Checklist: Steps to Implement CMS to Forecast, Report, and

Reconcile PTAs
1. Learn about CMS at the CMS website (http://cms.stanford.edu)
2. Schedule a CMS Oeriew !resentation for "our mana#ement team
(optional)
$. Ma%e certain eer"one is #ranted the appropriate authorit" to use CMS
a. Mana#ers #rant indiiduals authorit" in the &uthorit" Mana#er
b. 'ndiiduals complete re(uired CMS trainin# for )pdate &uthorit"
b"
re#isterin# in S*&+S for O+&,112-
.. /nsure "our computer is set up for CMS
0. )se CMS to forecast1 report1 and reconcile !*&s
2. 'mproe business processes and eliminate or reduce use of Shadow
S"stems
1. Learn Abot CMS at the CMS !ebsite
http:""cms.stan#ord.ed
$. Schedle a CMS %&er&ie' Presentation #or (or Mana)ement
Team *optional+
Contact !atti McCabe (pmccabe3stanford.edu) to schedule a 1,hour
presentation for "our team.
,. -nsre -&er.one is /ranted the Appropriate Athorit. 0 Completes
Re1ired Trainin) to 2se CMS *http:""cms.stan#ord.ed CMS
Athorit.
)sin# the Stanford &uthorit" Mana#er1 "ou can be #ranted one of four
authorit" roles in CMS. 4our authorit" role controls whether "ou can
create forecasts or 5ust iew forecasts others hae created. 't also
controls whether "ou can iew or update salar" or are limited to non,
salar".
Cool Stu6
4ou can iew people with multiple assi#nments.
4ou can iew all allocations for people in "our Or#1 bein# paid from an Or#
outside "our authorit".
4ou can clic% a !O to iew an actual inoice.
&lerts.
4ou can lin% directl" to Oracle 7eb 'n(uir" from CMS to 8suppress9 a
commitment.
*ime Saers
:iew salar" histor" showin# 2 months of actual pa" to insure people were
paid correctl".
:iew 5ust the current "ear for a ;lan%et !O that coers 0 "ears of a #rant ,
saes manuall" remoin# data from +M$.
CMS is one,stop shoppin# for reiewin# hard commitments.
4ou can (uic%l" suppress commitments.
1
3. 2se CMS to Forecast, Report, and Reconcile PTAs
https:""o#'eb.stan#ord.ed
<iscuss !*& nic%name feature and nic%name conentions with "our #roup.
<iscuss roles and responsibilities for !*&s in CMS = remember1 eer"one
who has authorit" can update the same !*&.
CMS allows "ou to iew and report on the data from man" source
s"stems1 i.e.1 !eopleSoft1 >?S and i!rocurement.
CMS is a user interface for Oracle = in Oracle1 "ou pull data ia
+eportMart$ +eports@ in CMS1 data is pushed to "ou b" "our search
criteria. ;ecause of this1 "ou ma" iew data "ou did not %now eAisted or
thou#ht was inactie. 'f necessar"1 correct the data "ou feel is old or
incorrect in the source s"stem(s).
CMS allows "ou to modif" all aspects of pa"1 includin# labor distribution B
salar" update.
CMS allows "ou to iew the pa" histor" for all personnel = facult"1 sta6
and students.
CMS allows "ou to forecast leae and other supplemental pa".
CMS allows "ou to add 8soft9 commitments1 includin# burden.
CMS has direct lin%s to Oracle 7eb 'n(uir" where "ou can iew and/or
suppress a !O.
CMS allows "ou to iew outstandin# commitments and actual eApenses
for >oods B Serices which can ma%e reconciliation easier.
+educe time spent enterin# data manuall" into Shadow S"stem(s) b"
usin# CMS +eports1 or eAportin# data to spreadsheets.
4our authorit" will control which screens or features "ou can access. ?or
eAample1 if "ou do not hae salar" authorit"1 "ou will be able to access
total salaries rollup OCL41 and "ou will not be able to access information
below the total salaries rollup.
4our authorit" dictates the updates "ou can perform in CMS. 4ou can
update !*& lines oer which "ou hae been #ranted authorit". 'f "ou
share costs (salar" or #oods B serices) with another Or#1 "ou can iew
the entire distribution in CMS een if "ou do not hae authorit" oer all
the !*&s. Doweer1 "ou will be able to update onl" the lines for which "ou
hae authorit". Stanford !olic" on conEdentialit" of data applies.
Recei&in)"/rantin) Athorit. 0 Re1ired Trainin)
+eceiin# CMS &uthorit" is a two,step process:
1. 4ou must complete a trainin# class which consists of an oeriew1
practice in the CMS *rainin# /nironment1 and 0 authorit" tests. 4ou
can ta%e the trainin# either in a hands,on lab or online. You must
2
have approval from your manager to take CMS Training. CMS has
conteAtual help throu#hout the application to #uide the user.
2. 7hen "ou enroll in O+&,112-1 Overview of CMS, in S*&+S1 a CMS
team member will contact "our mana#er to ensure "ou are
authoriFed to ta%e the trainin#1 determine which authorit" role "ou
will hae1 and identif" the Or#s and/or !ro5ect,*as%s to #ie "ou
authorit" for in the CMS *rainin# /nironment.
Once "ou complete the trainin#1 a CMS team member will notif" "our
mana#er that the" can #rant "ou authorit" ia the &uthorit" Mana#er for the
Or#s and/or !ro5ect,*as%s "ou need access to in CMS. 4ou can CMS
Commitment Mana)ement S.stem
CMS is a plannin# and forecastin# tool.
Dard commitment B eApenditure data from Oracle ?inancials is fed ni#htl"
to CMS.
+eenue data is not fed to CMS.
)sers with )pdate &uthorit" can forecast b":
o Modif"in# 8hard commitments9
o &ddin# 8soft commitments9
o Creatin# soft bud#ets
o Creatin# custom periods
?orecasts created in CMS do not alter commitments in Oracle ?inancials.
&ctual eApenditures replace forecasted numbers as the pro5ect
pro#resses1 which allow Enancial mana#ers to #et an earl" warnin# of
potential oerdrafts1 note conGictin# commitments1 plan future actions1
etc.
Checklist: Steps to Implement CMS to Forecast, Report, and
Reconcile PTAs
H. Learn about CMS at the CMS website (http://cms.stanford.edu)
I. Schedule a CMS Oeriew !resentation for "our mana#ement team
(optional)
-. Ma%e certain eer"one is #ranted the appropriate authorit" to use CMS
a. Mana#ers #rant indiiduals authorit" in the &uthorit" Mana#er
b. 'ndiiduals complete re(uired CMS trainin# for )pdate &uthorit"
b"
$
?our *ools for ?inancial Mana#ement
Introdction
*hose who mana#e accounts at Stanford hae abundant robust tools
aailable to them. 't is up to them to leera#e the features of each tool in
the wa" that can best sere their business needs. 7e proide a brief
description of +eportMart$1 ?acult" ?inancial in(uir" *ool (??'*)1 and Shadow
S"stems1 and discuss the Commitment Mana#ement S"stem(CMS) in detail.
.
CMS Commitment Mana)ement S.stem
CMS is a plannin# and forecastin# tool.
Dard commitment B eApenditure data from Oracle ?inancials is fed ni#htl"
to CMS.
+eenue data is not fed to CMS.
)sers with )pdate &uthorit" can forecast b":
o Modif"in# 8hard commitments9
o &ddin# 8soft commitments9
o Creatin# soft bud#ets
o Creatin# custom periods
?orecasts created in CMS do not alter commitments in Oracle ?inancials.
&ctual eApenditures replace forecasted numbers as the pro5ect
pro#resses1 which allow Enancial mana#ers to #et an earl" warnin# of
potential oerdrafts1 note conGictin# commitments1 plan future actions1
etc.
Checklist: Steps to Implement CMS to Forecast, Report, and
Reconcile PTAs
1J. Learn about CMS at the CMS website (http://cms.stanford.edu)
11. Schedule a CMS Oeriew !resentation for "our mana#ement team
(optional)
12. Ma%e certain eer"one is #ranted the appropriate authorit" to use CMS
a. Mana#ers #rant indiiduals authorit" in the &uthorit" Mana#er
b. 'ndiiduals complete re(uired CMS trainin# for )pdate &uthorit"
b"
re#isterin# in S*&+S for O+&,112-
1$. /nsure "our computer is set up for CMS
1.. )se CMS to forecast1 report1 and reconcile !*&s
10. 'mproe business processes and eliminate or reduce use of Shadow
S"stems
4. Learn Abot CMS at the CMS !ebsite
http:""cms.stan#ord.ed
3. Schedle a CMS %&er&ie' Presentation #or (or Mana)ement
Team *optional+
Contact !atti McCabe (pmccabe3stanford.edu) to schedule a 1,hour
presentation for "our team.
5. -nsre -&er.one is /ranted the Appropriate Athorit. 0 Completes
Re1ired Trainin) to 2se CMS *http:""cms.stan#ord.ed CMS
Athorit.
)sin# the Stanford &uthorit" Mana#er1 "ou can be #ranted one of four
authorit" roles in CMS. 4our authorit" role controls whether "ou can
create forecasts or 5ust iew forecasts others hae created. 't also
controls whether "ou can iew or update salar" or are limited to non,
salar".
0
6ie' Athorit.
T'o le&els a&ailable:
CMS Salar. 6ie' 7 includes both salar" and non,salar" (i.e.1 #oods
and serices) transactions.
CMS 8on7Salar. 6ie' 7 includes onl" non,salar" (i.e.1 #oods and
serices) transactions
;oth must be #ranted b" "our mana#er
Matches "our current +M$ authorit"
&llows "ou to iew forecasts created b" others for "our
!*&s
2pdate Athorit.
T'o le&els a&ailable:
CMS Salar. 2pdate 7 includes both salar" and non,salar" (i.e.1
#oods and serices) transactions.
CMS 8on7Salar. 2pdate 7 includes onl" non,salar" (i.e.1 #oods
and serices) transactions.
;oth must be #ranted b" "our mana#er
;oth re(uire "ou to complete trainin# before usin# CMS
;oth allow "ou to forecast for "our !*&s
;oth include :iew &uthorit"
4our authorit" will control which screens or features "ou can access. ?or
eAample1 if "ou do not hae salar" authorit"1 "ou will be able to access
total salaries rollup OCL41 and "ou will not be able to access information
below the total salaries rollup.
4our authorit" dictates the updates "ou can perform in CMS. 4ou can
update !*& lines oer which "ou hae been #ranted authorit". 'f "ou
share costs (salar" or #oods B serices) with another Or#1 "ou can iew
the entire distribution in CMS een if "ou do not hae authorit" oer all
the !*&s. Doweer1 "ou will be able to update onl" the lines for which "ou
hae authorit". Stanford !olic" on conEdentialit" of data applies.
Recei&in)"/rantin) Athorit. 0 Re1ired Trainin)
+eceiin# CMS &uthorit" is a two,step process:
$. 4ou must complete a trainin# class which consists of an oeriew1
practice in the CMS *rainin# /nironment1 and 0 authorit" tests. 4ou
can ta%e the trainin# either in a hands,on lab or online. You must
have approval from your manager to take CMS Training. CMS has
conteAtual help throu#hout the application to #uide the user.
.. 7hen "ou enroll in O+&,112-1 Overview of CMS, in S*&+S1 a CMS
team member will contact "our mana#er to ensure "ou are
authoriFed to ta%e the trainin#1 determine which authorit" role "ou
2
will hae1 and identif" the Or#s and/or !ro5ect,*as%s to #ie "ou
authorit" for in the CMS *rainin# /nironment.
0. Once "ou complete the trainin#1 a CMS team member will notif"
"our mana#er that the" can #rant "ou authorit" ia the &uthorit"
Mana#er for the Or#s and/or !ro5ect,*as%s "ou need access to in
CMS. 4ou can then be#in usin# CMS.
Mana#ers hae the option of allowin# the CMS team to upload
the authorit" on their behalf or performin# the tas% manuall".
Contact !atti McCabe for further information on how authorit" is
bein# performed in "our school.
4. Compter Setp #or CMS
http:""cms.stan#ord.ed /ettin) Started Compter Setp
?or !C1 use 'nternet /Aplorer OCL4.
?or M&C1 use C'*+'K
3. 2se CMS to Forecast, Report, and Reconcile PTAs
https:""o#'eb.stan#ord.ed
<iscuss !*& nic%name feature and nic%name conentions with "our #roup.
<iscuss roles and responsibilities for !*&s in CMS = remember1 eer"one
who has authorit" can update the same !*&.
CMS allows "ou to iew and report on the data from man" source
s"stems1 i.e.1 !eopleSoft1 >?S and i!rocurement.
CMS is a user interface for Oracle = in Oracle1 "ou pull data ia
+eportMart$ +eports@ in CMS1 data is pushed to "ou b" "our search
criteria. ;ecause of this1 "ou ma" iew data "ou did not %now eAisted or
thou#ht was inactie. 'f necessar"1 correct the data "ou feel is old or
incorrect in the source s"stem(s).
CMS allows "ou to modif" all aspects of pa"1 includin# labor distribution B
salar" update.
CMS allows "ou to iew the pa" histor" for all personnel = facult"1 sta6
and students.
CMS allows "ou to forecast leae and other supplemental pa".
CMS allows "ou to add 8soft9 commitments1 includin# burden.
CMS has direct lin%s to Oracle 7eb 'n(uir" where "ou can iew and/or
suppress a !O.
CMS allows "ou to iew outstandin# commitments and actual eApenses
for >oods B Serices which can ma%e reconciliation easier.
+educe time spent enterin# data manuall" into Shadow S"stem(s) b"
usin# CMS +eports1 or eAportin# data to spreadsheets.
5. Impro&e 9siness Processes
&fter eer"one in the wor% #roup1 includin# the mana#er1 has used CMS1
meet to discuss the followin#:
H
Can business processes be streamlined and improed usin# CMSL
&re there wa"s to eliminate manual data entr" into Shadow S"stemsL
's it possible to eliminate some Shadow S"stemsL
7hat are the best uses for CMS +eportL
CMS 9ene:ts #or Administrators
+educed audit eAposure as CMS allows "ou to forecast and ma%e better Enancial
decisions.
+educed time correctin# errors as users hae a tool that will 8do it ri#ht the Erst
time9.
/liminates late cost transfers which can result in the !' hain# to absorb the cost.
+educed time spent to produce forecasts and reports.
+educed time spent manuall" enterin# data and manual calculations.
+eliable CMS auto,calculations result in accurate data in forecasts and reports.
Dard commitment data feeds are timel"1 accurate1 and reliable.
&bilit" to easil" manipulate data to create 8what if scenarios9.
Less time re(uired to proide better Enancial mana#ement.
!' satisfaction with the results of CMS anal"sis@ problems are identiEed and
corrected earl" and late transfers and oerdrafts are reduced.
9ene:ts #or Faclt.
CMS forecasts and reports are eas" to read and interpret.
Consistent reports from all departments and schools sae time and
reduce confusion.
?ewer unpleasant surprises at Closeout.
!hat 2sers Are Sa.in) Abot CMS
CMS +eports
CMS allows administrators to proide uniform and consistent reports to the entire
department/school/uniersit"1 which is a ma5or beneEt to those doin# interdisciplinar"
research.
*he Month by Month Burn Rate by PTA report shows actual eApenses and outstandin#
commitments.
+eports in CMS are clear1 meanin#ful and eas" for "our !' to read.
?orecasts automaticall" default to ?4 for non,sponsored awards and !*< for
sponsored awards.
4ou can create a Custom !eriod proidin# the abilit" to report for a di6erent time
period then the default period.
4ou can create a Custom ;ud#et which allows "ou to rearran#e eApenditure t"pes
(with more or less detail) and "ou can een modif" the bottom line dollar amount.
*his feature is especiall" powerful if "ou anticipate more fundin# and want to forecast
usin# that E#ure.
4ou can download report data to /Acel in two formats (with header or data dump) so
"ou can easil" perform scenario anal"sis.
I
4our reports can be labeled with 8nic%names91 a more meanin#ful description for
some facult" than the !*& = unli%e the Labor Schedule reportM
CMS &uto Calculations
4ou tell CMS when someone is #oin# on acation and CMS calculates acation credits
ta%in# into consideration wee%ends1 holida"s and da"s in a #ien month. CMS
distributes the leae credit to all !*&s the emplo"ee is char#ed to.
;urden is automaticall" calculated showin# the actual rate on all soft commitments.
CMS is /as" to )se
4ou can retriee !*&s b" !'.
't is eas" to #enerate new soft commitments and modif" eAistin# hard commitments.
4ou can easil" create alternatie scenarios for !'s (e.#. cost of hirin# one s. two #rad
students).
4ou can easil" chec% for outstandin# commitments.
&ssists in Closeout b" allowin# one to easil" iew outstandin# commitments.
4ou can lin% to i!rocurement to reiew and reconcile !urchase +e(s/orders.
4ou can see data from !eopleSoft1 D+MS1 >?S O? mer#ed into one place.
4ou can #et a !*& balance (uic%l".
Cool Stu6
4ou can iew people with multiple assi#nments.
4ou can iew all allocations for people in "our Or#1 bein# paid from an Or#
outside "our authorit".
4ou can clic% a !O to iew an actual inoice.
&lerts.
4ou can lin% directl" to Oracle 7eb 'n(uir" from CMS to 8suppress9 a
commitment.
*ime Saers
:iew salar" histor" showin# 2 months of actual pa" to insure people were
paid correctl".
:iew 5ust the current "ear for a ;lan%et !O that coers 0 "ears of a #rant ,
saes manuall" remoin# data from +M$.
CMS is one,stop shoppin# for reiewin# hard commitments.
4ou can (uic%l" suppress commitments.
-
CMS Report Attribtes
1J
11
12
;ata Feeds to CMS
1$
%ther Tools
FFIT Faclt. Financial in1ir. Tool
Delps facult" mana#e their )niersit" Enancial resources1 which they
own as individuals.
& facult" member can see all &wards1 !ro5ects and *as%s which he/she
owns.
!roides balances and drill,down transaction details for a facult"Ns
indiiduall" owned &wards1 !ro5ects1 *as%s.
Contains data that is refreshed dail".
Calculates balances usin# bud#et1 reenue1 eApenditure and commitment
data.
!roides online help in the form of tips and downloadable (uic% #uides.
Optionall"1 shows allocations to others from the facult" memberNs &wards.
'ncludes reenue as well as bud#et data for !*&s.
ReportMart ,
+eportMart$ (+M$) is the primar" reportin# tool and enironment for the
Enancial data in the %racle Financials s"stem. Oe" modules of the
Oracle ?inancials s"stem (used b" distributed users across campus)
include:
'nternet !rocurement
i;ud#ets
iPournals
iO) 1 !Card
Labor <istribution
Shado' S.stems
Di#hl" customiFed /Acel spreadsheets created b" indiidual administrators to
meet the er" speciEc needs of the facult" members the" support.
1.