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Slide 1 FastFacts Feature Presentation January 22, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation January 22, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation January 22, 2009 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

2 Slide 2 Todays Topic Well be looking at... Inactivating Non Sponsored Cost Objects What steps you should take prior to inactivation The workflow associated with an inactivation request The most common reasons for request rejections

3 Slide 3 Todays Presenter Diana Burke Senior Accountant in the Office of Financial Quality Control (FQC) at JHUs Controllers Office

4 Slide 4 Session Segments Presentation Diana will provide an overview of the non sponsored inactivation process. During Dianas presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Diana will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6 Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7 Slide 7 Inactivating Non Sponsored Cost Objects

8 Slide 8 Agenda Today, well be taking a look at: Steps departmental owners should take to ensure inactivation of a non sponsored cost object Associated workflow and turnaround time The most common reasons for request rejection

9 Slide 9 Checklist for Inactivation of Non Sponsored Cost Objects What should I do to prepare my cost object (CO) for inactivation? Is the balance zero? If CO is a cost center, is it a responsible cost center (RCC)? Are there open commitments? Has the CO been used in labor distribution in the last six months? Does the CO have an active depreciating asset? For funds, if the fund is being derived for any active cost object, did you provide a replacement fund with your request?

10 Slide 10 Inactivation Quick Reference Guide Cost CenterNS Internal OrderFund Is the balance 0?BW Controlling > Actual Trend / BW Funds Management > NS Financial Summary BW Funds Management > Statement of Changes in Fund Balance / NS Current Year Activity / NS Financial Summary Is CC a Responsible Cost Center (RCC)? Use web file Internal Order to CC Crosswalk orInternal Order to CC Crosswalk BW FM > NS Financial Summary Are there open commitments? BW Funds Management > NS Financial Summary / Various BW reports Has CO been used in labor distribution in last 6 months? BW Human Resources > Finance Admin > Labor Distribution by Total Dollars Does CO have an active depreciating asset? BW Assets > Asset Master Is fund derived for any active CO? Did you provide a replacement fund in your request?

11 Slide 11 Is the balance zero? For Cost Centers (CC) and Non Sponsored Internal Orders (NSIO): Begin with BW > Finance > Controlling > Actual Trend Run report for time period 6/7 thru current FY period Change decimal places to 2 (through Properties) and add Free Characteristic Cost Element (with text)

12 Slide 12 Is the balance zero? For Cost Centers (CC) and Non Sponsored Internal Orders (NSIO): If there is a balance in Controlling, pull BW Funds Management (FM) report(s): FM > Finance > Non Sponsored Financial Summary FM > Finance > Current Year Activity

13 Slide 13 Why is there a balance in Controlling, but not in Funds Management? Scenarios where the balance in the CO and FM modules do not match: A capital asset was purchased and is still active (cost object will not be inactivated) The cost object has been used to fund a sponsored cost overrun (cost object will not be inactivated until grant is closed) The cost object rolls up to a 10 fund typeGeneral Operating Fund (cost object will be inactivated)

14 Slide 14 Is the cost center a responsible cost center (RCC)? You must verify that CC is not an RCC for any active internal orders. Use the web file Active Internal Order to Cost Center Crosswalk on the FI Master Data website for your research.

15 Slide 15 Another method for verifying that CC is not an RCC for any active internal orders. Use BW > Finance > Funds Management > Non Sponsored Financial Summary Is the cost center an RCC?

16 Slide 16 Does the CO have any open commitments? BW > Finance > Funds Management > Non Sponsored – Financial Summary Provides you with the big picture Non Sponsored – Financial Summary has drilldown capability to the NS Financial Detail link For typical commitments, there are individual reports BW > Supply Chain > Procurement > Purchase Orders per CO BW > Supply Chain > Procurement > Shopping Carts per CO If you find commitments, either wait until the commitment is expensed, or take steps to have the stuck commitment cleared

17 Slide 17 View of Open Commitments BW Finance > Funds Management > Non Sponsored Financial Summary

18 Slide 18 Has the CO been used in labor distribution during the last 6 months? BW Human Resources > Finance Admin > Labor Distribution – Total Dollars by Occupation Run for (at least) 6 month period (prior to request) Bring in free characteristics Posting date Wage type If used in this six month timeframe, request will be rejected, except in special circumstances.

19 Slide 19 Does the cost object have an active asset? To research this further BW Finance > Assets > Asset Master Run for current FY period (provides all information) Your request will be rejected by Financial Quality Control (FQC). You can choose to work with the Fixed Asset Shared Service Center (FASSC) to transfer, dispose of, or retire the asset.Fixed Asset Shared Service Center (FASSC)

20 Slide 20 Whats different about inactivation of funds? Use various BW Funds Management report(s) Finance > FM > Statement of Changes in Fund Balance Finance > FM > Non Sponsored – Financial Summary Finance > FM > Non Sponsored – Current Year Activity For JHU fund types 35 and 36 (endowments), additional approval from JHU General Accounting is required. If the fund is being derived for active cost objects or other SAP master data, provide replacement fund information with your request.

21 Slide 21 My CO is ready. Now what? My CO is ready for inactivation. Now what and how long does it take? Complete the SAP support team WEB request form with built-in approval workflow at the URL: http://www.jhu.edu/hopkinsone/Support/FinanceMasterData.htm http://www.jhu.edu/hopkinsone/Support/FinanceMasterData.htm JHU, Controllers Office, FQC will review and approve/reject FI master data team processes inactivations twice a month Based on a semi-monthly schedule determined by Payroll Shared Services

22 Slide 22 Why was my inactivation request rejected? The Cost Object (CO): Is already closed, or it is a duplicate request. Has a balance that must be zeroed. Has an active asset. Has been used in labor distribution within the last six months. Has open commitments. Is a responsible cost center. Has been used to fund a sponsored cost overrun.

23 Slide 23 How can I tell if my internal order is already inactive? For NS Internal Orders Use R/3 Transaction Code KO03 – Display Internal Order The second tab, Control Data, will tell you if the IO has been CLSD or is REL released for postings (open).

24 Slide 24 How can I tell if my CC is already inactive? For Cost Centers Use R/3 Transaction Code KS03 – Display Cost Center The second tab, Control, has a Lock sectionif the six boxes are checked, the CC is technically closed for postings

25 Slide 25 In Conclusion Todays presentation covered the basics of inactivating non sponsored cost objects and funds. There are multiple ways of finding the same information in SAP/BW. By meeting the criteria outlined, you ensure your request will be processed in a timely manner.

26 Slide 26 Resources Financial Quality Control – Controllers Office fqchelp@jhu.edu 410-516-3277 Enterprise Business Solutions – Finance Master Data http://www.jhu.edu/hopkinsone/Support/Finance.htm JHUMasterDataSupport@jhu.edu Your Divisional Business Office Administrative Bulletin

27 Slide 27 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.

28 Slide 28 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

29 Slide 29 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!

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