Get Committed – Use Unit Defined Commitments

2 Overview What are Unit Defined Commitments (UDC’s)? Demo UDC Reports

3 What are Unit Defined Commitments (UDC’s)? Planned expenditures or revenues (i.e. encumbrances) a unit expects to pay or receive at a certain period of time Departments can record revenue and expense commitments using the Commitment panel in our central system or a loader file.

4 Why would you want to use UDC’s? Why would you want to use UDC’s? The revenue and expense commitments are maintained in the central financial system which allows units to have a better overall picture of their financial health all in one location Data is backed up with production data Data is loaded into the Data Warehouse and updated hourly Can load future fiscal years It’s FREE!

5 What kind of encumbrances can be recorded using UDCs? Consultant Fees for a specific time period Large dollar purchases Anything you want to encumber No impact on book of record

6 Demo - Unit Defined Commitments Sign into MPathways Financials & Physical Resources System

7 Demo - Unit Defined Commitments Navigation: General Ledger > Unit Defined Commitments

8 Demo - Unit Defined Commitments

9 To look up an existing commitment, select Find an Existing Value

10 Demo - Unit Defined Commitments For a new commitment, select Add a New Value For a new commitment, select Add a New Value Click Add Click Add

11 Demo - Unit Defined Commitments Commitment No. says NEXT until you Save the commitment. Commitment No. says NEXT until you Save the commitment. One panel for entering a UDC One panel for entering a UDC

12 Demo - Unit Defined Commitments The hardest concept to learn is the Begin and End/Pay Date. The hardest concept to learn is the Begin and End/Pay Date. Commitment Example: No Fiscal Year or Accounting Period

13 Unit Defined Commitments Unit Defined Commitment Dates The Unit Defined Commitment must have a Begin Date less than the end date of the Accounting period (last day of month) and an End/Pay Date greater than or equal to the last date of the accounting period (last day of month) Example: For a commitment to show up on a March PBSR report the begin date has to be less than 3/31/2007 and the end date has to be greater than or equal to 3/31/2007. If you wanted a commitment to roll off a report automatically at the end of a certain month, in this example, you would use an end date of 3/30/2007 and that commitment would NOT show up on your March report.

14 Unit Defined Commitments – Load Template

15 Unit Defined Commitments – Excel Loader File

16 Unit Defined Commitments Navigation: General Ledger > Unit Defined Commitments > Load UDC File

17 Unit Defined Commitments-Load UDC File

18 Unit Defined Commitments-Load UDC File

19 Unit Defined Commitments-Load UDC File

20 Unit Defined Commitments-Reports After commitments are loaded either by UDC page or the upload file – run reports

21 Unit Defined Commitments –Report by P/G

22 Unit Defined Commitments-PBSR

23 Unit Defined Commitments-BusinessObjects UDC table in BusinessObjects is now updated on the half hour from 7:30 – 6:30 Mon- Sat, except Holidays

24 Questions?

25 Contacts Lisa Harris Business Systems Analyst Financials CPU Michigan Administrative Information Services

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