HR 9.2 and You: Introduction to Commitment Accounting

2 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

3 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 PRESENTERS

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

5 PROJECT BASICS

6 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

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

8 WHY CHANGE

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

10 …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?

11 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?

12 OVERVIEW AND KEY CHANGES

13 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

14 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

15 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

16 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

17 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

18 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

19 PAGE PREVIEW

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23 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

24 PAGE PREVIEW

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29 PAGE PREVIEW

30 LOOKING FORWARD

31 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

32 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

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

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

35 Look for… Updates via direct s, 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… STAY ENGAGED

36 CHANGE 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 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