Using the New Chart of Accounts in Commitment Accounting

1. Using the New Chart of Accounts in Commitment Accounting February 2006

2. Agenda • Review the business process between HRMS and Financials • Review what will happen at conversion • Review the new/changed pages in HRMS

3. Agenda • Review the new/changed reports and queries • Review changed forms • Review future training

4. Demo database • Actual FY05 data has been scrambled so that names do not match real jobs • Early test database where some account codes were 9 characters and not 10 as they will be in production • Database doesn’t go through portal as production will • Pretend go-live of 6/1/05

5. How will eUMB Financials and eUMB HRMS work together? • eUMB Financials will provide nightly feeds of valid funding sources and project periods to eUMB HRMS • When a project is established in Financials, you must wait until the next day to see it in HRMS • If you don’t see the project/account code in HRMS- you must contact the FS section that established the project: • Grants will be set up by Restricted Funds • Non-grants will be set up by Quality Assurance

6. How will eUMB Financials and eUMB HRMS work together? • eUMB HRMS will send bi-weekly payroll information (distributions, redistributions, and encumbrances) to eUMB Financials for reporting and reconciliation purposes • We will continue with the same schedule- the HRMS processes will be run over the weekend after payday with the feed to Financials on Monday so that you see information on Tuesday in RAVEN

7. How will eUMB Financials and eUMB HRMS work together? • In HRMS, the Payroll Charges Detail (PCD) report will continue to provide reports and downloads • Must have role in HRMS to see report • In Financials, RAVEN will provide on-line Statement of Payroll Charges (SPC) for viewing and downloading (detail from 7/1/05 forward) • Must have role in Financials to see report

8. How will eUMB Financials and eUMB HRMS work together? • Even though Account Codes are still the basis for HRMS CA processing, we have incorporated the Project ID on all relevant reports and on-line views to provide better connection with Financials • Account code only exists in HRMS- it is an auto-generated 10 character number • Project ID exists in both HRMS and Financials • No site logic between Account Code and Project ID- they are two separate values

9. How will eUMB Financials and eUMB HRMS work together? • Account Codes are used in : • EFPs • Weekly Elapsed Time entry (tasking) • Paylines (where payroll adjustment forms are entered) • Direct Retros

10. How will eUMB Financials and eUMB HRMS work together? • There is a unique Account Code for each Chartstring (group of chartfields) • If you change any chartfield, you have a new Chartstring • If you have a new Chartstring, a new Account Code will be created • If you have a new Account Code, you will need new EFPs

11. How will eUMB Financials and eUMB HRMS work together? New Chartstring = New Account Code = New EFP Needed • Departmental accounting/budget staff must communicate with departmental CA staff

12. Conversion

13. Account Code Conversion • 2 step conversion: • Convert old AC’s to new AC’s. Won’t be apparent to you unless you enter a new EFP after go-live or use T&L tasking • You will not have the new values until after we convert on 3/1 • Mass conversion of EFPs to new AC’s with FY copy forward process in June/July

14. Account Code Conversion • New page displays old to converted Account Code • Can search by old or new account code

15. Display Converted Account Code Owner Dept Project ID = 00 + Old Acct Cd

16. Demo • Account Code Map page • This page can be used to look up the account codes that must be entered on the Payroll Adjustment, Direct Retro or Employee Travel forms or any other internal form you use • Examples- Active Account Code; Inactive Account Code

17. EFP Inquire and Setup

18. EFP Inquire page • Displays the history of the EFPs • The old account codes are displayed on EFPs entered prior to conversion • The new account codes are displayed on EFPs entered after conversion

19. EFP Inquire Page

20. Demo • EFP Inquire page • Example- Employee with old and new

21. EFP Setup Page • EFP setup page will display the new associated Chartfields • Project ID, PCBU, Activity, Program, Fund • For Grants, the Principal Investigator will be displayed • All other fields remain the same

22. EFP Setup Page • Ability to directly enter the Project ID or Account Code • Ability to search for an Account Code based on the Project ID or other chartfields

23. EFP Setup Page • The Get Funding Profile button will convert the existing EFP to the new account code(s) • To validate the project code is the same for the old and new use the “Go To EFP Inquire Page” button

24. EFP Setup Page • Depts. may create new EFP for all employees to display the new account codes- however, this is not required • Do not do this retroactively especially if you have multiple profiles

25. New

26. Demo • EFP Setup page • Get Funding Profile button • Enter Project ID directly • Account Code lookup • Examples- Update EFP; State project ; Project with multiple ACs; Grant without begin/end dates

27. Tasking

28. Weekly Elapsed Time page • WET page for tasking • Cannot enter Project ID directly- either enter Account Code or use Search • Chartfields are displayed for the account code • T&L Initiators who don’t have a financials role may need additional training

29. Tasking Can’t enter Project ID- must use lookup to select Account Code if you only know the Project ID

30. Demo • WET page for tasking • Account code lookup • Enter account code directly • Examples- • State project • Project with multiple ACs • Grant without begin/end dates

31. Reports and Queries

32. Funding Summary Report • Setup stays the same • New chartfields are displayed • See handout sample

33. Payroll Charges Detail Report • Parameter changes • By employee • By Project ID • No longer run by account code • Sort changes • Primarily by Project ID

34. New

35. Payroll Charges Detail Report • Report layout changes • Project ID included on all versions • Chartfields are displayed • May have multiple account codes for one project • When running from period prior to conversion to current period • Changes in chartstrings • See handout sample

36. Statement of Payroll Charges (SPC) report • A separate RAVEN page will replace this report • Report is dynamic (unlike current SPC) • Additional sort and filter capabilities • Separate role for access

37. Statement of Payroll Charges (SPC) report • Security based on Project ID/Award ownership (same as FAS Web) • Convert detailed payroll data from 7/1 to go-live so the RAVEN SPC can be run for the entire fiscal year

38. RAVEN- Statement of Payroll Charges

39. Queries • All CA queries have been updated to include the chartfields • Demo UMB_CA_EFP_BY_EMPL_ID • New queries for account codes • UMB_CA_PROJSTATS_BY_DEPTID • UMB_CA_PROJSTATS_BY_PROJID

40. Forms and Training

41. Updated Forms • Memo of Commitment • Manual PTs Payroll Journal Entry • “Hospital transfers”  Payroll Requisition (process to be determined)

42. Unchanged Forms • The Account Code is still the driver for HRMS - pages that FSPR enters directly into requires the AC • Payroll Adjustment (PA) form • Direct Retro (DR) form • EFP Worksheet- Depts can download and modify if they desire

43. Future Training • RAVEN SPC - in March • Tracking of Cost Sharing - TBD • On-going for new employees - TBD • FY07 EFP Conversion - in June