1.

Learn About CMS at the CMS Website

http://cms.stanford.edu
2. Schedule a CMS Overvie !resentation for "our Mana#ement
$eam %optional&
Contact Patt McCabe (pmccabe@stanford.edu) to schedue a 1-hour
presentaton for your team.
'. (nsure (ver)one is *ranted the Appropriate Authorit) + Completes
,e-uired $rainin# to .se CMS %http://cms.stanford.edu CMS
Authorit)
Usng the Stanford Authorty Manager, you can be granted one of four
authorty roes n CMS. Your authorty roe contros whether you can
create forecasts or |ust vew forecasts others have created. It aso
contros whether you can vew or update saary or are mted to non-
saary.
/ie Authorit)
$o levels available:
CMS Salar) /ie 0 ncudes both saary and non-saary (.e., goods
and servces) transactons.
CMS 1on0Salar) /ie 0 ncudes ony non-saary (.e., goods and
servces) transactons
Chec2list: Steps to 3mplement CMS to 4orecast5 ,eport5 and
,econcile !$As
1. Learn about CMS at the CMS webste (http://cms.stanford.edu)
2. Schedue a CMS Overvew Presentaton for your management team
(optona)
3. Make certan everyone s granted the approprate authorty to use CMS
a. Managers grant ndvduas authorty n the Authorty Manager
b. Indvduas compete requred CMS tranng for Update Authorty
by
regsterng n STARS for ORA-1129
4. Ensure your computer s set up for CMS
5. Use CMS to forecast, report, and reconce PTAs
6. Improve busness processes and emnate or reduce use of Shadow
Systems
6. Learn About CMS at the CMS Website
http://cms.stanford.edu
7. Schedule a CMS Overvie !resentation for "our Mana#ement
$eam %optional&
Contact Patt McCabe (pmccabe@stanford.edu) to schedue a 1-hour
presentaton for your team.
1
8. (nsure (ver)one is *ranted the Appropriate Authorit) + Completes
,e-uired $rainin# to .se CMS %http://cms.stanford.edu CMS
Authorit)
Usng the Stanford Authorty Manager, you can be granted one of four
authorty roes n CMS. Your authorty roe contros whether you can
create forecasts or |ust vew forecasts others have created. It aso
contros whether you can vew or update saary or are mted to non-
saary.
Coo Stuh
You can vew peope wth mutpe assgnments.
You can vew a aocatons for peope n your Org, beng pad from an Org
outsde your authorty.
You can cck a PO to vew an actua nvoce.
Aerts.
You can nk drecty to Orace Web Inqury from CMS to "suppress" a
commtment.
Tme Savers
Vew saary hstory showng 6 months of actua pay to nsure peope were
pad correcty.
Vew |ust the current year for a Banket PO that covers 5 years of a grant -
saves manuay removng data from RM3.
CMS s one-stop shoppng for revewng hard commtments.
You can qucky suppress commtments.
7. .se CMS to 4orecast5 ,eport5 and ,econcile !$As
https://ofeb.stanford.edu
Dscuss PTA nckname feature and nckname conventons wth your group.
Dscuss roes and responsbtes for PTAs n CMS - remember, everyone
who has authorty can update the same PTA.
CMS aows you to vew and report on the data from many source
systems, .e., PeopeSoft, GFS and Procurement.
CMS s a user nterface for Orace - n Orace, you pu data va
ReportMart3 Reports; n CMS, data s pushed to you by your search
crtera. Because of ths, you may vew data you dd not know exsted or
thought was nactve. If necessary, correct the data you fee s od or
ncorrect n the source system(s).
CMS aows you to modfy a aspects of pay, ncudng abor dstrbuton &
saary update.
CMS aows you to vew the pay hstory for a personne - facuty, stah
and students.
CMS aows you to forecast eave and other suppementa pay.
CMS aows you to add "soft" commtments, ncudng burden.
2
CMS has drect nks to Orace Web Inqury where you can vew and/or
suppress a PO.
CMS aows you to vew outstandng commtments and actua expenses
for Goods & Servces whch can make reconcaton easer.
Reduce tme spent enterng data manuay nto Shadow System(s) by
usng CMS Reports, or exportng data to spreadsheets.
Your authorty w contro whch screens or features you can access. For
exampe, f you do not have saary authorty, you w be abe to access
tota saares roup ONLY, and you w not be abe to access nformaton
beow the tota saares roup.
Your authorty dctates the updates you can perform n CMS. You can
update PTA nes over whch you have been granted authorty. If you
share costs (saary or goods & servces) wth another Org, you can vew
the entre dstrbuton n CMS even f you do not have authorty over a
the PTAs. However, you w be abe to update ony the nes for whch you
have authorty. Stanford Pocy on condentaty of data appes.
,eceivin#/*rantin# Authorit) + ,e-uired $rainin#
Recevng CMS Authorty s a two-step process:
1. You must compete a tranng cass whch conssts of an overvew,
practce n the CMS Tranng Envronment, and 5 authorty tests. You
can take the tranng ether n a hands-on ab or onne. You must
have approval from your manager to take CMS Training. CMS has
contextua hep throughout the appcaton to gude the user.
2. When you enro n ORA-1129, Overview of CMS, n STARS, a CMS
team member w contact your manager to ensure you are
authorzed to take the tranng, determne whch authorty roe you
w have, and dentfy the Orgs and/or Pro|ect-Tasks to gve you
authorty for n the CMS Tranng Envronment.
Once you compete the tranng, a CMS team member w notfy your
manager that they can grant you authorty va the Authorty Manager for the
Orgs and/or Pro|ect-Tasks you need access to n CMS. You can CMS
Commitment Mana#ement S)stem
CMS s a pannng and forecastng too.
Hard commtment & expendture data from Orace Fnancas s fed nghty
to CMS.
Revenue data s not fed to CMS.
Users wth Update Authorty can forecast by:
o Modfyng "hard commtments"
o Addng "soft commtments"
o Creatng soft budgets
o Creatng custom perods
Forecasts created n CMS do not ater commtments n Orace Fnancas.
Actua expendtures repace forecasted numbers as the pro|ect
progresses, whch aow nanca managers to get an eary warnng of
3
potenta overdrafts, note conctng commtments, pan future actons,
etc.
Chec2list: Steps to 3mplement CMS to 4orecast5 ,eport5 and
,econcile !$As
7. Learn about CMS at the CMS webste (http://cms.stanford.edu)
8. Schedue a CMS Overvew Presentaton for your management team
(optona)
9. Make certan everyone s granted the approprate authorty to use CMS
a. Managers grant ndvduas authorty n the Authorty Manager
b. Indvduas compete requred CMS tranng for Update Authorty
by
Four Toos for Fnanca Management
4
3ntroduction
Those who manage accounts at Stanford have abundant robust toos
avaabe to them. It s up to them to everage the features of each too n
the way that can best serve ther busness needs. We provde a bref
descrpton of ReportMart3, Facuty Fnanca nqury Too (FFIT), and Shadow
Systems, and dscuss the Commtment Management System(CMS) n deta.
5
CMS Commitment Mana#ement S)stem
CMS s a pannng and forecastng too.
Hard commtment & expendture data from Orace Fnancas s fed nghty
to CMS.
Revenue data s not fed to CMS.
Users wth Update Authorty can forecast by:
o Modfyng "hard commtments"
o Addng "soft commtments"
o Creatng soft budgets
o Creatng custom perods
Forecasts created n CMS do not ater commtments n Orace Fnancas.
Actua expendtures repace forecasted numbers as the pro|ect
progresses, whch aow nanca managers to get an eary warnng of
potenta overdrafts, note conctng commtments, pan future actons,
etc.
Chec2list: Steps to 3mplement CMS to 4orecast5 ,eport5 and
,econcile !$As
10. Learn about CMS at the CMS webste (http://cms.stanford.edu)
11. Schedue a CMS Overvew Presentaton for your management team
(optona)
12. Make certan everyone s granted the approprate authorty to use CMS
a. Managers grant ndvduas authorty n the Authorty Manager
b. Indvduas compete requred CMS tranng for Update Authorty
by
regsterng n STARS for ORA-1129
13. Ensure your computer s set up for CMS
14. Use CMS to forecast, report, and reconce PTAs
15. Improve busness processes and emnate or reduce use of Shadow
Systems
9. Learn About CMS at the CMS Website
http://cms.stanford.edu
:. Schedule a CMS Overvie !resentation for "our Mana#ement
$eam %optional&
Contact Patt McCabe (pmccabe@stanford.edu) to schedue a 1-hour
presentaton for your team.
;. (nsure (ver)one is *ranted the Appropriate Authorit) + Completes
,e-uired $rainin# to .se CMS %http://cms.stanford.edu CMS
Authorit)
Usng the Stanford Authorty Manager, you can be granted one of four
authorty roes n CMS. Your authorty roe contros whether you can
create forecasts or |ust vew forecasts others have created. It aso
contros whether you can vew or update saary or are mted to non-
saary.
6
/ie Authorit)
$o levels available:
CMS Salar) /ie 0 ncudes both saary and non-saary (.e., goods
and servces) transactons.
CMS 1on0Salar) /ie 0 ncudes ony non-saary (.e., goods and
servces) transactons
Both must be granted by your manager
Matches your current RM3 authorty
Aows you to vew forecasts created by others for your
PTAs
.pdate Authorit)
$o levels available:
CMS Salar) .pdate 0 ncudes both saary and non-saary (.e.,
goods and servces) transactons.
CMS 1on0Salar) .pdate 0 ncudes ony non-saary (.e., goods
and servces) transactons.
Both must be granted by your manager
Both requre you to compete tranng before usng CMS
Both aow you to forecast for your PTAs
Both ncude Vew Authorty
Your authorty w contro whch screens or features you can access. For
exampe, f you do not have saary authorty, you w be abe to access
tota saares roup ONLY, and you w not be abe to access nformaton
beow the tota saares roup.
Your authorty dctates the updates you can perform n CMS. You can
update PTA nes over whch you have been granted authorty. If you
share costs (saary or goods & servces) wth another Org, you can vew
the entre dstrbuton n CMS even f you do not have authorty over a
the PTAs. However, you w be abe to update ony the nes for whch you
have authorty. Stanford Pocy on condentaty of data appes.
,eceivin#/*rantin# Authorit) + ,e-uired $rainin#
Recevng CMS Authorty s a two-step process:
3. You must compete a tranng cass whch conssts of an overvew,
practce n the CMS Tranng Envronment, and 5 authorty tests. You
can take the tranng ether n a hands-on ab or onne. You must
have approval from your manager to take CMS Training. CMS has
contextua hep throughout the appcaton to gude the user.
4. When you enro n ORA-1129, Overview of CMS, n STARS, a CMS
team member w contact your manager to ensure you are
authorzed to take the tranng, determne whch authorty roe you
7
w have, and dentfy the Orgs and/or Pro|ect-Tasks to gve you
authorty for n the CMS Tranng Envronment.
5. Once you compete the tranng, a CMS team member w notfy
your manager that they can grant you authorty va the Authorty
Manager for the Orgs and/or Pro|ect-Tasks you need access to n
CMS. You can then begn usng CMS.
Managers have the opton of aowng the CMS team to upoad
the authorty on ther behaf or performng the task manuay.
Contact Patt McCabe for further nformaton on how authorty s
beng performed n your schoo.
6. Computer Setup for CMS
http://cms.stanford.edu *ettin# Started Computer Setup
For PC, use Internet Exporer ONLY.
For MAC, use CITRIX
7. .se CMS to 4orecast5 ,eport5 and ,econcile !$As
https://ofeb.stanford.edu
Dscuss PTA nckname feature and nckname conventons wth your group.
Dscuss roes and responsbtes for PTAs n CMS - remember, everyone
who has authorty can update the same PTA.
CMS aows you to vew and report on the data from many source
systems, .e., PeopeSoft, GFS and Procurement.
CMS s a user nterface for Orace - n Orace, you pu data va
ReportMart3 Reports; n CMS, data s pushed to you by your search
crtera. Because of ths, you may vew data you dd not know exsted or
thought was nactve. If necessary, correct the data you fee s od or
ncorrect n the source system(s).
CMS aows you to modfy a aspects of pay, ncudng abor dstrbuton &
saary update.
CMS aows you to vew the pay hstory for a personne - facuty, stah
and students.
CMS aows you to forecast eave and other suppementa pay.
CMS aows you to add "soft" commtments, ncudng burden.
CMS has drect nks to Orace Web Inqury where you can vew and/or
suppress a PO.
CMS aows you to vew outstandng commtments and actua expenses
for Goods & Servces whch can make reconcaton easer.
Reduce tme spent enterng data manuay nto Shadow System(s) by
usng CMS Reports, or exportng data to spreadsheets.
8. 3mprove <usiness !rocesses
After everyone n the work group, ncudng the manager, has used CMS,
meet to dscuss the foowng:
8
Can busness processes be streamned and mproved usng CMS?
Are there ways to emnate manua data entry nto Shadow Systems?
Is t possbe to emnate some Shadow Systems?
What are the best uses for CMS Report?
CMS <ene=ts for Administrators
Reduced audt exposure as CMS aows you to forecast and make better nanca
decsons.
Reduced tme correctng errors as users have a too that w "do t rght the rst
tme".
Emnates ate cost transfers whch can resut n the PI havng to absorb the cost.
Reduced tme spent to produce forecasts and reports.
Reduced tme spent manuay enterng data and manua cacuatons.
Reabe CMS auto-cacuatons resut n accurate data n forecasts and reports.
Hard commtment data feeds are tmey, accurate, and reabe.
Abty to easy manpuate data to create "what f scenaros".
Less tme requred to provde better nanca management.
PI satsfacton wth the resuts of CMS anayss; probems are dented and
corrected eary and ate transfers and overdrafts are reduced.
<ene=ts for 4acult)
CMS forecasts and reports are easy to read and nterpret.
Consstent reports from a departments and schoos save tme and
reduce confuson.
Fewer unpeasant surprses at Coseout.
What .sers Are Sa)in# About CMS
CMS Reports
CMS aows admnstrators to provde unform and consstent reports to the entre
department/schoo/unversty, whch s a ma|or benet to those dong nterdscpnary
research.
The Month by Month Burn Rate by PTA report shows actua expenses and outstandng
commtments.
Reports n CMS are cear, meanngfu and easy for your PI to read.
Forecasts automatcay defaut to FY for non-sponsored awards and PTD for
sponsored awards.
You can create a Custom Perod provdng the abty to report for a dherent tme
perod then the defaut perod.
You can create a Custom Budget whch aows you to rearrange expendture types
(wth more or ess deta) and you can even modfy the bottom ne doar amount.
Ths feature s especay powerfu f you antcpate more fundng and want to forecast
usng that gure.
You can downoad report data to Exce n two formats (wth header or data dump) so
you can easy perform scenaro anayss.
9
Your reports can be abeed wth "ncknames", a more meanngfu descrpton for
some facuty than the PTA - unke the Labor Schedue report!
CMS Auto Cacuatons
You te CMS when someone s gong on vacaton and CMS cacuates vacaton credts
takng nto consderaton weekends, hodays and days n a gven month. CMS
dstrbutes the eave credt to a PTAs the empoyee s charged to.
Burden s automatcay cacuated showng the actua rate on a soft commtments.
CMS s Easy to Use
You can retreve PTAs by PI.
It s easy to generate new soft commtments and modfy exstng hard commtments.
You can easy create aternatve scenaros for PIs (e.g. cost of hrng one vs. two grad
students).
You can easy check for outstandng commtments.
Asssts n Coseout by aowng one to easy vew outstandng commtments.
You can nk to Procurement to revew and reconce Purchase Reqs/orders.
You can see data from PeopeSoft, HRMS, GFS OF merged nto one pace.
You can get a PTA baance qucky.
Coo Stuh
You can vew peope wth mutpe assgnments.
You can vew a aocatons for peope n your Org, beng pad from an Org
outsde your authorty.
You can cck a PO to vew an actua nvoce.
Aerts.
You can nk drecty to Orace Web Inqury from CMS to "suppress" a
commtment.
Tme Savers
Vew saary hstory showng 6 months of actua pay to nsure peope were
pad correcty.
Vew |ust the current year for a Banket PO that covers 5 years of a grant -
saves manuay removng data from RM3.
CMS s one-stop shoppng for revewng hard commtments.
You can qucky suppress commtments.
10
CMS ,eport Attributes
11
12
13
>ata 4eeds to CMS
14
Other $ools
443$ 4acult) 4inancial in-uir) $ool
Heps facuty manage ther Unversty nanca resources, which they
own as individuals.
A facuty member can see a Awards, Pro|ects and Tasks whch he/she
owns.
Provdes baances and dr-down transacton detas for a facutys
ndvduay owned Awards, Pro|ects, Tasks.
Contans data that s refreshed day.
Cacuates baances usng budget, revenue, expendture and commtment
data.
Provdes onne hep n the form of tps and downoadabe quck gudes.
Optonay, shows aocatons to others from the facuty members Awards.
Incudes revenue as we as budget data for PTAs.
,eportMart '
ReportMart3 (RM3) s the prmary reportng too and envronment for the
nanca data n the Oracle 4inancials system. Key modues of the
Orace Fnancas system (used by dstrbuted users across campus)
ncude:
Internet Procurement
Budgets
|ournas
OU , PCard
Labor Dstrbuton
Shado S)stems
Hghy customzed Exce spreadsheets created by ndvdua admnstrators to
meet the very specc needs of the facuty members they support.
15