9871287128CMS Implementation(1)

8/11/2019 9871287128CMS Implementation(1)

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Your authority dictates the updates you can perform in CMS. You canupdate PTA lines over which you have been granted authority. If 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. %owever$ you will be able to update only the lines for which you

have authority. Stanford Policy on con&dentiality of data applies.

Receiving/Granting Authority & Required Training'eceiving CMS Authority is a two(step process)

*. You must complete a training class which consists of an overview$practice in the CMS Training +nvironment$ and , authority tests. Youcan ta-e the training either in a hands(on lab or online. You musthave approval from your manager to take CMS Training. CMS hascontetual help throughout the application to guide the user.

/. 0hen you enroll in #'A(**/1$ Overview of CMS, in STA'S$ a CMSteam member will contact your manager to ensure you are

authori2ed to ta-e the training$ determine which authority role youwill have$ and identify the #rgs and3or Pro4ect(Tas-s to give youauthority for in the CMS Training +nvironment.

#nce you complete the training$ a CMS team member will notify yourmanager that they can grant you authority via the Authority Manager for the#rgs and3or Pro4ect(Tas-s you need access to in CMS. You can CMSCommitment Management System 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 5 faculty$ sta6

and students.

CMS allows you to forecast leave and other supplemental pay. CMS allows you to add 7soft8 commitments$ including burden.

CMS has direct lin-s to #racle 0eb In9uiry where you can view and3or

suppress a P#. CMS allows you to view outstanding commitments and actual epenses

for :oods ! Services which can ma-e reconciliation easier. 'educe time spent entering data manually into Shadow Systems" by

using CMS 'eports$ or eporting data to spreadsheets.

6. Improve usiness !rocessesAfter everyone in the wor- group$ including the manager$ has used CMS$meet to discuss the following)

Can business processes be streamlined and improved using CMS;

Are there ways to eliminate manual data entry into Shadow Systems;

Is it possible to eliminate some Shadow Systems;

0hat are the best uses for CMS 'eport;

CMS ene"ts #or Administrators

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'educed audit eposure as CMS allows you to forecast and ma-e better &nancia

decisions. 'educed time correcting errors as users have a tool that will 7do it right the &rst

time8. +liminates late cost transfers which can result in the PI having to absorb the cos

'educed time spent to produce forecasts and reports. 'educed time spent manually entering data and manual calculations.

'eliable CMS auto(calculations result in accurate data in forecasts and reports.

%ard commitment data feeds are timely$ accurate$ and reliable.

Ability to easily manipulate data to create 7what if scenarios8.


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. Improve business processes and eliminate or reduce use of ShadowSystems

9. %earn Aout CMS at the CMS 'esitehttp(//cms.stan#ord.edu

:. Schedu*e a CMS +vervie, !resentation #or -our ManagementTeam optiona*Contact Patti McCabe pmccabe=stanford.edu" to schedule a *(hourpresentation for your team.

6. 1nsure 1veryone is Granted the Appropriate Authority & Comp*etesRequired Training to 2se CMS http(//cms.stan#ord.edu CMS

Authority>sing the Stanford Authority Manager$ you can be granted one of fourauthority roles in CMS. Your authority role controls whether you can

create forecasts or 4ust view forecasts others have created. It alsocontrols whether you can view or update salary or are limited to non(salary.

Cool Stu6You can view people with multiple assignments.You can view all allocations for people in your #rg$ being paid from an #rgoutside your authority.You can clic- a P# to view an actual invoice.Alerts.You can lin- directly to #racle 0eb In9uiry from CMS to 7suppress8 acommitment.

Time SaversBiew salary history showing months of actual pay to insure people werepaid correctly.Biew 4ust the current year for a lan-et P# that covers , years of a grant (saves manually removing data from 'M?.CMS is one(stop shopping for reviewing hard commitments.You can 9uic-ly suppress commitments.

:. 2se CMS to 7orecast8 Report8 and Reconci*e !TAs https(//o#,e.stan#ord.edu

Discuss PTA nic-name feature and nic-name conventions with your group.

Discuss roles and responsibilities for PTAs in CMS 5 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$ :ES and iProcurement.

?
http://cms.stanford.edu/http://cms.stanford.edu/https://ofweb.stanford.edu/http://cms.stanford.edu/http://cms.stanford.edu/https://ofweb.stanford.edu/


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CMS is a user interface for #racle 5 in #racle$ you pull data via

'eportMart? 'eportsF in CMS$ data is pushed to you by your searchcriteria. ecause of this$ you may view data you did not -now eisted orthought was inactive. If necessary$ correct the data you feel is old orincorrect in the source systems".

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 5 faculty$ sta6

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

CMS allows you to add 7soft8 commitments$ including burden.

CMS has direct lin-s to #racle 0eb In9uiry where you can view and3or

suppress a P#. CMS allows you to view outstanding commitments and actual epenses

for :oods ! Services which can ma-e reconciliation easier. 'educe time spent entering data manually into Shadow Systems" by

using CMS 'eports$ or eporting data to spreadsheets.Your authority will control which screens or features you can access. Eoreample$ if you do not have salary authority$ you will be able to accesstotal salaries rollup #G


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Eour Tools for Einancial Management

Introduction

Those who manage accounts at Stanford have abundant robust toolsavailable to them. It is up to them to leverage the features of each tool inthe way that can best serve their business needs. 0e provide a briefdescription of 'eportMart?$ Eaculty Einancial in9uiry Tool EEIT"$ and ShadowSystems$ and discuss the Commitment Management SystemCMS" in detail.

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

%ard commitment ! ependiture data from #racle Einancials is fed nightly

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

>sers with >pdate Authority can forecast by)o Modifying 7hard commitments8

o Adding 7soft commitments8

o Creating soft budgets

o Creating custom periods

Eorecasts created in CMS do not alter commitments in #racle Einancials.

Actual ependitures replace forecasted numbers as the pro4ect

progresses$ which allow &nancial managers to get an early warning ofpotential overdrafts$ note conHicting commitments$ plan future actions$etc.

Chec*ist( Steps to Imp*ement CMS to 7orecast8 Report8 andReconci*e !TAs*K. pdate Authority

byregistering in STA'S for #'A(**/1

*?. +nsure your computer is set up for CMS

*@. >se CMS to forecast$ report$ and reconcile PTAs*,. Improve business processes and eliminate or reduce use of Shadow

Systems

;. %earn Aout CMS at the CMS 'esitehttp(//cms.stan#ord.edu


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3ie, AuthorityT,o *eve*s avai*a*e( CMS Sa*ary 3ie, 4 includes both salary and non(salary i.e.$ goods

and services" transactions.

CMS 5on4Sa*ary 3ie, 4 includes only non(salary 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

2pdate Authority

T,o *eve*s avai*a*e( CMS Sa*ary 2pdate 4 includes both salary and non(salary i.e.$

goods and services" transactions. CMS 5on4Sa*ary 2pdate 4 includes only non(salary i.e.$ goods

and services" transactions. oth must be granted by your manager oth re9uire you to complete training before using CMS oth allow you to forecast for your PTAs oth include Biew Authority

Your authority will control which screens or features you can access. Eoreample$ if you do not have salary authority$ you will be able to accesstotal salaries rollup #G


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will have$ and identify the #rgs and3or Pro4ect(Tas-s to give youauthority for in the CMS Training +nvironment.

,. #nce you complete the training$ a CMS team member will notifyyour manager that they can grant you authority via the AuthorityManager for the #rgs and3or Pro4ect(Tas-s you need access to in

CMS. You can then begin using CMS.Managers have the option of allowing the CMS team to uploadthe authority on their behalf or performing the tas- manually.ContactPatti McCabe for further information on how authority isbeing performed in your school.

9. Computer Setup #or CMShttp(//cms.stan#ord.edu Getting Started Computer Setup

Eor PC$ use Internet +plorer #G


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Can business processes be streamlined and improved using CMS;

Are there ways to eliminate manual data entry into Shadow Systems;

Is it possible to eliminate some Shadow Systems;

0hat are the best uses for CMS 'eport;

CMS ene"ts #or Administrators

'educed audit eposure as CMS allows you to forecast and ma-e better &nancia

decisions. 'educed time correcting errors as users have a tool that will 7do it right the &rst

time8. +liminates late cost transfers which can result in the PI having to absorb the cos

'educed time spent to produce forecasts and reports.

'educed time spent manually entering data and manual calculations.

'eliable CMS auto(calculations result in accurate data in forecasts and reports.

%ard commitment data feeds are timely$ accurate$ and reliable.

Ability to easily manipulate data to create 7what if scenarios8.


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Your reports can be labeled with 7nic-names8$ a more meaningful description forsome faculty than the PTA 5 unli-e the seYou can retrieve PTAs by PI.It is easy to generate new soft commitments and modify eisting hard commitmentYou can easily create alternative scenarios for PIs e.g. cost of hiring one vs. two grastudents".You can easily chec- for outstanding commitments.

Assists in Closeout by allowing one to easily view outstanding commitments.You can lin- to iProcurement to review and reconcile Purchase 'e9s3orders.You can see data from PeopleSoft$ %'MS$ :ES #E merged into one place.You can get a PTA balance 9uic-ly.

Cool Stu6You can view people with multiple assignments.You can view all allocations for people in your #rg$ being paid from an #rg

outside your authority.You can clic- a P# to view an actual invoice.Alerts.You can lin- directly to #racle 0eb In9uiry from CMS to 7suppress8 acommitment.

Time SaversBiew salary history showing months of actual pay to insure people werepaid correctly.Biew 4ust the current year for a lan-et P# that covers , years of a grant (saves manually removing data from 'M?.

CMS is one(stop shopping for reviewing hard commitments.You can 9uic-ly suppress commitments.

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CMS Report Attriutes

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>ata 7eeds to CMS

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+ther Too*s

77IT 7acu*ty 7inancia* inquiry Too*

%elps faculty manage their >niversity &nancial resources$ which they

own as individuals.

A faculty member can see all Awards$ Pro4ects and Tas-s which he3sheowns. Provides balances and drill(down transaction details for a facultyNs

individually owned Awards$ Pro4ects$ Tas-s. Contains data that is refreshed daily.

Calculates balances using budget$ revenue$ ependiture and commitment

data. Provides online help in the form of tips and downloadable 9uic- guides.

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

Includes revenue as well as budget data for PTAs.

ReportMart 0'eportMart? 'M?" is the primary reporting tool and environment for the&nancial data in the +rac*e 7inancia*ssystem. Oey modules of the#racle Einancials system used by distributed users across campus"include) Internet Procurement

iudgets

iournals

i#>$ PCard

Documents

9871287128CMS Implementation(1)