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HR 9.2 and You: Introduction to Commitment Accounting

This presentation outlines the key aspects of the HR 9.2 Commitment Accounting module, focusing on its objectives, changes, and impacts on users. Presenters will discuss project basics, the rationale for the transition, and significant updates including the separation of HR and SIS databases. Attendees will learn how these changes will streamline processes and reduce customizations while also aligning with future training and sessions. Join us to gain vital insights into how the new system will affect your role and prepare for the upcoming go-live date.

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HR 9.2 and You: Introduction to Commitment Accounting

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  1. HR 9.2 and You: Introduction to Commitment Accounting HR 9.2 and You: Introduction to Commitment Accounting

  2. WHY WE’RE HERE • We want to provide… • Basic project information • An overview of the Commitment Accounting module • We want to build… • Support for the goals of the reimplementation generally and use of Commitment Accounting specifically • Understanding of how the Commitment Accounting module will affect you • A foundation for future sessions and training

  3. PRESENTERS • Janis Wolens Project Manager Office of the Chief Information Officer • Stacie Dutton Project Manager Office of Business and Finance • Cristina Cardenas Business Operations Center Team Leader College of Engineering

  4. AGENDA • Today we’ll cover… • Project basics • Why change • Overview and key changes • Page preview • Looking forward

  5. Transition Slide – Project Basics • PROJECT BASICS

  6. HR 9.2 BASICS • In a nutshell… • HR and SIS will split into separate databases • HR moves from version 8.9 to 9.2 • Go live planned Memorial Day weekend 2014

  7. SCOPE • What’s in… • Currently implemented modules (ie Job Data, Add Pay, etc) • Interaction Hub/Portal • Commitment Accounting

  8. Transition Slide – Why Commitment Accounting? • WHY CHANGE

  9. PROJECT OBJECTIVE • Implement the most current version while positioning OSU to take advantage of new and improved functionality through the reduction of customizations.

  10. WHY? • …through the reduction of customizations • Decrease long-term maintenance costs • Simplify the application of delivered updates • Facilitate the implementation of new functionality • Allow tighter access controls

  11. WHY COMMITMENT ACCOUNTING? • Benefits include… • Removes 50% of system customizations • Ties ChartField changes to paycheck data • Provides more powerful tool for retroactive distribution changes • New page displays actual distributions (including any retroactive distribution changes)

  12. Transition Slide – Overview • OVERVIEW AND KEY CHANGES

  13. WHAT IS THE SAME • What you do is the same… • Record funding distributions and distribution changes • Enter retroactive funding distributions • Enter release time, with some minor process changes

  14. WHERE HAS CHANGED • Where you do it is different… • Department Budget Table = JED • Where ChartField information is stored • Includes Release Time • Direct Retro Distribution = PET • Process for moving personnel expenses after they post to the General Ledger • Completed in two steps: search and post

  15. TERMINOLOGY REVIEW • Funding End Date • Funding End Date = Enc End Date • Encumbrances and Actuals cannot be posted past the date • Defaults to sponsored project end date

  16. TERMINOLOGY REVIEW • Combination (Combo) Code • Unique ID associated with a particular ChartField string • Like a system-generated short cut • Suspense Account • ChartField combination used to hold encumbrances and actuals when… • A ChartField value is invalid • The Funding End Date is past

  17. KEY CHANGES • Department Budget Table • Where ChartField information is stored • Still in HR system but no longer in Job Data • Funding information is stored by fiscal year • Able to tie ChartField to an appointment (university and College of Medicine) or position (Wexner Medical Center)

  18. OTHER CHANGES • Other changes include… • Release time • Same functionality, new look and feel and ChartField changes • Salary distribution should be entered with the appropriate release time codes • No RF Project page

  19. PAGE PREVIEW

  20. PAGE PREVIEW

  21. PAGE PREVIEW

  22. PAGE PREVIEW

  23. KEY CHANGES • Direct Retro Distribution • Tied to paycheck data • More flexible, powerful • Two step process: • Identify the records to change and which values to update • Confirm updates and run the Retro Distribution process to post the change

  24. PAGE PREVIEW

  25. PAGE PREVIEW

  26. PAGE PREVIEW

  27. PAGE PREVIEW

  28. PAGE PREVIEW

  29. PAGE PREVIEW

  30. Transition Slide – Process & Access • LOOKING FORWARD

  31. THINGS TO CONSIDER • Who does it? • New process flow at hire, rehire, additional appointment • Credentialed role; no access to pages without training and assessment • Goal is to limit access

  32. MORE THINGS TO CONSIDER • Getting ready now… • Complete all the PETs possible prior to go live in late May 2014 • Direct Retro Distributions only possible for paychecks issued in HR 9.2 • Temporary process to be communicated • Do not record future dated JED rows for FY15 (effective date 7/1/14 or later) • Do not split ChartFields by amount

  33. CULTURE CHANGE • Change our approach… • Think long term to avoid salary expenses posting to the suspense account • HR Professionals • Fiscal Officers • Principal Investigators

  34. UPCOMING DISCUSSIONS • We’re still working on… • Reporting • OSP guidelines and the system • Process for future dated funding changes

  35. STAY ENGAGED • Look for… • Updates via direct emails, HR Now, NewsLink(go.osu.edu/hr92 links to all HR 9.2 blog entries) • More sessions to discuss details (OSP, new processes) as soon as more information is available • Training in the spring • Ask questions and provide feedback… • Now or… • hr92@osu.edu anytime

  36. The only way to make sense out of change is to plunge into it, move with it, and join the dance. ~ Alan W. Watts Those who expect moments of change to be comfortable and free of conflict have not learned their history.  ~Joan Wallach Scott Progress is impossible without change, and those who cannot change their minds cannot change anything. ~ George Bernard Shaw If you have always done it that way, it’s probably wrong. ~ Charles Kettering CHANGE It is only through labor and painful effort, by grim energy and resolute courage, that we move on to better things. ~Theodore Roosevelt After you've done a thing the same way for two years, look it over carefully.  After five years, look at it with suspicion.  And after ten years, throw it away and start all over.  ~Alfred Edward Perlman Change is imminent! We must enthusiastically embrace it, manage it, and craft it to our advantage. ~ Steve Craft

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