1. Slide 1 FastFacts Feature Presentation March 11, 2014 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code: 182500 To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2012 The Johns Hopkins University. All rights reserved.

2. Slide 2 Today’s Topic We’ll be taking a look at… Resolving Commitments

3. Slide 3 Today’s Presenter Art Kennedy Senior accountant for the Office of Financial Quality Control (FQC) in JHU’s Controller’s Office

4. Slide 4 Session Segments Presentation Art will talk about how to identify and resolve commitments. During Art’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Art 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 you’re having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu

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

7. Slide 7 How To View Full Screen Click Here

8. Slide 8 Resolving Commitments

9. Slide 9 Agenda After today’s presentation, you will be able to: Define a commitment Run a report to identify commitments Research commitments Identify and resolve commitments

10. Slide 10 Defining Commitment What is a commitment? “An engagement to assume a financial obligation at some future date” (Webster’s Online Dictionary, 2009) At JHU, commitments might also be called: Encumbrances Funds Commitments Funds Reservations

11. Slide 11 BW Reports Summary – GL level NS Financial Summary Sponsored Revenue Expense Summary Detail – Document number level NS Financial Detail Sponsored Rev-Exp Detail – Multiple Periods

12. Slide 12 BW Report Resources Link to live Fast Facts demonstration of Advanced BW Techniques (http://lms4.learnshare.com/l.aspx?Z=Xy6IBubX0aac4%2feaI akbAaLIef%2fPCxM4M0p1yUtIcNE%3d&CID=89) (http://lms4.learnshare.com/l.aspx?Z=Xy6IBubX0aac4%2feaI akbAaLIef%2fPCxM4M0p1yUtIcNE%3d&CID=89) Financial Quality Control also has saved favorites on their website you can use to view commitments: http://finance.jhu.edu/reports_guides/sap_assistance/saved_f avorites/save_fav.html http://finance.jhu.edu/reports_guides/sap_assistance/saved_f avorites/save_fav.html

13. Slide 13 Non Sponsored – Financial Summary

14. Slide 14 Non Sponsored Commitment Reporting Detail (BW Saved Favorite)

15. Slide 15 Run a NS Financial Detail Report Non Sponsored Financial Detail report The goal of running this report is to: Display commitments that do not have a zero balance by “Doc Nbr” in categories Steps to running the report: 1. Select the Non Sponsored – Financial Detail report 2. Enter a cost object for the current period and execute the report

16. Slide 16 Formatting a Detail Report Below are the steps we will follow formatting the report: Suppress all results Show repeating text Delete rows and columns, using the Delete icon Then add the free characteristics in the order you would like them presented, using the Drill Down icon Apply a filter on Commitment Key Figure Link to Fast Facts Advanced BW Techniques: http://lms4.learnshare.com/l.aspx?Z=Xy6IBubX0aac4%2feaI akbAaLIef%2fPCxM4M0p1yUtIcNE%3d&CID=89

17. Slide 17 Create Condition Steps to creating today’s condition: Select a single characteristic or combination of characteristics Check “Doc Nbr” Check and select “2014 Commitments” from the drop-down From the next drop-down, select ][ Enter 0 (zero) Click Transfer

18. Slide 18 Presentation/Demonstration

19. Slide 19 Formatted Report Results are simple and easy to read that display only open commitments by document number. Removes duplicate document numbers due to additional fields. Allows for easy drill down on specific items. Commt/Actual Detail displays the transaction category.

20. Slide 20 Types of Commitments Payroll commitments Funds commitment Non-payroll commitments Business trip Funds reservation Parked document Purchase order

21. Slide 21 Payroll Commitments Document number and category displayed These funds commitments are future salary and fringe encumbrances. Payroll commitments have 10-digit document numbers that start with 9. Add Fiscal Year/Period to see when commitment will post

22. Slide 22 BW Commitment Reporting Detail will show details of payroll commitments going forward by name, which can be changed using an Eform. If you submitted an Eform and the commitment is still there make sure it was submitted before the cutoff, otherwise it will be corrected on the next payroll run. Finally EBS runs a scheduled report to validate payroll commitments, if you feel you still have an issue please email fqchelp@jhu.edu fqchelp@jhu.edu Payroll Commitments

23. Slide 23 Non-Payroll Commitments Common examples: Shopping carts – Funds reservations/purchase requisitions whose 10-digit document numbers start with 1 Purchase orders – 10-digit numbers that start with 2 Travel – 8-digit numbers that start with the employee’s personnel area Parked – 10-digit numbers beginning with an 18 for a revenue parked doc and a 19 for an expense parked doc

24. Slide 24 Shopping Carts Document number and category displayed Shopping carts are funds reservations/purchase requisitions whose 10-digit document numbers start with 1. Once they are approved and processed, they become purchase orders. Add posting date for age of shopping cart Shopping carts generally convert to POs relatively quickly. Any item older than a year should be reviewed.

25. Slide 25 Find SC associated with a PO Use ECC transaction code ZSC1 to find the shopping cart associated with a PO. Displays the PO number and the line item. Date range should be 1-1-2006 through current date

26. Slide 26 Clear Shopping Cart Commitments Shopping cart converted to a PO, send an email to pomaintenance@jhu.edu pomaintenance@jhu.edu Shopping cart not never converted to a PO, is completed by requester. Follow steps in this link: http://ssc.jhmi.edu/supplychain/guides/training_and_support/update_del ete_cart.pdf http://ssc.jhmi.edu/supplychain/guides/training_and_support/update_del ete_cart.pdf Additional information about shopping carts can be found on Supply Chain’s website: http://ssc.jhu.edu/supplychain/ training/index.htmlhttp://ssc.jhu.edu/supplychain/ training/index.html Email additional questions to: pomaintenance@jhu.edupomaintenance@jhu.edu

27. Slide 27 Purchase Orders Document number and category displayed After a shopping cart has been approved, it becomes a purchase order. Purchase orders are 10-digit numbers that start with 2. Add posting date for age of purchase order POs will remain active longer than shopping carts, however they must be reviewed. POs with a remaining balance of $.01-$.02 often are split cost and have a commitment balance due to rounding.

28. Slide 28 Researching Purchase Orders Use ECC transaction code ME23N (Display Purchase Order). Link to ME23N Fast Facts: https://lms4.learnshare.com/l.aspx?CID=89&A=1&T=233461 https://lms4.learnshare.com/l.aspx?CID=89&A=1&T=233461

29. Slide 29 Closing Purchase Orders If you’re sure that a PO should be closed, contact PO Maintenance (pomaintenance@jhu.edu).pomaintenance@jhu.edu Your request must include the following: Purchase order number Vendor name Vendor number Assurance that no further goods or invoices will be received Reason for request to close PO If you are creating a new PO to supersedes the old PO, please include this in the internal notes and vendor texts For more information on the ME23N transaction, visit the Supply Chain Support site (http://ssc.jhmi.edu/supplychain/training/index.html).http://ssc.jhmi.edu/supplychain/training/index.html

30. Slide 30 Travel Travel and business expense commitments are created for business trips. The first two digits specify the personnel area, and the remaining numbers are based on sequencing. For example, TRIP commitments 150xxxxx belong to the Whiting School of Engineering. TRIP commitments over a year old should be reviewed. Document number and category displayed Add vendor and posting date

31. Slide 31 Reviewing Travel Commitments in ECC Use transaction “Query: Personnel/Trip Number” to find the PERNR linked to the trip. This is found in the Enduser Role folder. Use Vendor Line Items or Travel Expense Payment History to determine if a payment has been made for this Trip Number. Use Trip – Travel Manager to view details of the commitment.

32. Slide 32 TRIP – Travel Manager 1.Enter the PERNR of the person taking the business trip. 2.Click “List of All Trips.” 3.List of all business trips will open. Notice there are two sections: Open Trips and Paid Trips. a)If the trip is in the Open Folder – it is the Department’s responsibility to take care of the commitment. b)If the trip is in the Paid Folder – please email FQChelp@jhu.edu for assistance.FQChelp@jhu.edu

33. Slide 33 Paid Trip If a business trip is paid, please email FQChelp@jhu.eduFQChelp@jhu.edu Trip number Vendor Open amount SAP Document number for the payment (screen shot below from Vendor Line Items)

34. Slide 34 Open Trips (Not Paid) It is very important to note, if this is a legitimate expense and the person is not in your department or no longer an employee of JHU, the workflow needs to be completed for payment. 1.Select the Open Trip you want to research. 2.Click the History icon. Look to see what has happened with the Trip. Has the workflow been completed? Who created the business trip? Displays JHED ID. Has the workflow started? If yes, look for WF-BATCH.

35. Slide 35 Find Workflow Open the workflow. If you don’t see a workflow, check the bottom of the screen to see if there is a workflow. If it has not been started, you need to save the item and begin the workflow.

36. Slide 36 View Workflow If the Results column has “Approved,” Agents column displays Approver name. If the Status column has “Ready” and the Agents column has “Information,” click Information to see who has the item. Select the most recent workflow line. If the Status column has “Mail Sent,” workflow approval is completed and the TRIP is queried for APSS approval and payment.

37. Slide 37 Valid Reasons to Delete a Trip Trip was created in error or never happened Trip was created before event and cancelled Trip was incorrectly created and a new trip will be or has been created Trip was paid via another method Trip was created for a non-reimbursable expense

38. Slide 38 Deleting a Trip In List of All Open Trips, Under “Open Trips”, highlight the top line of the trip. Click Delete icon.

39. Slide 39 In Conclusion Today’s presentation provided an overview of identifying and researching various types of commitments using ECC and BW. The same procedures and transactions apply to sponsored and non sponsored cost objects when reconciling commitments. Remember, grants cannot be closed with open commitments. Department’s responsibility: Perform monthly reconciliation of BW financial statements to ensure that commitments are expensed. If a commitment remains open on your cost object indefinitely, try to determine the problem. fqchelp@jhu.edufqchelp@jhu.edu for additional assistance

40. Slide 40 Resources BW Saved Favorites: http://finance.jhu.edu/reports_guides/sap_assistance/saved_favorites/save_fav.html Link to Advanced BW Techniques FastFacts: https://lms14.learnshare.com/catalog/display.resource.aspx?ResourceID=447038 Link to ME23N FastFacts: https://lms4.learnshare.com/l.aspx?CID=89&A=1&T=233461 https://lms4.learnshare.com/l.aspx?CID=89&A=1&T=233461 Purchase Order Maintenance contact information: pomaintenance@jhu.edu Financial Quality Control – Controller’s Office fqchelp@jhu.edu 410-516-3277

41. Slide 41 We’re 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. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Q&A

42. Slide 42 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

43. Slide 43 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!