Using the New Chart of Accounts in Commitment Accounting

February 2006

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Agenda

Review the business process between HRMS and Financials

Review what will happen at conversion

Review the new/changed pages in HRMS

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Agenda

Review the new/changed reports and queries

Review changed forms Review future training

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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

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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

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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

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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

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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

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Account Codes are used in : EFPs Weekly Elapsed Time entry (tasking) Paylines (where payroll adjustment

forms are entered) Direct Retros

How will eUMB Financials and eUMB HRMS work together?

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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

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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

Conversion

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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

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Account Code Conversion

New page displays old to converted Account Code Can search by old or new account code

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Display Converted Account Code

Owner Dept

Project ID = 00 + Old Acct Cd

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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

EFP Inquire and Setup

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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

EFP Inquire Page

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Demo

EFP Inquire page

Example- Employee with old and new

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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

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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

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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

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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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New

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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

Tasking

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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

Can’t enter Project ID- must use lookup to select Account

Code if you only know the Project ID

Tasking

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Demo

WET page for tasking Account code lookup Enter account code directly

Examples- State project Project with multiple ACs Grant without begin/end dates

Reports and Queries

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Funding Summary Report

Setup stays the same New chartfields are displayed See handout sample

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Payroll Charges Detail Report

Parameter changes By employee By Project ID No longer run by account code

Sort changes Primarily by Project ID

New

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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

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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

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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

RAVEN- Statement of Payroll Charges

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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

Forms and Training

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Updated Forms Memo of Commitment Manual PTs Payroll Journal Entry “Hospital transfers” Payroll

Requisition (process to be determined)

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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

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Future Training

RAVEN SPC - in March Tracking of Cost Sharing - TBD On-going for new employees - TBD FY07 EFP Conversion - in June