labor distribution module (functional)
TRANSCRIPT
Kuali Days Conference05/21/07
Labor Distribution Module
Sterling George, Indiana University
Marcel Villalobos, University of Arizona
Suzanne Zimbardo, University of Arizona
Labor Distribution Module Agenda Topics
• Scope of the Module
• Development Timeline
• Accounting Cycle Overview
• Demonstration of Development to Date
• Effort Certification
Labor Distribution ModuleScope
Processes– Labor Ledger Poster
– Labor Ledger Scrubber (Enhancement LD-H1)
– Payroll Accrual Program
– Labor Ledger Year End – Creation of Inception to Date Beginning Balances
– Effort Certification Automated Report Period Update Process
– Effort Certification Batch Process
– Effort Certification eDoc Create Process
Labor Distribution ModuleScope
E-Docs– Salary Expense Transfer (ST)
– Benefit Expense Transfer (BT)
– Effort Certification
– Effort Certification Re-create
– Labor Ledger Correction (Enhancement LD-H2)
– Labor Ledger Journal Voucher (Enhancement LD-E1)
Labor Reports– Labor Operating Detail Listing
Labor Distribution Module Scope
Ledgers and Maintenance Tables– Labor Ledger Detail and Balance Tables
– Labor Object Codes
– Benefit Types
– Labor Object Benefits
– Benefit Calculation
– Automated Report Period Definition (Effort Certification)
– Effort Certification Report Period Definition
– Effort Certification Report Period
– Report Type (Effort Certification)
– Report Period Status (Effort Certification)
Labor Distribution ModuleScope
On-Line Labor Balance Inquiries– Calculated Salary Foundation (from Payroll System)
– Account Status: Base Funds
– Account Status: Current Funds
– Labor Ledger Effort Certification View
– Labor Ledger View
– July 1 Funding
– Funding by Person
– Position Inquiry (from Payroll System)
– Outstanding Effort Certification Forms by Organization
– Outstanding Effort Certification Form
Development Timeline
Kuali Accounting Cycle Diagram
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_DESCVARCHAR2(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
Labor Distribution – Processes
• 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
• Two views of Labor – (AC) based on time of posting or (A2) when effort occurred
• Entries processed by the labor poster are aggregated and feed the general ledger
• Accounts Not Accepting Fringes must Identify an Account that can accept Fringes
• Sub Funds can be set up to Not Accept Wages• Document Types can be established for Payroll Types – Normal
Pay (PAY), Payroll Cancellations (PAYC), Payroll Accruals (PAYA), etc…
• When Labor transactions reach the GL, offsets are specified by Document Type – i.e., PAYC to hit Cash directly, PAY to run through Salaries Payable, etc…
Labor Distribution – Maintenance Tables
• Payroll Object Codes report to Levels which report to Consolidations– 2000 Academic Salaries -> Academic Salaries (ACSA) ->
Compensation (CMPN)– 2500 Clerical Professional -> Bi-Weekly Salaries (BISA) ->
Compensation (CMPN)– 3000 Non-Student Hourly -> Hourly Compensation (HRCO) -
> Compensation (CMPN)– 5625 Fringe Benefits –> Benefits (BENF) -> Compensation
(CMPN) • Payroll Object Codes are assigned Benefit Types
– 2000 Academic Salaries has Benefits Types of FICA (F), Fringe Benefits (G), and Retirement Exempt (R)
• Benefit Types are assigned Percentages and Object Codes each Fiscal Year– FICA (F) – 7.07% on Object Code 5760– Fringe Benefits (G) – 12.74% on Object Code 5625– Retirement Exempt (R) – 18.74% on Object Code 5772
Labor Operating Detail Standard Report
A static report image for distribution to Fiscal Officers, Delegates, and Supervisors
Development Efforts
E-Docs– Salary Expense Transfer– Benefit Expense Transfer– Labor Ledger Journal Voucher
Ledgers and Maintenance Tables– Labor Ledger Detail and Balance Tables– Labor Object Codes– Benefit Types– Labor Object Benefits– Benefit Calculation– Effort Certification Report Period– Report Type (Effort Certification)– Report Period Status (Effort Certification)
Development Efforts
Processes– Labor Ledger Scrubber (Enhancement LD-H1)– Labor Ledger Poster
On-Line Labor Balance Inquiries– Calculated Salary Foundation (from Payroll System)– Account Status: Base Funds– Account Status: Current Funds– Labor Ledger Effort Certification View– Labor Ledger View– July 1 Funding – Funding by Person
Labor Distribution – Enhancement Requests
• Labor Ledger Details by Pay Period and possibly Earn Code for ST and BT
• Additional Data Elements in Detail Labor Ledger• Error Certification on Salary Transfer• Fringe Benefit Re-distribution• Benefit Transfer by Person• Flat Rate Fringe Benefit by Account• Enhancements to Effort Certification (depends on
choice of base system – gap analysis)
View Kuali Labor Distribution
• E-Docs
• Balance Inquiries
• Maintenance Tables
Questions
Kuali Days Conference5/21/2007
Effort CertificationDevelopment Scheduled for Kuali Phase IIB
Effort Certification Process
Review of current functionality that is the basis for KFS1. Effort Certification Administrator logs into the system and
instructs it to send out the Effort Certification Documents.– This is the Effort Certification Batch Process
– The time periods for certifications are defined by the institution
2. At this time, Salary Transfers are locked for the period. Any changes must be made on the Effort Certifications that have just been sent.
3. Effort Certifications are then either approved as-is, or can be changed.
Effort Certification Process (Cont.)
4. If the Effort Certification is approved as-is, the accounting is unchanged and the report is complete.
5. If the Effort Certification is changed and fully approved, a Salary Transfer Document is automatically spawned by the system to change the affected accounts.
– These automatic Salary Transfers book to the last month of the reporting period
6. After an Effort Certification is fully approved and completed, changes cannot be made for that period except in special circumstances.
– The Effort Certification Re-create Document is used for this
Relationship between Effort Reporting and Salary Adjustments in Labor Ledger
Window of using a Salary Transfer Document for adjustments
Effort Certification Documents sent. Cannot use a Salary Transfer to move salary. Must change the Effort Certification which will spawn an automatic Salary Transfer.
Effort Certification Document complete. Cannot make changes to salary via Salary Transfer or Effort Certification. Must contact administrator for an Effort Certification Re-create.
Effort Report Batch Process
Effort Report Fully Approved
Effort Certification Re-create – When Used?
Effort Certification Re-create Documents are used on an exception basis to generate an Effort Certification
– After the initial batch of Effort Certifications have been generated for a specific report period
– Requires adequate justification to meet audit risk
– For an individual employee
– Normal pay involved
– FIS locks end users from generating a Salary Transfer on an “open effort period”
– Moving normal salary to/from a C&G account
– Cost Share
Effort Certification Re-create - Request
• Special request received for Re-creates– Responsibility of the department of Contracts & Grants– Monitor CGA21RECRE Workgroup– Verify no existing “Unapproved” report– E-mail– Letter
• Review Labor Ledger Effort Certification (A-21) View• Identify pay for Report Type
- 10-pay- 12-pay- Bi-weekly pay
• Ensure salary booked
Labor Ledger Effort Certification (A-21) View
• Example 0001693647 (FY05 – 2005M02 1/1/05 - 6/30/05)
Effort Certification Re-create – Data Extract
Parameters Defined– Effort Certification Report Period Definition
Table– Effort Certification Report Period Table
Retrieves Effort from Labor Ledger Effort Certification (A-21) View
Effort Certification Re-create – Parameters
Report Period Definition Table
Effort Certification Re-Create – ParametersReport Period Table
Effort Certification Re-create - Screen
Effort Certification Re-create – User Lookup
• Example: 0001765716
xxxxxxxxxxxxxxxxxxxxxxx
Effort Certification Re-create - Warning
• Bring data search results into main document, add report number. If prior A-21 exists, dialog message, add note.
Effort Certification Re-create - Note
• Add note and attachment (optional).
Effort Certification Re-create – Retrieve Effort from Labor Ledger
• Tab – populates LLA21V info into document.
Effort Certification Re-create – Routed Document
• A-21 Re-Create data populates A-21 Effort Report form.
Effort Certification Re-create
• Changes to effort generates an automatic Salary Expense Transfer
• Salary Transfer books to the last month of the Report Period
• Searches, Retrievals, and Drilldowns– User Information– Total salary from the Labor Ledger Effort
Certification (A21) View– Account Number
Effort Certification Re-create -Workflow Routing
• Routes to each responsible individual for each Account listed within the document – Route Button.
Effort Certification Re-create – Action List
• Ready to Print/Correct/Approve.
Effort Certification Re-create – Final Approver
• Account level, Organization hierarchy, the last to approve is C&G Administrator or C&G Workgroup.
• Questions
Labor Distribution Module Progress as of May 2007
• Functional Subject Matter Experts (SME) Team Kickoff in March 2006
• Scope Identified• Functional Specification Written for all Phase IIA
Processes and E-Docs• Testing Began February 2007• Phase IIA E-Docs and Processes Scheduled for
Release in October 2007• Effort Certification Moved to Phase IIB Scheduled
for June 2008
Functional Subject Matter Experts Team Contacts
• Wes Buchanan, Cornell• Julianna Douches, Michigan State• Robert Emborski, Cornell• Sterling George, Indiana• Cindy Jones, California• Brenda Mathias, California• Keiko Takahashi, Business Analyst, RSmart• Sharon Underwood, San Joaquin Delta• Mike Wong, Hawaii• Suzanne Zimbardo, Arizona
Questions
Labor Distribution Module Workshop Contacts
Sterling George, Indiana
Marcel Villalobos, Arizona
Suzanne Zimbardo, Arizona