Get Committed – Use Get Committed – Use Unit Defined Unit Defined

CommitmentsCommitments

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OverviewOverview

• What are Unit Defined Commitments (UDC’s)?• Demo• UDC Reports

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What are Unit Defined Commitments What are Unit Defined Commitments (UDC’s)?(UDC’s)?

• Planned expenditures or revenues (i.e. encumbrances) a unit expects to pay or receive at a certain period of time

• Departments can record revenue and expense commitments using the Commitment panel in our central system or a loader file.

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Why would you want to use UDC’s?Why would you want to use UDC’s?

•The revenue and expense commitments are maintained in the central financial system which allows units to have a better overall picture of their financial health all in one location

•Data is backed up with production data

•Data is loaded into the Data Warehouse and updated hourly

•Can load future fiscal years

•It’s FREE!

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What kind of encumbrances can be What kind of encumbrances can be recorded using UDCs?recorded using UDCs?

•Consultant Fees for a specific time period

• Large dollar purchases

• Anything you want to encumber

• No impact on book of record

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Demo - Unit Defined CommitmentsDemo - Unit Defined Commitments

Sign into MPathways Sign into MPathways Financials & Physical Financials & Physical Resources SystemResources System

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Demo - Unit Defined CommitmentsDemo - Unit Defined Commitments

Navigation:Navigation:

General Ledger > Unit Defined General Ledger > Unit Defined CommitmentsCommitments

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Demo - Unit Defined CommitmentsDemo - Unit Defined Commitments

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Demo - Unit Defined CommitmentsDemo - Unit Defined Commitments

To look up an existing To look up an existing commitment, select commitment, select Find an Existing ValueFind an Existing Value

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Demo - Unit Defined CommitmentsDemo - Unit Defined Commitments

• For a new commitment, For a new commitment, select select Add a New ValueAdd a New Value

• Click Click AddAdd

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Demo - Unit Defined CommitmentsDemo - Unit Defined Commitments

• Commitment No. Commitment No. says NEXT until you says NEXT until you SaveSave the commitment. the commitment.

• One panel for One panel for entering a UDCentering a UDC

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Demo - Unit Defined CommitmentsDemo - Unit Defined Commitments

• The hardest concept to learn is the Begin and End/Pay The hardest concept to learn is the Begin and End/Pay DateDate. .

Commitment Example:Commitment Example:

• No Fiscal Year or Accounting PeriodNo Fiscal Year or Accounting Period

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Unit Defined CommitmentsUnit Defined Commitments

Unit Defined Commitment DatesUnit Defined Commitment Dates

The Unit Defined Commitment must have a Begin Date The Unit Defined Commitment must have a Begin Date less thanless than the end the end date of the Accounting period (last day of month) and an End/Pay Date date of the Accounting period (last day of month) and an End/Pay Date greater than or equal togreater than or equal to the last date of the accounting period (last day of the last date of the accounting period (last day of month)month)

Example: For a commitment to show up on a March PBSR report the begin Example: For a commitment to show up on a March PBSR report the begin date has to be less than 3/31/2007 and the end date has to be greater than or date has to be less than 3/31/2007 and the end date has to be greater than or equal to 3/31/2007. equal to 3/31/2007.

If you wanted a commitment to roll off a report automatically at the end If you wanted a commitment to roll off a report automatically at the end of a certain month, in this example, you would use an end date of of a certain month, in this example, you would use an end date of 3/30/2007 and that commitment would NOT show up on your March 3/30/2007 and that commitment would NOT show up on your March report.report.

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Unit Defined Commitments – Load TemplateUnit Defined Commitments – Load Templatewww.mais.umich.edu/fin/commitments.htmlwww.mais.umich.edu/fin/commitments.html

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Unit Defined Commitments – Excel Loader Unit Defined Commitments – Excel Loader FileFile

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Unit Defined CommitmentsUnit Defined Commitments

Navigation:Navigation:

General Ledger General Ledger > Unit Defined > Unit Defined CommitmentsCommitments

> Load UDC > Load UDC FileFile

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Unit Defined Commitments-Load UDC FileUnit Defined Commitments-Load UDC File

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Unit Defined Commitments-Load UDC FileUnit Defined Commitments-Load UDC File

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Unit Defined Commitments-Load UDC FileUnit Defined Commitments-Load UDC File

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Unit Defined Commitments-ReportsUnit Defined Commitments-Reports

After commitments are loaded either by UDC page or the upload file – run reportsAfter commitments are loaded either by UDC page or the upload file – run reports

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Unit Defined Commitments –Report by P/GUnit Defined Commitments –Report by P/G

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Unit Defined Commitments-PBSRUnit Defined Commitments-PBSR

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Unit Defined Commitments-BusinessObjectsUnit Defined Commitments-BusinessObjects

UDC table in UDC table in BusinessObjects is now BusinessObjects is now updated on the half hour updated on the half hour from 7:30 – 6:30 Mon-from 7:30 – 6:30 Mon-Sat, except HolidaysSat, except Holidays

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Questions?Questions?

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ContactsContacts

Lisa HarrisBusiness Systems Analyst Financials CPUMichigan Administrative Information ServicesE-mail: llharris@bf.umich.edu

Thank You