Kuali Conference 10/11/2005 Labor Ledger Processing & A21 Effort Reporting

Agenda Topics Basic tables: Labor Ledger Detail and Labor Ledger Balance Accounting cycle and Kuali reference tables – object codes, pooled benefits, rates for C&G accounts, accounts not accepting fringes, sub funds not accepting wages Kuali 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 (PDQ’s), & Standard Reports Overview of A21 effort reporting Overview of HRMS PeopleSoft interface

Labor Ledger Detail FIELD NAMEFORMATBUSINESS NAME UNIV_FISCAL_YRNUMBER(4)FISCAL YEAR FIN_COA_CDVARCHAR2(2)CHART ACCOUNT_NBRVARCHAR2(7)ACCOUNT NUMBER SUB_ACCT_NBRVARCHAR2(5)SUB ACCOUNT FIN_OBJECT_CDVARCHAR2(4)OBJECT CODE FIN_SUB_OBJ_CDVARCHAR2(3)SUB OBJECT FIN_BALANCE_TYP_CDVARCHAR2(2)BALANCE TYPE FIN_OBJ_TYP_CDVARCHAR2(2)OBJECT TYPE UNIV_FISCAL_PRD_CDVARCHAR2(2)FISCAL PERIOD FDOC_TYP_CDVARCHAR2(4)DOCUMENT TYPE FS_ORIGIN_CDVARCHAR2(2)ORIGIN CODE FDOC_NBRVARCHAR2(9)DOCUMENT NUMBER TRN_ENTR_SEQ_NBRNUMBER(5)SEQUENCE NUMBER POSITION_NBRVARCHAR2(8)POSITION NUMBER PROJECT_CDVARCHAR2(10)PROJECT CODE TRN_LDGR_ENTR_DESCVARCHAR2(40)TRANSACTION DESCRIPTION TRN_LDGR_ENTR_AMTNUMBER(19,2)TRANSACTION AMOUNT TRN_DEBIT_CRDT_CDVARCHAR2(1)DEBIT CREDIT CODE TRANSACTION_DTDATETRANSACTION DATE ORG_DOC_NBRVARCHAR2(10)ORG DOCUMENT NUMBER ORG_REFERENCE_IDVARCHAR2(8)ORG REFERENCE ID FDOC_REF_TYP_CDVARCHAR2(4)REFERENCE DOCUMENT TYPE FS_REF_ORIGIN_CDVARCHAR2(2)REFERENCE ORIGIN CODE

Labor Ledger Detail Cont. FIELD NAMEFORMATBUSINESS NAME FDOC_REF_NBRVARCHAR2(9)REFERENCE DOCUMENT NUMBER FDOC_REVERSAL_DTDATEREVERSAL DATE TRN_ENCUM_UPDT_CDVARCHAR2(1)ENCUMBRANCE UPDATE CODE TRN_POST_DTDATEPOST DATE PAY_PERIOD_END_DTDATEPAY PERIOD END DATE TRN_TOTAL_HRNUMBERTRANSACTION TOTAL HOURS PYRL_DT_FSCL_YRNUMBER(4)PAYROLL DATE FISCAL YEAR PYRL_DT_FSCLPRD_CDVARCHAR2(2)PAYROLL DATE FISCAL PERIOD EMPLIDVARCHAR2(11)EMPLOYEE ID EMPL_RCDNUMBER(3)EMPLOYEE RECORD CODE ERNCDVARCHAR2(3)EARN CODE PAYGROUPVARCHAR2(3)PAYGROUP SAL_ADMIN_PLANVARCHAR2(4)SALARY ADMIN PLAN GRADEVARCHAR2(3)GRADE RUN_IDVARCHAR2(10)PAYROLL RUN ID LL_ORIG_FIN_COA_CDVARCHAR2(2)ORIGINAL CHART LL_ORIG_ACCT_NBRVARCHAR2(7)ORIGINAL ACCOUNT NUMBER LL_ORIG_SUB_ACCT_NBRVARCHAR2(5)ORIGINAL SUB ACCOUNT LL_ORIG_FIN_OBJECT_CDVARCHAR2(4)ORIGINAL OBJECT CODE LL_ORIG_FIN_SUB_OBJ_CDVARCHAR2(3)ORIGINAL SUB OBJECT COMPANYVARCHAR2(3)COMPANY SETIDVARCHAR2(5)SET ID TIMESTAMPDATETIMESTAMP

Labor Ledger Balance FIELD NAMEFORMATBUSINESS NAME UNIV_FISCAL_YRNUMBER(4)FISCAL YEAR FIN_COA_CDVARCHAR2(2)CHART ACCOUNT_NBRVARCHAR2(7)ACCOUNT NUMBER SUB_ACCT_NBRVARCHAR2(5)SUB ACCOUNT FIN_OBJECT_CDVARCHAR2(4)OBJECT CODE FIN_SUB_OBJ_CDVARCHAR2(3)SUB OBJECT FIN_BALANCE_TYP_CDVARCHAR2(2)BALANCE TYPE FIN_OBJ_TYP_CDVARCHAR2(2)OBJECT TYPE POSITION_NBRVARCHAR2(8)POSITION NUMBER EMPLIDVARCHAR2(11EMPLOYEE ID ACLN_ANNL_BAL_AMTNUMBER(19,2)ANNUAL BALANCE FIN_BEG_BAL_LN_AMTNUMBER(19,2)FINANCIAL BEGINNING BALANCE CONTR_GR_BB_AC_AMTNUMBER(19,2)C&G BEGINNING BALANCE

Labor Ledger Balance Cont. FIELD NAMTFORMATBUSINESS NAME MO1_ACCT_LN_AMTNUMBER(19,2)MONTH 1 AMOUNT (JULY) MO2_ACCT_LN_AMTNUMBER(19,2)MONTH 2 AMOUNT (AUGUST) MO3_ACCT_LN_AMTNUMBER(19,2)MONTH 3 AMOUNT (SEPTEMBER) MO4_ACCT_LN_AMTNUMBER(19,2)MONTH 4 AMOUNT (OCTOBER) MO5_ACCT_LN_AMTNUMBER(19,2)MONTH 5 AMOUNT (NOVEMBER) MO6_ACCT_LN_AMTNUMBER(19,2)MONTH 6 AMOUNT (DECEMBER) MO7_ACCT_LN_AMTNUMBER(19,2)MONTH 7 AMOUNT (JANUARY) MO8_ACCT_LN_AMT NUMBER(19,2)MONTH 8 AMOUNT (FEBRAURY) MO9_ACCT_LN_AMTNUMBER(19,2)MONTH 9 AMOUNT (MARCH) MO10_ACCT_LN_AMTNUMBER(19,2)MONTH 10 AMOUNT (APRIL) MO11_ACCT_LN_AMTNUMBER(19,2)MONTH 11 AMOUNT (MAY) MO12_ACCT_LN_AMTNUMBER(19,2)MONTH 12 AMOUNT (JUNE) MO13_ACCT_LN_AMTNUMBER(19,2)MONTH 13 AMOUNT (CLOSING) TIMESTAMPDATETIMESTAMP

Accounting Cycle Chart of accounts updates (COA documents and reference tables) occur in Kuali upon approval and are copied out to decision support environments Pending entry table for Kuali 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 payroll closing Entries processed by the labor poster are aggregated and feed the general ledger

Labor Object Codes

Payroll Levels and Consolidations

Labor Object Benefits

Benefits Type

Benefits Calculation

Accounts Not Accepting Fringes

Sub Funds Not Accepting Wages

Document Types

Offset Definition

Salary Transfer

HV Entries – From Side

Balance Inquiries

Balance Inquiry Examples Use Fiscal Year 2005, Account , and Universal User ID’s and 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

Kuali Labor Ledger Enhancements Labor Ledger Scrubber – similar to the GL scrubber - will validate accounting transactions against the chart of accounts but will likely perform far less offset generation than in the GL Labor Ledger Correction Process (LLCP) – similar to the GL Correction Process (GLCP) e- doc - will allow auditable corrections to labor files from the nightly accounting cycle and the upload of externally generated labor transactions

Account View Main

Account View Report Selection

Labor Operating Detail

Conclusion of Labor Ledger Presentation Questions?

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

A-21 Effort Report - Effort Labor Ledger - Pay –Feeds General Ledger Daily tracking –Labor Ledger A21 View Books to fiscal year and fiscal period –Actual tracking of cost share –Reflects salary cost transfers

A-21 Effort Reports - Scheduling Messages Important notices and IU policy A21 effort reports Academic 10-Pay –3 reporting periods (Fall, Spring, Summer) Monthly 12-Pay –2 reporting periods (Fall, Spring) Biweekly/Hourly/Professional Non-Exempt –4 reporting periods (Quarterly, Beginning FY)

Effort Reporting – FIS Definition Table Financial Information System (FIS) definition table to set parameters –Report number & fiscal year (i.e., 2005M02) –Title (i.e., Monthly Spring, Academic Fall, etc.) –Report period begin/end date –Position object ( AC, PA, CL, HO) –Type (12, 10, SU, BI) –Fiscal period transfer month –Fiscal year transfer month –Status N or O

A-21 Effort Report – FIS Definition Table (Cont’d) Example: LD - A21 Report Definition Table

A-21 Effort Report – FIS Report Table FIS Report Period Table – set parameters –Identifies report number, fiscal year, fiscal period

A-21 Effort Report – Data Extract Data extract –Normal pay Paid on sponsored project, in part or whole –Cost share –Sub Accounts Expense sub accounts aggregate to main account Cost share sub account, extracts separately

A-21 Effort Report – A-21 Build Batch Scripts Parameters Table (FIS) fis_a21_build.sh –Script to build temporary A21 report data and load into temp tables for review by C&G

A-21 Effort Report – Web Queries More verification of effort data via query results –Basics include List by employee id, account numbers, percent of effort and salary dollars –Verify against the Labor Ledger A21 View (spot check data integrity) –Academic and monthly pay appointments (duplicate)

A-21 Effort Report – Document Create fis_a21_in_crdoc.sh –Script to create electronic A-21 documents in FIS –Ensure LD A21 Definition Table status changed to ‘O’ (Open)

FIS A-21 Effort Report – FIS Document xxxxxxxxx xxx

FIS A-21 Effort Report – FIS Document (Cont’d) Unique document number Employee name Report number (Fiscal year, M=Monthly, 02 = spring) Report period range represents months salary booked in FIS Account (drill down) Cost share Percent of effort Salary total (drill down to review LLA21 data extract) Modifications allowed

Salary total drill down in the FIS xxxxxxxxxxxxx xxxxxxx FIS Balance Inquiries LL A21 View

A-21 Effort Report - Routing Log Routed in FIS for A-21, fiscal officer or account delegate approval. Until document final approved, may be corrected Example: Document “Route” button

A-21 Effort Report - Approval Process Recipient of FIS Electronic Effort Report –Knowledgeable person Timesheets or project tracking Ad hoc route Print –Print FIS inbox print multiple documents (includes certification language and signature line) Single print icon Approve and/or correct paper document Sign & return to recipient Authorization to make corrections and approve Retain document in department

A-21 Effort Report -Auto SET Change to the A-21 Effort Report document will generate an automatic salary expense transfer in FIS This ST was created by updating an A21 Doc# 01- FH Xxxxxxxxxxxx

A-21 Effort Report - Modification 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/ /31/04. Salary Transfer books to the LL A21 View fiscal period 12/31/04. –Automatic document approval to keep effort reports and LL A21 View in sync –FYI’s based upon the FIS routing hierarchy

A-21 Effort Report – Re-Creates Method to do a single recreate if deemed necessary within FIS –Keeps history for audit purposes

A-21 Effort Report – Unapproved Follow-up Pre-Defined Query (PDQ) –On a quarterly basis generate list of outstanding reports by chart and responsibility centers Document number Person name Report period –Create word document Attach to Route to the fiscal officer asking for status

Effort Reporting Getting Effort Reports certified is a never ending race *Kuali – route to Project Directors for approval Thanks

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:

Customized HRMS E-Docs

Customized HRMS E-Docs Cont. 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.

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.

HRMS Funding Diagram

End of Presentation Questions?