Budgeting and Planning (LBP) Workforce Guide Fiscal Year 2018

Lawson Budgeting and Planning (LBP) & Workforce

Training Guide ? Fiscal Year 2018

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Lawson Budgeting and Planning (LBP) & Workforce

Lawson Budgeting and Planning & Workforce Training - Table of Contents

GETTING STARTED ......................................................................................................................... 5

LAWSON BUDGETING AND PLANNING (LBP)................................................................................... 6

LOGIN.....................................................................................................................................................6 NAVIGATION ............................................................................................................................... .............6

General ............................................................................................................................................6 Plan Tab...........................................................................................................................................8 Edit Tab..........................................................................................................................................11 View Tab ........................................................................................................................................12 ENTER EXPENSE DATA .............................................................................................................................13 ENTER REVENUE DATA.............................................................................................................................14 ENTER SALARY EXPENSE DATA...................................................................................................................14 SPECIAL SCENARIOS.................................................................................................................................14 Generic Budget Accounts...............................................................................................................14 Adding Accounting Units (Account Numbers) ...............................................................................15 Adding Accounts (Object Codes)....................................................................................................15

LAWSON PORTAL ? WORKFORCE ..................................................................................................16

LOGIN...................................................................................................................................................16 OVERVIEW ............................................................................................................................................16 NAVIGATION ............................................................................................................................... ...........17

Search for an Employee .................................................................................................................17 ENTERING DATA .....................................................................................................................................18 EXEMPT EMPLOYEES................................................................................................................................20

Modify Merit Increase Amount $: Exempt Employee ....................................................................20 Add, Change or Delete a Budget Amount or Accounting Unit: Exempt Employee ........................22 Faculty Administrative Stipend......................................................................................................24 NON EXEMPT EMPLOYEES ........................................................................................................................26 Modify Merit Increase ? Hourly Pay Rate: Non-Exempt Employee ...............................................26 Add, Change or Delete an Existing Budget Accounting Units ........................................................27 OPEN POSITIONS ....................................................................................................................................29 Exempt Employees.........................................................................................................................29 Non-Exempt Employee ..................................................................................................................31 RELEASING AN EMPLOYEE (EXEMPT OR NON EXEMPT)...................................................................................33 TERMINATE AN EMPLOYEE (EXEMPT AND NON-EXEMPT) ...............................................................................35 Terminate an employee in your home department:......................................................................35 Terminate an employee not in your home department: ...............................................................36 SPECIAL SCENARIOS.................................................................................................................................36 Processing Employees Not in Your Home Department..................................................................36 Employee Types Not Budgeted in Lawson Workforce ...................................................................36 Updating Core Salary.....................................................................................................................36 Employees with Partial Year Funding ............................................................................................37 Employees with a Change in FTE Status ........................................................................................39 Employees Expecting Title Change or Promotion ..........................................................................43

FY 2018 ? Budget Manual

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Employees Paid Outside of Keck School of Medicine .................................................................... 43 Employees on Leave (Medical, Disability, etc) .............................................................................. 43 Adding Accounting Units (Account Numbers)............................................................................... 43 Add a New Employee .................................................................................................................... 43 REPORTING ................................................................................................................................... 44 RW100 - BUDGET REPORTS .................................................................................................................... 44 XXXXFNDNYB1 - Next Year Budget by Fund Group (Summary Budget Report) ............................ 44 XXXXCLNYB1AU - Clinical Next Year Budget by Accounting Unit .................................................. 45 XXXXNONYB1AU - Non-Clinical Next Year Budget by Accounting Unit......................................... 46 LBP DATA EXPORT ................................................................................................................................. 47 Data Export ................................................................................................................................... 47 PAYROLL REPORTS.................................................................................................................................. 48 ZZ221 - Funding Lines for all Employees Paid by Department ...................................................... 48 ZZ222 - Accounting Unit and Account by Employee ..................................................................... 52 ZZ227 - Displays Employees with Overlapping Dates ................................................................... 54 ZZ325 ? Faculty: Start vs Proposed Salary by Salary Category ..................................................... 55 ZZ329 ? All Employees: Total Start vs Proposed Salary................................................................. 55 ZZ330 ? Employee Salary Increase Over 5 Percent ....................................................................... 56 APPENDIX .....................................................................................................................................58 LAWSON BUDGETING AND PLANNING QUICK REFERENCE CARD ? FY2018..................................... 59 LAWSON SUPPORT AND IE CONFIGURATION ....................................................................................... 61 LAWSON ACCOUNTING TERMINOLOGY ................................................................................................ 63

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Lawson Budgeting and Planning (LBP) & Workforce

Getting Started

Go to: for the latest information regarding open lab sessions, guides, FAQs, Lawson Refresh cycles, and other general announcements.

FY 2018 ? Budget Manual

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Lawson Budgeting and Planning (LBP) Login

1. Go to using Microsoft Internet Explorer.

2. Use your MED domain ID and password to log in If you are a first time user, your IE browser will need to be configured for Lawson. Please see the Lawson Support and Internet Explorer Quick Reference Guide in the appendix of this training guide.

Navigation

General

Once logged into Lawson Budgeting and Planning (LBP), you will be taken to your Active Budget screen. 6

Lawson Budgeting and Planning (LBP) & Workforce

My Plan Tab: Provides quick links to accounting unit information. Financial Tab: Provides summary and detail data. Buttons:

o Plan - Manages content for the tab. o Edit ? Provides copy and paste functions. o View - Updates the display by year, quarter or period. Breadcrumbs: Displays navigation drilldown to quickly access other accounting units. o Do not use the browser back button.

The arrows will display additional data on the Financial Tab current screen. Save will save any changes that have been made. Restore will restore as of the last save.

Accounts display in the dropdown. You may choose to view data by Accounts or by Accounting Units using the drop down field. View accounts/accounting units on the left. Follow the columns to the right to view actuals and budgets from the previous year, current year, and the budgeted amount for the upcoming year. You will not be able to edit fields from this view. You will only have edit access to fields that appear in yellow at the posting account level or detail line level.

FY 2018 ? Budget Manual

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Plan Tab

Open Accounting Unit Opening an accounting unit will allow you to navigate between companies (ex. 11 & 111).

1. Click Plan > Open Accounting Unit > Select a Company > Click OK.

Open Plan View 1. Click Plan > Open Plan View > Select preferred option > Click OK.

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