TMS & SAS Reporting

1. TMS & SAS Reporting Michael Rothlisberger Sherry J. Oligny

2. Agenda • Discuss the processes • Discuss the proposed SAS reporting • Discuss the proposedrole of the Business Manager for TMS implementation • Review proposed Business Manager Checklist • Request/collect feedback from this group

3. Process • After college rollout, only TMS can be used for employee travel. • What does this mean?

4. Process continued… All travel should be submitted and approved w/in the TMS system.

5. Process continued… This includes – • Travel Requests (aka Travel Authority) • Travel Expenses • Cash Advances • Airfare/Hotel/In-State Car Rental bookings

6. Process continued… • How does travel reflect in my budget? Travel Request (aka Travel Authority) • Just like PCard, the requested amount will show as a pre-encumbrance in your SAS reports. • This will provide a more timely “remaining balance” for the budget owners (Department Chairs, Deans, etc.) and Business Managers to more accurately track/monitor the budgets.

7. Process continued… • How does travel reflect in my budget? Travel Expense • Just like PCard, once an employee expenses the travel, the pre-encumbrance is released and replaced with the expense. • This will provide a more timely “remaining balance” for the budget owners (department chairs, deans, etc.) and business managers to more accurately track/monitor the budgets.

8. Proposed SAS Reporting • These reports have been developed by the TMS project team for the Business Managers’ use to facilitate the monitoring needs of the colleges. • These are “proposed.” • Feedback is encouraged.

9. Proposed SAS Reporting • As we have previously discussed, proposed SAS reporting will reflect travel expenses throughout the process. • The following proposed SAS reports serve as additional reporting to provide Business Managers with additional travel information for their departments.

10. Proposed SAS Reporting • Includesapproval chain and pipeline (where something is stuck). • Business Managers can review all travel charged/encumbered to college speedcharts (even if you were not in the approval chain). • Business Managers can create custom reports (with data in SAS or exporting for use in Excel) such as: • Expenses by person • Pending travel requests • Many others…

11. Proposed Sample Travel Request Report

12. Proposed Sample Travel Expense Report

13. Proposed Role for Business Managers for TMS Implementation • To support the TMS implementation, the Business Manager should serve as first point of contact for issues in their respective college. • If not able to fix, the Business Manager can contact Rochelle directly if immediate assistance is required.

14. Proposed Role for Business Managers for TMS Implementation • If time permits, the traveler/approver will be asked to submit an email to travel@kennesaw.edu for assistance (if issue cannot be resolvedw/assistance of Business Manager).

15. Proposed Role for Business Managers for TMS Implementation • Training for Users • Online training is 24x7 to be attended at the user’s convenience.

16. Proposed Role for Business Managers for TMS Implementation • Business Managers are encouraged to implement additional training w/in their colleges (if they decide it is needed, perhaps Chairs’ meetings, etc.). • They are welcome to use the tools provided by the TMS project team and posted on the Travel website (PowerPoint presentation, job aids, checklists, best practices, etc.). • Business Managers can also call on colleagues for assistance with TMS implementation and training.

17. TMS Checklist: Proposed Business Manager’s Travel Review Role