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Agenda What is UMS? Why Do We Use UMS? Who Uses UMS? What are the Different User Roles?

The Department of Medicine The Basics of UMS. Agenda What is UMS? Why Do We Use UMS? Who Uses UMS? What are the Different User Roles? What are Some of the Basics Discussion Points. UNIVERSAL MANAGEMENT SYSTEM UMS. What exactly is UMS?

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Agenda What is UMS? Why Do We Use UMS? Who Uses UMS? What are the Different User Roles?

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  1. The Department of Medicine The Basics of UMS Agenda • What is UMS? • Why Do We Use UMS? • Who Uses UMS? • What are the Different User Roles? • What are Some of the Basics • Discussion Points

  2. UNIVERSAL MANAGEMENT SYSTEM UMS What exactly is UMS? Its an Accounting System that is really simple, versatile, and secure. What does that mean? Its really like a checkbook that makes life so much easier! How? It gives users the tools to provide the most accurate information because we can track what has happened now as well as we can project what may happen in the future

  3. WhyDo We Use UMS? • Processing transactions is EASY • The Old Days - typewriter, carbon paper, buy forms • Organizing is SIMPLE • Its like an electronic filing cabinet • Tracking certain transactions (for specific purpose) is • Maintain the data in a clear, efficient manner • Quickly identify problems and resolve proactively • Provide up-to-date reports • Real-time account balances • Multi affiliate

  4. Who are UMS Users? • Administrative • Procurement & Travel • Financial • Payroll & Reconciliations • Management • Reporting & Decision Making • Administrator • Budgeting, Internal Reviews, Effective Changes

  5. The Administrative User of UMS • Your role is CRUCIAL and IMPORTANT!!!! • You are the first people to touch the data • You are the Starting Line • Your data entry and coding makes it possible for others to do their jobs. For example, • Filtering • Tracking certain transactions

  6. Filtering

  7. The Finance User of UMS • You have a KEY role that is ESSENTIAL!!!! • Responsible for managing and maintaining the data • Load AR • Reconcile Income and Expenses • Confirm BudFund and Cash Balances • Adjust Encumbrances • Verify the Available Balance • Discovery of errors and problems • And More

  8. Center Input What is it and How Do I Read It?

  9. Center Input “The Demographics”

  10. The Management User of UMS • You are the DECISIVE user!!!! • UMS provides you the resources to facilitate division management • Do we have the funds to: Buy?? Hire?? Increase Salaries?? • Payroll • Problem Solver fix errors, duplicate entires, $$ not posting??? • Reporting to faculty, director…

  11. UMS Reports

  12. The UMS Administrator(s) • Use data for Division and Department Budgets • Pyramid Review • Drill up to the highest peak • Drill down to the “starting line” • Establishes policies and procedures (consistency) • Internal Reviews – Audit trail

  13. Budgeting Example

  14. Future UMS Topics • PEAR Processing • The Reconciliation Process • Grant Management • Clinical Trial Module • And More

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