HR 9.2 and You:Introduction to Commitment Accounting

HR 9.2 and You: Introduction to Commitment Accounting

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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

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Janis WolensProject ManagerOffice of the Chief Information Officer

Stacie DuttonProject ManagerOffice of Business and Finance

Cristina CardenasBusiness Operations Center Team LeaderCollege of Engineering

PRESENTERS

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

AGENDA

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PROJECT BASICS

Transition Slide – Project Basics

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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

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What’s in…• Currently implemented modules (ie Job Data, Add Pay,

etc)• Interaction Hub/Portal• Commitment Accounting

SCOPE

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WHY CHANGE

Transition Slide – Why Commitment Accounting?

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Implement the most current version while positioning OSU to take advantage of new

and improved functionality through the reduction of customizations.

PROJECT OBJECTIVE

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…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?

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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?

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OVERVIEW AND KEY CHANGES

Transition Slide – Overview

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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

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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

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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

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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

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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

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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

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PAGE PREVIEW

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PAGE PREVIEW

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PAGE PREVIEW

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PAGE PREVIEW

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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

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PAGE PREVIEW

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PAGE PREVIEW

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PAGE PREVIEW

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PAGE PREVIEW

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PAGE PREVIEW

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PAGE PREVIEW

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LOOKING FORWARD

Transition Slide – Process & Access

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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

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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

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Change our approach…• Think long term to avoid salary expenses posting to the

suspense account• HR Professionals• Fiscal Officers• Principal Investigators

CULTURE CHANGE

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

UPCOMING DISCUSSIONS

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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

STAY ENGAGED

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CHANGEAfter 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