Kuali Net Meeting 04012005

1
Kuali Net Meeting04/01/2005

• Labor Ledger
• Processing

2
Agenda Topics

• Basic Tables Labor Ledger Detail and Labor
  Ledger Balance
• Accounting Cycle and FIS Reference Tables
  Object Codes, Pooled Benefits, Rates for CG
  Accounts, Accounts Not Accepting Fringes, Sub
  Funds Not Accepting Wages
• FIS Documents - Salary Transfers, Benefit
  Transfers, Labor Ledger Adjustment, A21
  Re-Creates, Instructional Effort Reporting
• On-Line Labor Balance Inquiries Including
  Calculated Salary Foundation (CSF) as Basis for
  Budget Construction
• Decision Support Data Direct, Pre-Defined
  Queries (PDQs), Standard Reports
• Overview of A21 Effort Reporting
• Overview of HRMS PeopleSoft Interface

3
Labor Ledger Detail

• FIELD NAME FORMAT BUSINESS NAME
• UNIV_FISCAL_YR NUMBER(4) FISCAL YEAR
• FIN_COA_CD VARCHAR2(2) CHART
• ACCOUNT_NBR VARCHAR2(7) ACCOUNT NUMBER
• SUB_ACCT_NBR VARCHAR2(5) SUB ACCOUNT
• FIN_OBJECT_CD VARCHAR2(4) OBJECT CODE
• FIN_SUB_OBJ_CD VARCHAR2(3) SUB OBJECT
• FIN_BALANCE_TYP_CD VARCHAR2(2) BALANCE TYPE
• FIN_OBJ_TYP_CD VARCHAR2(2) OBJECT TYPE
• UNIV_FISCAL_PRD_CD VARCHAR2(2) FISCAL PERIOD
• FDOC_TYP_CD VARCHAR2(4) DOCUMENT TYPE
• FS_ORIGIN_CD VARCHAR2(2) ORIGIN CODE
• FDOC_NBR VARCHAR2(9) DOCUMENT NUMBER
• TRN_ENTR_SEQ_NBR NUMBER(5) SEQUENCE NUMBER
• POSITION_NBR VARCHAR2(8) POSITION NUMBER
• PROJECT_CD VARCHAR2(10) PROJECT CODE
• TRN_LDGR_ENTR_DESC VARCHAR2(40) TRANSACTION
  DESCRIPTION

4
Labor Ledger Detail Cont.

• FIELD NAME FORMAT BUSINESS NAME
• FDOC_REF_NBR VARCHAR2(9) REFERENCE DOCUMENT
  NUMBER
• FDOC_REVERSAL_DT DATE REVERSAL DATE
• TRN_ENCUM_UPDT_CD VARCHAR2(1) ENCUMBRANCE UPDATE
  CODE
• TRN_POST_DT DATE POST DATE
• PAY_PERIOD_END_DT DATE PAY PERIOD END DATE
• TRN_TOTAL_HR NUMBER TRANSACTION TOTAL HOURS
• PYRL_DT_FSCL_YR NUMBER(4) PAYROLL DATE FISCAL
  YEAR
• PYRL_DT_FSCLPRD_CD VARCHAR2(2) PAYROLL DATE
  FISCAL PERIOD
• EMPLID VARCHAR2(11) EMPLOYEE ID
• EMPL_RCD NUMBER(3) EMPLOYEE RECORD CODE
• ERNCD VARCHAR2(3) EARN CODE
• PAYGROUP VARCHAR2(3) PAYGROUP
• SAL_ADMIN_PLAN VARCHAR2(4) SALARY ADMIN PLAN
• GRADE VARCHAR2(3) GRADE
• RUN_ID VARCHAR2(10) PAYROLL RUN ID
• LL_ORIG_FIN_COA_CD VARCHAR2(2) ORIGINAL CHART

5
Labor Ledger Balance

• FIELD NAME FORMAT BUSINESS NAME
• UNIV_FISCAL_YR NUMBER(4) FISCAL YEAR
• FIN_COA_CD VARCHAR2(2) CHART
• ACCOUNT_NBR VARCHAR2(7) ACCOUNT NUMBER
• SUB_ACCT_NBR VARCHAR2(5) SUB ACCOUNT
• FIN_OBJECT_CD VARCHAR2(4) OBJECT CODE
• FIN_SUB_OBJ_CD VARCHAR2(3) SUB OBJECT
• FIN_BALANCE_TYP_CD VARCHAR2(2) BALANCE TYPE
• FIN_OBJ_TYP_CD VARCHAR2(2) OBJECT TYPE
• POSITION_NBR VARCHAR2(8) POSITION NUMBER
• EMPLID VARCHAR2(11 EMPLOYEE ID
• ACLN_ANNL_BAL_AMT NUMBER(19,2) ANNUAL BALANCE
• FIN_BEG_BAL_LN_AMT NUMBER(19,2) FINANCIAL
  BEGINNING BALANCE
• CONTR_GR_BB_AC_AMT NUMBER(19,2) CG BEGINNING
  BALANCE

6
Labor Ledger Balance Cont.

• FIELD NAMT FORMAT BUSINESS NAME
• MO1_ACCT_LN_AMT NUMBER(19,2) MONTH 1 AMOUNT
  (JULY)
• MO2_ACCT_LN_AMT NUMBER(19,2) MONTH 2 AMOUNT
  (AUGUST)
• MO3_ACCT_LN_AMT NUMBER(19,2) MONTH 3 AMOUNT
  (SEPTEMBER)
• MO4_ACCT_LN_AMT NUMBER(19,2) MONTH 4 AMOUNT
  (OCTOBER)
• MO5_ACCT_LN_AMT NUMBER(19,2) MONTH 5 AMOUNT
  (NOVEMBER)
• MO6_ACCT_LN_AMT NUMBER(19,2) MONTH 6 AMOUNT
  (DECEMBER)
• MO7_ACCT_LN_AMT NUMBER(19,2) MONTH 7 AMOUNT
  (JANUARY)
• MO8_ACCT_LN_AMT NUMBER(19,2) MONTH 8 AMOUNT
  (FEBRAURY)
• MO9_ACCT_LN_AMT NUMBER(19,2) MONTH 9 AMOUNT
  (MARCH)
• MO10_ACCT_LN_AMT NUMBER(19,2) MONTH 10 AMOUNT
  (APRIL)
• MO11_ACCT_LN_AMT NUMBER(19,2) MONTH 11 AMOUNT
  (MAY)
• MO12_ACCT_LN_AMT NUMBER(19,2) MONTH 12 AMOUNT
  (JUNE)
• MO13_ACCT_LN_AMT NUMBER(19,2) MONTH 13 AMOUNT
  (CLOSING)
• TIMESTAMP DATE TIMESTAMP

7
Accounting Cycle

• Chart of accounts updates (COA documents and
  reference tables) occur in FIS upon approval and
  are copied out to decision support environments
• Pending entry table for FIS labor documents
• Labor ledger contains detail salary and wage by
  person, position, type of pay, and pay period
  benefits are aggregated by accounting string
• Payroll encumbrances recorded in labor ledger as
  internal encumbrances updated with each normal
  payroll closing
• Entries processed by the labor poster are
  aggregated and fed to the general ledger

8
Labor Object Codes
9
Payroll Levels and Consolidations
10
Labor Object Benefits

11
Benefits Type

12
Benefits Calculation

13
Accounts Not Accepting Fringes

14
Sub Funds Not Accepting Wages

15
Document Types

16
Offset Definition

17
Salary Transfer
18
HV2520005 Entries From Side
19
Balance Inquiries

20
Balance Inquiry Examples

• Use Account 10-232-00 and Universal User IDs
  1000157558 and 0001138755 for the following
  examples
• CSF Tracker
• Account Status Base Funds
• Account Status Current Funds
• Labor Ledger A21 View
• Funding By Person
• Labor Ledger View
• July 1 Funding

21
Account View Main
22
Account View Report Selection
23
Labor Operating Detail
24
A-21 Effort Reporting

• After-the-Fact Activity Records method of
  accounting for effort of employees paid in whole
  or part, or cost shared on a sponsored agreement.

25
Effort Reporting Purpose

• Document effort and salaries paid direct from
  sponsored project
• Record cost sharing
• Maintain records for federal audits

26
A-21 Effort Reporting Scheduling

• Messages
• Academic 10-Pay
• 3 reporting periods (fall, spring, summer)
• Monthly 12-Pay
• 2 reporting periods (fall, spring)
• Biweekly/Hourly
• 4 reporting periods (quarterly based upon fiscal
  year)

27
A-21 Effort Report Creation

• LD- A21 Report Definition table

28
A-21 Effort Report LD A21 Definition Table

• Highlights of table
• Report number
• Title
• Period involved
• Report period begin/end date
• Expense transfer month and year
• Type
• Fiscal Period

29
Effort Reporting Labor Ledger A21 View

• A21 process retrieves the information from the
  LLA21 View based upon criteria entered within the
  LD A21 Definition Period table
• Captures normal pay, direct and cost shared based
  upon fiscal period
• Captures salary expense transfer activity

30
A-21 Effort Report Creation contd

• Batch Script Parameter Table (FIS)
• fis_a21_build.sh
• Script to build temporary A21 report data and
  load into temp tables for review by CG.

31
A-21 Effort Report Creation contd

• fis_a21_in_crdoc.sh
• Script to Create electronic A-21 documents in FIS
• Ensure LD A21 Definition Table status changed to
  OOpen

32
FIS A-21 Effort Report
xxxxxxxxxxxx
33
FIS A-21 Effort Report

• Unique document number
• Employee Name
• Report Number (Fiscal year, MMonthly, 02
  spring)
• Report period range represents months salary
  booked in FIS
• Account
• Cost Share
• Percent of Effort
• Salary Total (drill down to review LLA21 data
  extract)

34
FIS A-21 Effort Report

• Salary Total drill down LLA21View extract

xxxxxxxxxxxxx
xxxxxxx
35
Effort Report Routing Log

• Routed through FIS for Fiscal Officer (or
  delegate) approval. Until document final
  approved, may be corrected.

36
Effort Report Approval Process

• Recipient of FIS Electronic Effort Report
• Knowledgeable person
• Timesheets or project tracking
• Ad hoc route
• Print
• Print using ICON provides certification
• Approve as is or correct paper document
• Sign return to recipient
• Authorization to make corrections and okay
• Retain document in department

37
Effort Report Auto SET

• Change of effort will generate an automatic
  salary expense transfer in FIS

This ST was created by updating an A21 Doc
01-FH9328305
Xxxxxxxxxxxx
38
Effort Report SET

• Modifications to effort report generates an
  automatic salary transfer in FIS which books to
  the fiscal year and fiscal period reflected on
  the modified effort report.
• Example 2005M01 covers period 7/1/04
  12/31/04. Salary transfer books to the LLA21View
  fiscal period 12/31/04.
• Automatic document approval to keep effort
  reports and LLA21V in sync
• FYIs based upon the FIS routing hierarchy

39
A-21 Effort Report Recreates

• Method to do a single recreate if deemed
  necessary within FIS.
• Keeps history for audit purposes

40
Effort Report Follow-up

• Pre-Defined Query
• On a quarterly basis generate list of outstanding
  reports by Chart and Responsibility Centers
• Doc number
• Person name
• Report period
• Create word document and attach to e-mail to the
  Fiscal Officer asking for status

41
Effort Reporting
Getting Effort Reports certified is a never
ending race. E enhancements we hope to have in
place in the near future 1. Mass Printing from
the FIS Inbox 2. Account title and account
project director name to the A21
Effort Report.
Thanks
42
FIS HRMS Interface

• The HRMS application interfaces with the FIS in a
  number of ways
• DB links to the Shared Universal Data Store
  (SUDS) are used to validate data entered directly
  into E-Docs and the HRMS application
• Edits against the SUDS views are performed as
  part of payroll closings
• E-docs are used to front-end data entry into the
  system
• Electronic documents allow users to engage in the
  following HRMS related transactions

43
HRMS E-Docs

44
HRMS E-Docs Continued

• HRMS E-docs are routed using the EDEN routing and
  approval engine and delivered to the fiscal
  approver, personnel approver, undergoes any
  special conditions routing, and then is sent on
  to the final approvers (HR, Academic, Payroll,
  etc).
• After achieving final approval, the HRMS
  PeopleSoft tables are updated with the
  information contained in the E-doc.
• E-docs contain business rules and ensure the
  accuracy of data entered.
• Prior to the implementation of E-docs it was
  often necessary to track through numerous HRMS
  screens to perform an action. Now the
  information needed to process a transaction is
  requested on a small set of screens and HRMS is
  updated automatically on final approval.

45
Customized HRMS Funding

• Indiana University was able to retain much of the
  delivered processes for closing an HRMS payroll.
  However, since we chose to implement our own
  funding module, it was necessary to develop
  programs to create the accounting entries. As
  mentioned above these processes validate against
  SUDS views. In addition entries are written to a
  detailed HRMS labor ledger and then are extracted
  to the FIS labor ledger staging directory for
  processing.

46
HRMS Funding Diagram
47
End of Presentation

• QUESTIONS?