388382W828CMS Implementation(1)

8/11/2019 388382W828CMS Implementation(1)

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Checklist: Steps to Implement CMS to Forecast, Report, andReconcile PTAs1. Learn about CMS at the CMS website (http://cms.stanford.edu)2. Schedule a CMS Oeriew !resentation for "our mana#ement team

(optional)

$. Ma%e certain eer"one is #ranted the appropriate authorit" to use CMSa. Mana#ers #rant indiiduals authorit" in the &uthorit" Mana#erb. 'ndiiduals complete reuired CMS trainin# for pdate &uthorit"

b"re#isterin# in S*&+S for O+&,112-

. nsure "our computer is set up for CMS0. se CMS to forecast report and reconcile !*&s. 'mproe business processes and eliminate or reduce use of Shadow

S"stems

1. Learn Abot CMS at the CMS !ebsite

http:""cms.stan#ord.ed

$. Schedle a CMS %&er&ie' Presentation #or (or Mana)ementTeam *optional+Contact !atti McCabe (pmccabe3stanford.edu) to schedule a 1,hourpresentation for "our team.

. -nsre -&erone is /ranted the Appropriate Athorit 0 CompletesReired Trainin) to 2se CMS *http:""cms.stan#ord.ed CMS

Athoritsin# the Stanford &uthorit" Mana#er "ou can be #ranted one of four

authorit" roles in CMS. 4our authorit" role controls whether "ou cancreate forecasts or 5ust iew forecasts others hae created. 't alsocontrols whether "ou can iew or update salar" or are limited to non,salar".

Cool Stu64ou can iew people with multiple assi#nments.4ou can iew all allocations for people in "our Or# bein# paid from an Or#outside "our authorit".4ou can clic% a !O to iew an actual inoice.&lerts.4ou can lin% directl" to Oracle 7eb 'nuir" from CMS to 8suppress9 a

commitment.

*ime Saersiew salar" histor" showin# months of actual pa" to insure people werepaid correctl".iew 5ust the current "ear for a ;lan%et !O that coers 0 "ears of a #rant ,saes manuall" remoin# data from +M$.CMS is one,stop shoppin# for reiewin# hard commitments.4ou can uic%l" suppress commitments.

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http://cms.stanford.edu/http://cms.stanford.edu/http://cms.stanford.edu/http://cms.stanford.edu/


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3. 2se CMS to Forecast, Report, and Reconcile PTAs

https:""o#'eb.stan#ord.ed

?S and i!rocurement. CMS is a user interface for Oracle = in Oracle "ou pull data ia

+eportMart$ +eports@ in CMS data is pushed to "ou b" "our searchcriteria. ;ecause of this "ou ma" iew data "ou did not %now eAisted orthou#ht was inactie. 'f necessar" correct the data "ou feel is old or

incorrect in the source s"stem(s). CMS allows "ou to modif" all aspects of pa" includin# labor distribution B

salar" update. CMS allows "ou to iew the pa" histor" for all personnel = facult" sta6

and students. CMS allows "ou to forecast leae and other supplemental pa".

CMS allows "ou to add 8soft9 commitments includin# burden.

CMS has direct lin%s to Oracle 7eb 'nuir" where "ou can iew and/or

suppress a !O. CMS allows "ou to iew outstandin# commitments and actual eApenses

for >oods B Serices which can ma%e reconciliation easier. +educe time spent enterin# data manuall" into Shadow S"stem(s) b"

usin# CMS +eports or eAportin# data to spreadsheets.4our authorit" will control which screens or features "ou can access. ?oreAample if "ou do not hae salar" authorit" "ou will be able to accesstotal salaries rollup OL4 and "ou will not be able to access informationbelow the total salaries rollup.

4our authorit" dictates the updates "ou can perform in CMS. 4ou canupdate !*& lines oer which "ou hae been #ranted authorit". 'f "oushare costs (salar" or #oods B serices) with another Or# "ou can iew

the entire distribution in CMS een if "ou do not hae authorit" oer allthe !*&s. Doweer "ou will be able to update onl" the lines for which "ouhae authorit". Stanford !olic" on conEdentialit" of data applies.

Recei&in)"/rantin) Athorit 0 Reired Trainin)+eceiin# CMS &uthorit" is a two,step process:

1. 4ou must complete a trainin# class which consists of an oeriewpractice in the CMS *rainin# nironment and 0 authorit" tests. 4oucan ta%e the trainin# either in a hands,on lab or online. You must

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


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have approval from your manager to take CMS Training. CMS hasconteAtual help throu#hout the application to #uide the user.

2. 7hen "ou enroll in O+&,112- Overview of CMS, in S*&+S a CMSteam member will contact "our mana#er to ensure "ou areauthoriFed to ta%e the trainin# determine which authorit" role "ou

will hae and identif" the Or#s and/or !ro5ect,*as%s to #ie "ouauthorit" for in the CMS *rainin# nironment.Once "ou complete the trainin# a CMS team member will notif" "ourmana#er that the" can #rant "ou authorit" ia the &uthorit" Mana#er for theOr#s and/or !ro5ect,*as%s "ou need access to in CMS. 4ou can CMSCommitment Mana)ement Sstem CMS is a plannin# and forecastin# tool.

Dard commitment B eApenditure data from Oracle ?inancials is fed ni#htl"

to CMS. +eenue data is not fed to CMS.

sers with pdate &uthorit" can forecast b":

o Modif"in# 8hard commitments9o &ddin# 8soft commitments9

o Creatin# soft bud#ets

o Creatin# custom periods

?orecasts created in CMS do not alter commitments in Oracle ?inancials.

&ctual eApenditures replace forecasted numbers as the pro5ect

pro#resses which allow Enancial mana#ers to #et an earl" warnin# ofpotential oerdrafts note conGictin# commitments plan future actionsetc.

Checklist: Steps to Implement CMS to Forecast, Report, and

Reconcile PTAsH. Learn about CMS at the CMS website (http://cms.stanford.edu)I. Schedule a CMS Oeriew !resentation for "our mana#ement team

(optional)-. Ma%e certain eer"one is #ranted the appropriate authorit" to use CMS

a. Mana#ers #rant indiiduals authorit" in the &uthorit" Mana#erb. 'ndiiduals complete reuired CMS trainin# for pdate &uthorit"

b"

$


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?our *ools for ?inancial Mana#ement

Introdction

*hose who mana#e accounts at Stanford hae abundant robust toolsaailable to them. 't is up to them to leera#e the features of each tool inthe wa" that can best sere their business needs. 7e proide a briefdescription of +eportMart$ ?acult" ?inancial inuir" *ool (??'*) and ShadowS"stems and discuss the Commitment Mana#ement S"stem(CMS) in detail.


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CMS Commitment Mana)ement Sstem CMS is a plannin# and forecastin# tool.

Dard commitment B eApenditure data from Oracle ?inancials is fed ni#htl"

to CMS. +eenue data is not fed to CMS.

sers with pdate &uthorit" can forecast b":o Modif"in# 8hard commitments9

o &ddin# 8soft commitments9

o Creatin# soft bud#ets

o Creatin# custom periods

?orecasts created in CMS do not alter commitments in Oracle ?inancials.

&ctual eApenditures replace forecasted numbers as the pro5ect

pro#resses which allow Enancial mana#ers to #et an earl" warnin# ofpotential oerdrafts note conGictin# commitments plan future actionsetc.

Checklist: Steps to Implement CMS to Forecast, Report, andReconcile PTAs1J. Learn about CMS at the CMS website (http://cms.stanford.edu)11. Schedule a CMS Oeriew !resentation for "our mana#ement team

(optional)12. Ma%e certain eer"one is #ranted the appropriate authorit" to use CMS

a. Mana#ers #rant indiiduals authorit" in the &uthorit" Mana#erb. 'ndiiduals complete reuired CMS trainin# for pdate &uthorit"

b"re#isterin# in S*&+S for O+&,112-

1$. nsure "our computer is set up for CMS

1. se CMS to forecast report and reconcile !*&s10. 'mproe business processes and eliminate or reduce use of Shadow

S"stems

4. Learn Abot CMS at the CMS !ebsitehttp:""cms.stan#ord.ed

3. Schedle a CMS %&er&ie' Presentation #or (or Mana)ementTeam *optional+Contact !atti McCabe (pmccabe3stanford.edu) to schedule a 1,hourpresentation for "our team.

5. -nsre -&erone is /ranted the Appropriate Athorit 0 CompletesReired Trainin) to 2se CMS *http:""cms.stan#ord.ed CMS

Athoritsin# the Stanford &uthorit" Mana#er "ou can be #ranted one of fourauthorit" roles in CMS. 4our authorit" role controls whether "ou cancreate forecasts or 5ust iew forecasts others hae created. 't alsocontrols whether "ou can iew or update salar" or are limited to non,salar".

0
http://cms.stanford.edu/http://cms.stanford.edu/http://cms.stanford.edu/http://cms.stanford.edu/


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6ie' AthoritT'o le&els a&ailable: CMS Salar 6ie' 7 includes both salar" and non,salar" (i.e. #oods

and serices) transactions.

CMS 8on7Salar 6ie' 7 includes onl" non,salar" (i.e. #oods andserices) transactions

;oth must be #ranted b" "our mana#er

Matches "our current +M$ authorit"

&llows "ou to iew forecasts created b" others for "our

!*&s

2pdate Athorit

T'o le&els a&ailable: CMS Salar 2pdate 7 includes both salar" and non,salar" (i.e.

#oods and serices) transactions. CMS 8on7Salar 2pdate 7 includes onl" non,salar" (i.e. #oods

and serices) transactions. ;oth must be #ranted b" "our mana#er ;oth reuire "ou to complete trainin# before usin# CMS ;oth allow "ou to forecast for "our !*&s ;oth include iew &uthorit"

4our authorit" will control which screens or features "ou can access. ?oreAample if "ou do not hae salar" authorit" "ou will be able to accesstotal salaries rollup OL4 and "ou will not be able to access informationbelow the total salaries rollup.

4our authorit" dictates the updates "ou can perform in CMS. 4ou canupdate !*& lines oer which "ou hae been #ranted authorit". 'f "oushare costs (salar" or #oods B serices) with another Or# "ou can iewthe entire distribution in CMS een if "ou do not hae authorit" oer allthe !*&s. Doweer "ou will be able to update onl" the lines for which "ouhae authorit". Stanford !olic" on conEdentialit" of data applies.

Recei&in)"/rantin) Athorit 0 Reired Trainin)

+eceiin# CMS &uthorit" is a two,step process:$. 4ou must complete a trainin# class which consists of an oeriewpractice in the CMS *rainin# nironment and 0 authorit" tests. 4oucan ta%e the trainin# either in a hands,on lab or online. You musthave approval from your manager to take CMS Training. CMS hasconteAtual help throu#hout the application to #uide the user.

. 7hen "ou enroll in O+&,112- Overview of CMS, in S*&+S a CMSteam member will contact "our mana#er to ensure "ou areauthoriFed to ta%e the trainin# determine which authorit" role "ou


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will hae and identif" the Or#s and/or !ro5ect,*as%s to #ie "ouauthorit" for in the CMS *rainin# nironment.

0. Once "ou complete the trainin# a CMS team member will notif""our mana#er that the" can #rant "ou authorit" ia the &uthorit"Mana#er for the Or#s and/or !ro5ect,*as%s "ou need access to in

CMS. 4ou can then be#in usin# CMS.Mana#ers hae the option of allowin# the CMS team to uploadthe authorit" on their behalf or performin# the tas% manuall".Contact!atti McCabe for further information on how authorit" isbein# performed in "our school.

4. Compter Setp #or CMShttp:""cms.stan#ord.ed /ettin) Started Compter Setp

?or !C use 'nternet Aplorer OL4.

?or M&C use C'*+'K

3. 2se CMS to Forecast, Report, and Reconcile PTAs https:""o#'eb.stan#ord.ed

?S and i!rocurement. CMS is a user interface for Oracle = in Oracle "ou pull data ia

+eportMart$ +eports@ in CMS data is pushed to "ou b" "our searchcriteria. ;ecause of this "ou ma" iew data "ou did not %now eAisted orthou#ht was inactie. 'f necessar" correct the data "ou feel is old orincorrect in the source s"stem(s).

CMS allows "ou to modif" all aspects of pa" includin# labor distribution B

salar" update. CMS allows "ou to iew the pa" histor" for all personnel = facult" sta6

and students. CMS allows "ou to forecast leae and other supplemental pa".

CMS allows "ou to add 8soft9 commitments includin# burden.

CMS has direct lin%s to Oracle 7eb 'nuir" where "ou can iew and/or

suppress a !O. CMS allows "ou to iew outstandin# commitments and actual eApenses

for >oods B Serices which can ma%e reconciliation easier. +educe time spent enterin# data manuall" into Shadow S"stem(s) b"

usin# CMS +eports or eAportin# data to spreadsheets.

5. Impro&e 9siness Processes&fter eer"one in the wor% #roup includin# the mana#er has used CMSmeet to discuss the followin#:

H
mailto:[email protected]://ofweb.stanford.edu/mailto:[email protected]://ofweb.stanford.edu/


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Can business processes be streamlined and improed usin# CMS

&re there wa"s to eliminate manual data entr" into Shadow S"stems

's it possible to eliminate some Shadow S"stems

7hat are the best uses for CMS +eport

CMS 9enets #or Administrators

+educed audit eAposure as CMS allows "ou to forecast and ma%e better Enancia

decisions. +educed time correctin# errors as users hae a tool that will 8do it ri#ht the Erst

time9. liminates late cost transfers which can result in the !' hain# to absorb the cos

+educed time spent to produce forecasts and reports.

+educed time spent manuall" enterin# data and manual calculations.

+eliable CMS auto,calculations result in accurate data in forecasts and reports.

Dard commitment data feeds are timel" accurate and reliable.

&bilit" to easil" manipulate data to create 8what if scenarios9. Less time reuired to proide better Enancial mana#ement.

!' satisfaction with the results of CMS anal"sis@ problems are identiEed and

corrected earl" and late transfers and oerdrafts are reduced.

9enets #or Faclt

CMS forecasts and reports are eas" to read and interpret.

Consistent reports from all departments and schools sae time and

reduce confusion. ?ewer unpleasant surprises at Closeout.

!hat 2sers Are Sain) Abot CMS

CMS +eportsCMS allows administrators to proide uniform and consistent reports to the entiredepartment/school/uniersit" which is a ma5or beneEt to those doin# interdisciplinaresearch.*he Month by Month Burn Rate by PTAreport shows actual eApenses and outstandicommitments.+eports in CMS are clear meanin#ful and eas" for "our !' to read.?orecasts automaticall" default to ?4 for non,sponsored awards and !*< for

sponsored awards.4ou can create a Custom !eriod proidin# the abilit" to report for a di6erent timeperiod then the default period.4ou can create a Custom ;ud#et which allows "ou to rearran#e eApenditure t"pes(with more or less detail) and "ou can een modif" the bottom line dollar amount.*his feature is especiall" powerful if "ou anticipate more fundin# and want to forecausin# that E#ure.4ou can download report data to Acel in two formats (with header or data dump) s"ou can easil" perform scenario anal"sis.

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4our reports can be labeled with 8nic%names9 a more meanin#ful description forsome facult" than the !*& = unli%e the Labor Schedule report

CMS &uto Calculations4ou tell CMS when someone is #oin# on acation and CMS calculates acation credi

ta%in# into consideration wee%ends holida"s and da"s in a #ien month. CMSdistributes the leae credit to all !*&s the emplo"ee is char#ed to.;urden is automaticall" calculated showin# the actual rate on all soft commitments

CMS is as" to se4ou can retriee !*&s b" !'.'t is eas" to #enerate new soft commitments and modif" eAistin# hard commitment4ou can easil" create alternatie scenarios for !'s (e.#. cost of hirin# one s. two #rastudents).4ou can easil" chec% for outstandin# commitments.

&ssists in Closeout b" allowin# one to easil" iew outstandin# commitments.4ou can lin% to i!rocurement to reiew and reconcile !urchase +es/orders.4ou can see data from !eopleSoft D+MS >?S O? mer#ed into one place.4ou can #et a !*& balance uic%l".

Cool Stu64ou can iew people with multiple assi#nments.4ou can iew all allocations for people in "our Or# bein# paid from an Or#

outside "our authorit".4ou can clic% a !O to iew an actual inoice.&lerts.4ou can lin% directl" to Oracle 7eb 'nuir" from CMS to 8suppress9 acommitment.

*ime Saersiew salar" histor" showin# months of actual pa" to insure people werepaid correctl".iew 5ust the current "ear for a ;lan%et !O that coers 0 "ears of a #rant ,saes manuall" remoin# data from +M$.

CMS is one,stop shoppin# for reiewin# hard commitments.4ou can uic%l" suppress commitments.

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CMS Report Attribtes

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%ther Tools

FFIT Faclt Financial inir Tool

Delps facult" mana#e their niersit" Enancial resources which they

own as individuals.

& facult" member can see all &wards !ro5ects and *as%s which he/sheowns. !roides balances and drill,down transaction details for a facult"Ns

indiiduall" owned &wards !ro5ects *as%s. Contains data that is refreshed dail".

Calculates balances usin# bud#et reenue eApenditure and commitment

data. !roides online help in the form of tips and downloadable uic% #uides.

Optionall" shows allocations to others from the facult" memberNs &wards.

'ncludes reenue as well as bud#et data for !*&s.

ReportMart +eportMart$ (+M$) is the primar" reportin# tool and enironment for theEnancial data in the %racle Financialss"stem. e" modules of theOracle ?inancials s"stem (used b" distributed users across campus)include: 'nternet !rocurement

i;ud#ets

iPournals

iO !Card

Labor

Documents

388382W828CMS Implementation(1)