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OBM CHARTFIELD WEBINAR. OBM CHARTFIELD WEBINAR November 12 & 13, 2013. WELCOME STATE AGENCIES BOARDS AND COMMISSIONS UNIVERSITIES. OBM CHARTFIELD WEBINAR. AGENDA Opening Chartfield Updates Q & A. OBM CHARTFIELD WEBINAR. Opening Thank you for Attending Introduction of our Hosts

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obm chartfield webinar

OBM CHARTFIELD WEBINAR

OBM CHARTFIELD WEBINAR

November 12 & 13, 2013

obm chartfield webinar1
WELCOME
  • STATE AGENCIES
  • BOARDS AND COMMISSIONS
  • UNIVERSITIES
OBM CHARTFIELD WEBINAR
obm chartfield webinar2
AGENDA
  • Opening
  • Chartfield Updates
  • Q & A
OBM CHARTFIELD WEBINAR
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Opening
  • Thank you for Attending
  • Introduction of our Hosts
    • HCM TEAM
    • OBM Training Academy
    • OBM IT
    • OBM RACM GL TEAM
OBM CHARTFIELD WEBINAR
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Chartfield Updates
  • Changes Mandated in the System
    • Exceeded limits set by DAS OIT on the Chartfield System
    • Decommissioning of software
    • Updates needed to Chartfield Requests
    • Integration of FIN and HCM via Department Chartfield
OBM CHARTFIELD WEBINAR
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Chartfield Updates
  • Exceeding Limits
    • 8,000 items per chartfield was exceeded
    • Warning messages were being displayed to end users causing concern
  • Decommissioning of Software
    • DAS OIT had “Sun setted” the background programs for making data entry screens. No updates could be made in the future.
    • Each Chartfield has it own instruction set
OBM CHARTFIELD WEBINAR
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Chartfield Updates
  • Updates Needed to Chartfield Requests
    • GRANT: Agency requested adding the “C” for County

Adding the “D” Option on Action Required

    • PROGRAM: Removing non essential fields
    • DEPARTMENT: Removing non essential fields
  • Integration of FIN and HCM – DEPARTMENT CHARTFIELD
    • New Strategy
    • Re-write of the DEPARTMENT CHARTFIELD to integrate FIN and HCM
OBM CHARTFIELD WEBINAR
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GRANT
  • Additions
    • Action Required now has the “D” Option for Permanent Deactivation
    • The Fourth Character of the GRANT VALUE now allows for the “C” option to track grants by COUNTY
OBM CHARTFIELD WEBINAR
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PROGRAM
    • Removing non essential fields
    • Adding the “R” and “T” Options in the Action Required Field
        • R = Reactivate an Inactive Program Value
        • T = Tree Changes Only
OBM CHARTFIELD WEBINAR
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DEPARTMENT
    • Removing non essential fields
    • Adding the “R” and “T” Options in the Action Required Field
        • R = Reactivate an Inactive Department Value
        • T = Tree Changes Only
    • New Integration between FIN & HCM
OBM CHARTFIELD WEBINAR
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Integration of FIN and HCM – DEPARTMENT CHARTFIELD
    • New Strategy
    • Re-write of the DEPARTMENT CHARTFIELD to integrate FIN and HCM
    • One request form for FIN and HCM
    • New fields for HCM
OBM CHARTFIELD WEBINAR
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Initial Definitions
    • Funding Only Department IDs, and PAY
    • Departments used in Positions versus Funding only
    • Department Chartfields versus Department IDs
    • The Position Page: Main Menu>Organizational Development>Position Mgmt>Maintain Positions Budgets>Add/Update Position Info (let’s look at a position in HCM)
OBM CHARTFIELD WEBINAR
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Existing HCM Parent Node
    • If the Department you are doing an entry on does not exist in system, put N/A
    • If it does exist, put PAY if it is currently for funding only
    • If it does exist and is currently used for Positions, put the current Parent Node.
    • If you unaware of what your current HCM Tree Structure is, email [email protected] and I will provide you a current spreadsheet.
OBM CHARTFIELD WEBINAR
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New HCM Parent Node
    • If the Department you are doing an entry on does not exist, and you want to Add it for Funding Only, put PAY
    • If the Department does not exist, and you want to use for Positions, put the Parent Node it should be under.
    • If this is an Inactivation, put PAY.
    • If changing Parent Nodes, or going from PAY (no security) to Security, put the new Parent Node.
    • Put N/A if no change from Existing to New.
OBM CHARTFIELD WEBINAR
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HCM Location Code
    • If your entry is funding only, or an inactivation, put N/A
    • If your entry will be for Positions, and you want a default location code to pop in on the Position Page when you enter this Department ID, put in the location code.
    • If you are unsure, put N/A
OBM CHARTFIELD WEBINAR
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Default Code 1 and 2
    • These are default combo codes.
    • Please give us two combo codes that are used as default codes.
    • These are only needed when the Department you are doing entry on will be used for Positions. Everything else can be N/A.
OBM CHARTFIELD WEBINAR
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Funding Only (F)/Funding Positions (P)
    • If inactivating a department put F. Instructions may say N/A, but not available.
    • Funding only Departments will be F. These are only used for Funding, and not used for Positions.
    • If the Department will be used for Positions put P even if it can also be used for Funding. If P is selected, there should definitely be a Parent Node listed.
OBM CHARTFIELD WEBINAR
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Q & A
  • “The dumbest question ever, is the one that is never asked…”
OBM CHARTFIELD WEBINAR
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