HR 9.2 and You: Introduction to Commitment Accounting

HR 9.2 and You: Introduction to Commitment Accounting HR 9.2 and You: Introduction to Commitment Accounting

WHY WE’RE HERE • 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

PRESENTERS • Janis Wolens Project Manager Office of the Chief Information Officer • Stacie Dutton Project Manager Office of Business and Finance • Cristina Cardenas Business Operations Center Team Leader College of Engineering

AGENDA • Today we’ll cover… • Project basics • Why change • Overview and key changes • Page preview • Looking forward

Transition Slide – Project Basics • PROJECT BASICS

HR 9.2 BASICS • 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

SCOPE • What’s in… • Currently implemented modules (ie Job Data, Add Pay, etc) • Interaction Hub/Portal • Commitment Accounting

Transition Slide – Why Commitment Accounting? • WHY CHANGE

PROJECT OBJECTIVE • Implement the most current version while positioning OSU to take advantage of new and improved functionality through the reduction of customizations.

WHY? • …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 COMMITMENT ACCOUNTING? • 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)

Transition Slide – Overview • OVERVIEW AND KEY CHANGES

WHAT IS THE SAME • What you do is the same… • Record funding distributions and distribution changes • Enter retroactive funding distributions • Enter release time, with some minor process changes

WHERE HAS CHANGED • 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

TERMINOLOGY REVIEW • 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 • 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

KEY CHANGES • 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)

OTHER CHANGES • 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

PAGE PREVIEW

KEY CHANGES • Direct Retro Distribution • Tied to paycheck data • More flexible, powerful • Two step process: • Identify the records to change and which values to update • Confirm updates and run the Retro Distribution process to post the change

PAGE PREVIEW

Transition Slide – Process & Access • LOOKING FORWARD

THINGS TO CONSIDER • 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

MORE THINGS TO CONSIDER • 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

CULTURE CHANGE • Change our approach… • Think long term to avoid salary expenses posting to the suspense account • HR Professionals • Fiscal Officers • Principal Investigators

UPCOMING DISCUSSIONS • We’re still working on… • Reporting • OSP guidelines and the system • Process for future dated funding changes

STAY ENGAGED • 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… • hr92@osu.edu anytime

The only way to make sense out of change is to plunge into it, move with it, and join the dance. ~ Alan W. Watts Those who expect moments of change to be comfortable and free of conflict have not learned their history. ~Joan Wallach Scott Progress is impossible without change, and those who cannot change their minds cannot change anything. ~ George Bernard Shaw If you have always done it that way, it’s probably wrong. ~ Charles Kettering CHANGE It is only through labor and painful effort, by grim energy and resolute courage, that we move on to better things. ~Theodore Roosevelt After 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 Change is imminent! We must enthusiastically embrace it, manage it, and craft it to our advantage. ~ Steve Craft

HR 9.2 and You: Introduction to Commitment Accounting