19452019CMS Implementation(1)

8/11/2019 19452019CMS Implementation(1)

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CMS Commitment Management System CMS is a planning and forecasting tool.

Hard commitment & expenditure data from Oracle Financials is fed nightly

to CMS. Revenue data is not fed to CMS.

Users ith Update !uthority can forecast "y#o Modifying $hard commitments%

o !dding $soft commitments%

o Creating soft "udgets

o Creating custom periods

Forecasts created in CMS do not alter commitments in Oracle Financials.

!ctual expenditures replace forecasted num"ers as the proect

progresses' hich allo (nancial managers to get an early arning ofpotential overdrafts' note con)icting commitments' plan future actions'etc.

Checklist: Steps to Implement CMS to Forecast, Report, andReconcile PTAs*. +earn a"out CMS at the CMS e"site ,http#--cms.stanford.edu/. Schedule a CMS Overvie 0resentation for your management team

,optional1. Ma2e certain everyone is granted the appropriate authority to use CMS

a. Managers grant individuals authority in the !uthority Manager". 3ndividuals complete re4uired CMS training for Update !uthority

"y

Four 5ools for Financial Management

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Introduction

5hose ho manage accounts at Stanford have a"undant ro"ust toolsavaila"le to them. 3t is up to them to leverage the features of each tool inthe ay that can "est serve their "usiness needs. 6e provide a "rief description of ReportMart1' Faculty Financial in4uiry 5ool ,FF35' and ShadoSystems' and discuss the Commitment Management System,CMS in detail.

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CMS Commitment Management System CMS is a planning and forecasting tool.

Hard commitment & expenditure data from Oracle Financials is fed nightly

to CMS. Revenue data is not fed to CMS.

Users ith Update !uthority can forecast "y#o Modifying $hard commitments%

o !dding $soft commitments%

o Creating soft "udgets

o Creating custom periods

Forecasts created in CMS do not alter commitments in Oracle Financials.

!ctual expenditures replace forecasted num"ers as the proect

progresses' hich allo (nancial managers to get an early arning ofpotential overdrafts' note con)icting commitments' plan future actions'etc.

Checklist: Steps to Implement CMS to Forecast, Report, andReconcile PTAs7. +earn a"out CMS at the CMS e"site ,http#--cms.stanford.edu8. Schedule a CMS Overvie 0resentation for your management team

,optional9. Ma2e certain everyone is granted the appropriate authority to use CMS

a. Managers grant individuals authority in the !uthority Manager". 3ndividuals complete re4uired CMS training for Update !uthority

"yregistering in S5!RS for OR!:**/;

<. =nsure your computer is set up for CMS

>. Use CMS to forecast' report' and reconcile 05!s;. 3mprove "usiness processes and eliminate or reduce use of Shado

Systems

1 !earn A"out CMS at the CMS #e"sitehttp:$$cmsstan%ordedu

& Schedule a CMS '(er(ie) Presentation %or *our ManagementTeam +optionalContact 0atti McCa"e ,pmcca"e?stanford.edu to schedule a *:hourpresentation for your team.

- .nsure .(eryone is /ranted the Appropriate Authority 0 CompletesReuired Training to 2se CMS +http:$$cmsstan%ordedu CMS

AuthorityUsing the Stanford !uthority Manager' you can "e granted one of fourauthority roles in CMS. @our authority role controls hether you cancreate forecasts or ust vie forecasts others have created. 3t alsocontrols hether you can vie or update salary or are limited to non:salary.

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http://cms.stanford.edu/






3ie) Authority

T)o le(els a(aila"le:• CMS Salary 3ie) 4 includes "oth salary and non:salary ,i.e.' goods

and services transactions.•

CMS 5on4Salary 3ie) 4 includes only non:salary ,i.e.' goods andservices transactions

• Aoth must "e granted "y your manager

• Matches your current RM1 authority

• !llos you to vie forecasts created "y others for your

05!s

2pdate Authority

T)o le(els a(aila"le:• CMS Salary 2pdate 4 includes "oth salary and non:salary ,i.e.'

goods and services transactions.• CMS 5on4Salary 2pdate 4 includes only non:salary ,i.e.' goods

and services transactions.• Aoth must "e granted "y your manager• Aoth re4uire you to complete training "efore using CMS• Aoth allo you to forecast for your 05!s• Aoth include Bie !uthority

@our authority ill control hich screens or features you can access. Forexample' if you do not have salary authority' you ill "e a"le to accesstotal salaries rollup O+@' and you ill not "e a"le to access information"elo the total salaries rollup.

@our authority dictates the updates you can perform in CMS. @ou canupdate 05! lines over hich you have "een granted authority. 3f youshare costs ,salary or goods & services ith another Org' you can viethe entire distri"ution in CMS even if you do not have authority over allthe 05!s. Hoever' you ill "e a"le to update only the lines for hich youhave authority. Stanford 0olicy on con(dentiality of data applies.

Recei(ing$/ranting Authority 0 Reuired Training

Receiving CMS !uthority is a to:step process#*. @ou must complete a training class hich consists of an overvie'practice in the CMS 5raining =nvironment' and 8 authority tests. @oucan ta2e the training either in a hands:on la" or online. You musthave approval from your manager to take CMS Training. CMS hascontextual help throughout the application to guide the user.

/. 6hen you enroll in OR!:**/;' Overview of CMS, in S5!RS' a CMSteam mem"er ill contact your manager to ensure you areauthoriDed to ta2e the training' determine hich authority role you

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ill have' and identify the Orgs and-or 0roect:5as2s to give youauthority for in the CMS 5raining =nvironment.

1. Once you complete the training' a CMS team mem"er ill notifyyour manager that they can grant you authority via the !uthorityManager for the Orgs and-or 0roect:5as2s you need access to in

CMS. @ou can then "egin using CMS.Managers have the option of alloing the CMS team to uploadthe authority on their "ehalf or performing the tas2 manually.Contact 0atti McCa"e for further information on ho authority is"eing performed in your school.

6 Computer Setup %or CMShttp:$$cmsstan%ordedu /etting Started Computer Setup

For 0C' use 3nternet =xplorer O+@.

For M!C' use C35R3E

7 2se CMS to Forecast, Report, and Reconcile PTAs https:$$o%)e"stan%ordedu

iscuss 05! nic2name feature and nic2name conventions ith your group.

iscuss roles and responsi"ilities for 05!s in CMS G remem"er' everyone

ho has authority can update the same 05!. CMS allos you to vie and report on the data from many source

systems' i.e.' 0eopleSoft' FS and i0rocurement. CMS is a user interface for Oracle G in Oracle' you pull data via

ReportMart1 ReportsI in CMS' data is pushed to you "y your searchcriteria. Aecause of this' you may vie data you did not 2no existed orthought as inactive. 3f necessary' correct the data you feel is old orincorrect in the source system,s.

CMS allos you to modify all aspects of pay' including la"or distri"ution &

salary update. CMS allos you to vie the pay history for all personnel G faculty' staJ

and students. CMS allos you to forecast leave and other supplemental pay.

CMS allos you to add $soft% commitments' including "urden.

CMS has direct lin2s to Oracle 6e" 3n4uiry here you can vie and-or

suppress a 0O. CMS allos you to vie outstanding commitments and actual expenses

for oods & Services hich can ma2e reconciliation easier. Reduce time spent entering data manually into Shado System,s "y

using CMS Reports' or exporting data to spreadsheets.

8 Impro(e 9usiness Processes!fter everyone in the or2 group' including the manager' has used CMS'meet to discuss the folloing#

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mailto:[email protected]

https://ofweb.stanford.edu/

mailto:[email protected]

https://ofweb.stanford.edu/



Can "usiness processes "e streamlined and improved using CMSK

!re there ays to eliminate manual data entry into Shado SystemsK

3s it possi"le to eliminate some Shado SystemsK

6hat are the "est uses for CMS ReportK

CMS 9enets %or Administrators

Reduced audit exposure as CMS allos you to forecast and ma2e "etter (nancia

decisions. Reduced time correcting errors as users have a tool that ill $do it right the (rst

time%. =liminates late cost transfers hich can result in the 03 having to a"sor" the cos

Reduced time spent to produce forecasts and reports.

Reduced time spent manually entering data and manual calculations.

Relia"le CMS auto:calculations result in accurate data in forecasts and reports.

Hard commitment data feeds are timely' accurate' and relia"le.

!"ility to easily manipulate data to create $hat if scenarios%. +ess time re4uired to provide "etter (nancial management.

03 satisfaction ith the results of CMS analysisI pro"lems are identi(ed and

corrected early and late transfers and overdrafts are reduced.

9enets %or Faculty

CMS forecasts and reports are easy to read and interpret.

Consistent reports from all departments and schools save time and

reduce confusion. Feer unpleasant surprises at Closeout.

#hat 2sers Are Saying A"out CMS

CMS ReportsCMS allos administrators to provide uniform and consistent reports to the entiredepartment-school-university' hich is a maor "ene(t to those doing interdisciplinaresearch. 5he Month by Month Burn Rate by PTA report shos actual expenses and outstandicommitments.Reports in CMS are clear' meaningful and easy for your 03 to read.Forecasts automatically default to F@ for non:sponsored aards and 05 for

sponsored aards. @ou can create a Custom 0eriod providing the a"ility to report for a diJerent timeperiod then the default period. @ou can create a Custom Audget hich allos you to rearrange expenditure types,ith more or less detail and you can even modify the "ottom line dollar amount. 5his feature is especially poerful if you anticipate more funding and ant to forecausing that (gure. @ou can donload report data to =xcel in to formats ,ith header or data dump syou can easily perform scenario analysis.

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@our reports can "e la"eled ith $nic2names%' a more meaningful description forsome faculty than the 05! G unli2e the +a"or Schedule reportL

CMS !uto Calculations @ou tell CMS hen someone is going on vacation and CMS calculates vacation credi

ta2ing into consideration ee2ends' holidays and days in a given month. CMSdistri"utes the leave credit to all 05!s the employee is charged to.Aurden is automatically calculated shoing the actual rate on all soft commitments

CMS is =asy to Use @ou can retrieve 05!s "y 03.3t is easy to generate ne soft commitments and modify existing hard commitment @ou can easily create alternative scenarios for 03s ,e.g. cost of hiring one vs. to grastudents. @ou can easily chec2 for outstanding commitments.

!ssists in Closeout "y alloing one to easily vie outstanding commitments. @ou can lin2 to i0rocurement to revie and reconcile 0urchase Re4s-orders. @ou can see data from 0eopleSoft' HRMS' FS OF merged into one place. @ou can get a 05! "alance 4uic2ly.

Cool StuJ @ou can vie people ith multiple assignments. @ou can vie all allocations for people in your Org' "eing paid from an Org

outside your authority. @ou can clic2 a 0O to vie an actual invoice.!lerts. @ou can lin2 directly to Oracle 6e" 3n4uiry from CMS to $suppress% acommitment.

5ime SaversBie salary history shoing 9 months of actual pay to insure people erepaid correctly.Bie ust the current year for a Alan2et 0O that covers 8 years of a grant :saves manually removing data from RM1.

CMS is one:stop shopping for revieing hard commitments. @ou can 4uic2ly suppress commitments.

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CMS Report Attri"utes

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;ata Feeds to CMS

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'ther Tools

FFIT Faculty Financial inuiry Tool

Helps faculty manage their University (nancial resources' which they

own as individuals.

! faculty mem"er can see all !ards' 0roects and 5as2s hich he-sheons. 0rovides "alances and drill:don transaction details for a facultyNs

individually oned !ards' 0roects' 5as2s. Contains data that is refreshed daily.

Calculates "alances using "udget' revenue' expenditure and commitment

data. 0rovides online help in the form of tips and donloada"le 4uic2 guides.

Optionally' shos allocations to others from the faculty mem"erNs !ards.

3ncludes revenue as ell as "udget data for 05!s.

ReportMart -ReportMart1 ,RM1 is the primary reporting tool and environment for the(nancial data in the 'racle Financials system. ey modules of theOracle Financials system ,used "y distri"uted users across campusinclude# 3nternet 0rocurement

iAudgets

iPournals

iOU ' 0Card

+a"or istri"ution

Shado) SystemsHighly customiDed =xcel spreadsheets created "y individual administrators tomeet the very speci(c needs of the faculty mem"ers they support.

*/

http://fingate.stanford.edu/staff/buypaying/about_iProcurement.html

http://fingate.stanford.edu/staff/fundsmgmt/about_iBugets.html

http://fingate.stanford.edu/staff/fundsmgmt/about_iJournals.html

http://fingate.stanford.edu/staff/buypaying/about_iOU.html

http://fingate.stanford.edu/staff/buypaying/about_PCard.html

http://fingate.stanford.edu/staff/payadmin/about_laborDistr.html

http://fingate.stanford.edu/staff/buypaying/about_iProcurement.html

http://fingate.stanford.edu/staff/fundsmgmt/about_iBugets.html

http://fingate.stanford.edu/staff/fundsmgmt/about_iJournals.html

http://fingate.stanford.edu/staff/buypaying/about_iOU.html

http://fingate.stanford.edu/staff/buypaying/about_PCard.html

http://fingate.stanford.edu/staff/payadmin/about_laborDistr.html

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19452019CMS Implementation(1)