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5. Use CMS to Forecast, Report, and Reconcile PTAs https://ofweb.stanford.ed

Discuss PTA nickname feature and nickname conventions with your group.

Discuss roles and responsibilities for PTAs in CMS remember! everyone

who has authority can update the same PTA. CMS allows you to view and report on the data from many source

systems! i.e.! PeopleSoft! "#S and iProcurement. CMS is a user interface for $racle in $racle! you pull data via

%eportMart& %eports' in CMS! data is pushed to you by your searchcriteria. (ecause of this! you may view data you did not know e)isted orthought was inactive. *f necessary! correct the data you feel is old orincorrect in the source system+s,.

CMS allows you to modify all aspects of pay! including labor distribution -

salary update. CMS allows you to view the pay history for all personnel faculty! sta

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

CMS allows you to add /soft0 commitments! including burden.

CMS has direct links to $racle 1eb *n2uiry where you can view and3or

suppress a P$. CMS allows you to view outstanding commitments and actual e)penses

for "oods - Services which can make reconciliation easier. %educe time spent entering data manually into Shadow System+s, by

using CMS %eports! or e)porting data to spreadsheets.4our authority will control which screens or features you can access. #or

e)ample! if you do not have salary authority! you will be able to accesstotal salaries rollup $564! and you will not be able to access informationbelow the total salaries rollup.

4our authority dictates the updates you can perform in CMS. 4ou canupdate PTA lines over which you have been granted authority. *f youshare costs +salary or goods - services, with another $rg! you can viewthe entire distribution in CMS even if you do not have authority over allthe PTAs. 7owever! you will be able to update only the lines for which youhave authority. Stanford Policy on con8dentiality of data applies.

Recei!in"/#rantin" Athorit$ % Re&ired Trainin"%eceiving CMS Authority is a two9step process:;. 4ou must complete a training class which consists of an overview!

practice in the CMS Training . 1hen you enroll in $%A9;;>?! Overview of CMS, in STA%S! a CMSteam member will contact your manager to ensure you areauthori@ed to take the training! determine which authority role you

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https://ofweb.stanford.edu/https://ofweb.stanford.edu/


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will have! and identify the $rgs and3or Proect9Tasks to give youauthority for in the CMS Training


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)ntrodction

Those who manage accounts at Stanford have abundant robust toolsavailable to them. *t is up to them to leverage the features of each tool inthe way that can best serve their business needs. 1e provide a briefdescription of %eportMart&! #aculty #inancial in2uiry Tool +##*T,! and ShadowSystems! and discuss the Commitment Management System+CMS, in detail.

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CMS Co''it'ent Mana"e'ent S$ste' CMS is a planning and forecasting tool.

7ard commitment - e)penditure data from $racle #inancials is fed nightly

to CMS. %evenue data is not fed to CMS.

Bsers with Bpdate Authority can forecast by:o Modifying /hard commitments0

o Adding /soft commitments0

o Creating soft budgets

o Creating custom periods

#orecasts created in CMS do not alter commitments in $racle #inancials.

Actual e)penditures replace forecasted numbers as the proect

progresses! which allow 8nancial managers to get an early warning ofpotential overdrafts! note conicting commitments! plan future actions!etc.

Chec(list: Steps to )'ple'ent CMS to Forecast, Report, andReconcile PTAs. 6earn about CMS at the CMS website +http:33cms.stanford.edu,=. Schedule a CMS $verview Presentation for your management team

+optional,E. Make certain everyone is granted the appropriate authority to use CMS

a. Managers grant individuals authority in the Authority Managerb. *ndividuals complete re2uired CMS training for Bpdate Authority

byregistering in STA%S for $%A9;;>?

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4iew Athorit$Two le!els a!ailable: CMS Salar$ 4iew includes both salary and non9salary +i.e.! goods

and services, transactions.

CMS 6onSalar$ 4iew includes only non9salary +i.e.! goods andservices, transactions

(oth must be granted by your manager

Matches your current %M& authority

Allows you to view forecasts created by others for your

PTAs

Update Athorit$

Two le!els a!ailable: CMS Salar$ Update includes both salary and non9salary +i.e.!

goods and services, transactions. CMS 6onSalar$ Update includes only non9salary +i.e.! goods

and services, transactions. (oth must be granted by your manager (oth re2uire you to complete training before using CMS (oth allow you to forecast for your PTAs (oth include Iiew Authority

4our authority will control which screens or features you can access. #ore)ample! if you do not have salary authority! you will be able to accesstotal salaries rollup $564! and you will not be able to access informationbelow the total salaries rollup.

4our authority dictates the updates you can perform in CMS. 4ou canupdate PTA lines over which you have been granted authority. *f youshare costs +salary or goods - services, with another $rg! you can viewthe entire distribution in CMS even if you do not have authority over allthe PTAs. 7owever! you will be able to update only the lines for which youhave authority. Stanford Policy on con8dentiality of data applies.

Recei!in"/#rantin" Athorit$ % Re&ired Trainin"

%eceiving CMS Authority is a two9step process:&. 4ou must complete a training class which consists of an overview!practice in the CMS Training ?! Overview of CMS, in STA%S! a CMSteam member will contact your manager to ensure you areauthori@ed to take the training! determine which authority role you

=


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will have! and identify the $rgs and3or Proect9Tasks to give youauthority for in the CMS Training


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Can business processes be streamlined and improved using CMSK

Are there ways to eliminate manual data entry into Shadow SystemsK

*s it possible to eliminate some Shadow SystemsK

1hat are the best uses for CMS %eportK

CMS 9enets for Ad'inistrators

%educed audit e)posure as CMS allows you to forecast and make better 8nancia

decisions. %educed time correcting errors as users have a tool that will /do it right the 8rst

time0.


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4our reports can be labeled with /nicknames0! a more meaningful description forsome faculty than the PTA unlike the 6abor Schedule reportL

CMS Auto Calculations4ou tell CMS when someone is going on vacation and CMS calculates vacation credi

taking into consideration weekends! holidays and days in a given month. CMSdistributes the leave credit to all PTAs the employee is charged to.(urden is automatically calculated showing the actual rate on all soft commitments

CMS is


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CMS Report Attribtes

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;ata Feeds to CMS

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ther Tools

FF)T Faclt$ Financial in&ir$ Tool

7elps faculty manage their Bniversity 8nancial resources! which they

own as individuals.

A faculty member can see all Awards! Proects and Tasks which he3sheowns. Provides balances and drill9down transaction details for a facultyNs

individually owned Awards! Proects! Tasks. Contains data that is refreshed daily.

Calculates balances using budget! revenue! e)penditure and commitment

data. Provides online help in the form of tips and downloadable 2uick guides.

$ptionally! shows allocations to others from the faculty memberNs Awards.

*ncludes revenue as well as budget data for PTAs.

ReportMart 2%eportMart& +%M&, is the primary reporting tool and environment for the8nancial data in the racle Financialssystem. Oey modules of the$racle #inancials system +used by distributed users across campus,include: *nternet Procurement

i(udgets

iournals

i$B! PCard

6abor Distribution

Shadow S$ste's7ighly customi@ed

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387129882919CMS Implementation(1)