Budgeting and Planning (LBP) Workforce Guide...

Lawson Budgeting and Planning (LBP) &

Workforce

Training Guide – Fiscal Year 2018

Lawson Budgeting and Planning (LBP) & Workforce

FY 2018 – Budget Manual 3

Lawson Budgeting and Planning & Workforce Training ‐ Table of Contents

GETTING STARTED ......................................................................................................................... 5

LAWSON BUDGETING AND PLANNING (LBP) ................................................................................... 6

LOGIN ..................................................................................................................................................... 6

NAVIGATION ............................................................................................................................................ 6

General ............................................................................................................................................ 6

Plan Tab ........................................................................................................................................... 8

Edit Tab .......................................................................................................................................... 11

View Tab ........................................................................................................................................ 12

ENTER EXPENSE DATA ............................................................................................................................. 13

ENTER REVENUE DATA ............................................................................................................................. 14

ENTER SALARY EXPENSE DATA ................................................................................................................... 14

SPECIAL SCENARIOS ................................................................................................................................. 14

Generic Budget Accounts ............................................................................................................... 14

Adding Accounting Units (Account Numbers) ............................................................................... 15

Adding Accounts (Object Codes) .................................................................................................... 15

LAWSON PORTAL – WORKFORCE .................................................................................................. 16

LOGIN ................................................................................................................................................... 16

OVERVIEW ............................................................................................................................................ 16

NAVIGATION .......................................................................................................................................... 17

Search for an Employee ................................................................................................................. 17

ENTERING DATA ..................................................................................................................................... 18

EXEMPT EMPLOYEES ................................................................................................................................ 20

Modify Merit Increase Amount $: Exempt Employee .................................................................... 20

Add, Change or Delete a Budget Amount or Accounting Unit: Exempt Employee ........................ 22

Faculty Administrative Stipend ...................................................................................................... 24

NON EXEMPT EMPLOYEES ........................................................................................................................ 26

Modify Merit Increase – Hourly Pay Rate: Non‐Exempt Employee ............................................... 26

Add, Change or Delete an Existing Budget Accounting Units ........................................................ 27

OPEN POSITIONS .................................................................................................................................... 29

Exempt Employees ......................................................................................................................... 29

Non‐Exempt Employee .................................................................................................................. 31

RELEASING AN EMPLOYEE (EXEMPT OR NON EXEMPT) ................................................................................... 33

TERMINATE AN EMPLOYEE (EXEMPT AND NON‐EXEMPT) ............................................................................... 35

Terminate an employee in your home department: ...................................................................... 35

Terminate an employee not in your home department: ............................................................... 36

SPECIAL SCENARIOS ................................................................................................................................. 36

Processing Employees Not in Your Home Department .................................................................. 36

Employee Types Not Budgeted in Lawson Workforce ................................................................... 36

Updating Core Salary ..................................................................................................................... 36

Employees with Partial Year Funding ............................................................................................ 37

Employees with a Change in FTE Status ........................................................................................ 39

Employees Expecting Title Change or Promotion .......................................................................... 43

4

Employees Paid Outside of Keck School of Medicine .................................................................... 43

Employees on Leave (Medical, Disability, etc) .............................................................................. 43

Adding Accounting Units (Account Numbers) ............................................................................... 43

Add a New Employee .................................................................................................................... 43

REPORTING ................................................................................................................................... 44

RW100 ‐ BUDGET REPORTS .................................................................................................................... 44

XXXXFNDNYB1 ‐ Next Year Budget by Fund Group (Summary Budget Report) ............................ 44

XXXXCLNYB1AU ‐ Clinical Next Year Budget by Accounting Unit .................................................. 45

XXXXNONYB1AU ‐ Non‐Clinical Next Year Budget by Accounting Unit ......................................... 46

LBP DATA EXPORT ................................................................................................................................. 47

Data Export ................................................................................................................................... 47

PAYROLL REPORTS .................................................................................................................................. 48

ZZ221 ‐ Funding Lines for all Employees Paid by Department ...................................................... 48

ZZ222 ‐ Accounting Unit and Account by Employee ..................................................................... 52

ZZ227 ‐ Displays Employees with Overlapping Dates ................................................................... 54

ZZ325 – Faculty: Start vs Proposed Salary by Salary Category ..................................................... 55

ZZ329 – All Employees: Total Start vs Proposed Salary ................................................................. 55

ZZ330 – Employee Salary Increase Over 5 Percent ....................................................................... 56

APPENDIX ..................................................................................................................................... 58

LAWSON BUDGETING AND PLANNING QUICK REFERENCE CARD – FY2018…………………..………….. 59

LAWSON SUPPORT AND IE CONFIGURATION …………………………………………..………………………………. 61

LAWSON ACCOUNTING TERMINOLOGY …………………………………………………………………………………… 63



GettingStarted

Go to: http://keck.usc.edu/finance/budget2018/ for the latest information regarding open

lab sessions, guides, FAQs, Lawson Refresh cycles, and other general announcements.

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LawsonBudgetingandPlanning(LBP)

Login1. Go to https://calv‐lslbpd.med.usc.edu:9443/lbp9011 using Microsoft Internet

Explorer.

2. Use your MED domain ID and password to log in

If you are a first time user, your IE browser will need to be configured for Lawson. Please

see the Lawson Support and Internet Explorer Quick Reference Guide in the appendix of this

training guide.

Navigation

General

Once logged into Lawson Budgeting and Planning (LBP), you will be taken to your Active

Budget screen.



My Plan Tab: Provides quick links to accounting unit information.

Financial Tab: Provides summary and detail data.

Buttons:

o Plan ‐ Manages content for the tab.

o Edit – Provides copy and paste functions.

o View ‐ Updates the display by year, quarter or period.

Breadcrumbs: Displays navigation drilldown to quickly access other accounting

units.

o Do not use the browser back button.

The arrows will display additional data on the Financial Tab current screen.

Save will save any changes that have been made.

Restore will restore as of the last save.

Accounts display in the dropdown. You may choose to view data by Accounts or by

Accounting Units using the drop down field. View accounts/accounting units on the left.

Follow the columns to the right to view actuals and budgets from the previous year, current

year, and the budgeted amount for the upcoming year.

You will not be able to edit fields from this view. You will only have edit access to fields that

appear in yellow at the posting account level or detail line level.

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PlanTab

OpenAccountingUnitOpening an accounting unit will allow you to navigate between companies (ex. 11 & 111).

1. Click Plan > Open Accounting Unit > Select a Company > Click OK.

OpenPlanView1. Click Plan > Open Plan View > Select preferred option > Click OK.



ExporttoExcel

Export to Excel will export data from LBP to an Excel pivot table.

1. Click Plan > Export to Excel.

2. Select the optional items needed or leave all items “blank”. Click Finish.

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3. Open the file in Excel.

4. Enable macros in the Excel security warning. This will allow the data to be displayed

in a pivot table.

CopytoExcelCopy will copy data including items outside the view.

1. Click Plan > Select Copy to Excel > Click OK.

2. Open Excel > Edit > Paste.

CreateLocalPlan/ResetLocalPlan/DeleteLocalPlanYou do not have access to create, reset or delete local plans.

ViewSubmissionsYou are not required to submit plans.



ViewPlanPropertiesProvides general plan information.

1. Click Plan > View Plan Properties.

EditTab

CopyCopy will copy a highlighted selection.

1. Highlight item > Select Edit > Click Copy.

PastePaste will display copied data.

1. Select Edit > Click Paste.

PasteModifiedPaste Modified will calculate the copied value based on the options selected. The

formatting of the copied value must display as you want it to display in Lawson.

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1. Select Edit > Click Paste Modified.

2. Percent Change: The copied value will increase percentage by entered amount. The

entered amount should be a whole number. For example: To increase the copied

amount by 10 percent, Type 10 in the open field. For values to display with

decimals, the copied value must include decimals.

3. Add: The copied value will increase by the entered amount. For values to display

with decimals, the copied value must include decimals.

4. Multiply: The copied value will be multiplied by the entered amount. For values to

display with decimals, the copied value must include decimals.

SpreadSpread is not used.

AddingaDetailLineDetail Line is not used.

ViewTab

The view button allows you to customize the look of the view. You have the option to view

data by Period, Quarter, or Year.



1. Click View > Select Period, Quarter, or Year.

CollapseTreeCollapse tree collapses all of the values that are expanded in the view.

1. Click View > Select Collapse Tree.

EnterExpenseDataYou must view by posting accounts in order to enter budget data.

From your initial login view:

1. Click on the Financial Tab.

2. Select Accounting Units from the drop down box.

3. Expand the values to the most detailed level accounting unit.

4. Click to select the accounting unit.

5. Select Posting Accounts from the drop down.

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6. Go to a highlighted Budget in the column 2018, Budget 2018 and enter an amount

for an Expense Account.

7. Click Save.

EnterRevenueDataFrom the Posting Accounts view (See Enter Budget Data to view by posting accounts):

1. Click on the View drop down box and select Periods.

2. Go to a highlighted Budget in the column Period 1 2018, Budget 2018 and enter an

amount for a Revenue Account.

3. Enter additional budget period amounts in periods 2‐12.

4. Click Save.

EnterSalaryExpenseDataAll salary expenses relating to existing, new, and open positions and merit pools will be

entered in Lawson Portal. You may enter overtime, overload, student wages, post docs,

research/teaching assistants into LBP.

SpecialScenarios

GenericBudgetAccountsEach department has generic accounts that can be used to represent accounts in their

department that are expected to be active in the next fiscal year but have not been created

in Kuali. Generic accounts typically end in “9999”. Each department has 4 generic accounts

(if applicable):

22XXXX00009999 – Represents a current use gift account

23XXXX00009999 – Represents an endowed gift account

51XXXX00009999 – Represents a clinical trials account



53XXXX00009999 – Represents a grant account

These accounts should ONLY be used if the Kuali account number has not been created for

the funds.

AddingAccountingUnits(AccountNumbers)If an account number has been created in Kuali but is not in LBP, please contact your budget

partner and ask for the account to be added to LBP. Please provide the Kuali account

number, account name, and object codes by line item.

AddingAccounts(ObjectCodes)If an object code is not available for the particular accounting unit, please contact your

budget partner and ask for the object code to be added to LBP. Please provide Kuali

account number and object code(s) by line item.

Keep in mind not every object code at the granular level needs to be added. For example,

object code 15120 M&S Office Expense does not need to be added if object code 15100

General/Project Supplies already exists. 18110 Domestic Research Travel does not need to

be added if object code 18100 Domestic Travel already exists.

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LawsonPortal–Workforce

Login1. Go to https://calv‐lawapp01.med.usc.edu/lawson/portal/ using Microsoft Internet

Explorer.

2. Use your MED domain ID and password to log in.

If you are a first time user, your IE browser will need to be configured for Lawson. Please

see the Lawson Support and Internet Explorer Quick Reference Guide in the appendix of this

training guide.

OverviewYou will use the Lawson Portal link to access the Workforce Budget form ZZ21. All

employees start with a status of Unreleased. Once all workforce updates have been made

to an employee, you will change the status to Released.



Navigation

SearchforanEmployeeThe Unreleased Budget Employee view is the default view for the employee drop down.

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1. Click the Employee search option.

2. Click the filter drop down arrow.

3. Select from Unreleased Budget Employees, Released Budget Employees,

Unreleased Open Positions, Released Open Positions, or Terminated Budget

Employees.

4. You may also click the Search Button to find an employee by Last Name, First Name

or Employee Number.

EnteringDataEmployee funding line data must be entered without overlapping start and end dates per

salary category.

In this example there are 2 different funding start and end date periods:

07/01/2016 – 12/31/2016: First half of the fiscal year. 07/01/2016 – 06/30/2017: Full fiscal year.



The funding lines must be broken down to the shortest timeframe listed within that Salary

Category. Therefore, there will be a duplicate company/accounting unit/account

combination that breaks up the full fiscal year into two lines.

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You can run report ZZ227 will identify all employees in your department who have

overlapping date issues. Please refer to the Reporting section of this training guide for more

information.

ExemptEmployees

ModifyMeritIncreaseAmount$:ExemptEmployeeThis process reviews how to change a merit increase amount for an existing exempt

employee.

1. Enter ZZ21 in the Search box to open Employee Budget Entry. Select your

Department Company from the drop down list.

2. Select an Exempt Employee.

3. Click the Inquire button.



4. Go to the Merit Increase field and enter an amount increase (exempt faculty) or

percent increase (exempt staff).

5. Enter a Merit Score (1 – 5, 5 being top performer, decimals are allowed). If the

merit score is still pending i.e. department chairs, enter 0.1 as a place holder in

order to release the employee. Note that only Faculty require a merit score to

release.

6. Click the Change button to save updates.

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Note: The Proposed Salary has been updated to reflect the Prior Year Salary plus the

proposed Merit Increase Amount.

Add,ChangeorDeleteaBudgetAmountorAccountingUnit:ExemptEmployeeThis process reviews how to modify an existing funding line or add another funding line.

NOTE: You are not able to change a company/accounting unit for an existing employee’s

current funding line. You will need to Delete (zero out) the existing funding line and add a

new funding line.

1. Select one of the Salary Categories by clicking Budget to Accounting Units.

2. The system opens ZZ21.2, Employee Category Budget Entry.



DELETE (Zero out a line):

The function code Delete (D) is not used to delete an existing funding line for an existing

employee. You may use the Delete (D) function code for funding lines on open positions

only.

1. Select the line that needs to be deleted and enter C to change the line/amount.

2. Enter a zero in the Amount Budgeted field. Note: Updates to salary for exempt

employees (both faculty and staff) are entered in the amount budgeted field. The

percent field is used for non‐ exempt employees.

ADD:

3. Go to the first blank line and enter A to add an amount. Note: Type C to change an

amount.

4. a. Select the funding company in the Company field (2‐digit company number for

clinical accounts, 3‐digit company number for non‐clinical accounts, i.e. 11 for 88x

clinical accounts, 111 for 12x, 2x, 5x, and 84x accounts in Department of

Anesthesiology).

b. Select an Accounting Unit from the drop down list.

c. Enter an amount in the Amount Budgeted field.

d. Enter Start‐End Date for the amount budgeted. If you leave these fields blank,

the line will automatically populate with start‐end date of the fiscal year.

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Change:

5. Select the line that needs to be changed and enter C to change the amount.

6. Enter a new amount in the Amount Budgeted field. You cannot change the account

number. If an account number needs to be changed, you need to zero out the line

and ADD a new line. Refer to the previous section DELETE (Zero out a line).

7. Click the Change button, the status message returns Change‐Complete Continue at

the bottom of the screen. The percent will calculate automatically.

8. Click the Back button to return to ZZ21.1 (do NOT use the browser’s BACK button)

9. Click Inquire to see the updated values.

FacultyAdministrativeStipend

If an administrative stipend needs to be budgeted for a faculty, you must provide the title of

their administrative appointment in the Admin Title field in order to release the faculty.



1. Add or Change the line accordingly then select “More”.

2. Enter the official title of the appointment and select “OK”.

3. You will be taken back to ZZ21.2 screen. Select “Change” to update/save changes.

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4. Once the title has been entered and saved successfully, you will see an asterisk at

the end of the line.

NonExemptEmployees

ModifyMeritIncrease–HourlyPayRate:Non‐ExemptEmployee



1. Enter ZZ21 in the Search box to open Employee Budget Entry.

2. Select your Department Company from the drop down list.

3. Select an Employee Status of NSTAFF. Click Inquire.

4. Enter the new proposed hourly rate in the Hourly Pay Rate $ field.

5. Click the Change button to update the new rate.

Add,ChangeorDeleteanExistingBudgetAccountingUnits

1. Select the Staff Salary Categories by clicking on the Budget to Accounting Units button.

2. The system opens ZZ21.2 screen, Employee Category Budget Entry.

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DELETE (Zero out a line):

The function code Delete (D) is not used to delete an existing funding line for an existing

employee. You may use the Delete (D) function code for funding lines on open positions

only.

3. Select the line that needs to be deleted and enter C to change the line/amount.

4. Enter a zero in the Percent field. Note: Updates to salary for exempt employees are

entered in the amount budgeted field. The percent field is used for non‐ exempt

employees.

ADD:

5. Go to the first blank line and enter A to add the line. Note: Type C to change an amount.

a. Select the funding company in the Company field (2‐digit company number for

clinical accounts, 3‐digit company number for non‐clinical accounts, i.e. 11 for

88x clinical accounts, 111 for 12x, 2x, 5x, and 84x accounts in Department of

Anesthesiology).

b. Select an Accounting Unit from the drop down list.

c. Enter a % in the Percent field.

d. Enter Start‐End Date for the % budgeted. If you leave these fields blank, the line

will automatically populate with start‐end date of the fiscal year.

CHANGE:

6. Select the line that needs to be changed and enter C to change the percentage.



7. Enter a new % in the Percent field. You cannot change the account number. If an

account number needs to be changed, you need to zero out the line and ADD a new

line. Refer to the previous section on how to DELETE (Zero out a line).

OpenPositions

ExemptEmployees



3. Select an existing Exempt employee.

4. Blank out the Employee Number field. Shortcut: Click in the Employee field. Then

use the keyboard shortcut Ctrl + Shift + K.

5. Select an Employee Status (ESTAFF: Exempt Staff, ENCL: Exempt Non‐Tenured

Clinical Faculty, ETCL: Exempt Tenured Clinical Faculty, ETNCL: Exempt Tenured

Non‐Clinical Faculty).

6. Enter a Job Code Description in the JobCode field.

7. Enter a description of the job title/position, name if known or TBH (to be hired) in

the Desc/Comments.

8. Click the Add button.

9. Enter an amount in the Salary Amount field.

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10. Click the Change button.

11. Click on the Budget to Accounting Units button.

12. This transfers to ZZ21.2, Employee Category Budget Entry.

13. Go to the first blank line and enter A to add an amount.

14. Select your Lawson Company number in the Company field.

15. Select an Accounting Unit from the drop down list.

16. Enter an Amount in the Amount Budgeted field.

17. Click the Change button, the status message returns Change‐Complete Continue.



18. Click the Back button to return to ZZ21.1.

Note: Before any further processing can occur, the Proposed Salary and the Amount

Budgeted Totals must agree.

19. Click Inquire.

20. Click the drop down actions button, and select Release. Click Release.

Non‐ExemptEmployee



3. Select an existing Non Exempt employee.

4. Blank out the Employee Number field.

5. Select an Employee Status (NSTAFF: Non‐Exempt Staff, NTCL: Non‐Exempt Tenured

Clinical Faculty, NNCL: Non‐Exempt Non‐Tenured Clinical Faculty, NTNCL: Non‐

Exempt Tenured Non‐Clinical Faculty, NNNCL: Non‐Exempt Non‐Tenured Non‐

Clinical Faculty)

6. Enter a Job Code Description in the Payroll Job Code field.

7. Enter a description of the job title/position, name if known or TBH (to be hired) in

the Desc/Comments.

8. Click the Add button.

9. Enter a rate in the Hourly Pay Rate $ field.

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10. Click the Change button.

11. Click on the Budget to Accounting Units button.

12. This will take you to ZZ21.2 screen, Employee Category Budget Entry.




14. Select your Lawson Company number in the Company field.

15. Select an Accounting Unit from the drop down list.

16. Enter a percent in the Percent field.

17. Repeat above steps to add additional lines if necessary.

18. Click the Change button, the status message returns Change‐Complete Continue.

19. Click the Back button to return to ZZ21.1.

Note: Before any further processing can occur, the percentages must equal 100.

20. Click Inquire.


***Note that you may also use the Add an Open position function to pool an increase for an

employee (i.e. promotion, increase in FTE status, etc)

ReleasinganEmployee(ExemptorNonExempt)The Proposed Salary and the Amount Budgeted Totals must agree before an employee can

be released.

34

1. Go to the main ZZ21 screen of the employee you wish to release. Click the drop

down actions button, and select Release. Click Release.



TerminateanEmployee(ExemptandNon‐Exempt)

Terminateanemployeeinyourhomedepartment:An employee must be in your home department in order for you to terminate. Only

terminate employees that will leave before the start of the next fiscal year. If an employee

will be employed for partial fiscal year, see section “Employees with Partial Year Funding”.

See the next section for instructions on how to terminate an employee that is not in your

home department.


2. Select your Lawson Department Company from the drop down list.

3. Select an Employee in your home department. Click Inquire.

4. Enter comments in Desc/Comments for the expected end date of the employee.

5. Click Budget to Accounting Units.

6. Type C in the function code field and zero out the amount or percent for all funding

lines your department is funding.

7. Click Change to save.

8. Click Back to return to ZZ21.

9. Click Inquire.

10. Click the Terminate option in the Special Actions dropdown.

11. Click Terminate.

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To reverse the termination: Select Unrelease in the Special Actions dropdown. Then click

Unrelease.

Terminateanemployeenotinyourhomedepartment:If the employee is not part of your home department, you will zero out the dollar amount in

the distribution line(s) and release the employee. Do NOT terminate an employee that does

not belong to your home department.

SpecialScenarios

ProcessingEmployeesNotinYourHomeDepartmentIf the employee was paid by an account in your department in the current fiscal year, the

employee will show up in your queue and you can modify or zero out the amount and

release the employee accordingly. Do NOT terminate employees that are not in your home

department. The home department will be able to view the funding lines your department

has proposed or removed and modify and release the employee accordingly. The home

department cannot release their employee until all other departments funding that

employee have been released.

If the employee was not paid by an account in your department in the current fiscal year,

you will need to contact your budget partner to have the employee added to your

department’s queue. Please provide the employee’s name, employee ID #, and home

department, salary category, and the proposed funding amount.

If the home department has released the employee and you need to make changes, please

contact the home department and ask them to un‐release the employee. Then you will

need to un‐release the employee, make changes and release the employee. Then notify the

home department to release the employee again.

EmployeeTypesNotBudgetedinLawsonWorkforceThe following employee types are not budgeted into Lawson:

Student workers

Resource employees

Post docs

Staff – Per Diem

Budget these employee types in LBP as salary pools.

UpdatingCoreSalaryAll changes to core salary for tenured track faculty are extremely rare and must be reviewed

on a case by case basis. Please contact Faculty Affairs before entering any changes to core

salary for tenured faculty into Lawson.



EmployeeswithPartialYearFundingIf an employee is planning to leave sometime during the fiscal year (i.e. retirement, fixed

term, etc), please provide comments and budget the difference to a placeholder account in

Company 110, accounting unit 98000000000000.

For example, if an employee will be retiring 12/31/17:

1. Enter comments in the Desc/Comments section

2. Enter a merit score if the employee is a Faculty

3. Click Change to update and save changes

4. Select Budget to Accounting Units

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5. Change the existing line to amount budgeted for the 6 months and update the End

Date to 12/31/2017.

6. Add another line to budget the other 6 months of salary to a placeholder account in

company 110 – accounting unit 98000000000000

a. Select Company 110 – 98000000000000 (Proposed Salary Reduction)

b. Enter start date – 1/1/2018

c. Enter end date – 6/30/2018

7. Click “Change” to update and save changes.



8. Select More button to enter comments

9. Enter User Comments section comments regarding the expected end date of the

employee, and if the position will be replaced. Make sure to also budget the open

position as well.

10. Select the OK button and return back to the previous screen.

11. Select the Change button to update/save your changes.

12. Select the Back button to return to the previous screen.

13. Release the employee.

EmployeeswithaChangeinFTEStatus

Reduce:If an employee is planning to reduce their FTE status, please provide comments and budget

the difference in a placeholder account.

40

For example, if an employee will reduce to a 60% FTE, budget the 40% difference to a

placeholder account:

1. Enter comments in the Desc/Comments section.

2. Enter a merit score if the employee is a Faculty.

3. Click Change to update and save changes.

4. Select Budget to Accounting Units.



5. Change the existing line to amount budgeted for 60% of the employee’s salary.

6. Add another line to budget the other 40% of salary to a placeholder account.

d. Select Company 110 – 98000000000000 (Proposed Salary Reduction)

e. Enter Amount Budgeted, 40% of the salary

7. Click “Change” to update and save changes.

42

8. Select “More” to enter comments.

9. Enter User Comments section comments regarding the reason for change and

expected date of change.

10. Select the OK button and return back to the previous screen.

11. Select the Change button to update/save your changes.

12. Select the Back button to return to the previous screen.

13. Release the employee.

Increase:If an employee is planning to increase their FTE status but it has not been approved yet

through Workday, pool the difference in an open position and note in the comments section

the employee’s name and % of change. Then add a line to the actual accounting unit the

employee will be paid on. Please also make sure that the proper paperwork has been



submitted to KSOM Human Resources (staff) or Faculty Affairs (faculty). Once the change

has been officially approved, KSOM HR or Faculty Affairs will make the appropriate

adjustments so that the employee will be loaded into Workday correctly.

EmployeesExpectingTitleChangeorPromotionIf you have an employee that is expected to be promoted or have a job title change, but it

has not been approved yet through Workday, pool the difference in an open position and

note in the comments section the employee’s name and position change. Then budget a

line to the actual accounting unit the employee will be paid on. Please also make sure that

the proper paperwork has been submitted to KSOM Human Resources (staff) or Faculty

Affairs (faculty). Once the change has been officially approved, KSOM HR or Faculty Affairs

will make the appropriate adjustments so that the employee will be loaded into Workday

correctly.

EmployeesPaidOutsideofKeckSchoolofMedicineIf a portion of an employee’s salary is being paid by an account outside of Keck School of

Medicine (i.e. % of salary is being paid by Viterbi, stipend is being paid by Provost’s office),

please provide comments and budget the amount to a placeholder account in Company

110, accounting unit 99000000000000 Cost Share.

EmployeesonLeave(Medical,Disability,etc)If you have an employee that is expected to be on leave or remain on leave during FY18,

please budget the salary you expect the department to cover and difference to Company

110, accounting unit 98000000000000.

AddingAccountingUnits(AccountNumbers)If an account number has been created in Kuali but is not in Workforce, please contact your

budget partner with the account number and account name and ask for the account to be

added to Workforce.

AddaNewEmployeeIf you have an employee that has recently started in your department and you have their 7‐

digit employee ID available, please contact your budget partner to have the employee

added to your department. Please provide the employee’s name and employee ID #.

If the employee does not have an employee ID available, please add the employee as an

open position and note in the comments field the start date of the employee. KSOM

Finance will add and update the employee once their employee ID# becomes available.

44

ReportingAll reports will need to be run through the Lawson Portal link.

RW100‐BudgetReports

XXXXFNDNYB1‐NextYearBudgetbyFundGroup(SummaryBudgetReport)This report will show you by fund group (CU, Gifts, Grants, MSOA/Rebillables, or Clinical)

and revenue/expense categories similar to the financial statements. This report will help

you balance your budget allocations for CU and MSOA funding and your projected revenue

vs. projected expenses for clinical accounts. For expenses budgeted to gifts and grants,

make sure that you have sufficient funds in your department to cover these expenses.

KSOM Finance will verify funding and enter the allocations accordingly.



1. Enter RW100 in the search box.

2. Enter a Job Name.

3. Select Options “3” for Report/Spreadsheet output.

4. Select the appropriate XXXXFNDNYB1 report under Report Selection. The naming

convention is XXXXFNDNYB1. For example: The Anesthesiology report is

ANESFNDNYB1.

5. Click Add.

6. Click Submit.

7. A 2nd pop up box will appear. Click Submit again.

8. Click Print Manager.

9. Double click the report.

10. View Options > Select PDF portrait or landscape to open the report in PDF or use

“Create CSV File” to open in MS Excel. You may choose to print or save from the

PDF or MS Excel file.

XXXXCLNYB1AU‐ClinicalNextYearBudgetbyAccountingUnitThis report will show you all revenue and expenses for your clinical accounts by account

number, object code and budget amount. Follow the steps above and select

XXXXCLNYB1AU report in step 4. This report is for Clinical departments only.

46

XXXXNONYB1AU‐Non‐ClinicalNextYearBudgetbyAccountingUnitThis report will show you all revenue and expenses for your non‐clinical accounts by account

number, object code and budget amount. Follow the steps above and select

XXXXNONYB1AU report in step 4.



LBPDataExport

DataExportStart at the highest level of your department (you will have to run this twice if you are a

clinical department (i.e. company 11 and 111) and go to Plan > Export to Excel.

Leave all items blank unless you want to see the amounts budgeted by period. Click Finish.

Open in Excel.

The file will open in the Pivot Table tab. You may use the Pivot Tab to summarize your data

or choose the Export Data tab to see the raw data.

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PayrollReports

ZZ221‐FundingLinesforallEmployeesPaidbyDepartmentThis report will allow you to view Start Salary and Proposed Salary and % salary by

Accounting Unit/object code, for all funding lines in your home department. This report will

also show you employees that are not in your home department but are being paid by

accounts in your department.



1. Type ZZ221 in the search dialog box. 2. Type in a Job Name. (Do not use spaces or special characters.)

You must create a new job in order to generate the Excel friendly reporting file. You will not be able to use an existing job.

3. Enter Fiscal Year 2018. 4. Enter Dist (Distribution) Company. The Distribution Company is the company that is

paying the salary.

If you leave Distribution Company BLANK and select Y to Include the Cost Share (110) all accounts you have access to will display, including 110.

If you type in a specific company in Distribution Company, the report will NOT display the Company 110 (Cost Share and Planned Reduction), even if you select Y to Include Cost Share 110.

5. Include Cost Share distribution company 110‐ Select Include (Y) or Exclude (N). 6. Budget Status‐ Select Released(R), Unreleased (U), Terminated (T), or All Except

Terminated (A). 7. Click the Add Button. The status bar will display Job Added. 8. Click the Submit Button. The status bar will display Job Has Been Submitted. 9. Click Submit again in the pop up.

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10. Click Print Manager.

11. Under the File Name column there will be two reports available: ZZ221.prt and

ZZ221xls. The ZZ221xls file displays the data for Excel reporting.

1. Double click the .prt file report to open the report in Lawson.



2. Click the drop down for View Options.

Or

1. Double click the xls file to open. 2. Click Create CSV file. Select either open or save.

Additional notes regarding fields:

Dist Co: Funding department based on accounting unit Emp Proc Level: Employee home department

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ZZ222‐AccountingUnitandAccountbyEmployeeThis report will allow you to view start salary and proposed salary and % salary by

Accounting Unit/object code, for all funding lines for employees owned by your department

(in addition to funding lines paid by other departments for employees in your home

department).


You must create a new job in order to provide the Excel friendly reporting file. You will not be able to use an existing job.

3. Type in a Job Description. 4. Enter Fiscal Year 2018. 5. Enter Process Level. The Process Level is the Home Department. Use your 2 digit

department number if you are a clinical department, and 3 digit department number if you are a non‐clinical department or institute.

6. Click the Add Button. The status bar will display Job Added. 7. Click the Submit Button. The status bar will display Job Has Been Submitted. 8. Click Submit again in the pop up. 9. Click Print Manager. 10. Under the File Name column there will be two reports available: ZZ222.prt and

ZZ222.xls. The ZZ222.xls file displays the data for Excel reporting.



1. Double click the .prt file report to open the report in Lawson. 2. Click the drop down for View Options.

Or

3. Double click the .xls file to open. 4. Click Create CSV file. Select either open or save.

Additional notes regarding fields:

Dist Co: Funding department based on accounting unit Emp Proc Level: Employee home department

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ZZ227‐DisplaysEmployeeswithOverlappingDatesThis report will show you employees with overlapping dates in their funding lines. Please take action to correct the funding lines that appear on this report.


You must create a new job in order to provide the Excel friendly reporting file. You will not be able to use an existing job.

3. Type in a Job Description. 4. Enter Fiscal Year 2018. 5. Enter Process Level. The Process Level is the Home Department. 6. Click the Add Button. The status bar will display Job Added. 7. Click the Submit Button. The status bar will display Job Has Been Submitted. 8. Click Submit again in the pop up. 9. Click Print Manager. 10. Double click the .prt file report to open the report in Lawson.



ZZ325–Faculty:StartvsProposedSalarybySalaryCategoryThis report will allow you to view your faculty by start vs proposed salary, variance, and %

change by salary category (Core, Supplement, Stipend) for faculty only.

ZZ329–AllEmployees:TotalStartvsProposedSalaryThis report will allow you to view total start vs. proposed salary, variance, and % change for

all employees.

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ZZ330–EmployeeSalaryIncreaseOver5PercentThis report will allow you to view all employees with a salary increase over 5%. Any

employees over 5% must include a separate justification/rationale that will need to be sent

to KSOM Human Resources or Office of Faculty Affairs.

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Appendix


Quick Reference Card Budget FY 2018

Lawson Budgeting and Planning (LBP) 1. LBP link- https://calv-

lslbpd.med.usc.edu:9443/lbp9011 2. Enter your MED User Name and Password. 3. Click login.

Note: User Names and Passwords are case sensitive. Notes Regarding LBP Do not use the Back button provided by Internet

Explorer. Use the breadcrumbs listed at the top to navigate.

The last page you are working on prior to logout will be the first page viewed when you log in.

There is no undo. The restore option will restore the page back to the last save.

Data that is entered and grayed out will not be saved automatically. You must click Save.

Enter Revenue Data

You must view by posting accounts in order to enter budget data. Depending on your current view, you may need to make the following selections to view posting accounts:

1. Select Accounting Units from the drop down. 2. Select an accounting unit. 3. Select Posting Accounts from the drop down. 4. Click the View drop down. 5. Select Period. 6. Enter revenue values in the highlighted columns. 7. Click Save.

Enter Expense Data You must view by posting accounts in order to enter budget data. Depending on your current view, you may need to make the following selections to view posting accounts:

1. Select Accounting Units from the drop down. 2. Select an accounting unit. 3. Select Posting Accounts from the drop down.

All Workforce items will be entered on the workforce form. Export to Excel

Data will export to excel in the form of a pivot table.

1. Click the Plan drop down. 2. Select Export to Excel.

3. Click Finish. In Excel:

1. Enable macros in the Excel security warning. 2. The data will export into a pivot table.

Open Accounting Unit

Opening an accounting unit will allow you to navigate between companies.

1. Click Plan. 2. Open Accounting Unit. 3. Select the company. 4. Click OK.

Workforce Data

1. Portal link: https://calv-lawapp01.med.usc.edu/lawson/portal/

2. Enter your MED User Name and Password. 3. Click login.

Note: User Names and Passwords are case sensitive. Add a Budget Amount: Exempt Employee


2. Select your Department Company. 3. Select an Employee. 4. Click the Inquire button. 5. Go to the Merit Increase field and enter an

amount increase. 6. Click the Change button to save updates.

Note: The Proposed Salary has been updated to reflect the Prior Year Salary and the Merit Increase Amount.




10. Select your Practice Plan in the Company field. 11. Select an Accounting Unit from the drop down

list. 12. Enter an amount in the Amount Budgeted field. 13. Click the Change button, the status message

returns Change-Complete Continue. 14. Click the Back button to return to ZZ21.1.

Note: Before any further processing can occur, the Proposed Salary and the Amount Budgeted Totals must agree.


Change an Existing Budget Amount: Exempt Employee


2. Select your Department Company. 3. Select an Employee. 4. Click the Inquire button. 5. Go to the Merit Increase field and enter an


Note: The Proposed Salary has been updated to reflect the Prior Year Salary and the Merit Increase Amount.



9. Select an existing budget amount line and enter C to change an amount.

10. Enter a different amount in the Amount Budgeted field.

11. Click the Change button, the status message returns Change-Complete Continue.

12. Click the Back button to return to ZZ21.1. Note: Before any further processing can occur, the Proposed Salary and the Amount Budgeted Totals must agree.


Delete an Existing Budget Amount: Exempt Employees 1. Enter ZZ21 in the Search box to open Employee

Budget Entry. 2. Select your Department Company. 3. Select an Employee. 4. Click the Inquire button. 5. Go to the Merit Increase field and enter an



Quick Reference Card Budget FY 2018

Note: The Proposed Budget Amount has been updated to reflect the Prior Year Salary and the Merit Increase Amount.



9. Select an existing budget amount line and enter C to change an amount. Note: Do not use the Delete function code. This is only available for open positions.

10. In the Amount Budgeted field zero out the amount.

11. Click the Change button, the status message returns Change-Complete Continue.

12. Click the Back button to return to ZZ21.1. 13. Click the drop down actions button, and select

Release. Click Release. Add and Release an Open Position: Exempt Employee 1. Enter ZZ21 in the Search box to open Employee

Budget Entry. 2. Select your Department. 3. Blank out the Employee Number field. 4. Select an Employee Status of ESTAFF. 5. Enter a Job Code Description in the Payroll Job

Code field. 6. Click the Add button. 7. Enter an amount in the Salary Amount field. 8. Click the Change button. 9. Select the Staff Salary Category by clicking on

the Budget to Accounting Units button. 10. This transfers to ZZ21.2, Employee Category

Budget Entry. 11. Go to the first blank line and enter A to add an

amount. 12. Select your Practice Plan in the Company field. 13. Select an Accounting Unit from the drop down

list. 14. Enter an amount in the Amount Budgeted field. 15. Click the Change button, the status message


Note: Before any further processing can occur, the Proposed Salary and the Amount Budgeted Totals must agree.


Add and Release an Open Position: Non-Exempt Employee 1. Enter ZZ21 in the Search box to open Employee

Budget Entry. 2. Select your Department Company. 3. Blank out the Employee Number field. 4. Select an Employee Status of NSTAFF. 5. Enter a Job Code Description in the Payroll Job

Code field. 6. Click the Add button. 7. Enter a rate in the Hourly Pay Rate $ field. 8. Click the Change button. 9. Select the Staff Salary Categories by clicking on


Budget Entry. 11. Go to the first blank line and enter A to add an

amount. 12. Select your Practice Plan in the Company field. 13. Select an Accounting Unit from the drop down

list. 14. Enter a percent in the Percent field. 15. Repeat steps 9-12 to add additional lines. 16. Click the Change button, the status message




Change an Existing Budget Amount: Non Exempt Employee 1. Enter ZZ21 in the Search box to open Employee

Budget Entry. 2. Select your Department Company. 3. Blank out the Employee Number field. 4. Select an Employee Status of NSTAFF. 5. Enter a rate in the Hourly Pay Rate $ field. 6. Click the Change button. 7. Select the Staff Salary Category by clicking on


Budget Entry. 9. Enter C on the first line with data. 10. Change the percent amount. 11. Repeat steps 9-10 for any additional data lines. 12. Click the Change button, the status message




Reports RW100 XXXXFNDNYB1 - Next Year Budget by Fund Group

(Summary Budget Report) XXXXCLNYB1AU - Clinical Next Year Budget by

Accounting Unit XXXXNONYB1AU - Non-Clinical Next Year

Budget by Accounting Unit

LBP Data Export Plan -> Export to Excel ZZ Reports ZZ221 - Funding Lines for all Employees Paid

by Department ZZ222 - Accounting Unit and Account by

Employee ZZ227 - Displays Employees with

Overlapping Dates ZZ325 – Faculty: Start vs Proposed Salary by

Salary Category ZZ329 – All Employees: Total Start vs

Proposed Salary ZZ330 – Employee Salary Increase Over 5

Percent

Lawson Support and Internet Explorer Configuration

Page 1

How to Receive Help with Lawson

Receiving help with Lawson is an easy two-step process. Step 1: For questions on how to perform tasks, start by

referencing your training materials: o Presentation Guides o Exercise Guides o Quick Reference Cards These materials contain the relevant system and process information you might need, as well as step-by-step directions on how to complete many common actions in Lawson.

Step 2: If Step 1 does not address your question or if you

have technical issues, the USC IT Customer Support Center (CSC) is set up to provide you with the help you need.

For example, contact the CSC if: o The Lawson Login Page does not come up at

https://calv-lawapp01.med.usc.edu/lawson/portal o If you are on wireless, you will need to log

into VPN before navigating to Lawson. o You cannot login or forgot your Password and/or

Username. Contacting the Customer Support Center

By Phone:

HELP desk (323)-442-1910

By Email: [email protected]

Please Note: Issues that require escalation outside of the CSC for technical or functional follow-up support will receive a response within one business day.

Internet Explorer Configuration for Lawson

Working in Lawson requires having the correct version of Internet Explorer (Version 6 or 7) configured on your PC. You must use only Internet Explorer to access Lawson- not Firefox, Safari, etc. The most common indications that you need to

perform an Internet Explorer configuration are: o After you perform an action in Lawson, the status

bar simply states "Done”, instead of displaying a

message such as: “Inquiry Complete”, “Add Complete” etc.

o The login page does not appear at all. To correct the scenarios above, follow the instructions

below to configure Internet Explorer on your PC.

Internet Explorer 10 or 11 Configuration for Lawson

Status bar scripting security setting: 1. Open Internet Explorer 2. Click TOOLS > Compatibility View Settings > Type

usc.edu > Click Add. Ensure Display intranet sites in Compatibility View is either checked or greyed out. Click Close.

3. Click TOOLS > INTERNET OPTIONS, then click the SECURITY tab.

4. Click LOCAL INTRANET tab and then click the SITES button. Click ADVANCED.

5. a. Uncheck the “Require server verification” checkbox. b. Type in the following URL: calv-lawapp01.med.usc.edu/ c. Click ADD, then click CLOSE, then click OK.

6. Click the CUSTOM LEVEL button.

7. Scroll down to Downloads. File Download > Select Enable

8. Scroll down to Scripting. (near the bottom) Allow status bar updates via script > select Enable.

9. Click OK. 10. Click the PRIVACY tab and then click the SETTINGS

button in the Pop-up Blocker section. 11. a. Type in the following URL:

calv-lawapp01.med.usc.edu/ b. Click ADD, and then click CLOSE.

Lawson Support and Internet Explorer Configuration

12. Click OK until you return to Internet Explorer.

Internet Explorer 9 or 8 or 7 Configuration

Status bar scripting security setting: 13. Open Internet Explorer, click the TOOLS button, click

INTERNET OPTIONS, then click the SECURITY tab. 14. Click TRUSTED SITES tab and then click the SITES

button. 15. a. Uncheck the “Require server verification” checkbox.

b. Type in the following URL: calv-lawapp01.med.usc.edu/ c. Click ADD, and then click CLOSE.

16. Click the CUSTOM LEVEL button. 17. Scroll down to Scripting section (near the bottom) and

find Allow status bar updates via script, select “Enable” if not already enabled.

18. Click OK. 19. Click the PRIVACY tab and then click the SETTINGS

button in the Pop-up Blocker section. 20. a. Type in the following URL:

calv-lawapp01.med.usc.edu/ b. Click ADD, and then click CLOSE.

21. Click OK until you return to Internet Explorer.

Third-Party Toolbar in Internet Explorer

The Google Toolbar and Yahoo! Toolbar can prevent messages from appearing or quickly overwrite the messages once they have displayed. Please uninstall any third-party toolbars.

Lawson Accounting Terminology

Note:• Cost Centers default to ‘0000’• Generic accounts default to '9999'

Lawson Kuali Additional Information

GL Company Department

Accounting Unit Account 88 – 1234 – 5678 – 0000Fund Group – Department – Division – Cost Center

Account Object Code Ex: 615000-04 - Revenue or expense offset 5 - Payroll6 - M& S

KSOM Office of Finance & Budget

'88' Clinical Accts - 2 digit Lawson CompanyAll Other Accts - 3 digit Lawson Company

Budgeting and Planning (LBP) Workforce Guide...

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