ASK THE EXPERT Q & A SESSION FOR DMAS AND FRS MEDICAL CAMPUS – MARCH 9, 2010

DMAS and FRS Screens & Their Functions QUESTION I work with “6” Sponsored accounts and I frequently use FRS screens 652 (Sponsored Account Update) and 019 (List 6 Digit SL) but I would like to know more about the different DMAS screens and what information is available to help me with my everyday functions? ANSWER Equivalent DMAS screens: FRS 652 – Account Attributes FRS 019 – Account Summary DMAS-Account Menu Screens Account Summary Open Commitments Account Transactions by Month (All sub-objects) Account Detail (YTD by sub- object) Other Helpful DMAS Menus: Department Menu Purchasing Menu Sponsored Awards 2

Budget Transactions and Revising Budgets for Sub-Objects QUESTION How do we go back to previous years to compare budgets? How do we change the budget allocation for specific object codes? ANSWER The Budget amount is the 1 st column in the DMAS Account Summary screen. The system defaults to the current fiscal year, so click back to previous years to view the amounts for prior years. Budget transactions reflect Transaction Code 020 – Original Allotment with Batch Ref ID – BDG and Code 021 with Batch Ref ID of Medical Finance individual Individuals should first check with their senior administrators regarding budget revisions Medical Finance processes budget revisions via Budget Form # 8 - REQUEST FOR BUDGET ALLOTMENT REVISION 3

Sub-Object Codes for Revenue & Expenses QUESTION Where do we look up what sub-object codes represent in DMAS transactions? When submitting an e- check requisition and the Controller’s Office is in the approval loop, how do I know what would be the acceptable sub-object code for the expense? ANSWER A listing and explanations are found in the Accounting Information section of the Controller’s Office web site Make sure you select the most appropriate sub-object for the type of expenditure being made from the available sub-objects This is extremely important for tax return purposes as we have to group the expenses by their natural classification 4

Sub-Objects in Deficit QUESTION If one is not too familiar with the department’s budget, what is the most efficient way to catch sub- objects that are over the budgeted amount? I go through them one by one, but is there another way to expedite the process? ANSWER Start by going to the Department Menu to view all account balances – sort by Balance to get all the ones with deficits at the top Next, click on the accounts in deficit to go to the Account Summary to see what sub-object codes are creating the over budget situation – you can’t sort by Balance so download to Excel and then sort Then click on each sub-code that has a Budget Balance Available (BBA) in deficit and analyze the transactions 5

Open Commitments (Encumbrances) That Should Not be Open QUESTION I am reviewing open encumbrances and ran into one that I think should be closed out. How should I go about this now and on and on-going basis? Also, how can the Controller’s Office help me? Are there any automated monthly reports that reflect outstanding encumbrances on accounts instead of using the Purchasing system? ANSWER Review Open Commitments screen in DMAS to see a listing of sub-objects with amounts in Current column Check for 06/01/09 dates which may signal that this encumbrance has rolled over from previous fiscal years and should be -0- by now There could be a small chance of system issues that need analysis and a manual correction by the Controller’s Office There is a monthly report available - Open Commitments Status section on RDS monthly FR90 reflects a Current Amount column which is the result of the Open Commitment Current Amount (OCCA) formula 6

Transaction Amounts Involving Encumbrance Transaction Codes Appearing Multiple Times – Are They Duplicates QUESTION I am a bit confused on how encumbrance transactions post. I was told there are four encumbrances and one Journal Entry for 1 transaction but is that right? I am wondering if the system is duplicating encumbrance transactions – is that possible? ANSWER There is no such ratio of encumbrance transactions to journal entries and it is unlikely there are duplicates An encumbrance (D-debit )is set up for the requisition (Req # shows in Ref 1). Encumbrance is reversed (C-credit) & you see the Req. # (Ref 1) and PO # (Ref 2) as the requisition is closed out to make way for the actual PO. PO is set up (D) in the Indicator Code column. PO # now appears in Ref 1 & Purch Req # appears in Ref 2. The actual Journal Entry (APD) shows with an Indicator Code of F (Final liquidation of encumbrance). PO is in Ref 1 and Invoice # is shown in Ref 2 field. The encumbrance is now -0- (you can check this by going to Open Commitments screen. The F in the APD batch closes out the encumbrance without the need for another transaction. P(partial liquidation) - the encumbrance would still be open for the pending amount. Then you could have more payments decreasing the encumbrance. 7

Reference 1 and 2 Fields QUESTION I can’t figure out what some of the Reference 1 and Reference 2 fields in DMAS stand for and why sometimes they are blank. Are there any rules for these fields as it does not seem to be consistent from one transaction to another? ANSWER First, look at Batch Ref ID to see what subsystem or individual originated the transaction Ref 1, Ref 2 fields as well as the Description field should provide the DMAS/FRS user with useful information The Ref 1 and 2 fields are optional so that explains why they are sometimes left blank # of characters (including spaces) Description – 20 Ref 1 – 7 Ref 2 – 7 If you’re not sure what the values represent & need a better explanation, contact the individual listed on the Controller’s Batch Ref Listing for that transaction 8

Issues with Viewing Imaged Documents in DMAS QUESTION When I try to view documents in DMAS I get error messages that sometimes say Windows can’t open this file? Sometimes I only get the first page of a BERF or I can’t print the image. Who do I call or for these issues? ANSWER There could be technical Web View issues with your PC and viewing scanned documents Issues with having to uninstall QuickTime, TIF/TIFF files, deleting cookies, etc. Call Document Management (305) to talk to a support person or send e- mail to 9

Invoices and Vendor Information found in DMAS QUESTION How do I look up invoices and vendors in the DMAS system? ANSWER To find an invoice in DMAS Go to the Purchasing Menu Type the PO number and click on Invoices The invoices for the PO will be displayed. To find a vendor in DMAS Go to the Purchasing Menu Click Vendor Information and type in the name of the vendor Click on Lookup Vendor 10

Account Status QUESTION Is the closing of an account an automated process? Can accounts be reopened? If so, what is the process? ANSWER Closing of an account is done by people. Frozen accounts are closed upon request of the PI. Accounts that have an end date in the system fall into that frozen status when the end date is reached. The Delete 1 status is done by Blanca Jacomino in the Controller’s Office. Delete accounts go into Delete 1 status at the end of a fiscal year and Delete 2 (which is a system/not people drop) that next fiscal year end. This involves system Flags. A frozen flag can be lifted if approved. Delete 1 – lift flag in really special cases – high level of approval required. Delete 2 – very high approval needed in rare cases. If the account is already dropped, then it is too late. The reopening of non-sponsored accounts is done by Blanca Jacomino. Reopening of Sponsored accounts is done by the Compliance Office in that particular campus. To unfreeze a Plant Account, then Blanca sends the request to Aida as it requires her blessing. 11

Locating Transactions in DMAS and Report 90 QUESTION I think I have a discrepancy in what is appearing in DMAS and on Report 90 for a particular month…. Is that possible, that Report 90 and DMAS do not show the same transaction in the same month? ANSWER Report 90 found in RDS has three sections and one of them is the Report of Transactions which is broken out by sub- objects This report does tie back to the DMAS Account History Detail for each sub-object Make sure you are looking in the correct fiscal month as some transactions may miss the month end cutoff due to batch run dates, holidays, etc. 12

Best Practices for Reconciling Accounts QUESTION What is the Best Practice for reconciling accounts? How do the DMAS/FRS users in this class reconcile their accounts? ANSWER Analyze monthly reports including Report 90, Labor Distribution & Salary Encumbrance Report Track account information in DMAS & download to Excel as starting point for reconciliation Review of overall financial standing of accounts - BBA/ABA formulas Examine detailed transactions posted to the account on a monthly basis Prepare findings and follow up Tools Provided FR90 and other RDS reports Online Systems - DMAS and FRS To Do List Checking balance of accounts Examination of transaction details on a monthly basis Review back up documentation Follow up on issues encountered 13

Purchase Orders for ABLEH/BPEI QUESTION Why can’t I view purchase orders issued for ABLEH or BPEI on DMAS? Is it a different system? I submit PO requisitions but never have access to view them. Instead, I have to call the Buyers. ANSWER These purchase requisitions go through the PMM (Pathways Materials Management) system and do not flow through UM Purchasing or Ariba or your accounts in DMAS but rather in the Lawson financial system that the hospitals use “K” PO’s from Bascom Palmer are not in the DMAS database like: M – Medical Purchase Order F – Facilities Administration Order 14

THANK YOU from Terry Diaz and Vivian Kaye FOR PARTICIPATING in the CONTROLLER’S OFFICE SESSION the CONTROLLER’S OFFICE SESSION