Your authority dictates the updates you can perform in CMS.

You can
update PTA lines over which you have been granted authority. If 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 PTAs. %owever$ you will be able to update only the lines for which you
have authority. Stanford Policy on con&dentiality of data applies.
Receiving/Granting Authority & Required Training
'eceiving CMS Authority is a two(step process)
*. You must complete a training class which consists of an overview$
practice in the CMS Training +nvironment$ and , authority tests. You
can ta-e the training either in a hands(on 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.
/. 0hen you enroll in #'A(**/1$ Overview of CMS, in STA'S$ a CMS
team member will contact your manager to ensure you are
authori2ed to ta-e the training$ determine which authority role you
will have$ and identify the #rgs and3or Pro4ect(Tas-s to give you
authority for in the CMS Training +nvironment.
#nce you complete the training$ a CMS team member will notify your
manager that they can grant you authority via the Authority Manager for the
#rgs and3or Pro4ect(Tas-s you need access to in CMS. You can CMS
Commitment Management System
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 5 faculty$ sta6
and students.
CMS allows you to forecast leave and other supplemental pay.
CMS allows you to add 7soft8 commitments$ including burden.
CMS has direct lin-s to #racle 0eb In9uiry where you can view and3or
suppress a P#.
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 Systems" by
using CMS 'eports$ or e.porting data to spreadsheets.
6. Improve usiness !rocesses
After 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;
Are there ways to eliminate manual data entry into Shadow Systems;
Is it possible to eliminate some Shadow Systems;
0hat are the best uses for CMS 'eport;
CMS ene"ts #or Administrators
*
'educed audit e.posure as CMS allows you to forecast and ma-e better &nancial
decisions.
'educed time correcting errors as users have a tool that will 7do it right the &rst
time8.
+liminates late cost transfers which can result in the PI having to absorb the cost.
'educed time spent to produce forecasts and reports.
'educed time spent manually entering data and manual calculations.
'eliable CMS auto(calculations result in accurate data in forecasts and reports.
%ard commitment data feeds are timely$ accurate$ and reliable.
Ability to easily manipulate data to create 7what if scenarios8.
<ess time re9uired to provide better &nancial management.
$. %earn A&out CMS at the CMS 'e&site
http(//cms.stan#ord.edu
). Schedu*e a CMS +vervie, !resentation #or -our Management
Team .optiona*/
Contact Patti McCabe pmccabe=stanford.edu" to schedule a *(hour
presentation for your team.
0. 1nsure 1veryone is Granted the Appropriate Authority & Comp*etes
Required Training to 2se CMS .http(//cms.stan#ord.edu CMS
Authority
>sing the Stanford Authority Manager$ you can be granted one of four
authority roles in CMS. Your authority role controls whether you can
create forecasts or 4ust view forecasts others have created. It also
controls whether you can view or update salary or are limited to non(
salary.
3ie, Authority
T,o *eve*s avai*a&*e(
CMS Sa*ary 3ie, 4 includes both salary and non(salary i.e.$ goods
and services" transactions.
CMS 5on4Sa*ary 3ie, 4 includes only non(salary i.e.$ goods and
services" transactions
Chec6*ist( Steps to Imp*ement CMS to 7orecast8 Report8 and
Reconci*e !TAs
*. <earn about CMS at the CMS website http)33cms.stanford.edu"
/. Schedule a CMS #verview Presentation for your management team
optional"
?. Ma-e certain everyone is granted the appropriate authority to use CMS
a. Managers grant individuals authority in the Authority Manager
b. Individuals complete re9uired CMS training for >pdate Authority
by
registering in STA'S for #'A(**/1
@. +nsure your computer is set up for CMS
,. >se CMS to forecast$ report$ and reconcile PTAs
/
A. Improve business processes and eliminate or reduce use of Shadow
Systems
9. %earn A&out CMS at the CMS 'e&site
http(//cms.stan#ord.edu
:. Schedu*e a CMS +vervie, !resentation #or -our Management
Team .optiona*/
Contact Patti McCabe pmccabe=stanford.edu" to schedule a *(hour
presentation for your team.
6. 1nsure 1veryone is Granted the Appropriate Authority & Comp*etes
Required Training to 2se CMS .http(//cms.stan#ord.edu CMS
Authority
>sing the Stanford Authority Manager$ you can be granted one of four
authority roles in CMS. Your authority role controls whether you can
create forecasts or 4ust view forecasts others have created. It also
controls whether you can view or update salary or are limited to non(
salary.
Cool Stu6
You can view people with multiple assignments.
You can view all allocations for people in your #rg$ being paid from an #rg
outside your authority.
You can clic- a P# to view an actual invoice.
Alerts.
You can lin- directly to #racle 0eb In9uiry from CMS to 7suppress8 a
commitment.
Time Savers
Biew salary history showing A months of actual pay to insure people were
paid correctly.
Biew 4ust the current year for a Clan-et P# that covers , years of a grant (
saves manually removing data from 'M?.
CMS is one(stop shopping for reviewing hard commitments.
You can 9uic-ly suppress commitments.
:. 2se CMS to 7orecast8 Report8 and Reconci*e !TAs
https(//o#,e&.stan#ord.edu
Discuss PTA nic-name feature and nic-name conventions with your group.
Discuss roles and responsibilities for PTAs in CMS 5 remember$ everyone
who has authority can update the same PTA.
CMS allows you to view and report on the data from many source
systems$ i.e.$ PeopleSoft$ :ES and iProcurement.
?
CMS is a user interface for #racle 5 in #racle$ you pull data via
'eportMart? 'eportsF in CMS$ data is pushed to you by your search
criteria. Cecause of this$ you may view data you did not -now e.isted or
thought was inactive. If necessary$ correct the data you feel is old or
incorrect in the source systems".
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 5 faculty$ sta6
and students.
CMS allows you to forecast leave and other supplemental pay.
CMS allows you to add 7soft8 commitments$ including burden.
CMS has direct lin-s to #racle 0eb In9uiry where you can view and3or
suppress a P#.
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 Systems" by
using CMS 'eports$ or e.porting data to spreadsheets.
Your authority will control which screens or features you can access. Eor
e.ample$ if you do not have salary authority$ you will be able to access
total salaries rollup #G<Y$ and you will not be able to access information
below the total salaries rollup.
CMS is a planning and forecasting tool.
%ard commitment ! e.penditure data from #racle Einancials is fed nightly
to CMS.
'evenue data is not fed to CMS.
>sers with >pdate Authority can forecast by)
o Modifying 7hard commitments8
o Adding 7soft commitments8
o Creating soft budgets
o Creating custom periods
Eorecasts created in CMS do not alter commitments in #racle Einancials.
Actual e.penditures replace forecasted numbers as the pro4ect
progresses$ which allow &nancial 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 Report8 and
Reconci*e !TAs
I. <earn about CMS at the CMS website http)33cms.stanford.edu"
J. Schedule a CMS #verview Presentation for your management team
optional"
1. Ma-e certain everyone is granted the appropriate authority to use CMS
a. Managers grant individuals authority in the Authority Manager
b. Individuals complete re9uired CMS training for >pdate Authority
by
@
Eour Tools for Einancial Management
Introduction
Those who manage accounts at Stanford have abundant robust tools
available to them. It is up to them to leverage the features of each tool in
the way that can best serve their business needs. 0e provide a brief
description of 'eportMart?$ Eaculty Einancial in9uiry Tool EEIT"$ and Shadow
Systems$ and discuss the Commitment Management SystemCMS" in detail.
,
CMS Commitment Management System
CMS is a planning and forecasting tool.
%ard commitment ! e.penditure data from #racle Einancials is fed nightly
to CMS.
'evenue data is not fed to CMS.
>sers with >pdate Authority can forecast by)
o Modifying 7hard commitments8
o Adding 7soft commitments8
o Creating soft budgets
o Creating custom periods
Eorecasts created in CMS do not alter commitments in #racle Einancials.
Actual e.penditures replace forecasted numbers as the pro4ect
progresses$ which allow &nancial 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 Report8 and
Reconci*e !TAs
*K. <earn about CMS at the CMS website http)33cms.stanford.edu"
**. Schedule a CMS #verview Presentation for your management team
optional"
*/. Ma-e certain everyone is granted the appropriate authority to use CMS
a. Managers grant individuals authority in the Authority Manager
b. Individuals complete re9uired CMS training for >pdate Authority
by
registering in STA'S for #'A(**/1
*?. +nsure your computer is set up for CMS
*@. >se CMS to forecast$ report$ and reconcile PTAs
*,. Improve business processes and eliminate or reduce use of Shadow
Systems
;. %earn A&out CMS at the CMS 'e&site
http(//cms.stan#ord.edu
<. Schedu*e a CMS +vervie, !resentation #or -our Management
Team .optiona*/
Contact Patti McCabe pmccabe=stanford.edu" to schedule a *(hour
presentation for your team.
=. 1nsure 1veryone is Granted the Appropriate Authority & Comp*etes
Required Training to 2se CMS .http(//cms.stan#ord.edu CMS
Authority
>sing the Stanford Authority Manager$ you can be granted one of four
authority roles in CMS. Your authority role controls whether you can
create forecasts or 4ust view forecasts others have created. It also
controls whether you can view or update salary or are limited to non(
salary.
A
3ie, Authority
T,o *eve*s avai*a&*e(
CMS Sa*ary 3ie, 4 includes both salary and non(salary i.e.$ goods
and services" transactions.
CMS 5on4Sa*ary 3ie, 4 includes only non(salary i.e.$ goods and
services" transactions
Coth must be granted by your manager
Matches your current 'M? authority
Allows you to view forecasts created by others for your
PTAs
2pdate Authority
T,o *eve*s avai*a&*e(
CMS Sa*ary 2pdate 4 includes both salary and non(salary i.e.$
goods and services" transactions.
CMS 5on4Sa*ary 2pdate 4 includes only non(salary i.e.$ goods
and services" transactions.
Coth must be granted by your manager
Coth re9uire you to complete training before using CMS
Coth allow you to forecast for your PTAs
Coth include Biew Authority
Your authority will control which screens or features you can access. Eor
e.ample$ if you do not have salary authority$ you will be able to access
total salaries rollup #G<Y$ and you will not be able to access information
below the total salaries rollup.
Your authority dictates the updates you can perform in CMS. You can
update PTA lines over which you have been granted authority. If 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 PTAs. %owever$ you will be able to update only the lines for which you
have authority. Stanford Policy on con&dentiality of data applies.
Receiving/Granting Authority & Required Training
'eceiving CMS Authority is a two(step process)
?. You must complete a training class which consists of an overview$
practice in the CMS Training +nvironment$ and , authority tests. You
can ta-e the training either in a hands(on 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.
@. 0hen you enroll in #'A(**/1$ Overview of CMS, in STA'S$ a CMS
team member will contact your manager to ensure you are
authori2ed to ta-e the training$ determine which authority role you
I
will have$ and identify the #rgs and3or Pro4ect(Tas-s to give you
authority for in the CMS Training +nvironment.
,. #nce you complete the training$ a CMS team member will notify
your manager that they can grant you authority via the Authority
Manager for the #rgs and3or Pro4ect(Tas-s you need access to in
CMS. You 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 Patti McCabe for further information on how authority is
being performed in your school.
9. Computer Setup #or CMS
http(//cms.stan#ord.edu Getting Started Computer Setup
Eor PC$ use Internet +.plorer #G<Y.
Eor MAC$ use CIT'IL
:. 2se CMS to 7orecast8 Report8 and Reconci*e !TAs
https(//o#,e&.stan#ord.edu
Discuss PTA nic-name feature and nic-name conventions with your group.
Discuss roles and responsibilities for PTAs in CMS 5 remember$ everyone
who has authority can update the same PTA.
CMS allows you to view and report on the data from many source
systems$ i.e.$ PeopleSoft$ :ES and iProcurement.
CMS is a user interface for #racle 5 in #racle$ you pull data via
'eportMart? 'eportsF in CMS$ data is pushed to you by your search
criteria. Cecause of this$ you may view data you did not -now e.isted or
thought was inactive. If necessary$ correct the data you feel is old or
incorrect in the source systems".
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 5 faculty$ sta6
and students.
CMS allows you to forecast leave and other supplemental pay.
CMS allows you to add 7soft8 commitments$ including burden.
CMS has direct lin-s to #racle 0eb In9uiry where you can view and3or
suppress a P#.
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 Systems" by
using CMS 'eports$ or e.porting data to spreadsheets.
6. Improve usiness !rocesses
After 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;
Are there ways to eliminate manual data entry into Shadow Systems;
Is it possible to eliminate some Shadow Systems;
0hat are the best uses for CMS 'eport;
CMS ene"ts #or Administrators
'educed audit e.posure as CMS allows you to forecast and ma-e better &nancial
decisions.
'educed time correcting errors as users have a tool that will 7do it right the &rst
time8.
+liminates late cost transfers which can result in the PI having to absorb the cost.
'educed time spent to produce forecasts and reports.
'educed time spent manually entering data and manual calculations.
'eliable CMS auto(calculations result in accurate data in forecasts and reports.
%ard commitment data feeds are timely$ accurate$ and reliable.
Ability to easily manipulate data to create 7what if scenarios8.
<ess time re9uired to provide better &nancial management.
PI satisfaction with the results of CMS analysisF problems are identi&ed and
corrected early and late transfers and overdrafts are reduced.
ene"ts #or 7acu*ty
CMS forecasts and reports are easy to read and interpret.
Consistent reports from all departments and schools save time and
reduce confusion.
Eewer unpleasant surprises at Closeout.
'hat 2sers Are Saying A&out CMS
CMS 'eports
CMS allows administrators to provide uniform and consistent reports to the entire
department3school3university$ which is a ma4or bene&t to those doing interdisciplinary
research.
The 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 PI to read.
Eorecasts automatically default to EY for non(sponsored awards and PTD for
sponsored awards.
You can create a Custom Period providing the ability to report for a di6erent time
period then the default period.
You can create a Custom Cudget which allows you to rearrange e.penditure types
with more or less detail" and you can even modify the bottom line dollar amount.
This feature is especially powerful if you anticipate more funding and want to forecast
using that &gure.
You can download report data to +.cel in two formats with header or data dump" so
you can easily perform scenario analysis.
1
Your reports can be labeled with 7nic-names8$ a more meaningful description for
some faculty than the PTA 5 unli-e the <abor Schedule reportM
CMS Auto Calculations
You 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 PTAs the employee is charged to.
Curden is automatically calculated showing the actual rate on all soft commitments.
CMS is +asy to >se
You can retrieve PTAs by PI.
It is easy to generate new soft commitments and modify e.isting hard commitments.
You can easily create alternative scenarios for PIs e.g. cost of hiring one vs. two grad
students".
You can easily chec- for outstanding commitments.
Assists in Closeout by allowing one to easily view outstanding commitments.
You can lin- to iProcurement to review and reconcile Purchase 'e9s3orders.
You can see data from PeopleSoft$ %'MS$ :ES #E merged into one place.
You can get a PTA balance 9uic-ly.
Cool Stu6
You can view people with multiple assignments.
You can view all allocations for people in your #rg$ being paid from an #rg
outside your authority.
You can clic- a P# to view an actual invoice.
Alerts.
You can lin- directly to #racle 0eb In9uiry from CMS to 7suppress8 a
commitment.
Time Savers
Biew salary history showing A months of actual pay to insure people were
paid correctly.
Biew 4ust the current year for a Clan-et P# that covers , years of a grant (
saves manually removing data from 'M?.
CMS is one(stop shopping for reviewing hard commitments.
You can 9uic-ly suppress commitments.
*K
CMS Report Attri&utes
**
*/
*?
>ata 7eeds to CMS
*@
+ther Too*s
77IT 7acu*ty 7inancia* inquiry Too*
%elps faculty manage their >niversity &nancial resources$ which they
own as individuals.
A faculty member can see all Awards$ Pro4ects and Tas-s which he3she
owns.
Provides balances and drill(down transaction details for a facultyNs
individually owned Awards$ Pro4ects$ Tas-s.
Contains data that is refreshed daily.
Calculates balances using budget$ revenue$ e.penditure and commitment
data.
Provides online help in the form of tips and downloadable 9uic- guides.
#ptionally$ shows allocations to others from the faculty memberNs Awards.
Includes revenue as well as budget data for PTAs.
ReportMart 0
'eportMart? 'M?" is the primary reporting tool and environment for the
&nancial data in the +rac*e 7inancia*s system. Oey modules of the
#racle Einancials system used by distributed users across campus"
include)
Internet Procurement
iCudgets
iPournals
i#> $ PCard
<abor Distribution
Shado, Systems
%ighly customi2ed +.cel spreadsheets created by individual administrators to
meet the very speci&c needs of the faculty members they support.
*,