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 faculty, staf
and students.
CMS allows you to forecast leave and other supplemental pay.
CMS allows you to add soft commitments, including burden.
CMS has direct lin!s to "racle #eb $n%uiry where you can view and&or
suppress a '".
CMS allows you to view outstanding commitments and actual e(penses
for )oods & Services which can ma!e reconciliation easier.
*educe time spent entering data manually into Shadow System+s, by
using CMS *eports, or e(porting data to spreadsheets.
6. Improve Business Processes
-fter 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/
-re there ways to eliminate manual data entry into Shadow Systems/
$s it possible to eliminate some Shadow Systems/
#hat are the best uses for CMS *eport/
CMS Benefts for Administrators
*educed audit e(posure as CMS allows you to forecast and ma!e better 0nancial
decisions.
*educed time correcting errors as users have a tool that will do it right the 0rst
time.
1liminates late cost transfers which can result in the '$ having to absorb the cost.
*educed time spent to produce forecasts and reports.
*educed time spent manually entering data and manual calculations.
*eliable CMS auto2calculations result in accurate data in forecasts and reports.
3ard commitment data feeds are timely, accurate, and reliable.
-bility to easily manipulate data to create what if scenarios.
4ess time re%uired to provide better 0nancial management.
1. Learn About CMS at the CMS Website
http!!cms.stanford.edu
". Schedu#e a CMS $vervie% Presentation for &our Mana'ement
(eam )optiona#*
Contact 'atti McCabe +pmccabe5stanford.edu, to schedule a 62hour
presentation for your team.
+. ,nsure ,ver-one is .ranted the Appropriate Authorit- / Comp#etes
0e1uired (rainin' to 2se CMS )http!!cms.stanford.edu CMS
Authorit-
6
7sing the Stanford -uthority Manager, you can be granted one of four
authority roles in CMS. 8our authority role controls whether you can
create forecasts or 9ust view forecasts others have created. $t also
controls whether you can view or update salary or are limited to non2
salary.
3ie% Authorit-
(%o #eve#s avai#ab#e
CMS Sa#ar- 3ie% 4 includes both salary and non2salary +i.e., goods
and services, transactions.
CMS 5on4Sa#ar- 3ie% 4 includes only non2salary +i.e., goods and
services, transactions
Chec6#ist Steps to Imp#ement CMS to 7orecast8 0eport8 and
0econci#e P(As
6. 4earn about CMS at the CMS website +http.&&cms.stanford.edu,
:. Schedule a CMS "verview 'resentation for your management team
+optional,
;. Ma!e certain everyone is granted the appropriate authority to use CMS
a. Managers grant individuals authority in the -uthority Manager
b. $ndividuals complete re%uired CMS training for 7pdate -uthority
by
registering in S<-*S for "*-266:=
>. 1nsure your computer is set up for CMS
?. 7se CMS to forecast, report, and reconcile '<-s
@. $mprove business processes and eliminate or reduce use of Shadow
Systems
9. Learn About CMS at the CMS Website
http!!cms.stanford.edu
:. Schedu#e a CMS $vervie% Presentation for &our Mana'ement
(eam )optiona#*
Contact 'atti McCabe +pmccabe5stanford.edu, to schedule a 62hour
presentation for your team.
6. ,nsure ,ver-one is .ranted the Appropriate Authorit- / Comp#etes
0e1uired (rainin' to 2se CMS )http!!cms.stanford.edu CMS
Authorit-
7sing the Stanford -uthority Manager, you can be granted one of four
authority roles in CMS. 8our authority role controls whether you can
create forecasts or 9ust view forecasts others have created. $t also
controls whether you can view or update salary or are limited to non2
salary.
Cool Stuf
8ou can view people with multiple assignments.
8ou can view all allocations for people in your "rg, being paid from an "rg
outside your authority.
:
8ou can clic! a '" to view an actual invoice.
-lerts.
8ou can lin! directly to "racle #eb $n%uiry from CMS to suppress a
commitment.
<ime Savers
Aiew salary history showing @ months of actual pay to insure people were
paid correctly.
Aiew 9ust the current year for a Blan!et '" that covers ? years of a grant 2
saves manually removing data from *M;.
CMS is one2stop shopping for reviewing hard commitments.
8ou can %uic!ly suppress commitments.
:. 2se CMS to 7orecast8 0eport8 and 0econci#e P(As
https!!of%eb.stanford.edu
Ciscuss '<- nic!name feature and nic!name conventions with your group.
Ciscuss roles and responsibilities for '<-s in CMS remember, everyone
who has authority can update the same '<-.
CMS allows you to view and report on the data from many source
systems, i.e., 'eopleSoft, )DS and i'rocurement.
CMS is a user interface for "racle in "racle, you pull data via
*eportMart; *eportsE in CMS, data is pushed to you by your search
criteria. Because of this, you may view data you did not !now e(isted or
thought was inactive. $f necessary, correct the data you feel is old or
incorrect in the source system+s,.
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 faculty, staf
and students.
CMS allows you to forecast leave and other supplemental pay.
CMS allows you to add soft commitments, including burden.
CMS has direct lin!s to "racle #eb $n%uiry where you can view and&or
suppress a '".
CMS allows you to view outstanding commitments and actual e(penses
for )oods & Services which can ma!e reconciliation easier.
*educe time spent entering data manually into Shadow System+s, by
using CMS *eports, or e(porting data to spreadsheets.
8our authority will control which screens or features you can access. Dor
e(ample, if you do not have salary authority, you will be able to access
total salaries rollup "F48, and you will not be able to access information
below the total salaries rollup.
;
8our authority dictates the updates you can perform in CMS. 8ou can
update '<- lines over which you have been granted authority. $f you
share costs +salary or goods & services, with another "rg, you can view
the entire distribution in CMS even if you do not have authority over all
the '<-s. 3owever, you will be able to update only the lines for which you
have authority. Stanford 'olicy on con0dentiality of data applies.
0eceivin'!.rantin' Authorit- / 0e1uired (rainin'
*eceiving CMS -uthority is a two2step process.
6. 8ou must complete a training class which consists of an overview,
practice in the CMS <raining 1nvironment, and ? authority tests. 8ou
can ta!e the training either in a hands2on lab or online. You must
have approval from your manager to take CMS Training. CMS has
conte(tual help throughout the application to guide the user.
:. #hen you enroll in "*-266:=, Overview of CMS, in S<-*S, a CMS
team member will contact your manager to ensure you are
authoriGed to ta!e the training, determine which authority role you
will have, and identify the "rgs and&or 'ro9ect2<as!s to give you
authority for in the CMS <raining 1nvironment.
"nce you complete the training, a CMS team member will notify your
manager that they can grant you authority via the -uthority Manager for the
"rgs and&or 'ro9ect2<as!s you need access to in CMS. 8ou can CMS
Commitment Mana'ement S-stem
CMS is a planning and forecasting tool.
3ard commitment & e(penditure data from "racle Dinancials is fed nightly
to CMS.
*evenue data is not fed to CMS.
7sers with 7pdate -uthority can forecast by.
o Modifying hard commitments
o -dding soft commitments
o Creating soft budgets
o Creating custom periods
Dorecasts created in CMS do not alter commitments in "racle Dinancials.
-ctual e(penditures replace forecasted numbers as the pro9ect
progresses, which allow 0nancial managers to get an early warning of
potential overdrafts, note conHicting commitments, plan future actions,
etc.
Chec6#ist Steps to Imp#ement CMS to 7orecast8 0eport8 and
0econci#e P(As
I. 4earn about CMS at the CMS website +http.&&cms.stanford.edu,
J. Schedule a CMS "verview 'resentation for your management team
+optional,
=. Ma!e certain everyone is granted the appropriate authority to use CMS
a. Managers grant individuals authority in the -uthority Manager
b. $ndividuals complete re%uired CMS training for 7pdate -uthority
by
>
Dour <ools for Dinancial Management
Introduction
<hose who manage accounts at Stanford have abundant robust tools
available to them. $t is up to them to leverage the features of each tool in
the way that can best serve their business needs. #e provide a brief
description of *eportMart;, Daculty Dinancial in%uiry <ool +DD$<,, and Shadow
Systems, and discuss the Commitment Management System+CMS, in detail.
?
CMS Commitment Mana'ement S-stem
CMS is a planning and forecasting tool.
3ard commitment & e(penditure data from "racle Dinancials is fed nightly
to CMS.
*evenue data is not fed to CMS.
7sers with 7pdate -uthority can forecast by.
o Modifying hard commitments
o -dding soft commitments
o Creating soft budgets
o Creating custom periods
Dorecasts created in CMS do not alter commitments in "racle Dinancials.
-ctual e(penditures replace forecasted numbers as the pro9ect
progresses, which allow 0nancial managers to get an early warning of
potential overdrafts, note conHicting commitments, plan future actions,
etc.
Chec6#ist Steps to Imp#ement CMS to 7orecast8 0eport8 and
0econci#e P(As
6K. 4earn about CMS at the CMS website +http.&&cms.stanford.edu,
66. Schedule a CMS "verview 'resentation for your management team
+optional,
6:. Ma!e certain everyone is granted the appropriate authority to use CMS
a. Managers grant individuals authority in the -uthority Manager
b. $ndividuals complete re%uired CMS training for 7pdate -uthority
by
registering in S<-*S for "*-266:=
6;. 1nsure your computer is set up for CMS
6>. 7se CMS to forecast, report, and reconcile '<-s
6?. $mprove business processes and eliminate or reduce use of Shadow
Systems
;. Learn About CMS at the CMS Website
http!!cms.stanford.edu
<. Schedu#e a CMS $vervie% Presentation for &our Mana'ement
(eam )optiona#*
Contact 'atti McCabe +pmccabe5stanford.edu, to schedule a 62hour
presentation for your team.
=. ,nsure ,ver-one is .ranted the Appropriate Authorit- / Comp#etes
0e1uired (rainin' to 2se CMS )http!!cms.stanford.edu CMS
Authorit-
7sing the Stanford -uthority Manager, you can be granted one of four
authority roles in CMS. 8our authority role controls whether you can
create forecasts or 9ust view forecasts others have created. $t also
controls whether you can view or update salary or are limited to non2
salary.
@
3ie% Authorit-
(%o #eve#s avai#ab#e
CMS Sa#ar- 3ie% 4 includes both salary and non2salary +i.e., goods
and services, transactions.
CMS 5on4Sa#ar- 3ie% 4 includes only non2salary +i.e., goods and
services, transactions
Both must be granted by your manager
Matches your current *M; authority
-llows you to view forecasts created by others for your
'<-s
2pdate Authorit-
(%o #eve#s avai#ab#e
CMS Sa#ar- 2pdate 4 includes both salary and non2salary +i.e.,
goods and services, transactions.
CMS 5on4Sa#ar- 2pdate 4 includes only non2salary +i.e., goods
and services, transactions.
Both must be granted by your manager
Both re%uire you to complete training before using CMS
Both allow you to forecast for your '<-s
Both include Aiew -uthority
8our authority will control which screens or features you can access. Dor
e(ample, if you do not have salary authority, you will be able to access
total salaries rollup "F48, and you will not be able to access information
below the total salaries rollup.
8our authority dictates the updates you can perform in CMS. 8ou can
update '<- lines over which you have been granted authority. $f you
share costs +salary or goods & services, with another "rg, you can view
the entire distribution in CMS even if you do not have authority over all
the '<-s. 3owever, you will be able to update only the lines for which you
have authority. Stanford 'olicy on con0dentiality of data applies.
0eceivin'!.rantin' Authorit- / 0e1uired (rainin'
*eceiving CMS -uthority is a two2step process.
;. 8ou must complete a training class which consists of an overview,
practice in the CMS <raining 1nvironment, and ? authority tests. 8ou
can ta!e the training either in a hands2on lab or online. You must
have approval from your manager to take CMS Training. CMS has
conte(tual help throughout the application to guide the user.
>. #hen you enroll in "*-266:=, Overview of CMS, in S<-*S, a CMS
team member will contact your manager to ensure you are
authoriGed to ta!e the training, determine which authority role you
I
will have, and identify the "rgs and&or 'ro9ect2<as!s to give you
authority for in the CMS <raining 1nvironment.
?. "nce you complete the training, a CMS team member will notify
your manager that they can grant you authority via the -uthority
Manager for the "rgs and&or 'ro9ect2<as!s you need access to in
CMS. 8ou can then begin using CMS.
Managers have the option of allowing the CMS team to upload
the authority on their behalf or performing the tas! manually.
Contact 'atti McCabe for further information on how authority is
being performed in your school.
9. Computer Setup for CMS
http!!cms.stanford.edu .ettin' Started Computer Setup
Dor 'C, use $nternet 1(plorer "F48.
Dor M-C, use C$<*$L
:. 2se CMS to 7orecast8 0eport8 and 0econci#e P(As
https!!of%eb.stanford.edu
Ciscuss '<- nic!name feature and nic!name conventions with your group.
Ciscuss roles and responsibilities for '<-s in CMS remember, everyone
who has authority can update the same '<-.
CMS allows you to view and report on the data from many source
systems, i.e., 'eopleSoft, )DS and i'rocurement.
CMS is a user interface for "racle in "racle, you pull data via
*eportMart; *eportsE in CMS, data is pushed to you by your search
criteria. Because of this, you may view data you did not !now e(isted or
thought was inactive. $f necessary, correct the data you feel is old or
incorrect in the source system+s,.
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 faculty, staf
and students.
CMS allows you to forecast leave and other supplemental pay.
CMS allows you to add soft commitments, including burden.
CMS has direct lin!s to "racle #eb $n%uiry where you can view and&or
suppress a '".
CMS allows you to view outstanding commitments and actual e(penses
for )oods & Services which can ma!e reconciliation easier.
*educe time spent entering data manually into Shadow System+s, by
using CMS *eports, or e(porting data to spreadsheets.
6. Improve Business Processes
-fter everyone in the wor! group, including the manager, has used CMS,
meet to discuss the following.
J
Can business processes be streamlined and improved using CMS/
-re there ways to eliminate manual data entry into Shadow Systems/
$s it possible to eliminate some Shadow Systems/
#hat are the best uses for CMS *eport/
CMS Benefts for Administrators
*educed audit e(posure as CMS allows you to forecast and ma!e better 0nancial
decisions.
*educed time correcting errors as users have a tool that will do it right the 0rst
time.
1liminates late cost transfers which can result in the '$ having to absorb the cost.
*educed time spent to produce forecasts and reports.
*educed time spent manually entering data and manual calculations.
*eliable CMS auto2calculations result in accurate data in forecasts and reports.
3ard commitment data feeds are timely, accurate, and reliable.
-bility to easily manipulate data to create what if scenarios.
4ess time re%uired to provide better 0nancial management.
'$ satisfaction with the results of CMS analysisE problems are identi0ed and
corrected early and late transfers and overdrafts are reduced.
Benefts for 7acu#t-
CMS forecasts and reports are easy to read and interpret.
Consistent reports from all departments and schools save time and
reduce confusion.
Dewer unpleasant surprises at Closeout.
What 2sers Are Sa-in' About CMS
CMS *eports
CMS allows administrators to provide uniform and consistent reports to the entire
department&school&university, which is a ma9or bene0t to those doing interdisciplinary
research.
<he Month by Month Burn Rate by PTA report shows actual e(penses and outstanding
commitments.
*eports in CMS are clear, meaningful and easy for your '$ to read.
Dorecasts automatically default to D8 for non2sponsored awards and '<C for
sponsored awards.
8ou can create a Custom 'eriod providing the ability to report for a diferent time
period then the default period.
8ou can create a Custom Budget which allows you to rearrange e(penditure types
+with more or less detail, and you can even modify the bottom line dollar amount.
<his feature is especially powerful if you anticipate more funding and want to forecast
using that 0gure.
8ou can download report data to 1(cel in two formats +with header or data dump, so
you can easily perform scenario analysis.
=
8our reports can be labeled with nic!names, a more meaningful description for
some faculty than the '<- unli!e the 4abor Schedule reportM
CMS -uto Calculations
8ou tell CMS when someone is going on vacation and CMS calculates vacation credits
ta!ing into consideration wee!ends, holidays and days in a given month. CMS
distributes the leave credit to all '<-s the employee is charged to.
Burden is automatically calculated showing the actual rate on all soft commitments.
CMS is 1asy to 7se
8ou can retrieve '<-s by '$.
$t is easy to generate new soft commitments and modify e(isting hard commitments.
8ou can easily create alternative scenarios for '$s +e.g. cost of hiring one vs. two grad
students,.
8ou can easily chec! for outstanding commitments.
-ssists in Closeout by allowing one to easily view outstanding commitments.
8ou can lin! to i'rocurement to review and reconcile 'urchase *e%s&orders.
8ou can see data from 'eopleSoft, 3*MS, )DS "D merged into one place.
8ou can get a '<- balance %uic!ly.
Cool Stuf
8ou can view people with multiple assignments.
8ou can view all allocations for people in your "rg, being paid from an "rg
outside your authority.
8ou can clic! a '" to view an actual invoice.
-lerts.
8ou can lin! directly to "racle #eb $n%uiry from CMS to suppress a
commitment.
<ime Savers
Aiew salary history showing @ months of actual pay to insure people were
paid correctly.
Aiew 9ust the current year for a Blan!et '" that covers ? years of a grant 2
saves manually removing data from *M;.
CMS is one2stop shopping for reviewing hard commitments.
8ou can %uic!ly suppress commitments.
6K
CMS 0eport Attributes
66
6:
6;
>ata 7eeds to CMS
6>
$ther (oo#s
77I( 7acu#t- 7inancia# in1uir- (oo#
3elps faculty manage their 7niversity 0nancial resources, which they
own as individuals.
- faculty member can see all -wards, 'ro9ects and <as!s which he&she
owns.
'rovides balances and drill2down transaction details for a facultyNs
individually owned -wards, 'ro9ects, <as!s.
Contains data that is refreshed daily.
Calculates balances using budget, revenue, e(penditure and commitment
data.
'rovides online help in the form of tips and downloadable %uic! guides.
"ptionally, shows allocations to others from the faculty memberNs -wards.
$ncludes revenue as well as budget data for '<-s.
0eportMart +
*eportMart; +*M;, is the primary reporting tool and environment for the
0nancial data in the $rac#e 7inancia#s system. Oey modules of the
"racle Dinancials system +used by distributed users across campus,
include.
$nternet 'rocurement
iBudgets
iPournals
i"7 , 'Card
4abor Cistribution
Shado% S-stems
3ighly customiGed 1(cel spreadsheets created by individual administrators to
meet the very speci0c needs of the faculty members they support.
6?