19821982919CMS Implementation(1)

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Your authority will control which screens or features you can access. Forexample, if you do not have salary authority, you will be able to accesstotal salaries rollup ONLY, and you will not be able to access informationbelow the total salaries rollup.

Your authority dictates the updates you can perform in CM. You canupdate !"# lines over which you have been $ranted authority. %f youshare costs &salary or $oods ' services( with another Or$, you can viewthe entire distribution in CM even if you do not have authority over allthe !"#s. )owever, you will be able to update only the lines for which youhave authority. tanford !olicy on con*dentiality of data applies.

Receiving/Granting Authority & Required Training+eceivin$ CM #uthority is a twostep process-

. You must complete a trainin$ class which consists of an overview,practice in the CM "rainin$ /nvironment, and 0 authority tests. You

can ta1e the trainin$ either in a handson lab or online. You musthave approval from your manager to take CMS Training. CM hascontextual help throu$hout the application to $uide the user.

2. 3hen you enroll in O+#24, Overview of CMS, in "#+, a CMteam member will contact your mana$er to ensure you areauthori5ed to ta1e the trainin$, determine which authority role youwill have, and identify the Or$s and6or !ro7ect"as1s to $ive youauthority for in the CM "rainin$ /nvironment.

Once you complete the trainin$, a CM team member will notify yourmana$er that they can $rant you authority via the #uthority Mana$er for theOr$s and6or !ro7ect"as1s you need access to in CM. You can CMS

Commitment Management System CM is a plannin$ and forecastin$ tool.

)ard commitment ' expenditure data from Oracle Financials is fed ni$htly

to CM. +evenue data is not fed to CM.

8sers with 8pdate #uthority can forecast by-

o Modifyin$ 9hard commitments:

o #ddin$ 9soft commitments:

o Creatin$ soft bud$ets

o Creatin$ custom periods

Forecasts created in CM do not alter commitments in Oracle Financials.

#ctual expenditures replace forecasted numbers as the pro7ect

pro$resses, which allow *nancial mana$ers to $et an early warnin$ ofpotential overdrafts, note con;ictin$ commitments, plan future actions,etc.

Checklist: Steps to mplement CMS to !orecast" Report" andReconcile #TAs. Learn about CM at the CM website &http-66cms.stanford.edu(



2. chedule a CM Overview !resentation for your mana$ement team&optional(

<. Ma1e certain everyone is $ranted the appropriate authority to use CMa. Mana$ers $rant individuals authority in the #uthority Mana$erb. %ndividuals complete re=uired CM trainin$ for 8pdate #uthority

by

Four "ools for Financial Mana$ement

ntroduction

"hose who mana$e accounts at tanford have abundant robust toolsavailable to them. %t is up to them to levera$e the features of each tool in

2



the way that can best serve their business needs. 3e provide a brief description of +eportMart<, Faculty Financial in=uiry "ool &FF%"(, and hadowystems, and discuss the Commitment Mana$ement ystem&CM( in detail.

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CMS Commitment Management System CM is a plannin$ and forecastin$ tool.

)ard commitment ' expenditure data from Oracle Financials is fed ni$htly

to CM. +evenue data is not fed to CM.

8sers with 8pdate #uthority can forecast by-o Modifyin$ 9hard commitments:

o #ddin$ 9soft commitments:

o Creatin$ soft bud$ets

o Creatin$ custom periods

Forecasts created in CM do not alter commitments in Oracle Financials.

#ctual expenditures replace forecasted numbers as the pro7ect

pro$resses, which allow *nancial mana$ers to $et an early warnin$ ofpotential overdrafts, note con;ictin$ commitments, plan future actions,etc.

Checklist: Steps to mplement CMS to !orecast" Report" andReconcile #TAs>. Learn about CM at the CM website &http-66cms.stanford.edu(0. chedule a CM Overview !resentation for your mana$ement team

&optional(?. Ma1e certain everyone is $ranted the appropriate authority to use CM

a. Mana$ers $rant individuals authority in the #uthority Mana$erb. %ndividuals complete re=uired CM trainin$ for 8pdate #uthority

byre$isterin$ in "#+ for O+#24

@. /nsure your computer is set up for CM

A. 8se CM to forecast, report, and reconcile !"#s4. %mprove business processes and eliminate or reduce use of hadow

ystems

$% earn A'out CMS at the CMS (e'sitehttp://cms%stan)ord%edu

*% Schedule a CMS +vervie, #resentation )or -our ManagementTeam .optionalContact !atti McCabe &pmccabeBstanford.edu( to schedule a hourpresentation for your team.

0% 1nsure 1veryone is Granted the Appropriate Authority & CompletesRequired Training to 2se CMS .http://cms%stan)ord%edu CMS

Authority8sin$ the tanford #uthority Mana$er, you can be $ranted one of fourauthority roles in CM. Your authority role controls whether you cancreate forecasts or 7ust view forecasts others have created. %t alsocontrols whether you can view or update salary or are limited to nonsalary.

>

http://cms.stanford.edu/






3ie, Authority

T,o levels availa'le:• CMS Salary 3ie, 4 includes both salary and nonsalary &i.e., $oods

and services( transactions.•

CMS 5on4Salary 3ie, 4 includes only nonsalary &i.e., $oods andservices( transactions

• oth must be $ranted by your mana$er

• Matches your current +M< authority

• #llows you to view forecasts created by others for your

!"#s

2pdate Authority

T,o levels availa'le:• CMS Salary 2pdate 4 includes both salary and nonsalary &i.e.,

$oods and services( transactions.• CMS 5on4Salary 2pdate 4 includes only nonsalary &i.e., $oods

and services( transactions.• oth must be $ranted by your mana$er• oth re=uire you to complete trainin$ before usin$ CM• oth allow you to forecast for your !"#s• oth include Diew #uthority

Your authority will control which screens or features you can access. Forexample, if you do not have salary authority, you will be able to accesstotal salaries rollup ONLY, and you will not be able to access informationbelow the total salaries rollup.

Your authority dictates the updates you can perform in CM. You canupdate !"# lines over which you have been $ranted authority. %f youshare costs &salary or $oods ' services( with another Or$, you can viewthe entire distribution in CM even if you do not have authority over allthe !"#s. )owever, you will be able to update only the lines for which youhave authority. tanford !olicy on con*dentiality of data applies.

Receiving/Granting Authority & Required Training

+eceivin$ CM #uthority is a twostep process-<. You must complete a trainin$ class which consists of an overview,practice in the CM "rainin$ /nvironment, and 0 authority tests. Youcan ta1e the trainin$ either in a handson lab or online. You musthave approval from your manager to take CMS Training. CM hascontextual help throu$hout the application to $uide the user.

>. 3hen you enroll in O+#24, Overview of CMS, in "#+, a CMteam member will contact your mana$er to ensure you areauthori5ed to ta1e the trainin$, determine which authority role you

0



will have, and identify the Or$s and6or !ro7ect"as1s to $ive youauthority for in the CM "rainin$ /nvironment.

0. Once you complete the trainin$, a CM team member will notifyyour mana$er that they can $rant you authority via the #uthorityMana$er for the Or$s and6or !ro7ect"as1s you need access to in

CM. You can then be$in usin$ CM.Mana$ers have the option of allowin$ the CM team to uploadthe authority on their behalf or performin$ the tas1 manually.Contact !atti McCabe for further information on how authority isbein$ performed in your school.

6% Computer Setup )or CMShttp://cms%stan)ord%edu Getting Started Computer Setup

For !C, use %nternet /xplorer ONLY.

For M#C, use C%"+%E

7% 2se CMS to !orecast" Report" and Reconcile #TAs https://o),e'%stan)ord%edu

iscuss !"# nic1name feature and nic1name conventions with your $roup.

iscuss roles and responsibilities for !"#s in CM G remember, everyone

who has authority can update the same !"#. CM allows you to view and report on the data from many source

systems, i.e., !eopleoft, HF and i!rocurement. CM is a user interface for Oracle G in Oracle, you pull data via

+eportMart< +eportsI in CM, data is pushed to you by your searchcriteria. ecause of this, you may view data you did not 1now existed orthou$ht was inactive. %f necessary, correct the data you feel is old orincorrect in the source system&s(.

CM allows you to modify all aspects of pay, includin$ labor distribution '

salary update. CM allows you to view the pay history for all personnel G faculty, staJ

and students. CM allows you to forecast leave and other supplemental pay.

CM allows you to add 9soft: commitments, includin$ burden.

CM has direct lin1s to Oracle 3eb %n=uiry where you can view and6or

suppress a !O. CM allows you to view outstandin$ commitments and actual expenses

for Hoods ' ervices which can ma1e reconciliation easier. +educe time spent enterin$ data manually into hadow ystem&s( by

usin$ CM +eports, or exportin$ data to spreadsheets.

8% mprove 9usiness #rocesses#fter everyone in the wor1 $roup, includin$ the mana$er, has used CM,meet to discuss the followin$-

?

mailto:[email protected]

https://ofweb.stanford.edu/

mailto:[email protected]

https://ofweb.stanford.edu/



Can business processes be streamlined and improved usin$ CMK

#re there ways to eliminate manual data entry into hadow ystemsK

%s it possible to eliminate some hadow ystemsK

3hat are the best uses for CM +eportK

CMS 9enets )or Administrators

+educed audit exposure as CM allows you to forecast and ma1e better *nancia

decisions. +educed time correctin$ errors as users have a tool that will 9do it ri$ht the *rst

time:. /liminates late cost transfers which can result in the !% havin$ to absorb the cos

+educed time spent to produce forecasts and reports.

+educed time spent manually enterin$ data and manual calculations.

+eliable CM autocalculations result in accurate data in forecasts and reports.

)ard commitment data feeds are timely, accurate, and reliable.

#bility to easily manipulate data to create 9what if scenarios:. Less time re=uired to provide better *nancial mana$ement.

!% satisfaction with the results of CM analysisI problems are identi*ed and

corrected early and late transfers and overdrafts are reduced.

9enets )or !aculty

CM forecasts and reports are easy to read and interpret.

Consistent reports from all departments and schools save time and

reduce confusion. Fewer unpleasant surprises at Closeout.

(hat 2sers Are Saying A'out CMS

CM +eportsCM allows administrators to provide uniform and consistent reports to the entiredepartment6school6university, which is a ma7or bene*t to those doin$ interdisciplinaresearch. "he Month by Month Burn Rate by PTA report shows actual expenses and outstandicommitments.+eports in CM are clear, meanin$ful and easy for your !% to read.Forecasts automatically default to FY for nonsponsored awards and !" for

sponsored awards. You can create a Custom !eriod providin$ the ability to report for a diJerent timeperiod then the default period. You can create a Custom ud$et which allows you to rearran$e expenditure types&with more or less detail( and you can even modify the bottom line dollar amount. "his feature is especially powerful if you anticipate more fundin$ and want to forecausin$ that *$ure. You can download report data to /xcel in two formats &with header or data dump( syou can easily perform scenario analysis.

@



Your reports can be labeled with 9nic1names:, a more meanin$ful description forsome faculty than the !"# G unli1e the Labor chedule report

CM #uto Calculations You tell CM when someone is $oin$ on vacation and CM calculates vacation credi

ta1in$ into consideration wee1ends, holidays and days in a $iven month. CMdistributes the leave credit to all !"#s the employee is char$ed to.urden is automatically calculated showin$ the actual rate on all soft commitments

CM is /asy to 8se You can retrieve !"#s by !%.%t is easy to $enerate new soft commitments and modify existin$ hard commitment You can easily create alternative scenarios for !%s &e.$. cost of hirin$ one vs. two $rastudents(. You can easily chec1 for outstandin$ commitments.

#ssists in Closeout by allowin$ one to easily view outstandin$ commitments. You can lin1 to i!rocurement to review and reconcile !urchase +e=s6orders. You can see data from !eopleoft, )+M, HF OF mer$ed into one place. You can $et a !"# balance =uic1ly.

Cool tuJ You can view people with multiple assi$nments. You can view all allocations for people in your Or$, bein$ paid from an Or$

outside your authority. You can clic1 a !O to view an actual invoice.#lerts. You can lin1 directly to Oracle 3eb %n=uiry from CM to 9suppress: acommitment.

"ime aversDiew salary history showin$ ? months of actual pay to insure people werepaid correctly.Diew 7ust the current year for a lan1et !O that covers 0 years of a $rant saves manually removin$ data from +M<.

CM is onestop shoppin$ for reviewin$ hard commitments. You can =uic1ly suppress commitments.

A



CMS Report Attri'utes

4







;ata !eeds to CMS

2



+ther Tools

!!T !aculty !inancial inquiry Tool

)elps faculty mana$e their 8niversity *nancial resources, which they

own as individuals.

# faculty member can see all #wards, !ro7ects and "as1s which he6sheowns. !rovides balances and drilldown transaction details for a facultys

individually owned #wards, !ro7ects, "as1s. Contains data that is refreshed daily.

Calculates balances usin$ bud$et, revenue, expenditure and commitment

data. !rovides online help in the form of tips and downloadable =uic1 $uides.

Optionally, shows allocations to others from the faculty members #wards.

%ncludes revenue as well as bud$et data for !"#s.

ReportMart 0+eportMart< &+M<( is the primary reportin$ tool and environment for the*nancial data in the +racle !inancials system. ey modules of theOracle Financials system &used by distributed users across campus(include- %nternet !rocurement

iud$ets

iPournals

iO8 , !Card

Labor istribution

Shado, Systems)i$hly customi5ed /xcel spreadsheets created by individual administrators tomeet the very speci*c needs of the faculty members they support.

<

http://fingate.stanford.edu/staff/buypaying/about_iProcurement.html

http://fingate.stanford.edu/staff/fundsmgmt/about_iBugets.html

http://fingate.stanford.edu/staff/fundsmgmt/about_iJournals.html

http://fingate.stanford.edu/staff/buypaying/about_iOU.html

http://fingate.stanford.edu/staff/buypaying/about_PCard.html

http://fingate.stanford.edu/staff/payadmin/about_laborDistr.html

http://fingate.stanford.edu/staff/buypaying/about_iProcurement.html

http://fingate.stanford.edu/staff/fundsmgmt/about_iBugets.html

http://fingate.stanford.edu/staff/fundsmgmt/about_iJournals.html

http://fingate.stanford.edu/staff/buypaying/about_iOU.html

http://fingate.stanford.edu/staff/buypaying/about_PCard.html

http://fingate.stanford.edu/staff/payadmin/about_laborDistr.html

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19821982919CMS Implementation(1)