5.

Use CMS to Forecast, Report, and Reconcile PTAs

https://ofweb.stanford.ed
Discuss PTA nickname feature and nickname conventions with your group.
Discuss roles and responsibilities for PTAs in CMS remember! everyone
who has authority can update the same PTA.
CMS allows you to view and report on the data from many source
systems! i.e.! PeopleSoft! "#S and iProcurement.
CMS is a user interface for $racle in $racle! you pull data via
%eportMart& %eports' in CMS! data is pushed to you by your search
criteria. (ecause of this! you may view data you did not know e)isted or
thought was inactive. *f necessary! correct the data you feel is old or
incorrect in the source system+s,.
CMS allows you to modify all aspects of pay! including labor distribution -
salary update.
CMS allows you to view the pay history for all personnel faculty! sta.
and students.
CMS allows you to forecast leave and other supplemental pay.
CMS allows you to add /soft0 commitments! including burden.
CMS has direct links to $racle 1eb *n2uiry where you can view and3or
suppress a P$.
CMS allows you to view outstanding commitments and actual e)penses
for "oods - Services which can make reconciliation easier.
%educe time spent entering data manually into Shadow System+s, by
using CMS %eports! or e)porting data to spreadsheets.
4our authority will control which screens or features you can access. #or
e)ample! if you do not have salary authority! you will be able to access
total salaries rollup $564! and you will not be able to access information
below the total salaries rollup.
4our authority dictates the updates you can perform in CMS. 4ou can
update PTA lines over which you have been granted authority. *f you
share costs +salary or goods - services, with another $rg! you can view
the entire distribution in CMS even if you do not have authority over all
the PTAs. 7owever! you will be able to update only the lines for which you
have authority. Stanford Policy on con8dentiality of data applies.
Recei!in"/#rantin" Athorit$ % Re&ired Trainin"
%eceiving CMS Authority is a two9step process:
;. 4ou must complete a training class which consists of an overview!
practice in the CMS Training <nvironment! and = authority tests. 4ou
can take the training either in a hands9on lab or online. You must
have approval from your manager to take CMS Training. CMS has
conte)tual help throughout the application to guide the user.
>. 1hen you enroll in $%A9;;>?! Overview of CMS, in STA%S! a CMS
team member will contact your manager to ensure you are
authori@ed to take the training! determine which authority role you
;
will have! and identify the $rgs and3or ProAect9Tasks to give you
authority for in the CMS Training <nvironment.
$nce you complete the training! a CMS team member will notify your
manager that they can grant you authority via the Authority Manager for the
$rgs and3or ProAect9Tasks you need access to in CMS. 4ou can CMS
Co''it'ent Mana"e'ent S$ste'
CMS is a planning and forecasting tool.
7ard commitment - e)penditure data from $racle #inancials is fed nightly
to CMS.
%evenue data is not fed to CMS.
Bsers with Bpdate Authority can forecast by:
o Modifying /hard commitments0
o Adding /soft commitments0
o Creating soft budgets
o Creating custom periods
#orecasts created in CMS do not alter commitments in $racle #inancials.
Actual e)penditures replace forecasted numbers as the proAect
progresses! which allow 8nancial managers to get an early warning of
potential overdrafts! note conCicting commitments! plan future actions!
etc.
Chec(list: Steps to )'ple'ent CMS to Forecast, Report, and
Reconcile PTAs
;. 6earn about CMS at the CMS website +http:33cms.stanford.edu,
>. Schedule a CMS $verview Presentation for your management team
+optional,
&. Make certain everyone is granted the appropriate authority to use CMS
a. Managers grant individuals authority in the Authority Manager
b. *ndividuals complete re2uired CMS training for Bpdate Authority
by
#our Tools for #inancial Management
>
)ntrodction
Those who manage accounts at Stanford have abundant robust tools
available to them. *t is up to them to leverage the features of each tool in
the way that can best serve their business needs. 1e provide a brief
description of %eportMart&! #aculty #inancial in2uiry Tool +##*T,! and Shadow
Systems! and discuss the Commitment Management System+CMS, in detail.
&
CMS Co''it'ent Mana"e'ent S$ste'
CMS is a planning and forecasting tool.
7ard commitment - e)penditure data from $racle #inancials is fed nightly
to CMS.
%evenue data is not fed to CMS.
Bsers with Bpdate Authority can forecast by:
o Modifying /hard commitments0
o Adding /soft commitments0
o Creating soft budgets
o Creating custom periods
#orecasts created in CMS do not alter commitments in $racle #inancials.
Actual e)penditures replace forecasted numbers as the proAect
progresses! which allow 8nancial managers to get an early warning of
potential overdrafts! note conCicting commitments! plan future actions!
etc.
Chec(list: Steps to )'ple'ent CMS to Forecast, Report, and
Reconcile PTAs
D. 6earn about CMS at the CMS website +http:33cms.stanford.edu,
=. Schedule a CMS $verview Presentation for your management team
+optional,
E. Make certain everyone is granted the appropriate authority to use CMS
a. Managers grant individuals authority in the Authority Manager
b. *ndividuals complete re2uired CMS training for Bpdate Authority
by
registering in STA%S for $%A9;;>?
F. <nsure your computer is set up for CMS
G. Bse CMS to forecast! report! and reconcile PTAs
?. *mprove business processes and eliminate or reduce use of Shadow
Systems
*. +earn Abot CMS at the CMS ,ebsite
http://c's.stanford.ed
-. Schedle a CMS .!er!iew Presentation for /or Mana"e'ent
Tea' 0optional1
Contact Patti McCabe +pmccabeHstanford.edu, to schedule a ;9hour
presentation for your team.
2. 3nsre 3!er$one is #ranted the Appropriate Athorit$ % Co'pletes
Re&ired Trainin" to Use CMS 0http://c's.stanford.ed CMS
Athorit$
Bsing the Stanford Authority Manager! you can be granted one of four
authority roles in CMS. 4our authority role controls whether you can
create forecasts or Aust view forecasts others have created. *t also
controls whether you can view or update salary or are limited to non9
salary.
D
4iew Athorit$
Two le!els a!ailable:
CMS Salar$ 4iew 5 includes both salary and non9salary +i.e.! goods
and services, transactions.
CMS 6on5Salar$ 4iew 5 includes only non9salary +i.e.! goods and
services, transactions
(oth must be granted by your manager
Matches your current %M& authority
Allows you to view forecasts created by others for your
PTAs
Update Athorit$
Two le!els a!ailable:
CMS Salar$ Update 5 includes both salary and non9salary +i.e.!
goods and services, transactions.
CMS 6on5Salar$ Update 5 includes only non9salary +i.e.! goods
and services, transactions.
(oth must be granted by your manager
(oth re2uire you to complete training before using CMS
(oth allow you to forecast for your PTAs
(oth include Iiew Authority
4our authority will control which screens or features you can access. #or
e)ample! if you do not have salary authority! you will be able to access
total salaries rollup $564! and you will not be able to access information
below the total salaries rollup.
4our authority dictates the updates you can perform in CMS. 4ou can
update PTA lines over which you have been granted authority. *f you
share costs +salary or goods - services, with another $rg! you can view
the entire distribution in CMS even if you do not have authority over all
the PTAs. 7owever! you will be able to update only the lines for which you
have authority. Stanford Policy on con8dentiality of data applies.
Recei!in"/#rantin" Athorit$ % Re&ired Trainin"
%eceiving CMS Authority is a two9step process:
&. 4ou must complete a training class which consists of an overview!
practice in the CMS Training <nvironment! and = authority tests. 4ou
can take the training either in a hands9on lab or online. You must
have approval from your manager to take CMS Training. CMS has
conte)tual help throughout the application to guide the user.
D. 1hen you enroll in $%A9;;>?! Overview of CMS, in STA%S! a CMS
team member will contact your manager to ensure you are
authori@ed to take the training! determine which authority role you
=
will have! and identify the $rgs and3or ProAect9Tasks to give you
authority for in the CMS Training <nvironment.
=. $nce you complete the training! a CMS team member will notify
your manager that they can grant you authority via the Authority
Manager for the $rgs and3or ProAect9Tasks you need access to in
CMS. 4ou can then begin using CMS.
Managers have the option of allowing the CMS team to upload
the authority on their behalf or performing the task manually.
Contact Patti McCabe for further information on how authority is
being performed in your school.
7. Co'pter Setp for CMS
http://c's.stanford.ed #ettin" Started Co'pter Setp
#or PC! use *nternet <)plorer $564.
#or MAC! use C*T%*J
5. Use CMS to Forecast, Report, and Reconcile PTAs
https://ofweb.stanford.ed
Discuss PTA nickname feature and nickname conventions with your group.
Discuss roles and responsibilities for PTAs in CMS remember! everyone
who has authority can update the same PTA.
CMS allows you to view and report on the data from many source
systems! i.e.! PeopleSoft! "#S and iProcurement.
CMS is a user interface for $racle in $racle! you pull data via
%eportMart& %eports' in CMS! data is pushed to you by your search
criteria. (ecause of this! you may view data you did not know e)isted or
thought was inactive. *f necessary! correct the data you feel is old or
incorrect in the source system+s,.
CMS allows you to modify all aspects of pay! including labor distribution -
salary update.
CMS allows you to view the pay history for all personnel faculty! sta.
and students.
CMS allows you to forecast leave and other supplemental pay.
CMS allows you to add /soft0 commitments! including burden.
CMS has direct links to $racle 1eb *n2uiry where you can view and3or
suppress a P$.
CMS allows you to view outstanding commitments and actual e)penses
for "oods - Services which can make reconciliation easier.
%educe time spent entering data manually into Shadow System+s, by
using CMS %eports! or e)porting data to spreadsheets.
8. )'pro!e 9siness Processes
After everyone in the work group! including the manager! has used CMS!
meet to discuss the following:
E
Can business processes be streamlined and improved using CMSK
Are there ways to eliminate manual data entry into Shadow SystemsK
*s it possible to eliminate some Shadow SystemsK
1hat are the best uses for CMS %eportK
CMS 9ene:ts for Ad'inistrators
%educed audit e)posure as CMS allows you to forecast and make better 8nancial
decisions.
%educed time correcting errors as users have a tool that will /do it right the 8rst
time0.
<liminates late cost transfers which can result in the P* having to absorb the cost.
%educed time spent to produce forecasts and reports.
%educed time spent manually entering data and manual calculations.
%eliable CMS auto9calculations result in accurate data in forecasts and reports.
7ard commitment data feeds are timely! accurate! and reliable.
Ability to easily manipulate data to create /what if scenarios0.
6ess time re2uired to provide better 8nancial management.
P* satisfaction with the results of CMS analysis' problems are identi8ed and
corrected early and late transfers and overdrafts are reduced.
9ene:ts for Faclt$
CMS forecasts and reports are easy to read and interpret.
Consistent reports from all departments and schools save time and
reduce confusion.
#ewer unpleasant surprises at Closeout.
,hat Users Are Sa$in" Abot CMS
CMS %eports
CMS allows administrators to provide uniform and consistent reports to the entire
department3school3university! which is a maAor bene8t to those doing interdisciplinary
research.
The Month by Month Burn Rate by PTA report shows actual e)penses and outstanding
commitments.
%eports in CMS are clear! meaningful and easy for your P* to read.
#orecasts automatically default to #4 for non9sponsored awards and PTD for
sponsored awards.
4ou can create a Custom Period providing the ability to report for a di.erent time
period then the default period.
4ou can create a Custom (udget which allows you to rearrange e)penditure types
+with more or less detail, and you can even modify the bottom line dollar amount.
This feature is especially powerful if you anticipate more funding and want to forecast
using that 8gure.
4ou can download report data to <)cel in two formats +with header or data dump, so
you can easily perform scenario analysis.
F
4our reports can be labeled with /nicknames0! a more meaningful description for
some faculty than the PTA unlike the 6abor Schedule reportL
CMS Auto Calculations
4ou tell CMS when someone is going on vacation and CMS calculates vacation credits
taking into consideration weekends! holidays and days in a given month. CMS
distributes the leave credit to all PTAs the employee is charged to.
(urden is automatically calculated showing the actual rate on all soft commitments.
CMS is <asy to Bse
4ou can retrieve PTAs by P*.
*t is easy to generate new soft commitments and modify e)isting hard commitments.
4ou can easily create alternative scenarios for P*s +e.g. cost of hiring one vs. two grad
students,.
4ou can easily check for outstanding commitments.
Assists in Closeout by allowing one to easily view outstanding commitments.
4ou can link to iProcurement to review and reconcile Purchase %e2s3orders.
4ou can see data from PeopleSoft! 7%MS! "#S $# merged into one place.
4ou can get a PTA balance 2uickly.
Cool Stu.
4ou can view people with multiple assignments.
4ou can view all allocations for people in your $rg! being paid from an $rg
outside your authority.
4ou can click a P$ to view an actual invoice.
Alerts.
4ou can link directly to $racle 1eb *n2uiry from CMS to /suppress0 a
commitment.
Time Savers
Iiew salary history showing E months of actual pay to insure people were
paid correctly.
Iiew Aust the current year for a (lanket P$ that covers = years of a grant 9
saves manually removing data from %M&.
CMS is one9stop shopping for reviewing hard commitments.
4ou can 2uickly suppress commitments.
G
CMS Report Attribtes
?
;M
;;
;ata Feeds to CMS
;>
.ther Tools
FF)T Faclt$ Financial in&ir$ Tool
7elps faculty manage their Bniversity 8nancial resources! which they
own as individuals.
A faculty member can see all Awards! ProAects and Tasks which he3she
owns.
Provides balances and drill9down transaction details for a facultyNs
individually owned Awards! ProAects! Tasks.
Contains data that is refreshed daily.
Calculates balances using budget! revenue! e)penditure and commitment
data.
Provides online help in the form of tips and downloadable 2uick guides.
$ptionally! shows allocations to others from the faculty memberNs Awards.
*ncludes revenue as well as budget data for PTAs.
ReportMart 2
%eportMart& +%M&, is the primary reporting tool and environment for the
8nancial data in the .racle Financials system. Oey modules of the
$racle #inancials system +used by distributed users across campus,
include:
*nternet Procurement
i(udgets
iPournals
i$B ! PCard
6abor Distribution
Shadow S$ste's
7ighly customi@ed <)cel spreadsheets created by individual administrators to
meet the very speci8c needs of the faculty members they support.
;&