Lawson Budgeting and Planning (LBP) and...

Lawson Budgeting and Planning (LBP) and Workforce

Training Guide – Fiscal Year 2019

Lawson Budgeting and Planning (LBP) & Workforce

FY 2019 – 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 ................................................................................................................................... 19 EXEMPT EMPLOYEES ............................................................................................................................. 19

Modify Merit Increase Amount $: Exempt Employee .................................................................. 19 Add, Change or Delete a Budget Amount or Accounting Unit: Exempt Employee ...................... 21 Faculty Administrative Stipend .................................................................................................... 23

NON-EXEMPT EMPLOYEES ..................................................................................................................... 25 Modify Merit Increase – Hourly Pay Rate: Non-Exempt Employee ............................................. 25 Add, Change or Delete an Existing Budget Accounting Units ...................................................... 26

OPEN POSITIONS .................................................................................................................................. 28 Exempt Employees ...................................................................................................................... 28 Non-Exempt Employee ................................................................................................................ 30

RELEASING AN EMPLOYEE (EXEMPT OR NON EXEMPT) ................................................................................. 32 TERMINATE AN EMPLOYEE (EXEMPT AND NON-EXEMPT) ............................................................................. 34

Terminate an employee in your home department:.................................................................... 34 Terminate an employee not in your home department: ............................................................. 35

SPECIAL SCENARIOS .............................................................................................................................. 35 1. Processing Employees Not in Your Home Department ............................................................ 35 2. Employee Types Not Budgeted in Lawson Workforce ............................................................. 35 3. Updating Core Salary ............................................................................................................... 35 4. Employees with Partial Year Funding ...................................................................................... 36 5. Employees with a Change in FTE Status .................................................................................. 38 6. Employees Expecting Title Change or Promotion .................................................................... 41

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7. Employees Paid Outside of Keck School of Medicine .............................................................. 41 8. Employees on Leave (Medical, Disability, etc) ........................................................................ 41 9. Adding Accounting Units (Account Numbers) ......................................................................... 41 10. Add a New Employee ............................................................................................................ 41

LBP DATA EXPORT ............................................................................................................................... 42 Data Export ................................................................................................................................. 42

PAYROLL REPORTS ................................................................................................................................ 43 ZZ221 - Funding Lines for all Employees Paid by Department .................................................... 43 ZZ222 - Accounting Unit and Account by Employee ................................................................... 47 ZZ325 – Faculty: Start vs Proposed Salary by Salary Category ................................................... 49 ZZ329 – All Employees: Total Start vs Proposed Salary ............................................................... 50 ZZ330 – Employee Salary Increase Over 5 Percent ..................................................................... 51

APPENDIX ...................................................................................................................................... 52

LAWSON BUDGETING AND PLANNING QUICK REFERENCE CARD – FY2019 LAWSON ACCOUNTING TERMINOLOGY



Getting Started

Go to: http://keck.usc.edu/finance/budget-2019/ for the latest information regarding open lab sessions, guides, FAQs, Lawson Refresh cycles, and other general announcements.

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Lawson Budgeting and Planning (LBP)

Login 1. 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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Plan Tab

Open Accounting Unit Opening an accounting unit will allow you to navigate between companies (ex. 11 & 111).

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



Open Plan View

1. Click Plan > Open Plan View > Select preferred option > Click OK. Plan View Setup can be used to hide or show fiscal years. If you need more space for columns in your Lawson window, you can hide some of the older fiscal years to make room to show months, quarters, etc. for seasonalizing data.

Export to Excel

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

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1. Click Plan > Export to Excel. 2. Select the optional items needed or leave all items “blank”. Click Finish.

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. Copy to Excel

Copy will copy data including items outside the view.

1. Click Plan > Select Copy to Excel > Click OK. 2. Open Excel > Edit > Paste.



Create Local Plan / Reset Local Plan / Delete Local Plan You do not have access to create, reset or delete local plans.

View Submissions You are not required to submit plans.

View Plan Properties Provides general plan information.

1. Click Plan > View Plan Properties.

Edit Tab

Copy Copy will copy a highlighted selection. 1. Highlight item > Select Edit > Click Copy.

Paste Paste will display copied data. 1. Select Edit > Click Paste.

Paste Modified Paste 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.

Spread Spread is not used.

Adding a Detail Line Detail Line is not used.

View Tab

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.

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

1. Click View > Select Collapse Tree.

Enter Expense Data You 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.

6. Go to a highlighted Budget in the column 2019, Budget 2019 and enter an amount for an Expense Account.

7. Click Save.

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Enter Revenue Data From 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 2019, Budget 2019 and enter an

amount for a Revenue Account. 3. Enter additional budget period amounts in periods 2-12. 4. Click Save.

Enter Salary Expense Data All 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.

Special Scenarios

Generic Budget Accounts

Each 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):

22-XXXX-0000-9999 – Represents a current use gift account

23-XXXX-0000-9999 – Represents an endowed gift account

51-XXXX-0000-9999 – Represents a clinical trials account

53-XXXX-0000-9999 – Represents a grant account

Note that hyphens shown in the above accounts are for ease of reading; enter only the numbers in Lawson without hyphens. These accounts should ONLY be used if the Kuali account number has not been created for the funds.



Adding Accounting Units (Account Numbers)

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.

Adding Accounts (Object Codes)

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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Lawson Portal – Workforce

Login 1. Go to https://lawprod.med.usc.edu/SitePages/InforSuite.aspx?LogicalID=lid://infor.lawson-s3.1

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.

Overview You 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

Search for an Employee

The 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.



Entering Data

Exempt Employees

Modify Merit Increase Amount $: Exempt Employee

This 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.

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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.

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



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

This 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.

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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.



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.

Faculty Administrative Stipend

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.

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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.



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

the end of the line.

Non-Exempt Employees

Modify Merit Increase – Hourly Pay Rate: Non-Exempt Employee

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.

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Add, Change or Delete an Existing Budget Accounting Units

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.



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:

1. 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:

1. Select the line that needs to be changed and enter C to change the percentage. 2. 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).

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Open Positions

Exempt Employees

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 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.



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.

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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-Exempt Employee

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 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.



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.

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 a percent in the Percent field.

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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. 21. Click the drop-down actions button, and select Release. Click Release.

***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)

Releasing an Employee (Exempt or Non Exempt)

The Proposed Salary and the Amount Budgeted Totals must agree before an employee can be released.



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.

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Terminate an Employee (Exempt and Non-Exempt)

Terminate an employee in your home department:

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 a 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.

1. Enter ZZ21 in the Search box to open Employee Budget Entry. 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 drop-down. 11. Click Terminate.

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



Terminate an employee not in your home department:

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.

Special Scenarios

1. Processing Employees Not in Your Home Department

If 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.

2. Employee Types Not Budgeted in Lawson Workforce

The 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.

3. Updating Core Salary

All changes to core salary for tenured track faculty are extremely rare and must be reviewed on a case by case basis. You must contact Faculty Affairs before entering any changes to core salary for tenured faculty into Lawson.

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4. Employees with Partial Year Funding

If 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



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 – 1/1/2019 c. Enter end date – 6/30/2019

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

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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.

5. Employees with a Change in FTE Status

Reduce: If an employee is planning to reduce their FTE status, please provide comments and budget the difference in a placeholder account.



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.

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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.



6. Employees Expecting Title Change or Promotion

If 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.

7. Employees Paid Outside of Keck School of Medicine

If 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.

8. Employees on Leave (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.

9. Adding Accounting Units (Account Numbers)

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.

10. Add a New Employee

If 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.

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LBP Data Export

Data Export

Start 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.



Payroll Reports

ZZ221 - Funding Lines for all Employees Paid by Department

This 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.

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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 2019. 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.



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.

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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



ZZ222 - Accounting Unit and Account by Employee

This 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).

1. Type ZZ222 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 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 2019. 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.

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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



ZZ325 – Faculty: Start vs Proposed Salary by Salary Category

This 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.

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ZZ329 – All Employees: Total Start vs Proposed Salary

This report will allow you to view total start vs. proposed salary, variance, and % change for all employees.



ZZ330 – Employee Salary Increase Over 5 Percent

This report will allow you to view all employees in your home department 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.

52

Appendix

L

awso

n B

ud

get

ing

an

d P

lan

nin

g (

LB

P)

& W

ork

forc

e

Qu

ick

Ref

ere

nce

Car

d

Bu

dg

et F

Y 2

019

P

age

1

Law

son

Bu

dg

etin

g a

nd

Pla

nn

ing

(L

BP

) 1.

LB

P li

nk-

http

s://c

alv-

lslb

pd.

med

.usc

.edu

:94

43/lb

p9

011

2.

Ent

er y

our

ME

D U

ser

Nam

e an

d P

assw

ord

. 3.

C

lick

logi

n.

Not

e: U

ser

Na

mes

and

Pas

swo

rds

are

case

sen

sitiv

e.

No

tes

Reg

ard

ing

LB

P

D

o no

t use

the

Bac

k bu

tton

prov

ided

by

Inte

rnet

E

xplo

rer.

Use

the

bre

adcr

umb

s lis

ted

at th

e to

p to

na

viga

te.

T

he la

st p

age

you

are

wo

rkin

g on

prio

r to

logo

ut w

ill

be th

e fir

st p

age

vie

we

d w

hen

yo

u lo

g in

.

The

re is

no

un

do

. The

res

tore

opt

ion

will

re

stor

e th

e pa

ge

back

to th

e la

st s

ave.

Dat

a th

at is

ent

ered

and

gra

yed

out

will

not

be

save

d au

tom

atic

ally

. Y

ou m

ust c

lick

Sa

ve.

E

nte

r R

even

ue

Dat

a

You

mus

t vie

w b

y po

stin

g ac

coun

ts in

ord

er t

o en

ter

bud

get d

ata.

Dep

end

ing

on

your

cur

rent

vie

w,

you

ma

y ne

ed

to m

ake

the

follo

win

g se

lect

ions

to v

iew

pos

ting

acco

unts

: 1.

S

elec

t A

cco

un

tin

g U

nit

s fr

om th

e dr

op-d

ow

n.

2.

Sel

ect a

n ac

coun

ting

unit.

3.

S

elec

t Po

stin

g A

cco

un

ts fr

om th

e dr

op-d

ow

n.

4.

Clic

k th

e V

iew

dro

p-do

wn.

5.

S

elec

t Per

iod

.

6.

Ent

er r

even

ue v

alu

es in

the

hig

hlig

hte

d co

lum

ns.

7.

Clic

k S

ave

.

En

ter

Exp

ense

Dat

a Y

ou m

ust v

iew

by

post

ing

acco

unts

in o

rder

to

ente

r bu

dge

t dat

a. D

epe

ndin

g o

n yo

ur c

urre

nt v

iew

, yo

u m

ay

nee

d to

mak

e th

e fo

llow

ing

sele

ctio

ns to

vie

w p

ostin

g ac

coun

ts:

1.

Sel

ect

Ac

cou

nti

ng

Un

its

from

the

drop

-do

wn.

2.

S

elec

t an

acco

untin

g un

it.

3.

Sel

ect P

ost

ing

Ac

cou

nts

from

the

drop

-do

wn.

A

ll W

orkf

orce

item

s w

ill b

e en

tere

d o

n th

e w

ork

forc

e fo

rm.

E

xpo

rt t

o E

xcel

Dat

a w

ill e

xpor

t to

exc

el in

the

form

of a

piv

ot ta

ble.

1.

Clic

k th

e P

lan

dro

p-do

wn.

2.

S

elec

t Exp

ort

to

Exc

el.

3.

Clic

k F

inis

h.

In E

xcel

:

1.

En

able

mac

ros

in th

e E

xcel

sec

urity

wa

rnin

g.

2.

The

dat

a w

ill e

xpor

t int

o a

pivo

t tab

le.

Op

en A

cco

un

tin

g U

nit

Ope

ning

an

acco

untin

g u

nit

will

allo

w y

ou

to n

avig

ate

betw

een

com

pan

ies.

1.

C

lick

Pla

n.

2.

O

pen

Ac

cou

nti

ng

Un

it.

3.

Sel

ect t

he c

ompa

ny.

4.

C

lick

OK

.

Wo

rkfo

rce

Dat

a

1.

Por

tal l

ink:

ht

tps:

//law

prod

.med

.usc

.ed

u/S

iteP

ages

/Info

rSui

te.a

spx?

Logi

calID

=lid

://in

for.

law

son-

s3.1

2.

E

nter

you

r M

ED

Use

r N

ame

and

Pas

swo

rd.

3.

Clic

k lo

gin.

N

ote:

Use

r N

am

es a

nd P

assw

ord

s ar

e ca

se s

ensi

tive.

A

dd

a B

ud

get

Am

ou

nt:

Exe

mp

t E

mp

loye

e

1.

Ent

er Z

Z21

in th

e S

earc

h b

ox

to o

pen

Em

plo

yee

Bud

get

Ent

ry.

2.

Sel

ect

your

De

par

tmen

t C

om

pan

y.

3.

Sel

ect a

n E

mp

loye

e.

4.

Clic

k th

e In

qu

ire

butto

n.

5.

Go

to th

e M

erit

Incr

ease

fiel

d an

d e

nter

an

amou

nt in

crea

se.

6.

Clic

k th

e C

han

ge

butto

n to

sa

ve u

pdat

es.

Not

e: T

he P

rop

osed

Sa

lary

ha

s be

en u

pdat

ed

to

refle

ct th

e P

rior

Yea

r S

alar

y a

nd th

e M

erit

Incr

ease

Am

ou

nt.

7.

Sel

ect o

ne

of th

e S

alar

y C

ate

gori

es b

y cl

icki

ng

Bu

dg

et t

o A

cco

un

tin

g U

nit

s.

8.

The

sys

tem

op

ens

ZZ

21.2

, E

mpl

oye

e C

ate

gor

y B

udg

et E

ntry

. 9.

G

o to

the

first

bla

nk li

ne

and

ente

r A

to

add

an

amou

nt.

10.

Sel

ect

your

Pra

ctic

e P

lan

in t

he C

omp

any

field

. 11

. S

elec

t an

Ac

co

un

tin

g U

nit

from

the

drop

-do

wn

list.

12.

Ent

er a

n am

ou

nt

in th

e A

mou

nt B

udge

ted

field

. 13

. C

lick

the

Ch

ang

e bu

tton,

the

stat

us m

essa

ge

retu

rns

Ch

ang

e-C

om

ple

te C

on

tin

ue.

14

. C

lick

the

Bac

k bu

tton

to r

etur

n to

ZZ

21.1

. N

ote:

Bef

ore

any

furt

her

proc

essi

ng

can

occu

r, th

e P

ropo

sed

Sa

lary

and

the

Am

oun

t Bud

get

ed T

otal

s m

ust a

gree

. 15

. C

lick

the

drop

-do

wn

actio

ns b

utto

n, a

nd s

ele

ct

Rel

eas

e. C

lick

Rel

ease

. C

han

ge

an E

xist

ing

Bu

dg

et A

mo

un

t: E

xem

pt

Em

plo

yee

1.

E

nter

ZZ

21 in

the

Sea

rch

bo

x to

ope

n E

mp

loye

e B

udg

et E

ntry

. 2.

S

elec

t yo

ur D

ep

artm

ent

Co

mp

any.

3.

S

elec

t an

Em

plo

yee.

4.

C

lick

the

Inq

uir

e bu

tton.

5.

G

o to

the

Mer

it In

crea

se fi

eld

and

ent

er a

n am

ount

incr

ease

. 6.

C

lick

the

Ch

ang

e bu

tton

to s

ave

upd

ates

. N

ote:

The

Pro

pose

d S

ala

ry h

as b

een

upd

ated

to

re

flect

th

e P

rior

Yea

r S

ala

ry

and

the

M

erit

Incr

ease

Am

ou

nt.

7.

Sel

ect o

ne

of th

e S

alar

y C

ate

gori

es b

y cl

icki

ng

Bu

dg

et t

o A

cco

un

tin

g U

nit

s.

8.

The

sys

tem

op

ens

ZZ

21.2

, E

mpl

oye

e C

ate

gor

y B

udg

et E

ntry

. 9.

S

elec

t an

exi

stin

g bu

dget

am

oun

t lin

e an

d en

ter

C

to c

hang

e an

am

ount

. 10

. E

nter

a d

iffe

ren

t am

ou

nt

in th

e A

mou

nt B

udg

ete

d fie

ld.

11.

Clic

k th

e C

han

ge

butto

n, th

e st

atus

mes

sag

e re

turn

s C

han

ge-

Co

mp

lete

Co

nti

nu

e.

12.

Clic

k th

e B

ack

butto

n to

ret

urn

to Z

Z21

.1.

Not

e: B

efor

e a

ny fu

rthe

r pr

oces

sin

g ca

n oc

cur,

the

Pro

pose

d S

ala

ry a

nd th

e A

mo

unt B

udg

eted

Tot

als

mus

t agr

ee.

13.

Clic

k th

e dr

op-d

ow

n ac

tions

but

ton,

and

se

lect

R

ele

ase.

Clic

k R

elea

se.

L

awso

n B

ud

get

ing

an

d P

lan

nin

g (

LB

P)

& W

ork

forc

e

Qu

ick

Ref

ere

nce

Car

d

Bu

dg

et F

Y 2

019

P

age

2

Del

ete

an E

xist

ing

Bu

dg

et A

mo

un

t: E

xem

pt

Em

plo

yees

1.

E

nter

ZZ

21 in

the

Sea

rch

bo

x to

ope

n E

mp

loye

e B

udg

et E

ntry

. 2.

S

elec

t yo

ur D

ep

artm

ent

Co

mp

any.

3.

S

elec

t an

Em

plo

yee.

4.

C

lick

the

Inq

uir

e bu

tton.

5.

G

o to

the

Mer

it In

crea

se fi

eld

and

ent

er a

n am

ount

incr

ease

. 6.

C

lick

the

Ch

ang

e bu

tton

to s

ave

upd

ates

. N

ote:

The

Pro

pos

ed B

udg

et A

mo

unt h

as b

een

upd

ated

to r

efle

ct th

e P

rior

Yea

r S

alar

y an

d th

e M

erit

Incr

ease

Am

oun

t.

7.

Sel

ect o

ne

of th

e S

alar

y C

ate

gori

es b

y cl

icki

ng

Bu

dg

et t

o A

cco

un

tin

g U

nit

s.

8.

The

sys

tem

op

ens

ZZ

21.2

, E

mpl

oye

e C

ate

gor

y B

udg

et E

ntry

. 9.

S

elec

t an

exi

stin

g bu

dget

am

oun

t lin

e an

d en

ter

C to

cha

nge

an a

mou

nt.

Not

e: D

o no

t use

the

Del

ete

func

tion

code

. T

his

is

only

ava

ilabl

e fo

r op

en

posi

tions

. 10

. In

the

Am

ount

Bud

get

ed fi

eld

zer

o o

ut

the

amo

un

t.

11.

Clic

k th

e C

han

ge

butto

n, th

e st

atus

mes

sag

e re

turn

s C

han

ge-

Co

mp

lete

Co

nti

nu

e.

12.

Clic

k th

e B

ack

butto

n to

ret

urn

to Z

Z21

.1.

13.

Clic

k th

e dr

op-d

ow

n ac

tions

but

ton,

and

se

lect

R

ele

ase.

Clic

k R

elea

se.

Ad

d a

nd

Rel

ease

an

Op

en P

osi

tio

n:

Exe

mp

t E

mp

loye

e 1.

E

nter

ZZ

21 in

the

Sea

rch

bo

x to

ope

n E

mp

loye

e B

udg

et E

ntry

. 2.

S

elec

t yo

ur D

ep

artm

ent.

3.

B

lan

k ou

t the

Em

plo

yee

Nu

mbe

r fie

ld.

4.

Sel

ect a

n E

mp

loye

e S

tatu

s of

ES

TA

FF

. 5.

E

nter

a J

ob

Co

de

Des

crip

tio

n in

the

Pa

yrol

l Jo

b C

ode

field

. 6.

C

lick

the

Ad

d b

utto

n.

7.

Ent

er a

n am

ou

nt

in th

e S

alar

y A

mou

nt fi

eld.

8.

C

lick

the

Ch

ang

e bu

tton.

9.

S

elec

t the

Sta

ff S

alar

y C

ate

gor

y b

y cl

icki

ng o

n th

e B

ud

get

to

Acc

ou

nti

ng

Un

its

butto

n.

10.

Thi

s tr

ansf

ers

to Z

Z21

.2,

Em

ploy

ee C

ateg

ory

Bud

get

Ent

ry.

11.

Go

to th

e fir

st b

lank

lin

e an

d en

ter

A t

o ad

d an

am

ount

. 12

. S

elec

t yo

ur P

ract

ice

Pla

n in

the

Com

pan

y fie

ld.

13

. S

elec

t an

Ac

co

un

tin

g U

nit

from

the

drop

-do

wn

list.

14

. E

nter

an

amo

un

t in

the

Am

ount

Bud

gete

d fie

ld.

15.

Clic

k th

e C

han

ge

butto

n, th

e st

atus

mes

sag

e re

turn

s C

han

ge-

Co

mp

lete

Co

nti

nu

e.

16.

Clic

k th

e B

ack

butto

n to

ret

urn

to Z

Z21

.1.

Not

e: B

efor

e a

ny fu

rthe

r pr

oces

sin

g ca

n oc

cur,

th

e P

ropo

sed

Sal

ary

and

the

Am

oun

t Bud

gete

d T

otal

s m

ust

agre

e.

17.

Clic

k th

e dr

op-d

ow

n ac

tions

but

ton,

and

se

lect

R

ele

ase.

Clic

k R

elea

se.

Ad

d a

nd

Rel

ease

an

Op

en P

osi

tio

n:

No

n-

Exe

mp

t E

mp

loye

e

1.

Ent

er Z

Z21

in th

e S

earc

h b

ox

to o

pen

Em

plo

yee

Bud

get

Ent

ry.

2.

Sel

ect

your

De

par

tmen

t C

om

pan

y.

3.

Bla

nk

out t

he E

mpl

oye

e N

um

ber

field

. 4.

S

elec

t an

Em

plo

yee

Sta

tus

of N

ST

AF

F.

5.

Ent

er a

Jo

b C

od

e D

escr

ipti

on

in th

e P

ayr

oll J

ob

Cod

e fie

ld.

6.

Clic

k th

e A

dd

but

ton.

7.

E

nter

a r

ate

in t

he H

ourl

y P

ay

Rat

e $

field

.

8.

Clic

k th

e C

han

ge

butto

n.

9.

Sel

ect t

he S

taff

Sal

ary

Cat

eg

orie

s b

y cl

icki

ng

on

the

Bu

dg

et t

o A

cco

un

tin

g U

nit

s bu

tton.

10

. T

his

tran

sfer

s to

ZZ

21.2

, E

mpl

oyee

Cat

egor

y B

udg

et E

ntry

. 11

. G

o to

the

first

bla

nk li

ne

and

ente

r A

to

add

an

amou

nt.

12.

Sel

ect

your

Pra

ctic

e P

lan

in t

he C

omp

any

field

.

13.

Sel

ect a

n A

cc

ou

nti

ng

Un

it fr

om th

e dr

op-d

ow

n lis

t.

14.

Ent

er a

per

cen

t in

the

Per

cent

fiel

d.

15.

Rep

eat s

teps

9-1

2 to

add

add

ition

al l

ines

. 16

. C

lick

the

Ch

ang

e bu

tton,

the

stat

us m

essa

ge

retu

rns

Ch

ang

e-C

om

ple

te C

on

tin

ue.

17

. C

lick

the

Bac

k bu

tton

to r

etur

n to

ZZ

21.1

.

Not

e: B

efor

e a

ny fu

rthe

r pr

oces

sin

g ca

n oc

cur,

the

perc

ent

ages

mus

t equ

al 1

00.

18

. C

lick

the

drop

-do

wn

actio

ns b

utto

n, a

nd s

ele

ct

Rel

eas

e. C

lick

Rel

ease

. C

han

ge

an E

xist

ing

Bu

dg

et A

mo

un

t: N

on

E

xem

pt

Em

plo

yee

1.

E

nter

ZZ

21 in

the

Sea

rch

bo

x to

ope

n E

mp

loye

e B

udg

et E

ntry

. 2.

S

elec

t yo

ur D

ep

artm

ent

Co

mp

any.

3.

B

lan

k ou

t the

Em

plo

yee

Nu

mbe

r fie

ld.

4.

Sel

ect a

n E

mp

loye

e S

tatu

s of

NS

TA

FF

. 5.

E

nter

a r

ate

in t

he H

ourl

y P

ay

Rat

e $

field

.

6.

Clic

k th

e C

han

ge

butto

n.

7.

Sel

ect t

he S

taff

Sal

ary

Cat

eg

ory

by

clic

king

on

the

Bu

dg

et t

o A

cco

un

tin

g U

nit

s bu

tton.

8.

T

his

tran

sfer

s to

ZZ

21.2

, E

mpl

oyee

Cat

egor

y B

udg

et E

ntry

. 9.

E

nter

C o

n th

e fir

st li

ne w

ith d

ata.

10

. C

han

ge

the

perc

ent a

mou

nt.

11.

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ting Term

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Lawson Budgeting and Planning (LBP) and...

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Transcript of Lawson Budgeting and Planning (LBP) and...