kuali conference 10/11/2005 labor ledger processing & a21 effort reporting

Kuali Conference10/11/2005

Labor LedgerProcessing & A21 Effort

Reporting

Agenda Topics

• Basic tables: Labor Ledger Detail and Labor Ledger Balance• Accounting cycle and Kuali reference tables – object codes,

pooled benefits, rates for C&G accounts, accounts not accepting fringes, sub funds not accepting wages

• Kuali documents - Salary Transfers, Benefit Transfers, Labor Ledger Adjustment, A21 Re-Creates, Instructional Effort Reporting

• On-line labor balance inquiries including Calculated Salary Foundation (CSF) as basis for budget construction

• Decision support – Data Direct, Pre-Defined Queries (PDQ’s), & Standard Reports

• Overview of A21 effort reporting• Overview of HRMS PeopleSoft interface

Labor Ledger Detail

FIELD NAME FORMAT BUSINESS NAME

• UNIV_FISCAL_YR NUMBER(4) FISCAL YEAR• FIN_COA_CD VARCHAR2(2) CHART• ACCOUNT_NBR VARCHAR2(7) ACCOUNT NUMBER• SUB_ACCT_NBR VARCHAR2(5) SUB ACCOUNT• FIN_OBJECT_CD VARCHAR2(4) OBJECT CODE• FIN_SUB_OBJ_CD VARCHAR2(3) SUB OBJECT• FIN_BALANCE_TYP_CD VARCHAR2(2) BALANCE TYPE• FIN_OBJ_TYP_CD VARCHAR2(2) OBJECT TYPE• UNIV_FISCAL_PRD_CD VARCHAR2(2) FISCAL PERIOD• FDOC_TYP_CD VARCHAR2(4) DOCUMENT TYPE• FS_ORIGIN_CD VARCHAR2(2) ORIGIN CODE• FDOC_NBR VARCHAR2(9) DOCUMENT NUMBER• TRN_ENTR_SEQ_NBR NUMBER(5) SEQUENCE NUMBER• POSITION_NBR VARCHAR2(8) POSITION NUMBER• PROJECT_CD VARCHAR2(10) PROJECT CODE• TRN_LDGR_ENTR_DESC VARCHAR2(40) TRANSACTION DESCRIPTION• TRN_LDGR_ENTR_AMT NUMBER(19,2) TRANSACTION AMOUNT• TRN_DEBIT_CRDT_CD VARCHAR2(1) DEBIT CREDIT CODE• TRANSACTION_DT DATE TRANSACTION DATE• ORG_DOC_NBR VARCHAR2(10) ORG DOCUMENT NUMBER• ORG_REFERENCE_ID VARCHAR2(8) ORG REFERENCE ID• FDOC_REF_TYP_CD VARCHAR2(4) REFERENCE DOCUMENT TYPE• FS_REF_ORIGIN_CD VARCHAR2(2) REFERENCE ORIGIN CODE

Labor Ledger Detail Cont.

FIELD NAME FORMAT BUSINESS NAME

• FDOC_REF_NBR VARCHAR2(9) REFERENCE DOCUMENT NUMBER• FDOC_REVERSAL_DT DATE REVERSAL DATE• TRN_ENCUM_UPDT_CD VARCHAR2(1) ENCUMBRANCE UPDATE CODE• TRN_POST_DT DATE POST DATE• PAY_PERIOD_END_DT DATE PAY PERIOD END DATE• TRN_TOTAL_HR NUMBER TRANSACTION TOTAL HOURS• PYRL_DT_FSCL_YR NUMBER(4) PAYROLL DATE FISCAL YEAR• PYRL_DT_FSCLPRD_CD VARCHAR2(2) PAYROLL DATE FISCAL PERIOD• EMPLID VARCHAR2(11) EMPLOYEE ID• EMPL_RCD NUMBER(3) EMPLOYEE RECORD CODE• ERNCD VARCHAR2(3) EARN CODE• PAYGROUP VARCHAR2(3) PAYGROUP• SAL_ADMIN_PLAN VARCHAR2(4) SALARY ADMIN PLAN• GRADE VARCHAR2(3) GRADE• RUN_ID VARCHAR2(10) PAYROLL RUN ID• LL_ORIG_FIN_COA_CD VARCHAR2(2) ORIGINAL CHART• LL_ORIG_ACCT_NBR VARCHAR2(7) ORIGINAL ACCOUNT NUMBER• LL_ORIG_SUB_ACCT_NBR VARCHAR2(5) ORIGINAL SUB ACCOUNT• LL_ORIG_FIN_OBJECT_CD VARCHAR2(4) ORIGINAL OBJECT CODE• LL_ORIG_FIN_SUB_OBJ_CD VARCHAR2(3) ORIGINAL SUB OBJECT• COMPANY VARCHAR2(3) COMPANY• SETID VARCHAR2(5) SET ID• TIMESTAMP DATE TIMESTAMP

Labor Ledger Balance

FIELD NAME FORMAT BUSINESS NAME

• UNIV_FISCAL_YR NUMBER(4) FISCAL YEAR

• FIN_COA_CD VARCHAR2(2) CHART

• ACCOUNT_NBR VARCHAR2(7) ACCOUNT NUMBER

• SUB_ACCT_NBR VARCHAR2(5) SUB ACCOUNT

• FIN_OBJECT_CD VARCHAR2(4) OBJECT CODE

• FIN_SUB_OBJ_CD VARCHAR2(3) SUB OBJECT

• FIN_BALANCE_TYP_CD VARCHAR2(2) BALANCE TYPE

• FIN_OBJ_TYP_CD VARCHAR2(2) OBJECT TYPE

• POSITION_NBR VARCHAR2(8) POSITION NUMBER

• EMPLID VARCHAR2(11 EMPLOYEE ID

• ACLN_ANNL_BAL_AMT NUMBER(19,2) ANNUAL BALANCE

• FIN_BEG_BAL_LN_AMT NUMBER(19,2) FINANCIAL BEGINNING BALANCE

• CONTR_GR_BB_AC_AMT NUMBER(19,2) C&G BEGINNING BALANCE

Labor Ledger Balance Cont.

FIELD NAMT FORMAT BUSINESS NAME

• MO1_ACCT_LN_AMT NUMBER(19,2) MONTH 1 AMOUNT (JULY)• MO2_ACCT_LN_AMT NUMBER(19,2) MONTH 2 AMOUNT (AUGUST)• MO3_ACCT_LN_AMT NUMBER(19,2) MONTH 3 AMOUNT (SEPTEMBER)• MO4_ACCT_LN_AMT NUMBER(19,2) MONTH 4 AMOUNT (OCTOBER)• MO5_ACCT_LN_AMT NUMBER(19,2) MONTH 5 AMOUNT (NOVEMBER)• MO6_ACCT_LN_AMT NUMBER(19,2) MONTH 6 AMOUNT (DECEMBER)• MO7_ACCT_LN_AMT NUMBER(19,2) MONTH 7 AMOUNT (JANUARY)• MO8_ACCT_LN_AMT NUMBER(19,2) MONTH 8 AMOUNT (FEBRAURY)• MO9_ACCT_LN_AMT NUMBER(19,2) MONTH 9 AMOUNT (MARCH)• MO10_ACCT_LN_AMT NUMBER(19,2) MONTH 10 AMOUNT (APRIL)• MO11_ACCT_LN_AMT NUMBER(19,2) MONTH 11 AMOUNT (MAY)• MO12_ACCT_LN_AMT NUMBER(19,2) MONTH 12 AMOUNT (JUNE)• MO13_ACCT_LN_AMT NUMBER(19,2) MONTH 13 AMOUNT (CLOSING)• TIMESTAMP DATE TIMESTAMP

Accounting Cycle

• Chart of accounts updates (COA documents and reference tables) occur in Kuali upon approval and are copied out to decision support environments

• Pending entry table for Kuali labor documents• Labor ledger contains detail salary and wage by person,

position, type of pay, and pay period – benefits are aggregated by accounting string

• Payroll encumbrances recorded in labor ledger as internal encumbrances – updated with each payroll closing

• Entries processed by the labor poster are aggregated and feed the general ledger

Labor Object Codes

Payroll Levels and Consolidations

Labor Object Benefits

Benefits Type

Benefits Calculation

Accounts Not Accepting Fringes

Sub Funds Not Accepting Wages

Document Types

Offset Definition

Salary Transfer

HV2520005 Entries – From Side

Balance Inquiries

Balance Inquiry Examples

• Use Fiscal Year 2005, Account 10-232-00, and Universal User ID’s 1000157558 and 0001138755 for the following examples:– CSF Tracker– Account Status: Base Funds– Account Status: Current Funds– Labor Ledger A21 View– Funding By Person– Labor Ledger View– July 1 Funding

Kuali Labor Ledger Enhancements

• Labor Ledger Scrubber – similar to the GL scrubber - will validate accounting transactions against the chart of accounts but will likely perform far less offset generation than in the GL

• Labor Ledger Correction Process (LLCP) – similar to the GL Correction Process (GLCP) e-doc - will allow auditable corrections to labor files from the nightly accounting cycle and the upload of externally generated labor transactions

Account View Main

Account View Report Selection

Labor Operating Detail

Conclusion of Labor Ledger Presentation

• Questions?

A-21 Effort Reporting

After-the-fact activity records method of accounting for effort of employees paid in

whole or part, or cost shared on a sponsored agreement

A-21 Effort Report - Effort

• Labor Ledger - Pay – Feeds General Ledger

• Daily tracking

– Labor Ledger A21 View• Books to fiscal year and fiscal period

– Actual tracking of cost share– Reflects salary cost transfers

A-21 Effort Reports - Scheduling

• Messages• Important notices and IU policy A21 effort

reports• Academic 10-Pay

– 3 reporting periods (Fall, Spring, Summer)

• Monthly 12-Pay– 2 reporting periods (Fall, Spring)

• Biweekly/Hourly/Professional Non-Exempt– 4 reporting periods (Quarterly, Beginning FY)

Effort Reporting – FIS Definition Table

• Financial Information System (FIS) definition table to set parameters– Report number & fiscal year (i.e., 2005M02)– Title (i.e., Monthly Spring, Academic Fall, etc.) – Report period begin/end date– Position object ( AC, PA, CL, HO)– Type (12, 10, SU, BI)– Fiscal period transfer month – Fiscal year transfer month– Status N or O

A-21 Effort Report – FIS Definition Table (Cont’d)

• Example: LD - A21 Report Definition Table

A-21 Effort Report – FIS Report Table

• FIS Report Period Table – set parameters– Identifies report number, fiscal year, fiscal period

A-21 Effort Report – Data Extract

• Data extract – Normal pay

• Paid on sponsored project, in part or whole

– Cost share– Sub Accounts

• Expense sub accounts aggregate to main account

• Cost share sub account, extracts separately

A-21 Effort Report – A-21 Build

• Batch Scripts Parameters Table (FIS)• fis_a21_build.sh

– Script to build temporary A21 report data and load into temp tables for review by C&G

A-21 Effort Report – Web Queries

• More verification of effort data via query results– Basics include

• List by employee id, account numbers, percent of effort and salary dollars

– Verify against the Labor Ledger A21 View (spot check data integrity)

– Academic and monthly pay appointments (duplicate)

A-21 Effort Report – Document Create

• fis_a21_in_crdoc.sh– Script to create electronic A-21 documents in FIS

– Ensure LD A21 Definition Table status changed to ‘O’ (Open)

FIS A-21 Effort Report – FIS Document

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FIS A-21 Effort Report – FIS Document (Cont’d)

• Unique document number• Employee name• Report number (Fiscal year, M=Monthly, 02 = spring)• Report period range represents months salary booked in

FIS• Account (drill down)• Cost share• Percent of effort• Salary total (drill down to review LLA21 data extract)• Modifications allowed

• Salary total drill down in the FIS

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FIS Balance Inquiries LL A21 View

A-21 Effort Report - Routing Log

• Routed in FIS for A-21, fiscal officer or account delegate approval. Until document final approved, may be corrected

Example: Document “Route” button

A-21 Effort Report - Approval Process

• Recipient of FIS Electronic Effort Report– Knowledgeable person

• Timesheets or project tracking• Ad hoc route• Print

– Print• FIS inbox print multiple documents (includes certification

language and signature line)• Single print icon • Approve and/or correct paper document• Sign & return to recipient• Authorization to make corrections and approve• Retain document in department

A-21 Effort Report -Auto SET

• Change to the A-21 Effort Report document will generate an automatic salary expense transfer in FIS

This ST was created

by updating an A21 Doc# 01-

FH9328305

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A-21 Effort Report - Modification

• Modifications to effort report– Generates an automatic salary transfer in FIS

which books to the fiscal year and fiscal period reflected on the modified effort report

• Example: 2005M01 covers period 7/1/04 - 12/31/04. Salary Transfer books to the LL A21 View fiscal period 12/31/04.

– Automatic document approval to keep effort reports and LL A21 View in sync

– FYI’s based upon the FIS routing hierarchy

A-21 Effort Report – Re-Creates

• Method to do a single recreate if deemed necessary within FIS– Keeps history for audit purposes

A-21 Effort Report – Unapproved Follow-up

• Pre-Defined Query (PDQ)– On a quarterly basis generate list of outstanding

reports by chart and responsibility centers• Document number

• Person name

• Report period

– Create word document• Attach to e-mail

• Route to the fiscal officer asking for status

Effort Reporting

Getting Effort Reports certified is a never ending race

*Kuali – route to Project Directors for approval

Thanks

FIS HRMS Interface

• The HRMS application interfaces with the FIS in a number of ways:

– DB links to the Shared Universal Data Store (SUDS) are used to validate data entered directly into E-Docs and the HRMS application

– Edits against the SUDS views are performed as part of payroll closings

– E-docs are used to front-end data entry into the system

• Electronic documents allow users to engage in the following HRMS related transactions:

Customized HRMS E-Docs

Customized HRMS E-Docs Cont.

• HRMS E-docs are routed using the EDEN routing and approval engine and delivered to: the fiscal approver, personnel approver, undergoes any special conditions routing, and then is sent on to the final approvers (HR, Academic, Payroll, etc…).

• After achieving final approval, the HRMS PeopleSoft tables are updated with the information contained in the E-doc.

• E-docs contain business rules and ensure the accuracy of data entered.

• Prior to the implementation of E-docs it was often necessary to track through numerous HRMS screens to perform an action. Now the information needed to process a transaction is requested on a small set of screens and HRMS is updated automatically on final approval.

Customized HRMS Funding

• Indiana University was able to retain much of the delivered processes for closing an HRMS payroll. However, since we chose to implement our own funding module, it was necessary to develop programs to create the accounting entries. As mentioned above these processes validate against SUDS views. In addition entries are written to a detailed HRMS labor ledger and then are extracted to the FIS labor ledger staging directory for processing.

HRMS Funding Diagram

End of Presentation

• Questions?