Holds detailed notes, shows bonds as a whole when there are several subprojects. | Easier than several reports in PSFS. Used to tie into PSFS to ensure nothing entered erroneously. | — |
| Jun 29, 2026 | patti.steere@uri.edu | RIHEBC Bond Trackers — individual trackers for all RIHEBC Bonds | Info entered by BO (not from PSFS). Used by BO Director and CBO. Holds detailed notes, shows bonds with multiple subprojects. | Easier than several reports in PSFS. Used to tie into PSFS to ensure nothing entered erroneously. | — |
| Jun 29, 2026 | patti.steere@uri.edu | RICAP Fund Trackers — individual trackers for all RICAP funding sources | Info entered by BO (not from PSFS). Used by BO Director and CBO. Holds detailed notes, shows RICAP accounts with multiple subprojects. | Easier than several reports in PSFS. Used to tie into PSFS to ensure nothing entered erroneously. | — |
| Jun 29, 2026 | patti.steere@uri.edu | PO Trackers — spreadsheet per PO tracking all requisitions and invoices | Easy-to-read detail of every transaction against a PO without drilling down in PSFS. Used by BO. Google Drive folder of all PO/requisition/invoice copies. | Avoids drilling down several layers in PSFS. Need: Can Workday show all active POs and their status/workflow? | — |
| Jun 29, 2026 | patti.steere@uri.edu | Invoice Tracker — records all invoice dates and processing/signature queue status | Updated daily by clerk. Invoices not in PSFS until sent to AP, so can't be tracked otherwise. CPDD invoices need multiple signatures via Adobe Sign. | Invoices can't be tracked in PS until sent to AP. Exploring whether Workday can route invoices directly through AP with approval workflow. | — |
| Jun 29, 2026 | patti.steere@uri.edu | Requisition Tracker — records all requisition details, processing queue, timelines, and notes | Updated daily by clerk. Contains all requisition details and copious notes. Used by BO. | Provides all details without hunting through PSFS. | — |
| Jun 29, 2026 | patti.steere@uri.edu | 1212 Tracker — POs, encumbrances, expenses for HRL, AUX, and misc funding source projects | Info entered by BO (not from PSFS). Used by BO Director and CBO. Tracks requisitions/invoices for other departments and design/construction project status. | BO uses 1212 program number to control HRL/AUX/other funding. Needs way to control requisitions for other departments. Used to tie into PSFS. | — |
| Jun 29, 2026 | patti.steere@uri.edu | Fund 400 Tracker — POs, encumbrances, expenses for all Fund 400 projects | Info entered by BO (not from PSFS). Used by BO Director and CBO. Tracks accounts expecting reimbursement (insurance, grants, lawsuit settlements). Stage-based reimbursements with notes. | Need to track 400 accounts where university expects reimbursement. Used to tie into PSFS. | — |
| Jun 29, 2026 | patti.steere@uri.edu | Foundation Spreadsheet — POs, encumbrances, expenses for all Foundation projects | Info entered by BO (not from PSFS). Used by BO Director, CBO, and Foundation. Records transfers from Foundation. Shared with Foundation. | Easy to share listing of all projects using Foundation funds. | — |
| Jun 29, 2026 | patti.steere@uri.edu | Project Budget Sheets — every PO, requisition, invoice, PAF info, and total budget per project | Info entered by BO. Used by BO and CPDD. Contains all information about a project and all funding sources. | Able to see all project information and funding sources in one place. | — |
| Jun 29, 2026 | patti.steere@uri.edu | Master Project List — all projects by funding source, fiscal year, PM, etc. | Bond and RICAP trackers pasted into one master list. Pivot by funding source, FY, CF, phase, department, PM. Used for workload evaluation, assignment, location-based project bundling, and 5-year funding allocation. | Full view of all projects (not just by funding source). Management tool for AVP FG and AVP CPDD. | — |
| Jun 29, 2026 | jennifer.bose@uri.edu | Department Budget vs Actuals — export from PS to analyze personnel vs non-personnel expense | Budget vs actual by department from PS. Manipulated to separate salary, fringe, OT from operational expense. Used by CBO. | PeopleSoft totals all expense together — hard to see how operational expense is progressing with personnel mixed in. | — |
| Jun 29, 2026 | jennifer.bose@uri.edu | Vacancy Tracker — tracks salary savings from vacant positions and planned use | Tracks vacant position savings and planned allocation of those resources. | PS isn't tied live to specific positions and their status. Needed to know what additional resources are available for unplanned expenses. | — |
| Jun 29, 2026 | jennifer.bose@uri.edu | FYE Projection — combines budget, actuals to date, and future known expenses | Manages total bottom line for where organization will end the fiscal year. Modulates based on flow of expenses and incoming information. | PS doesn't do projections. No ability to modulate based on flow of expenses or news of what is to come. | — |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | Satellite Campus Purchasing Tracker (Google Sheets) — manages open POs, due dates, invoices | Date submitted, req#, requestor, vendor, description, category code, funding source, amount, due date, PO#, invoice#, payment submission date. Updated daily. | Need all open POs in one place with details. Want notifications for approaching due dates. Want invoices uploaded directly into Workday with approval routing. | Would be nice if invoices routed through Workday for signature approval and straight to AP. Need easier way to see vendor payment dates and invoice PDFs. |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | NBC Budget Tracker (Google Sheets) — tracks budgets by category codes weekly | Updated weekly from commitment control. Historical budget trends, graphs for management, future expense planning. Used by Gianna and Scott Ahern. | No way in PS to view historical data within a single FY. P-card data doesn't hit budget until month-end reconciliation. | P-card expenses should reflect immediately upon transaction verification rather than month-end. |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | WAJ Budget Tracker (Google Sheets) — tracks budgets by category codes weekly | Same as NBC tracker — weekly from commitment control. Historical trends, graphs, future expense planning. | No way in PS to view historical data within a single FY for trend identification. | — |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | Satellite Campus Payroll Tracker (Google Sheets) — payroll budgets, vacancy funds, OT | Updated weekly from commitment control. Used by Gianna and Scott Ahern. | PS does not offer a simple way to view vacancy funds. Should automatically calculate this. | — |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | NBC Blanket PO Tracker (Google Sheets) — tracks blanket PO fund balances | Updated as invoices are received. Tracks invoice#s and amounts against BPOs. Used for purchase decisions and FY-end liquidation. | No quick view of all open BPOs in PS. Delay between invoice submission and charge posting. "Remaining encumbrance" shows all FYs requiring drill-down. | Want to see current FY BPO balance immediately. Other team members need easy access without asking. |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | NBC Monthly Budget Tracker (Google Sheets) — monthly expense tracking | Updated monthly from PS month-end statements. Compiles info for upper management. | PS month-end reports don't allow comparison against previous months to identify trends. | — |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | NBC Expense Tracker (Google Sheets) — all expenses by building, dept, WO#, vendor, category | Updated daily. Tracks by building, department, WO#, funding source, description, vendor, category code, amount. Links to POs/invoices/pcard receipts/expense reports. | PS does not connect expenses to categories like building and work order#. Cannot look closely at line items in a functional way in PS. | — |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | WAJ Expense Tracker (Google Sheets) — all expenses by building, dept, WO#, vendor, category | Same structure as NBC tracker. Updated daily. Tracks by building, department, WO#, funding source, vendor, category code. | PS does not connect expenses to building/WO# categories. Cannot examine line items functionally in PS. | — |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | NBC Facilities Shared Google Drive — POs, invoices, pcard receipts, documentation | Houses POs, invoices, pcard receipts/reconciliations, quotes, COIs, backup documentation. Updated daily. | No way to pull PDF of POs from PS. Allows quick access and linking to other shadow systems. | — |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | WAJ Facilities Shared Google Drive — POs, invoices, pcard receipts, documentation | Same as NBC drive. Houses POs, invoices, pcard receipts/reconciliations, quotes, COIs. Updated daily. | No way to pull PDF of POs from PS. Quick access to documentation. | — |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | Satellite Campus Time Off Calendar (Google Calendar) — team leave tracking | Shared calendar for entire team. Viewed daily to manage workflow and approve leave requests. | No capability in PS to enter or see leave requests. Want leave requests processed entirely in system with calendar view. | — |
| Jun 29, 2026 | gianna.gesualdo@uri.edu | Project Tracker (Google Sheets) — ongoing project management | Updated weekly minimum. Location, description, WO#, vendor, funding source, price, quote, PO, invoices, notes per project. Used for project management decisions. | Need to view all open POs associated with a project in one place. Want to tag/associate POs with projects in Workday and add notes. | — |
| Jun 29, 2026 | peyton.gibson@uri.edu | SQL database — Purchase Requisitions and Contracts tracking | Facilities Operations purchase requisition and contract management. | Facilities Operations workflow management. | — |
| Jun 29, 2026 | peyton.gibson@uri.edu | SQL Utilities Database | Utilities tracking and management for Facilities Operations. | Utilities consumption/usage data tracking and reporting. | — |
| Jun 29, 2026 | dulcie.ilgenfritz@uri.edu | Lease/License Invoicing & Receivables — third-party rental income tracking | Supports accounts receivables and billing. Includes reporting requirements such as GASB87. | Currently no system in place to track real estate transactions including expirations and key milestones. Not supported by PS. | — |
| Jun 29, 2026 | helen.pagliaro@uri.edu | PO Log — complete listing of OSP POs (open and closed) tracking PO lifecycle | Tracks from CR through approval, TAL award, vendor submissions, finalized AIA, MBE approval, PO issue date, and all payments. Adobe Sign circulation tracking through date submitted to accounting. | Keeps up-to-date PO balance info and live picture of remaining project budget at all times. Only refers to PS to confirm PO balance is accurate. | — |
| Jun 29, 2026 | helen.pagliaro@uri.edu | Project Balance Tracker — POs, Work Orders, and PCard purchases per project | Every PO, WO, and PCard purchase with payments against each. Provides complete picture of project budget spending. Project Managers reconcile in Excel via Smartsheet. | Complete project budget picture in one place for PMs. | — |
| Jun 29, 2026 | helen.pagliaro@uri.edu | Work Order Log — tracks WOs by project with estimates, actuals, CFS, and status | Project name, internal vendor, WO#, approval timeline, status, labor estimate/actual, materials estimate/actual, project CFS. | Reconciling WOs to PS is extremely difficult. WO# not entered in PS for charges. Want WO labor posted to CFS during payroll and materials posted when leaving Central Stores. | Want WO estimates to encumber funds to reduce need for budget spreadsheets. |
| Jun 29, 2026 | helen.pagliaro@uri.edu | Project Budget Sheets — expenses against each project budget | Tracks project spending. PS only tracks items when entered in system. Need updated numbers for spending/return decisions. | OSP creates project budget after scope meeting. Client signs commitment, then AVP approval needed before budget transfer. Need to start working on budget months before money is transferred to project CFS. | — |
| Jun 29, 2026 | bonnie.jacob@uri.edu | Vehicle purchases — straight buy vs revolving loan tracker | Tracks revolving loans for payments. Not tracked in PS (only POs tracked). | Revolving loan payments not tracked in PS. | Jackie Bailey created and updates these spreadsheets. |
| Jun 29, 2026 | bonnie.jacob@uri.edu | Vehicle M&R repair bills — from Tririga and State of RI | Work order system data. Manually entered from Central Stores into a subsystem. | Vehicle maintenance and repair tracking from work order system. | Kendall Beckman manually enters; data comes from Central Stores subsystem created by Dave Hansen. |
| Jun 29, 2026 | peyton.gibson@uri.edu | Fac Operations Business Office SQL Database — central fiscal processing system | Various modules for encumbrances, vendor invoices, PCARD transactions, billing, revenue/income, utilities usage/costs. Used daily by fiscal staff and ADs. No data downloaded from PS. WO numbers and vendor invoices/payments loaded into Tririga. | Designed as single/central source to integrate fiscal data and facilitate processing. Developed incrementally over 25 years by student programmers. Will need to explore Workday integration and new CMMS replacement. | — |
| Jun 29, 2026 | peyton.gibson@uri.edu | Monthly Budget & Expenditure Tracking Spreadsheet — budget and actuals by month | Uses PS Report Manager month-end department statements. Created for cash flow projection, multi-year comparison, variance analysis, monthly expenditure charts/graphs. | Fiscal staff downloads ME statements by CFS and enters data manually for projection, comparison, and reporting. | — |
| Jun 29, 2026 | peyton.gibson@uri.edu | Budget Projection — projects expenditures based on historical data | PS Report Manager daily and ME statements used as template. Additional rows/columns added to project expenditures by CFS. | Provides source to project expenditures based on historical data. Convenient to show in one single spreadsheet by CFS. | — |
| Jun 29, 2026 | peyton.gibson@uri.edu | Open PO Reports — PS query listing of open POs by fund and department | Part of PS community query reports. | Need listing of open POs by fund and department. | — |
| Jun 29, 2026 | peyton.gibson@uri.edu | Fac Ops SQL Database: OT Transfer — OT labor hours chargebacks | Fac Ops staff employee ID, OT hours. Electronic file generated and submitted to Payroll for posting to PS. | Facilitates OT/labor hours chargebacks. Prior paper-based process was labor intensive and inefficient. High priority to integrate into Workday. | — |
| Jun 29, 2026 | john.marshall@uri.edu | Tririga IWMS — work order management, maintenance, building equipment, stores inventory | Daily imports (M-F) from PS HR and Financials: employee data, vendor data, departmental data, financial data. Used by Facilities Operations staff. | Work order management, maintenance management, building equipment management, stores warehouse inventory. RFP in progress for replacement IWMS/CMMS requiring same Workday data integrations. | — |
| Jun 29, 2026 | peyton.gibson@uri.edu | Internal Vendor Billing System — chargebacks for Central Stores materials and Fac Ops services | Customer CFS and charges entered into PS billing portal. Charges posted to customer CFS overnight. Replaced elimination of IVPO and credit statements. | PS could not track and directly chargeback Fac Ops customers for Central Stores materials/supplies and misc services. Critical that Workday has electronic chargeback capability. | Developed by working with Dave Hansen, PS Financials Lab. |
| Jun 23, 2026 | kayla_lombardi@uri.edu | Retiree Access Database — tracks all retirees from RIC, CCRI, URI, and OPC. | Hosts all retirees URI is in contact with. Tracks personal information, service dates, retiree medical enrollment, and group life insurance enrollment. Used to print invoices for medical and group life, and track payments for medical bills. PeopleSoft only has retirees billed in-house — not those BCBS bills directly or those on group life. This is the only full record of this population. | Only full record of retiree population across all institutions. PS Financials used to have everyone as a customer, but with billing handed off it created confusing outstanding customer bills. State ERP has current medical plan enrollees but not group life insurance, deceased, or future eligible retirees (eligible but retired before 65). | Discussed on AP calls for billing piece but no one has addressed retiree tracking. Gap remains for group life, deceased, and future eligible retirees. |
| Jun 22, 2026 | brittany.monstrelis@uri.edu | PeopleSoft eCampus Financials — Report Manager reports and queries for URI Foundation monthly reconciliations (Fund 100 & Fund 401). | Report Manager: DETAILS_2026_6003.XLS, STMT_2026 (monthly statement), 6003_OPEN_PO_2026, FINAL_YE_STMT, DETAILS_2026_401 (U_FFS_FUND_YTDDETAILS). Queries: AAS_ACCT_DETAIL, U_FFS_FOUNDATION_GL_DETAIL, U_FFS_SBSYS_DATA_ALL, U_FFS_SIGN_FOUNDATION, U_REQ_WRKFLW_APP_HST_FOUNDATIO, U_FGL_LEDGER_BAL_FND, U_FGL_TB_YEAREND. Used for monthly Fund 100 and Fund 401 reconciliations. | Foundation requires multiple reports and queries from eCampus Financials to complete monthly reconciliations across Fund 100 and Fund 401 accounts. | — |
| Jun 22, 2026 | bruce_birch@uri.edu | Numerous query reports from PeopleSoft eCampus Solutions, Financials, and HR. Summary sheets for academic and non-academic programs. | Course enrollment, student enrollment, and financial summaries used to calculate revenue share for partner departments. HR job data (compensation, begin/end dates) for per-course instructors hired for academic programs. | Programs create summary sheets for gross revenue, expenses, and net revenue to determine revenue share for partner departments. Necessary because most programs don't have a dedicated chartfield string assigned only to them. | — |
| Jun 18, 2026 | liza.patty@uri.edu | Excel/Google Sheets — position control spreadsheet and payroll distribution reports. | Personnel data from bi-weekly pay distribution and internal payroll reports. PBCS data exported to build position control — monitors actual salary & fringe, vacancy savings. Updated bi-weekly with pivot tables for individual and department-level data. | Bi-weekly pay distribution report doesn't add up all fringe. Salary & fringe data in PS has a delay. Position listings in PS don't include all necessary info in one report. Use PBCS as starting list then expand with FTE info, step increases, title changes throughout the year. | — |
| Jun 18, 2026 | liza.patty@uri.edu | Excel/Google Sheets — shadow budget sheets and revenue tracking. | eCampus Financials budget overview data, PO lists, YTD actual reports. Used to build detailed budget sheets tracking expenses and encumbrances in real time. Updated weekly/bi-weekly/monthly. Revenue tracking updates YTD revenue and tracks revenue moved by Journal Entries (revenue shares to other departments). | PS Financials has a delay and lacks expense detail. Shadow accounts allow itemized POs and expenses in real time. P-card transactions listed without detail and are delayed. Revenue tracking provides more detail than shown in ORG_RV for JE revenue shares. | — |
| Jun 16, 2026 | slaurentkings@uri.edu | Summer Directed Study Tracking Spreadsheet, Compensation & Hiring Tracking Spreadsheet, shared departmental emails, Gmail approval tracking, enrollment/registration reports from PS, permission number tracking spreadsheets. | Student name/URI ID/email/program, course subject/number/title/credits, faculty supervisor info, registration/enrollment status, permission numbers, section creation status, compensation status (compensated vs non-compensated), hiring/payroll processing info (faculty IDs, department sign-off). Updated throughout registration process. Used by Summer Sessions, Enrollment Services, faculty, departments, business managers, and payroll staff. | PS stores registration data but has no centralized workflow for the full Directed Study lifecycle. Gaps: managing multi-office approvals, tracking requests from submission to enrollment, monitoring section creation, tracking permission numbers, tracking instructor compensation/hiring actions, maintaining processing history. Primary gap is workflow management — no end-to-end process for intake, approval routing, compensation tracking, section creation, and enrollment monitoring. | Significant Workday opportunity: an integrated workflow for electronic request tracking, approval routing, section creation, registration tracking, and instructor compensation tracking would eliminate manual processes and improve transparency across offices. |
| Jun 16, 2026 | saramitkowski@uri.edu | Spreadsheet tracking limited end dates for limited employees. | Originates from PeopleSoft HR yearly employee listing. Includes employee name, ID, salary distribution, and current limited end date. As EAF transactions are submitted, current supervisor, EAF #, new end date, and comments are added manually. | Not all EAF transaction outcomes populate to the PS report, making end dates in the report inaccurate. Shadow spreadsheet needed to maintain correct limited employee end dates. | — |
| Jun 12, 2026 | ryanpincince@uri.edu | Google Sheets/Excel — Shadow Accounts for research award financial tracking. | Uses eCampus Financials (Report Manager: Project Details/Summaries/PO Summary; Commitment Control, Purchasing, Awards, Travel & Expense, AP drill-downs) and eCampus HR (Internal/State Payroll Reports). Reconciles award balances, tracks expenses by project under shared CFS, and projects future spending. | Commitment Control/Budget Overview lacks complete award info (Award Number, Title, Funding Agent, PI, INDC Rate, Start/End Date). Personnel and fringe not encumbered in Financials. Student records crossing fiscal years only post current-year encumbrance. P-card expenses recorded in bulk. INDC on existing encumbrances not encumbered. No multi-platform access (HR+Finance locks user out). No projection capability in eCampus. Multiple projects under one CFS need shadow tracking to separate expenses. | — |
| Jun 12, 2026 | ryanpincince@uri.edu | Google Sheets/Excel — Personnel Tracking Spreadsheet. | Snapshot of group's personnel: Name, Empl ID, Email, Building, Current Salary, Fringe Benefits, Start/End Dates, Supervisor, CFS(s) in use. Data sourced from Employee Action Forms (Empl ID, salary, dates, CFS) and Internal/State Payroll Reports (fringe amounts). | Built to provide a single view of personnel info to ensure timely time extensions and transition to new awards. eCampus HR data is scattered across multiple forms and reports with no consolidated view. | — |
| Jun 10, 2026 | ned.draper@uri.edu | MS Teams file structure (Fiscal, HR, Facilities, IT) with parent/child architecture. Google Sheet via form interface for resource requests. Digital file cabinets for HR documents. Budget/Finance spreadsheets. IT/Facilities inventory tracking. | Purchasing: Google Sheet form captures all resource requests with CFS assignments and personnel for PS processing (PO, HR form, TA). HR: digital file cabinet per employee (PDFs for EAF processing, IP1, SR1 hiring workflows, PCL contracts, offer letters). Finance: budget transfers, salary/fringe data, enrollment downloads, commitment control downloads, variance reports, projections, PBCS downloads, JEs, URIFAE reports, Dean's dashboard data. IT/Facilities: work orders, computer inventory, space assignments. | Resource request form: one-stop shop for team members — fills the gap of users without PS access needing to request resources and assign CFS. Budget/actual analysis: commitment control row format makes multi-year trend analysis very difficult — data must be converted to column format with FY headings for YoY review. For all data areas (POs, Budget, URIFAE): conversion to filter/sort after download is the only method to perform functions similar to Workday's query/filter capability. | — |
| Jun 10, 2026 | laferriere@uri.edu | Excel spreadsheets, Google Sheets, and Google Shared Drives for shadow system maintenance across all three PS modules. | Data from all three PS modules (Financials, HR, eCampus). Daily to weekly use. Financials: Budget Overview, Revenue, YTD Details reports (YTD breaks down expenses by vendor — critical for reconciling travel payments per person). HR: bi-weekly payroll reports and corrections for faculty/staff, student, and internal employees; EAFs and PAFs. eCampus: student tuition bills and payments via query U_SSF_ACTIVITY_BY_JOURNAL. | Built to fill the gap of unencumbered expenses in PS (state payroll, invoice vouchers, P-card transactions). Foundation accounts are a month behind in reporting — need to ensure all expenses are accounted for. PS/HR used to track personnel payments because they are not posted by name on foundation or budget overview reports. | — |
| Jun 3, 2026 | mackenzie_petrucci@uri.edu | Spreadsheet documenting all expenses and encumbrances for two departments. Uses Commitment Control and Department Detail report. PeopleSoft Commitment Control does not contain detailed transaction/encumbrance info. | Data comes from Commitment Control and Department Detail report. Updated at least bi-weekly by MacKenzie Petrucci, EA. Supports financial decisions (trainings, professional development, building improvements, additional payroll staff). | PeopleSoft does not provide a percentage to see where we are landing against our full-year budget on any given day. Need to see % of funding left per category to ensure on track. | — |
| Jun 3, 2026 | lisa_furlong@uri.edu | Excel, Google Sheets, and Microsoft Teams Drive to report data to teams. | Pull data from queries, report manager, budget overview, purchase orders, expense reports, travel authorizations, vouchers, journal entries, payroll, HR reports, etc. Business Office pulls data to report to various staff members across the university. | PeopleSoft is not user friendly and is confusing for many people who don't use it regularly. Pull data to compile into one spreadsheet that can be filtered and shared with others. | Really hard to compile data from the various PeopleSoft platforms. Difficult to give staff an accurate detail of their budgets. |
| Jun 3, 2026 | gianna.gesualdo@uri.edu | Google Sheets: PO tracking, blanket PO tracking, budget tracking (weekly via commitment control), payroll tracking (weekly), monthly budget tracker (month end reports), previous FY budget tracker, expense tracker (daily). Shared Google Drive for POs/invoices, P-card receipts, reconciliation packets, COIs, month-end statements. Travel authorization/expense report tracking sheet. | Multiple sheets tracking POs, budgets, payroll, expenses by department/building/category/project. Updated daily to weekly. Used to create reports and graphics for upper management. Supports high-level budget decisions, spending trend analysis, and future budget allocations. Google Drive holds downloaded PS reports, PO copies, invoices, P-card reconciliations. | PO tracking: see open POs in one place, track due dates. Blanket PO: track remaining balances (PS has delays). Budget/payroll trackers: view historical data and spending trends — no way in PS to view expenses at a specific date. Previous FY tracker: see budgets before transfers. Expense tracker: report spending by department/building/category. Google Drive: quickly access PO/invoice copies (tedious in PS). TA/ER tracker: view all TAs in one place instead of individually. | — |
| Dec 19, 2025 | shaun@uri.edu | Atrium Campus Core — meal plan and ID card production | Daily flat file (PS_TO_Atrium_Peoplefile.csv) with demographic info. Photo sharing with multiple systems. Charge/refund DAT files shared with enrollment services for billing. | ID card production and meal plan management require current student/employee demographic data. | Would like photos flowing back into eCampus (script was turned off at some point). |
| Dec 19, 2025 | shaun@uri.edu | Medicat (Health Services) — multiple data files from PeopleSoft | Health Services receives multiple data files from PS (u_siff007_medicat1.txt, u_siff007_medicat.txt, and CSV files). | Health services records require current student/employee data. | — |
| Dec 19, 2025 | shaun@uri.edu | StarRez (Housing & Residential Life) — weekly HRL transactions file, address files, charge/credit files | Weekly HRL transactions file (PS_U_SSF_HRLTRANVW). Sends address files (u_sif003.dat, u_sif003_nonres.dat, u_sif003_gvrmmt.dat) and charge/credit files (u_dorm_ar.dat, u_dormadj_ar.dat). | Housing assignments require current student data and HRL transaction processing. | — |
| Dec 16, 2025 | cathywhite@uri.edu | Informatica sync task "PS_FacStaff_To_Rhody_Connect_ST" — loads PS faculty/staff directory data into Rhody Connect mobile app database. | Daily sync of employee contact data (emplid, lastname, firstname, email, phone, title) into the Rhody Connect mobile app. | Mobile app needs current faculty/staff directory data for campus community. | — |
| Dec 16, 2025 | johnmarshall@uri.edu | IBM Tririga CMMS (Computerized Maintenance Management Software) — daily custom script integrations. | Daily feeds of URI vendor data, employee data, department data, and financial CFS data via custom scripts. | Facilities operations needs current vendor/employee/department/financial data for maintenance management. Procuring replacement CMMS/IWMS system — will need same integrations rebuilt. | Currently only creates/updates records — no scripts to retire records. Will request retirement scripts for new system. |
| Dec 16, 2025 | mmilkman@uri.edu | PBCS — budget planning and forecasting | Annual budget amounts, analysis by chartfield string, employee raises/promotions. Real-time scheduled reports. | Revenue and expense forecasting. Dean's requests for analysis of revenue or expense. | — |
| Dec 16, 2025 | mmilkman@uri.edu | Travel — expense tracking and projections | Travel authorization and expense data for projections and corrections. | Travel expense management and budget correction. | — |
| Dec 16, 2025 | mmilkman@uri.edu | Subsidiary accounting and budget request Excel files | Semester credit hours for teaching loads, annual expenses for national organizations. Payroll changes and expense projections. | Academic workload tracking and organizational budget planning. | — |
| Dec 15, 2025 | dianam@uri.edu | Position Control and FTE Cap Tracking in HR | Daily position updates based on position/employee actions. Adds CFS to combo code in HR table and maintains trees in HR for the university. | FTE cap indicator tracking and position control reporting across the university. | — |
| Dec 15, 2025 | dianam@uri.edu | PBCS — data uploads from HR and reporting tree | Weekly reports. PBCS uploads with all position attributes (title, dept, calendar, status of position). | Budget planning system requires current position data from HR. | — |
| Dec 15, 2025 | tanya@uri.edu | Pathlock SSO — receives install packages for upgrades. Takes data from AD which is fed by eCampus. | SSO data sourced from AD (which is fed by eCampus). Updated when upgrades are available. | SSO integration for PeopleSoft authentication. | — |
| Dec 15, 2025 | brandon.katzir@uri.edu | Alma (library management system) — daily XML user sync delivered via FTP. | Daily user data synchronization (students, faculty, staff). Campus identifiers and role attributes populate different rule sets (undergraduates, graduates, faculty, staff interact with inventory differently). | Need to keep user records current for library access and inventory management based on roles. | — |
| Dec 15, 2025 | amy_sanderson@uri.edu | PS Administrator of eCampus systems — system administration | Manages all three eCampus pillars (HR, Finance, Student). | Core system administration for the university's enterprise systems. | — |
| Dec 15, 2025 | amy_sanderson@uri.edu | RhodyBuy (Jaggaer) — SaaS procurement integration | Procurement integration with PeopleSoft financials. | External procurement system requires PeopleSoft integration. | — |
| Dec 15, 2025 | amy_sanderson@uri.edu | Workday (State of RI) — state payroll integration | State Workday integration for RI state reporting. | State compliance requirement. | — |
| Dec 15, 2025 | amy_sanderson@uri.edu | Integration Broker (IB) integrations across all 3 pillars, Pathlock, Snowflake (troubleshooting) | IB integrations across HR, Finance, and Student. Pathlock for SSO/security. Snowflake used for troubleshooting data issues. | Cross-system integration management and security. | — |
| Dec 15, 2025 | jpeckham@uri.edu | N/A — does not directly use PS data. | Retired faculty working part-time for an institute in ITS. Only coded in one role at the university. | Current system only allows one role — cannot be listed as both ITS staff and faculty emerita in the directory. Many others hold more than one role at URI. | Request: configure Workday to support multiple roles per person. |
| Dec 10, 2025 | lidia.pierce@uri.edu | Business office downloads from eCampus Finance to compare financial transactions to budget at account level. | Financial transaction data compared to budget at the account level — this comparison does not exist in PS financial reporting. Budget numbers only shown at Major Category level in PS. | PS financial reporting only captures budgets at Major Category level — no account-level budget comparison available. | — |
| Dec 8, 2025 | gecrane@uri.edu | directory.uri.edu (faculty/staff search), map.uri.edu (department/building data). Custom scripts and flat files updated daily. | Daily file listing all current URI faculty/staff (full name, department, position, phone, email, webpage). Department data (name, phone, fax, office location, mailing address, building photos, ADA accessibility info) maintained manually in a separate database. | Applications are outdated and need replacement. Department/building data has no formal source of truth — all gathered and entered by hand. No formal process for populating data. | Map database maintained by ITS with no formal data population process. Needs identified source of truth for building/department data, especially ADA information. |
| Dec 8, 2025 | rogersmd@uri.edu | Brightspace LMS — custom script pulls data from PS through Fishtail tool every 2 hours. | Current student, faculty, and course enrollment/course ID data synced every 2 hours. Keeps LMS course shell enrollments current (add/drop reflected in ~2 hours). Managed by Susan Gainor on IT Apps team. | LMS needs real-time enrollment data to keep course shells current. Note: current Workday project may not apply to student enrollment yet, but submitted for awareness. | — |
| Dec 5, 2025 | bpatel@uri.edu | EMS cloud app — reads a file daily for SSO account creation. | Daily file sync with employee data (first/last name, employee ID) to create SSO accounts. | Need to sync employee identity data for SSO provisioning. | — |
| Dec 5, 2025 | jstring@uri.edu | Snowflake reporting infrastructure supporting PS Financials (automated via IICS). | Multiple PS Financials tables automated through IICS into Snowflake for reporting. | Reporting infrastructure for PS Financials team. | — |
| Dec 5, 2025 | jstring@uri.edu | Payroll reporting — monthly state and internal payroll distribution downloads. | Monthly payroll distribution downloads for internal (Part Time Faculty Union) and external (RI DLT, US DOL BLS) reporting. | Supports multiple internal and external reporting initiatives. | — |
| Dec 5, 2025 | jstring@uri.edu | State Employee reporting — monthly position, salary, and demographic data downloads. | Monthly state employee position, salary, and demographic data to support internal and external reporting needs. | State reporting requirements for employee data. | — |
| May 12, 2026 | jstring@uri.edu | ESI - Plan A Comp (monthly reporting). | Monthly compensation data for ESI Plan A reporting. | Compensation reporting requirement. | — |
| May 12, 2026 | jstring@uri.edu | Academic assignments for period activity pay (monthly reporting). | Monthly academic assignment data for period activity pay processing. | Academic pay processing requirement. | — |
| Dec 5, 2025 | mrmacaulay@uri.edu | eCampus Student (PeopleSoft Campus Solutions) — integrated with HR via database links and email with query result data. | Monthly employee data received via database links and email links to open query results from HR system. | Need employee data in Campus Solutions for cross-system operations. | — |
| Dec 5, 2025 | dhansen@uri.edu | Visa Travel Cards/PCards — credit card transaction feeds | Daily card transaction data via flat files and APIs | Automated processing of travel card and procurement card transactions | — |
| Dec 5, 2025 | dhansen@uri.edu | Pinnacle (Telephone Feed) — flat file upload for telephone billing | Telephone billing data uploaded via flat files | Automate telephone billing feed into PeopleSoft | — |
| Dec 5, 2025 | dhansen@uri.edu | Jaggaer/RhodyBuy — ~10 interfaces (Supplier, CFS, Workflow Approver, Budget checking APIs, PO/Invoice Export, Payment data) | Daily feeds via APIs. Supplier/CFS/Workflow Approver/Oprid-Security data, Budget checking APIs, PO Export/Invoice Export/Payment data import. | Procurement system requires real-time integration with PeopleSoft financials for purchasing workflows. | — |
| Dec 5, 2025 | dhansen@uri.edu | Snowflake (Financials reporting tables), Student Financials Journals, Personal Data (PSOPRDEFN), Voucher feeds from HR/Payroll (garnishments, tax payments) | CFS with account balances/activity in Snowflake. Voucher feeds including garnishments and tax payments from HR/Payroll. Personal data supporting security/travel/grants. | Financial reporting, payroll voucher processing, and security/access management. | Inconsistencies with user name and preferred names — field name displays in PS do not always reference the correct or expected name of the user. |
| Dec 5, 2025 | menos@uri.edu | Ellucian Advance — receives monthly flat files from HR. | Monthly flat file with faculty/staff/affiliates/faculty emeriti job status, title, email, on-campus address, marital status. | Advancement system needs current employee data for donor relations and outreach. | — |
| Dec 5, 2025 | kevingray@uri.edu | Brightspace Engage storefront uses Flywire as POS/credit card processor. Departments post journal entries to eCampus to transfer proceeds. | Departments selling classes post journal entries to eCampus to transfer proceeds from Flywire into their accounts. | Need to reconcile external payment processing (Flywire) with eCampus financial accounts. | — |