FastFacts Feature Presentation

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

2. Today’s Topic • We’ll 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. Today’s Presenter • Diana Burke • Senior Accountant in the Office of Financial Quality Control (FQC) at JHU’s Controller’s Office

4. Session Segments • Presentation • Diana will provide an overview of the non sponsored inactivation process. • During Diana’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. • Diana will answer as many of your questions as time allows.

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 • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

6. Survey • 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. Inactivating Non Sponsored Cost Objects

8. Agenda Today, we’ll 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. 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. Inactivation Quick Reference Guide

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. 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. 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 type—General Operating Fund (cost object will be inactivated)

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

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. View of Open Commitments • BW Finance > Funds Management > Non Sponsored Financial Summary

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. 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.

20. What’s 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. 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 • JHU, Controller’s 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. 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. 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. 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 section—if the six boxes are checked, the CC is technically closed for postings

25. In Conclusion • Today’s 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. Resources • Financial Quality Control – Controller’s 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. Q&A • 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.

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. 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/ Thanks again!