9872192728CMS Implementation(1)

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1. Learn About CMS at the CMS Websitehttp://cms.stanford.edu

2. Schedule a CMS Overvie !resentation for "our Mana#ement$eam %optional&

Contact Patti McCabe ([email protected]) to schedule a 1-hourpresentation for your team.

'. (nsure (ver)one is *ranted the Appropriate Authorit) + Completes,e-uired $rainin# to se CMS %http://cms.stanford.edu CMS

Authorit)Using the Stanford uthority Manager! you can be granted one of fourauthority roles in CMS. "our authority role controls #hether you cancreate forecasts or $ust %ie# forecasts others ha%e created. &t alsocontrols #hether you can %ie# or update salary or are limited to non-salary.

ie Authorit)$o levels available: CMS Salar) ie 0 includes both salary and non-salary (i.e.! goods

and ser%ices) transactions. CMS on0Salar) ie 0 includes only non-salary (i.e.! goods and

ser%ices) transactionsCheclist: Steps to 3mplement CMS to 4orecast5 ,eport5 and,econcile !$As1. 'earn about CMS at the CMS #ebsite (httpcms.stanford.edu)*. Schedule a CMS +%er%ie# Presentation for your management team

(optional),. Mae certain e%eryone is granted the appropriate authority to use CMS

a. Managers grant indi%iduals authority in the uthority Managerb. &ndi%iduals complete reuired CMS training for Update uthority

byregistering in S/0S for +0-11*

2. 3nsure your computer is set up for CMS4. Use CMS to forecast! report! and reconcile P/s5. &mpro%e business processes and eliminate or reduce use of Shado#

Systems


7. Schedule a CMS Overvie !resentation for "our Mana#ement$eam %optional&Contact Patti McCabe ([email protected]) to schedule a 1-hourpresentation for your team.

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


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8. (nsure (ver)one is *ranted the Appropriate Authorit) + Completes,e-uired $rainin# to se CMS %http://cms.stanford.edu CMS

Authorit)Using the Stanford uthority Manager! you can be granted one of fourauthority roles in CMS. "our authority role controls #hether you can

create forecasts or $ust %ie# forecasts others ha%e created. &t alsocontrols #hether you can %ie# or update salary or are limited to non-salary.

Cool Stu6"ou can %ie# people #ith multiple assignments."ou can %ie# all allocations for people in your +rg! being paid from an +rgoutside your authority."ou can clic a P+ to %ie# an actual in%oice.lerts."ou can lin directly to +racle 7eb &nuiry from CMS to 8suppress9 acommitment.

/ime Sa%ers:ie# salary history sho#ing 5 months of actual pay to insure people #erepaid correctly.:ie# $ust the current year for a ;lanet P+ that co%ers 4 years of a grant -sa%es manually remo%ing data from 0M,.CMS is one-stop shopping for re%ie#ing hard commitments."ou can uicly suppress commitments.

7. se CMS to 4orecast5 ,eport5 and ,econcile !$As https://ofeb.stanford.edu


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CMS has direct lins to +racle 7eb &nuiry #here you can %ie# andor

suppress a P+. CMS allo#s you to %ie# outstanding commitments and actual eApenses

for >oods B Ser%ices #hich can mae reconciliation easier. 0educe time spent entering data manually into Shado# System(s) by

using CMS 0eports! or eAporting data to spreadsheets."our authority #ill control #hich screens or features you can access. ?oreAample! if you do not ha%e salary authority! you #ill be able to accesstotal salaries rollup +'"! and you #ill not be able to access informationbelo# the total salaries rollup.

"our authority dictates the updates you can perform in CMS. "ou canupdate P/ lines o%er #hich you ha%e been granted authority. &f youshare costs (salary or goods B ser%ices) #ith another +rg! you can %ie#the entire distribution in CMS e%en if you do not ha%e authority o%er allthe P/s. Do#e%er! you #ill be able to update only the lines for #hich you

ha%e authority. Stanford Policy on conEdentiality of data applies.

,eceivin#/*rantin# Authorit) + ,e-uired $rainin#0ecei%ing CMS uthority is a t#o-step process

1. "ou must complete a training class #hich consists of an o%er%ie#!practice in the CMS /raining 3n%ironment! and 4 authority tests. "oucan tae the training either in a hands-on lab or online. You musthave approval from your manager to take CMS Training. CMS hasconteAtual help throughout the application to guide the user.

*. 7hen you enroll in +0-11*! Overview of CMS, in S/0S! a CMSteam member #ill contact your manager to ensure you are

authoriFed to tae the training! determine #hich authority role you#ill ha%e! and identify the +rgs andor Pro$ect-/ass to gi%e youauthority for in the CMS /raining 3n%ironment.

+nce you complete the training! a CMS team member #ill notify yourmanager that they can grant you authority %ia the uthority Manager for the+rgs andor Pro$ect-/ass you need access to in CMS. "ou can CMSCommitment Mana#ement S)stem CMS is a planning and forecasting tool.

Dard commitment B eApenditure data from +racle ?inancials is fed nightly

to CMS. 0e%enue data is not fed to CMS.

Users #ith Update uthority can forecast by

o Modifying 8hard commitments9

o dding 8soft commitments9

o Creating soft budgets

o Creating custom periods

?orecasts created in CMS do not alter commitments in +racle ?inancials.

ctual eApenditures replace forecasted numbers as the pro$ect

progresses! #hich allo# Enancial managers to get an early #arning of

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potential o%erdrafts! note conGicting commitments! plan future actions!etc.

Checlist: Steps to 3mplement CMS to 4orecast5 ,eport5 and,econcile !$AsH. 'earn about CMS at the CMS #ebsite (httpcms.stanford.edu)I. Schedule a CMS +%er%ie# Presentation for your management team

(optional). Mae certain e%eryone is granted the appropriate authority to use CMS


by

?our /ools for ?inancial Management

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3ntroduction

/hose #ho manage accounts at Stanford ha%e abundant robust toolsa%ailable to them. &t is up to them to le%erage the features of each tool in

the #ay that can best ser%e their business needs. 7e pro%ide a briefdescription of 0eportMart,! ?aculty ?inancial inuiry /ool (??&/)! and Shado#Systems! and discuss the Commitment Management System(CMS) in detail.

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CMS Commitment Mana#ement S)stem CMS is a planning and forecasting tool.

Dard commitment B eApenditure data from +racle ?inancials is fed nightly

to CMS. 0e%enue data is not fed to CMS.

Users #ith Update uthority can forecast byo Modifying 8hard commitments9

o dding 8soft commitments9

o Creating soft budgets

o Creating custom periods

?orecasts created in CMS do not alter commitments in +racle ?inancials.

ctual eApenditures replace forecasted numbers as the pro$ect

progresses! #hich allo# Enancial managers to get an early #arning ofpotential o%erdrafts! note conGicting commitments! plan future actions!etc.

Checlist: Steps to 3mplement CMS to 4orecast5 ,eport5 and,econcile !$As1J. 'earn about CMS at the CMS #ebsite (httpcms.stanford.edu)11. Schedule a CMS +%er%ie# Presentation for your management team

(optional)1*. Mae certain e%eryone is granted the appropriate authority to use CMS


byregistering in S/0S for +0-11*

1,. 3nsure your computer is set up for CMS

12. Use CMS to forecast! report! and reconcile P/s14. &mpro%e business processes and eliminate or reduce use of Shado#

Systems


. Schedule a CMS Overvie !resentation for "our Mana#ement$eam %optional&Contact Patti McCabe ([email protected]) to schedule a 1-hourpresentation for your team.

;. (nsure (ver)one is *ranted the Appropriate Authorit) + Completes,e-uired $rainin# to se CMS %http://cms.stanford.edu CMS

Authorit)Using the Stanford uthority Manager! you can be granted one of fourauthority roles in CMS. "our authority role controls #hether you cancreate forecasts or $ust %ie# forecasts others ha%e created. &t alsocontrols #hether you can %ie# or update salary or are limited to non-salary.

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


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ie Authorit)$o levels available: CMS Salar) ie 0 includes both salary and non-salary (i.e.! goods

and ser%ices) transactions.

CMS on0Salar) ie 0 includes only non-salary (i.e.! goods andser%ices) transactions

;oth must be granted by your manager

Matches your current 0M, authority

llo#s you to %ie# forecasts created by others for your

P/s

pdate Authorit)

$o levels available: CMS Salar) pdate 0 includes both salary and non-salary (i.e.!

goods and ser%ices) transactions. CMS on0Salar) pdate 0 includes only non-salary (i.e.! goods

and ser%ices) transactions. ;oth must be granted by your manager ;oth reuire you to complete training before using CMS ;oth allo# you to forecast for your P/s ;oth include :ie# uthority

"our authority #ill control #hich screens or features you can access. ?oreAample! if you do not ha%e salary authority! you #ill be able to accesstotal salaries rollup +'"! and you #ill not be able to access informationbelo# the total salaries rollup.

"our authority dictates the updates you can perform in CMS. "ou canupdate P/ lines o%er #hich you ha%e been granted authority. &f youshare costs (salary or goods B ser%ices) #ith another +rg! you can %ie#the entire distribution in CMS e%en if you do not ha%e authority o%er allthe P/s. Do#e%er! you #ill be able to update only the lines for #hich youha%e authority. Stanford Policy on conEdentiality of data applies.

,eceivin#/*rantin# Authorit) + ,e-uired $rainin#

0ecei%ing CMS uthority is a t#o-step process,. "ou must complete a training class #hich consists of an o%er%ie#!practice in the CMS /raining 3n%ironment! and 4 authority tests. "oucan tae the training either in a hands-on lab or online. You musthave approval from your manager to take CMS Training. CMS hasconteAtual help throughout the application to guide the user.

2. 7hen you enroll in +0-11*! Overview of CMS, in S/0S! a CMSteam member #ill contact your manager to ensure you areauthoriFed to tae the training! determine #hich authority role you

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#ill ha%e! and identify the +rgs andor Pro$ect-/ass to gi%e youauthority for in the CMS /raining 3n%ironment.

4. +nce you complete the training! a CMS team member #ill notifyyour manager that they can grant you authority %ia the uthorityManager for the +rgs andor Pro$ect-/ass you need access to in

CMS. "ou can then begin using CMS.Managers ha%e the option of allo#ing the CMS team to uploadthe authority on their behalf or performing the tas manually.ContactPatti McCabe for further information on ho# authority isbeing performed in your school.

6. Computer Setup for CMShttp://cms.stanford.edu *ettin# Started Computer Setup

?or PC! use &nternet 3Aplorer +'".

?or MC! use C&/0&K

7. se CMS to 4orecast5 ,eport5 and ,econcile !$As https://ofeb.stanford.edu

oods B Ser%ices #hich can mae reconciliation easier. 0educe time spent entering data manually into Shado# System(s) by

using CMS 0eports! or eAporting data to spreadsheets.

8. 3mprove


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Can business processes be streamlined and impro%ed using CMSL

re there #ays to eliminate manual data entry into Shado# SystemsL

&s it possible to eliminate some Shado# SystemsL

7hat are the best uses for CMS 0eportL

CMS


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CMS ,eport Attributes

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Other $ools

443$ 4acult) 4inancial in-uir) $ool

Delps faculty manage their Uni%ersity Enancial resources! which they

own as individuals.

faculty member can see all #ards! Pro$ects and /ass #hich hesheo#ns. Pro%ides balances and drill-do#n transaction details for a facultyNs

indi%idually o#ned #ards! Pro$ects! /ass. Contains data that is refreshed daily.

Calculates balances using budget! re%enue! eApenditure and commitment

data. Pro%ides online help in the form of tips and do#nloadable uic guides.

+ptionally! sho#s allocations to others from the faculty memberNs #ards.

&ncludes re%enue as #ell as budget data for P/s.

,eportMart '0eportMart, (0M,) is the primary reporting tool and en%ironment for theEnancial data in the Oracle 4inancialssystem. Oey modules of the+racle ?inancials system (used by distributed users across campus)include &nternet Procurement

i;udgets

iournals

i+U! PCard

'abor

Documents

9872192728CMS Implementation(1)