Get Committed – Use Unit Defined Commitments

1. Get Committed – Use Unit Defined Commitments

2. Overview • What are Unit Defined Commitments (UDC’s)? • Demo • UDC Reports

3. What are Unit Defined Commitments (UDC’s)? • Planned expenditures or revenues (i.e. encumbrances) a unit expects to pay or receive at a certain period of time • Departments can record revenue and expense commitments using the Commitment panel in our central system or a loader file.

4. Why would you want to use UDC’s? • The revenue and expense commitments are maintained in the central financial system which allows units to have a better overall picture of their financial health all in one location • Data is backed up with production data • Data is loaded into the Data Warehouse and updated hourly • Can load future fiscal years • It’s FREE!

5. What kind of encumbrances can be recorded using UDCs? • Consultant Fees for a specific time period • Large dollar purchases • Anything you want to encumber • No impact on book of record

6. Demo - Unit Defined Commitments Sign into MPathways Financials & Physical Resources System

7. Demo - Unit Defined Commitments Navigation: General Ledger > Unit Defined Commitments

8. Demo - Unit Defined Commitments

9. Demo - Unit Defined Commitments To look up an existing commitment, select Find an Existing Value

10. Demo - Unit Defined Commitments • For a new commitment, select Add a New Value • Click Add

11. Demo - Unit Defined Commitments • Commitment No. says NEXT until you Save the commitment. • One panel for entering a UDC

12. Demo - Unit Defined Commitments Commitment Example: • The hardest concept to learn is the Begin and End/Pay Date. • No Fiscal Year or Accounting Period

13. Unit Defined Commitments Unit Defined Commitment Dates The Unit Defined Commitment must have a Begin Date less than the end date of the Accounting period (last day of month) and an End/Pay Date greater than or equal to the last date of the accounting period (last day of month) Example: For a commitment to show up on a March PBSR report the begin date has to be less than 3/31/2007 and the end date has to be greater than or equal to 3/31/2007. If you wanted a commitment to roll off a report automatically at the end of a certain month, in this example, you would use an end date of 3/30/2007 and that commitment would NOT show up on your March report.

14. Unit Defined Commitments – Load Templatewww.mais.umich.edu/fin/commitments.html

15. Unit Defined Commitments – Excel Loader File

16. Unit Defined Commitments Navigation: General Ledger > Unit Defined Commitments > Load UDC File

17. Unit Defined Commitments-Load UDC File

18. Unit Defined Commitments-Load UDC File

19. Unit Defined Commitments-Load UDC File

20. Unit Defined Commitments-Reports After commitments are loaded either by UDC page or the upload file – run reports

21. Unit Defined Commitments –Report by P/G

22. Unit Defined Commitments-PBSR

23. Unit Defined Commitments-BusinessObjects UDC table in BusinessObjects is now updated on the half hour from 7:30 – 6:30 Mon-Sat, except Holidays

24. Questions?

25. Contacts • Lisa Harris • Business Systems Analyst • Financials CPU • Michigan Administrative Information Services • E-mail: llharris@bf.umich.edu

26. Thank You