HR 9.2 and You: Introduction to Commitment Accounting
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Transcript of HR 9.2 and You: Introduction to Commitment Accounting
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HR 9.2 and You:Introduction to Commitment Accounting
HR 9.2 and You: Introduction to Commitment Accounting
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We want to provide…• Basic project information• An overview of the Commitment Accounting module
We want to build…• Support for the goals of the reimplementation generally
and use of Commitment Accounting specifically• Understanding of how the Commitment Accounting
module will affect you• A foundation for future sessions and training
WHY WE’RE HERE
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Janis WolensProject ManagerOffice of the Chief Information Officer
Stacie DuttonProject ManagerOffice of Business and Finance
Cristina CardenasBusiness Operations Center Team LeaderCollege of Engineering
PRESENTERS
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Today we’ll cover…• Project basics• Why change• Overview and key changes• Page preview• Looking forward
AGENDA
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PROJECT BASICS
Transition Slide – Project Basics
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In a nutshell…• HR and SIS will split into separate databases• HR moves from version 8.9 to 9.2• Go live planned Memorial Day weekend 2014
HR 9.2 BASICS
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What’s in…• Currently implemented modules (ie Job Data, Add Pay,
etc)• Interaction Hub/Portal• Commitment Accounting
SCOPE
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WHY CHANGE
Transition Slide – Why Commitment Accounting?
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Implement the most current version while positioning OSU to take advantage of new
and improved functionality through the reduction of customizations.
PROJECT OBJECTIVE
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…through the reduction of customizations• Decrease long-term maintenance costs• Simplify the application of delivered updates• Facilitate the implementation of new functionality• Allow tighter access controls
WHY?
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Benefits include…• Removes 50% of system customizations• Ties ChartField changes to paycheck data• Provides more powerful tool for retroactive distribution
changes• New page displays actual distributions (including any
retroactive distribution changes)
WHY COMMITMENT ACCOUNTING?
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OVERVIEW AND KEY CHANGES
Transition Slide – Overview
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What you do is the same…• Record funding distributions and distribution
changes• Enter retroactive funding distributions• Enter release time, with some minor process
changes
WHAT IS THE SAME
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Where you do it is different…• Department Budget Table = JED
• Where ChartField information is stored• Includes Release Time
• Direct Retro Distribution = PET• Process for moving personnel expenses after they
post to the General Ledger• Completed in two steps: search and post
WHERE HAS CHANGED
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Funding End Date• Funding End Date = Enc End Date• Encumbrances and Actuals cannot be posted past the
date• Defaults to sponsored project end date
TERMINOLOGY REVIEW
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Combination (Combo) Code• Unique ID associated with a particular ChartField string• Like a system-generated short cut
Suspense Account• ChartField combination used to hold encumbrances and
actuals when…• A ChartField value is invalid• The Funding End Date is past
TERMINOLOGY REVIEW
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Department Budget Table• Where ChartField information is stored • Still in HR system but no longer in Job Data• Funding information is stored by fiscal year• Able to tie ChartField to an appointment (university and
College of Medicine) or position (Wexner Medical Center)
KEY CHANGES
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Other changes include…• Release time
• Same functionality, new look and feel and ChartField changes
• Salary distribution should be entered with the appropriate release time codes
• No RF Project page
OTHER CHANGES
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PAGE PREVIEW
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PAGE PREVIEW
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PAGE PREVIEW
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PAGE PREVIEW
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Direct Retro Distribution• Tied to paycheck data• More flexible, powerful• Two step process:
1. Identify the records to change and which values to update
2. Confirm updates and run the Retro Distribution process to post the change
KEY CHANGES
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PAGE PREVIEW
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PAGE PREVIEW
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PAGE PREVIEW
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PAGE PREVIEW
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PAGE PREVIEW
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PAGE PREVIEW
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LOOKING FORWARD
Transition Slide – Process & Access
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Who does it?• New process flow at hire, rehire, additional appointment• Credentialed role; no access to pages without training
and assessment• Goal is to limit access
THINGS TO CONSIDER
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Getting ready now…• Complete all the PETs possible prior to go live in late
May 2014• Direct Retro Distributions only possible for paychecks
issued in HR 9.2• Temporary process to be communicated
• Do not record future dated JED rows for FY15 (effective date 7/1/14 or later)
• Do not split ChartFields by amount
MORE THINGS TO CONSIDER
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Change our approach…• Think long term to avoid salary expenses posting to the
suspense account• HR Professionals• Fiscal Officers• Principal Investigators
CULTURE CHANGE
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We’re still working on…• Reporting• OSP guidelines and the system• Process for future dated funding changes
UPCOMING DISCUSSIONS
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Look for…• Updates via direct emails, HR Now, NewsLink
(go.osu.edu/hr92 links to all HR 9.2 blog entries)• More sessions to discuss details (OSP, new processes)
as soon as more information is available• Training in the spring
Ask questions and provide feedback…• Now or…• [email protected] anytime
STAY ENGAGED
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CHANGEAfter you've done a thing the same way for two years, look it over carefully. After five years, look at it with suspicion. And after ten years, throw it away and start all over. ~Alfred Edward Perlman
Progress is impossible without change, and those who cannot change their minds cannot
change anything. ~ George Bernard Shaw
Change is imminent! We must enthusiastically embrace it, manage it, and craft it to our advantage. ~ Steve Craft
Those who expect moments of change to be comfortable and free of conflict have not learned their history. ~Joan Wallach Scott
If you have always done it that way, it’s probably wrong. ~ Charles Kettering
It is only through labor and painful effort, by grim energy and resolute courage, that we move on to better things. ~Theodore Roosevelt
The only way to make sense out of change is to plunge into it, move with it, and join the dance. ~ Alan W. Watts