1. Slide 1 FastFacts Feature Presentation We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500 December 6 th, 2007

2. Slide 2 Todays Topic Well be taking a look at… Control salary The definition and purpose of control salary Managing a default cost center –BW Reporting –Corrective Actions

3. Slide 3 Todays Presenter Jamie Hedeman, HopkinsOne

4. Slide 4 Session Segments Presentation Jamie will talk about control salary and show us how to manage default cost centers. During his presentation, your phone will be muted. If you would like to submit a question during the presentation, you can email it to: fastfacts@jhu.edufastfacts@jhu.edu Q&A After his presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Jamie will answer as many of your questions as time allows.

5. Slide 5 Session Segments – Continued Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

6. Slide 6 Control Salary

7. Slide 7 Definition of Control Salary What is control salary? Control Salary is JHU legacy terminology. The term was used to encompass the process by which employees had their salaries covered by a default cost object (Area Org) called the Control Salary account. Employee could be marked for control salary to ensure that an employee would receive 100% of pay in the event the labor cost distribution did not equal 100%. Legacy had option for control salary. Current state process assigns this status to all employees assigned to Payroll Area S1 (JH Semi Monthly).

8. Slide 8 Purpose of Control Salary Avoid the alternative of no pay or reduced pay with an incomplete labor distribution. Its a systematic means of ensuring a complete pay. Payroll Area S1 Employees - JH Semi Monthly Default Cost Center receives postings due to ISR process. Retroactive Sponsored changes to labor distribution will be posted to the Default Cost Center. Must be proactive to manage: New Hires Terminations Annual Reviews Funding End Dates

9. Slide 9 Default Cost Center A default cost center assigned to employees via their Org Unit to ensure that they will not have an interruption in pay as a result of a labor distribution error. The default cost centers are clearly identified from other cost centers by means of the last two digits (99). The name of all cost centers ending in 99 is PAYROLL/NON PAYROLL.

10. Slide 10 Identifying Default Cost Centers How do I identify what Default Cost Centers exist for my Org Units? In R3, transaction KS03 (Display Cost Center) can be executed. Transaction KS03 is available via the CO Display (ZRFI_CO_DISPLAY_ALL) Role. In BW, execute the Cost Center Master Data Report for your Business Area. Also, in BW the FM or CO financial summary reports can be utilized using the wildcard search (*) to identify Default Cost Centers in your areas of responsibility.

11. Slide 11 BW Reporting BW Security BW roles needed can be found in the document List of BW Reports with Security Roles on the HopkinsOne Support Reporting page. Security Forms can be found on the HopkinsOne Support Security page… http://www.jhu.edu/hopkinsone/Support/index.htm BW News: 12/03/2007 - Payroll Postings to finance are current through 12/02/07. Payroll Postings are now on a schedule to refresh Wednesday and Sunday of every week. The timing of report generation is important to consider because the EFORM created to correct the control salary postings will not update the postings in the Finance Reports until the payroll is posted in BW.

12. Slide 12 Accessing the FM Summary Report To access the Funds Management (FM) - Non Sponsored Financial Summary report, go into BW Report Center using the HopkinsOne portal. Click on Finance and then FM. After you open the FM folder, click on Non Sponsored Financial Summary. We will use this report to see our YTD totals in the Default Cost Center.

13. Slide 13 Generating the Report Enter the Period/Fiscal Year (enter the current month). Enter the Control Salary Cost Center. Click on Execute to run the report.

14. Slide 14 Non Sponsored Financial Summary The current amount of actual postings that need to be credited to the cost center is the Total YTD. In addition, future commitments must be corrected. For this example, we also need to identify the Vacation Offset (Commitment Item 960202). These expenses have been posted via a KB15 upload. In the next slides, we drill down to the detail for the Total YTD figure and introduce other characteristics to report. To drilldown, right click and go to the financial detail.

15. Slide 15 This is the Funds Management (FM) detail for the November postings. Please note: The BW HR Summary of Gross Salary Report currently does not include all postings found in this FM report. It is important to remember this when we reconcile the amount in the HR report to this FM report. Non Sponsored Financial Detail

16. Slide 16 Summary of Gross Salary In the example below, the wild card (*) was used in place of the equals (=) sign to query for a range of values. For example, the value 17041*99 could be queried using the wild card functionality to return any cost center values starting with 17041 and ending with 99. Using the equals sign a single cost center could be entered or multiple cost centers can be run in a single query by inserting additional rows.

17. Slide 17 Summary of Gross Salary In order to determine the composition of the Total YTD by employee, we must query the entire Fiscal Year. It is the employees with a net balance that must have corrective action taken to correct their labor costing. The timing of report generation is important to consider because the EFORM created to correct the control salary postings will not update this report until the payroll is posted in BW.

18. Slide 18 Report Results The report can be formatted to show a net amount of salary activity by employee for the Default Cost Center. The report has been filtered to show salary and fringe postings.

19. Slide 19 Report Results - Continued The salary and fringe amount of $103,353.70 DOES NOT reconcile with Total YTD from the FM Summary Report of $142,216.73. Other salary adjustments such as over pay advances and legacy retro pay need to be considered. Variance due to vacation offset and $37,452.80 from prior year. The employees with postings against the Control Salary (Default) Cost Center have now been identified.

20. Slide 20 Payroll Area Wage Types G/L Account Summary of Gross Salary

21. Slide 21 Corrective Actions JH Semi Monthly regular salary posting can be corrected using the EFORM. Weekly Payroll posting are corrected through Time Entry. Non Payroll Cost Transfer. Corrective action taken through Payroll or HR Shared Service. Overpayment (e.g., Wage Type 3041) to Payroll SS Supplements (e.g., Wage Type 3055) to HR SS EB15 Errors and legacy retro adjustments to HR SS See Shared Service Website for staff contacts You can contact via email with the relevant information (Name, Personnel Number, Payment Amount, Date, Reason) Controlled Salary will not get a systematic process for a while. Any changes to HR or Payroll are on hold until calendar year end is completed. Communication forthcoming.

22. Slide 22 Commitment Report At this point, we have determined the composition of the expenses that have been charged to the default cost center. We now must take a look at the commitments that are against the cost center. Utilize the HR – Finance Admin - Encumbrance Reporting Detail Report. This report is not dependant upon the payroll posting extraction schedule. Based upon EFORM/Z9027 approvals. Commitments post with PBC in a nightly process.

23. Slide 23 This report will provide commitments posted against the Default Cost Center. Commitment Reporting Detail

24. Slide 24 Commitment Reporting Detail The detail and totals for this report will reflect an accurate position based upon commitments that have been approved by the prior day. The total amount of commitments should equal the FM Summary report, accounting for difference in report extract timing. Employees with commitments against the Control Salary (Default) Cost Center have now been identified.

25. Slide 25 Conclusion Now is a good time to identify those expenses on the default cost centers Take corrective action Other BW Reports Payroll Expenditure by Month Complete Labor Distribution

26. Slide 26 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.

27. Slide 27 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

28. Slide 28 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connectpro28579135.acrobat.com/fastfactssurvey/ http://connectpro28579135.acrobat.com/fastfactssurvey/ Thanks again!