Using the New Chart of Accounts in Commitment Accounting

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

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

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

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9. 9 Account Codes are used in : EFPs Weekly Elapsed Time entry (tasking) Paylines (where payroll adjustment forms are entered) Direct Retros

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12. Conversion

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15. 15 Display Converted Account Code

16. 16 Choice of lookup between old and new Enter old account code that is active- 3-90185 Enter old account code that is inactive- 1-11408- the handout is correct because it is from updated database Emphasize it is only as of go-live- subsequent changes not reflectedChoice of lookup between old and new Enter old account code that is active- 3-90185 Enter old account code that is inactive- 1-11408- the handout is correct because it is from updated database Emphasize it is only as of go-live- subsequent changes not reflected

17. EFP Inquire and Setup

18. 18 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

20. 20 Employee 901169- Eff 5/1/05 new profile with different ACEmployee 901169- Eff 5/1/05 new profile with different AC

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23. 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. 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

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26. 26 Enter: dept 10414050, fy 2005, fbd 040105, empl 901507 Go to inquire page- note eff date 12/28/04- old AC w/new chartfields (4-33512) Get funding profile- new AC with same project id Delete AC + enter AC 0000011111 for 25%- note proj id is populated; no PI since it’s a state project + enter ProjID 10000000- warning message- more than 1 AC; use AC lookup- find 2 ACs with 2 different funds; PI is populated + enter ProjID 00588888- note error message- can continue but can’t saveEnter: dept 10414050, fy 2005, fbd 040105, empl 901507 Go to inquire page- note eff date 12/28/04- old AC w/new chartfields (4-33512) Get funding profile- new AC with same project id Delete AC + enter AC 0000011111 for 25%- note proj id is populated; no PI since it’s a state project + enter ProjID 10000000- warning message- more than 1 AC; use AC lookup- find 2 ACs with 2 different funds; PI is populated + enter ProjID 00588888- note error message- can continue but can’t save

27. Tasking

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30. 30 Empl ID 901236- date 2/19/06 Enter 8 hrs OVT on Sat- lookup proj 00113333 Enter 8 hrs SH1 on Sat- enter AC 0000011111 Enter 8 hrs OVT on Sun- lookup proj 10000000 Enter 8 hrs OVT on Mon- lookup proj 00588888- note no warning message until try to saveEmpl ID 901236- date 2/19/06 Enter 8 hrs OVT on Sat- lookup proj 00113333 Enter 8 hrs SH1 on Sat- enter AC 0000011111 Enter 8 hrs OVT on Sun- lookup proj 10000000 Enter 8 hrs OVT on Mon- lookup proj 00588888- note no warning message until try to save

31. Reports and Queries

32. 32 Setup stays the same New chartfields are displayed See handout sample Retrieve report instance 58031Retrieve report instance 58031

33. 33 Parameter changes By employee By Project ID No longer run by account code Sort changes Primarily by Project ID

35. 35 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 Instance 58033 Example by Empl 900116 for 05-22 to 05-26 (prior to conversion to after)Instance 58033 Example by Empl 900116 for 05-22 to 05-26 (prior to conversion to after)

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38. RAVEN- Statement of Payroll Charges

39. 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 Run query for empl 901169 (same employee from EFP Inquire demo) 7/1/04-6/30/05 2 old EFPs and 1 new EFP Note new chartfields at far right Run PROJSTATS_BY_DEPTID for 10408% NA’s mean it’s not a grantRun query for empl 901169 (same employee from EFP Inquire demo) 7/1/04-6/30/05 2 old EFPs and 1 new EFP Note new chartfields at far right Run PROJSTATS_BY_DEPTID for 10408% NA’s mean it’s not a grant

40. Forms and Training

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

42. 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. 43 Future Training RAVEN SPC - in March Tracking of Cost Sharing - TBD On-going for new employees - TBD FY07 EFP Conversion - in June