1. OBM CHARTFIELD WEBINAR November 12 & 13, 2013

2. * WELCOME * STATE AGENCIES * BOARDS AND COMMISSIONS * UNIVERSITIES

3. * AGENDA * Opening * Chartfield Updates * Q & A

4. * Opening * Thank you for Attending * Introduction of our Hosts * HCM TEAM * OBM Training Academy * OBM IT * OBM RACM GL TEAM

5. * Chartfield Updates * Changes Mandated in the System * Exceeded limits set by DAS OIT on the Chartfield System * Decommissioning of software * Updates needed to Chartfield Requests * Integration of FIN and HCM via Department Chartfield

6. * Chartfield Updates * Exceeding Limits * 8,000 items per chartfield was exceeded * Warning messages were being displayed to end users causing concern * Decommissioning of Software * DAS OIT had “Sun setted” the background programs for making data entry screens. No updates could be made in the future. * Each Chartfield has it own instruction set

7. * Chartfield Updates * Updates Needed to Chartfield Requests * GRANT: Agency requested adding the “C” for County Adding the “D” Option on Action Required * PROGRAM: Removing non essential fields * DEPARTMENT: Removing non essential fields * Integration of FIN and HCM – DEPARTMENT CHARTFIELD * New Strategy * Re-write of the DEPARTMENT CHARTFIELD to integrate FIN and HCM

8. * GRANT * Additions * Action Required now has the “D” Option for Permanent Deactivation * The Fourth Character of the GRANT VALUE now allows for the “C” option to track grants by COUNTY

10. * PROGRAM * Removing non essential fields * Adding the “R” and “T” Options in the Action Required Field * R = Reactivate an Inactive Program Value * T = Tree Changes Only

12. * DEPARTMENT * Removing non essential fields * Adding the “R” and “T” Options in the Action Required Field * R = Reactivate an Inactive Department Value * T = Tree Changes Only * New Integration between FIN & HCM

13. * Integration of FIN and HCM – DEPARTMENT CHARTFIELD * New Strategy * Re-write of the DEPARTMENT CHARTFIELD to integrate FIN and HCM * One request form for FIN and HCM * New fields for HCM

15. * Initial Definitions * Funding Only Department IDs, and PAY * Departments used in Positions versus Funding only * Department Chartfields versus Department IDs * The Position Page: Main Menu>Organizational Development>Position Mgmt>Maintain Positions Budgets>Add/Update Position Info (let’s look at a position in HCM)

17. * Existing HCM Parent Node * If the Department you are doing an entry on does not exist in system, put N/A * If it does exist, put PAY if it is currently for funding only * If it does exist and is currently used for Positions, put the current Parent Node. * If you unaware of what your current HCM Tree Structure is, email rodney.clifton@das.ohio.gov and I will provide you a current spreadsheet.rodney.clifton@das.ohio.gov

18. * New HCM Parent Node * If the Department you are doing an entry on does not exist, and you want to Add it for Funding Only, put PAY * If the Department does not exist, and you want to use for Positions, put the Parent Node it should be under. * If this is an Inactivation, put PAY. * If changing Parent Nodes, or going from PAY (no security) to Security, put the new Parent Node. * Put N/A if no change from Existing to New.

19. * HCM Location Code * If your entry is funding only, or an inactivation, put N/A * If your entry will be for Positions, and you want a default location code to pop in on the Position Page when you enter this Department ID, put in the location code. * If you are unsure, put N/A

20. * Default Code 1 and 2 * These are default combo codes. * Please give us two combo codes that are used as default codes. * These are only needed when the Department you are doing entry on will be used for Positions. Everything else can be N/A.

21. * Funding Only (F)/Funding Positions (P) * If inactivating a department put F. Instructions may say N/A, but not available. * Funding only Departments will be F. These are only used for Funding, and not used for Positions. * If the Department will be used for Positions put P even if it can also be used for Funding. If P is selected, there should definitely be a Parent Node listed.

22. * Q & A * “The dumbest question ever, is the one that is never asked…”

23. * Concluding Remarks * Thank you